Special Instructions — Business to Business Magazines
Postal Distribution
Mailed copies of Magazines must be posted on or before the end of the month of issue.
Terms of Control
For terms of Control (Refer clause REF _Ref111350264 \r \h \* MERGEFORMAT 3.69) the following information is required:
Specialist classification, target market, job qualification, and industrial sector.
How the circulation is controlled.
Basis and manner of choice of the names selected, and the mechanism to exercise control over the circulation.
How the client list is compiled.
Definition of the target market.
Who is responsible for the distribution list? If external, are the aims and objectives similar?
Controlled Free Distribution
Refer clause REF _Ref111349984 \r \h \* MERGEFORMAT 3.21.
Individually requested - single copies of every issue of the publication addressed to the reader by name or job title in respect of whom an application form, or other documentation, or electronic requests via website, email or call centres has been received. Applications must be dated within 3 years of origin. Includes:
Single copies sent to Members of societies or associations who pay an additional amount to receive the publication.
Requested copies sent to a section of a society/ association Membership, who are not required to pay an additional sum. Proof of such requests is required.
Where a society, association or similar body adopts a publication independently published, provided a copy of the circulation list is available for audit.
Company requested copies addressed to the recipient by name or job title. Written requests must be obtained.
Individual subscriptions at less than 50% (fifty per cent) of the registered cover price.
Individually non-requested – single copies sent to individuals by name or job title for which no valid request record is held, including requested applications older than 3 years. Includes:
Single copies sent to Members of a society or association where the publication is included in the subscription.
Where a society, association or similar body adopts a publication independently published, and no circulation list is available.
Bulk requested – copies of every issue of the publication supplied in bulk in respect of which an application form or other documentation has been received. Applications must be dated within 3 years of origin. Includes:
Requests by educational institutions, including publications for distribution to students. Written requests must be obtained.
Company requested copies where no list of recipients is available, and written requests have been obtained.
Bulk non-requested – copies of every issue of the publication supplied in bulk for which no valid request record is held, including applications older than 3 years.
Bulk Free Distribution
Any bulk distribution that does not comply with clause 8.1.3 paragraphs 3 and 4 and is of any uncontrolled nature, including hand outs to unknown individuals, or taken by participants at a conference, symposium, or similar venue.
Exclusions
Copies of the publication, which do not conform to the terms of control, must be excluded.
Special Instructions — Consumer Magazines
Third Party Bulk Sales
Bulk Sales of consumer magazines with a cover price are limited to 20% of total paid circulation.
Bulk Free Distribution
Bulk Free Distribution of consumer magazines with a cover price is limited to 20% of total circulation. From 1st July 2008 the limitation will reduce to 10%.
Special Instructions — Newspapers
Daily Newspapers
Number of Publishing Days
At the publisher’s discretion, the following may be excluded and the number of publishing days reduced accordingly:
Circulation on public holidays.
Circulation during the period 24 December to 31 December (both days inclusive). If this option is chosen, the full period must be excluded.
If a public holiday falls on a:
- Monday, only the circulation for that day may be excluded.
- Tuesday, the circulation for both the Monday and the Tuesday may be excluded.
- Wednesday, only the circulation for that day may be excluded.
- Thursday, the circulation for both the Thursday and the Friday may be excluded.
- Friday, the circulation for both the Friday and the Saturday may be excluded.
- Saturday, only the circulation for that day may be excluded.
In respect of the following, application must be made to the Company for approval:
Organised stayaways, strikes, mass action, “acts of God”, provided that
The Company is notified within 15 days following the day so selected, who will then notify all Members of such choice;
The situation giving rise to the exclusion must be beyond the proprietor’s control;
The loss must exceed 25% of the average of 2 comparative days not affected.
Where special circumstances arise, application may be made to the Board for condonation.
Regional Daily Newspaper
Separate audited circulation figures are required for a regional newspaper, and will be disclosed separately in the comments section of the certificate. (Refer clause 3.61)
Third Party Bulk Sales
Third Party Bulk Sales are limited to 10% of total paid circulation.
Weekend Newspapers
Where an issue is circulated on both Saturday and Sunday under the same title, a single certificate would be submitted, but the Saturday and Sunday total circulation figures will be disclosed separately in the comments section of the certificate.
At the publisher’s discretion, an issue falling over a weekend may be excluded, where either the Thursday or Friday before, or the Monday or Tuesday following, is a public holiday, and the number of publishing days reduced accordingly.
Weekly Newspapers
At the publisher’s discretion, the following may be excluded, and the number of publishing days reduced accordingly:
Where a public holiday falls on a Tuesday or Thursday and the newspaper is published on a Monday or Friday, the circulation for both the public holiday and the publishing day.
Any issue published the day before or following a public holiday.
Special Instructions — Free Magazines and Newspapers
Purpose
The purpose of these instructions is to adopt a uniform approach to the completion of the certificate so that the comparable statistics can be maintained.
Preamble
In view of the nature of free distribution, the advertisers’ interests are of prime concern. It is important that Members have an authoritative source available as confirmation of the authenticity of distribution and penetration.
