1. General. The amount of work passing through Clearcast is huge. Increasing numbers of scripts and commercials are being submitted and the demand for quick turn around is relentless. Clearcast does all it can to handle this workload but those submitting material can play their part in helping to make the process efficient and timely by ensuring material is accurate, complete and directed correctly.

2. Clearcast's  Digital Delivery System. Please note this paragraph has not been updated in the Notes of Guidance pdf. 

Clearcast operates a digital delivery system, powered by Adstream, for the submission of pre-production scripts and the upload of digital files.  Those wishing to register for our digital delivery system, please contact Clearcast's System Administrator or visit the Submissions section of our website to obtain more details. 

3. E-mail Submission.  Clearcast encourages the use of its digital delivery system for receipt of material.  However, Clearcast accept e-mail. Pre-production scripts should be sent to the dedicated e-mail address (not to individuals’ addresses) and paperwork submitted in connection with either work in progress (doublehead, unfinished) or finished commercials should likewise be sent to the dedicated addresses. You need to contact Clearcast to find the appropriate address for your agency. It is very important to stress that individual’s e-mail addresses should not be used for the submission of material for clearance as their absence from the office might mean that material is delayed.

4. Pre-production Scripts. These scripts should be an accurate description of visuals with verbatim audio or proposed superimposed text. We do not normally ask to see storyboards or directors’ shooting scripts but we do need sufficient information to come to an informed conclusion about what the finished commercial is likely to be. Clearcast hope to be able to respond to a script submission within four days of receipt, but actual clearance may take longer depending on the complexity of the script and supporting evidence. Evidence may require expert investigation and may be insufficient to support the proposed claim thus agencies must allow sufficient time for investigation and should ensure that information and evidence are submitted as early in the process as possible.

5. Work in Progress, Unfinished or Doublehead Material. It is not usually necessary to submit work in progress to Clearcast, but in circumstances where there is the possibility of a problem or some complex or borderline creative issue has been identified then Clearcast can see material at an unfinished stage. The unfinished commercial needs to be sent to Clearcast labelled in some way for identification purposes and the submission of this material needs to be backed up with a copy of the post-production script – in other words the actual script which is an actual reflection of the material as shot. It is important to stress this since material can change in many ways from the originally approved pre-production script and it is essential that the records maintained at Clearcast be accurate. The paperwork for the unfinished material may be submitted the digital delivery system or via e-mail.  Ice we have both tape and paperwork it should normally take a couple of days to view. Please note that Clearcast can only prioritize material which has imminent transmission spots and are not in a position to prioritize simply for playout purposes. Agencies are reminded of the need to ensure commercials are submitted to Clearcast allowing proper time for them to be processed. Clearcast does not undertake always to be able to view material which has been submitted late.

6. Finished – Clocked Commercials. Clearcast views and approves material for broadcast and advises broadcasters of that clearance and any restrictions which need to be applied. We also collate information about the artistes used in the advertising, as well as, telephone numbers and websites, and very importantly record music information for reporting to the Rights Societies. Digital delivery of the commercial is enabled and should be appropriately labelled for identification purposes and which should be clocked with a unique 15 character number. Guidance on the clock number conventions can be obtained by contacting Clearcast.  This clocked commercial must always be accompanied by a script and a fully accurately completed consignment note. Both the digital delivery system and the website route contain these forms. The form is available too from Clearcast. Please note that incomplete or inaccurate information will result in delays to processing.

7. Technical Information. Please be aware of the issues of superimposed text and flashing images covered elsewhere in these Notes. Checks will be carried out by Clearcast and material failing will not be approved for transmission.