XI. Printing, Publications and Media

1.        PRINTING

The cost of electronic and print media, including distribution, promotion, and general handling, are allowable.   If these costs are not identifiable with a particular project or cost activity, the costs should be allocated as indirect costs to all benefiting activities of the organization.

All electronic and print media prepared and released by the Grantee shall include the statement:

      “This project is funded under an agreement with the State of Tennessee.” 

NOTE:  Agencies will only use the generic printing statement(s) above if the grant fund source section does not require a specific statement.  Please refer to the grant fund source section, Publication and Media chapter (if included) for additional information.

See 2 C.F.R. § 200.461.


Guidance for publication costs is set out in 2 C.F.R. § 200.461 . To be considered allowable, publication costs must be incurred for work done according to a process that the recipient has described in writing. Publication shall be construed as the initiation of the procurement of writing, editing, preparation of related illustration material, including videos from subrecipients, or the internal printing requirements of the subrecipient necessary for compliance with the terms of the project.  However, individuals are authorized to make or have made by any means available to them, without regard to the copyright of the journal and without royalty, a single copy of any such article for their own use.


Project directors are encouraged to make the results and accomplishments of their activities available to the public.  A subrecipient who publicizes project activities and results shall adhere to the following:

1.        Responsibility for the direction of the project should not be ascribed to the Department of Justice, (or the Department of Health and Human Services, or the Office of Violence Against Women as appropriate in lieu of the Department of Justice ) or the Tennessee Office of Criminal Justice Programs. The publication must not convey DOJ/DHHS/OVW or TN OCJP’s official recognition or endorsement of the project simply by having received funding.  A separate request of the State and appropriate federal agency must be made and granted for official recognition.

2.        All reports, studies, notices, informational pamphlets, press releases, signs, billboards, DVDs, public awareness kits, training curricula, webinars, websites and similar public notices (written, visual or sound) prepared and released by the Grantee shall include the statement:

“This project is funded under an agreement with the State of Tennessee.”  Any such notices by the Subrecipient shall be approved by the State.

NOTE:  Agencies will only use the generic publication statement(s) if the grant fund section does not require a specific statement.  Please refer to the grant fund source section, Publication and Media chapter (if included) for additional information.

Additionally, studies and research/report type publications expressing the direction of project activity must also contain the following federal funding statement:

“The opinions, findings, conclusions or recommendations contained within this document are those of the author and do not necessarily reflect the views of the Department of Justice (or Department of Health and Human Services, Office of Violence Against Women as appropriate)  or the State of Tennessee, Office of Criminal Justice Programs.”.

3.        The subrecipient also agrees that one copy of any such publication will be submitted to the Office of Criminal Justice Programs of the Department of Finance and Administration to be placed on file and distributed as appropriate to other potential subrecipients or interested parties.

4.        All publication and distribution agreements with a publisher will include provisions giving the federal government or state a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for federal or state government purposes. 

5.        Unless otherwise specified in the award, the subrecipient may copyright any books, publications, films, or other copyrightable material developed or purchased as a result of award activities.  Copyrighted material shall be subject to the same provisions of the Federal government.

6.        The subrecipient shall submit a publication and distribution plan to OCJP before materials developed under an award are commercially available or distributed. The plan shall include a description of the materials, the rationale for commercial publication and distribution, the criteria to be used in the selection of a publisher, and, to assure reasonable competition, the identification of firms that will be approached.  Prior OCJP approval of this plan is required for publishing project activities and results when Federal funds are used to pay for the publication.