The ability to effectively control the distribution of a free publication largely depends on the standard of record keeping and management control.
These instructions apply equally to independent contractors who are subject to audit per the Guidelines to Auditors of Free Magazines and Newspapers.
Records that are required to be maintained and management supervision are listed below.
Print Orders and Distribution
Documentation forming the basis for recording printing and total distribution will consist of:
Original copies of V A T invoices recording printing done by independent parties, or works tickets supported by print orders.
A record of quantities loaded into delivery vehicles (loading sheets), receipted by delivery staff, which will form the input for the monthly summary sheet.
A summary sheet recording the number of deliveries per vehicle separating individual and bulk, including a record of returns, deliveries not completed, spoilt papers, etc.
Members may not claim the full print run as distribution. Waste, spoiled, and undelivered copies must be deducted.
Management
Line management will be accountable for distribution of the publication in accordance with advertisers’ expectations and compliance with the A B C Rules.
Supervision will entail:
Communication with delivery trucks including random checks of runners.
Supervision of deliveries to the various drop-off points, particularly security sensitive areas.
Updating the progress of new complexes.
Identifying deliveries as individual or bulk.
Handling complaints.
Frequent monitoring of households.
Circulation Reporting Periods
The certificate must be completed for the period referred to in clause REF _Ref104179629 \r \h \* MERGEFORMAT 6.12 of the Rules.
Requirements for Circulation Certificate
Residential Deliveries - Individual
Definitions:
Deliveries to residential houses, or individual post boxes outside the bounds of a residential complex, supported by a map demarcating each route per vehicle.
Deliveries to residential complexes and flats subject to security restrictions. By arrangement with the body corporate or similar authority, a specified drop-off point within the bounds of the complex for a specific number of copies, not to exceed the number of units, as well as an agreement in writing to distribute to those units.
Residential deliveries - Bulk
Definitions:
a) Deliveries to residential complexes and flats where no arrangement exists for a specified drop-off point within the bounds of the complex, nor an agreement in writing to distribute to the units in the complex.
– Delivered to Non-residential Complexes – Individual
a) Deliveries to office parks. Where the delivery point is restricted to the entrance, an agreement in writing to distribute to all the tenants.
Delivered to Non-residential Complexes - Bulk
a) Deliveries to office parks where no agreement exists.
b) Deliveries to shops and cafes and other outlets nominated on the route schedule.
– Hand-outs
a) Copies handed out to commuters at taxi ranks, railway stations, bus depots, pedestrians at street corners.
– Institutions
a) Deliveries to government departments, Libraries, universities, Police Stations, Post Offices, Hospitals, Old aged homes. Written permission must be obtained to deliver a specific number of copies to a specified delivery point.
Mailed Copies
Definition – copies mailed as per Post Office receipts or stamp records.
Exclusions
Oversupplied to rounds i.e. returns.
Delivery rounds not completed.
Penalties arising out of back checks and complaints.
Any copies used as advertising vouchers and samples.
Mailed copy returns.
Number of Publishing Days
At the publisher’s discretion, the following may be excluded, and the number of publishing days reduced accordingly: -
Where a public holiday falls on a Tuesday or Thursday and the newspaper is published on a Monday or Friday, the circulation for both the public holiday and the publishing day.
Circulation on public holidays.
Weekly and bi-weekly newspapers may exclude the edition preceding a public holiday.
Where a public holiday falls on a Tuesday or Thursday and the newspaper is published on a Monday or
Friday, the circulation for both the public holiday and the publishing day.
Where special circumstances arise, application may be made to the board for condonation.
In respect of the following, application must be made to the Company for approval:
Organised stayaways, strikes, mass action, “acts of God”, provided that
The Company is notified within 15 days following the day so selected, who will then notify all Members of such a choice;
The situation giving rise to the exclusion must be beyond the proprietor’s control;
The loss must exceed 25% of the average of 2 comparative days not affected.
Auditors
An audit report, signed by auditors engaged by the proprietor for the purpose of auditing the certificate, must form part of the certificate. The auditor must be registered with the Independent Regulatory Board of Auditors (IRBA) (and the registration number to be specified).
Special Instructions — Digital Editions
Digital Editions
The digital edition of a publication is identical to its print counterpart, in all respects, including advertising. Digital editions are only allowed for titles of members with a print edition.
Registered Cover Price
The publisher must register the cover price of their digital edition with the company, as is the case with the print version. This cover price may be different from the print edition’s registered cover price/(s).
Paid Circulation
Copy sales or subscriptions must be at 50% or more of the registered cover price.
Free Circulation
Respondent’s Registration
A free copy of a digital edition will only be allowed if the respondent has first registered his details with publisher.
The publisher must be able to provide a suitable report and audit trail, for each issue, in order that these copies may be claimed as Controlled Free Distribution.
A respondent’s download or retrieval will be allowed only once. Any subsequent or additional download or retrievals will not be allowed for that issue.
Bulk Distribution
No bulk distribution will be allowed.
Frequency and nomination
The publisher must inform the Company that he intends publishing a digital edition, then nominate a start date and comply with all relevant rules. The digital edition must then be available at the same frequency rate as the print version from the nomination date.
