Along with the article below, we've created a short animation which also explains the ad clearance process here.
Anyone who registers with us is assigned a specific contact. If you have any questions about your ad, please submit them to your contact to receive the quickest response. If your contact is away, their work will be covered by one of our cover team or by another member of staff. You can find out who will be covering your work by emailing us.
If you have a technical question (e.g. about file specs, failed transcoding, or using The Library), please contact the help@clearcast.co.uk
Clearance is a three-stage process, and you should leave two to three weeks for the whole process.
Our clearance process is made up of three stages that run alongside the production of an ad. Approval at each stage happens in one of our two systems, CopyCentral and The Library, as explained below. All stages must be completed, even if your ad is already made.
STAGE ONE – SCRIPT (IN COPYCENTRAL):
STAGE TWO – ROUGH CUT (IN COPYCENTRAL):
STAGE THREE – CLOCKED (IN THE LIBRARY):
We always respond as quickly as we can either to confirm clearance, raise issues we have identified, or request substantiation. However, during a clearance, we sometimes require advice from our specialist consultants which may mean further time is required for approval.
Clearance of the actual clocked ad itself (or a rough cut) is usually processed in 2-3 working days if the ad is in line with your approved script and there aren’t any technical issues with your video file.
Our service levels explain how long it may take us to provide a response in more detail.
There are no costs involved in the process providing your ad will be transmitted on one of the channels we clear for. This includes on-demand and online channels.
If the channel isn’t on this list, they should be approached directly for clearance of your ad as they may require a different clearance process.
The only occasions in the clearance process where charges may be involved for you is for our optional services which are therefore paid for. This includes when you want what’s classified as a Late Clearance, or if you're up against a tight deadline we can Fast Track your submission for a fee, which guarantees you feedback within 1 working day. We also offer Edit-to-Clear and TV Admin services if you need help with getting your ad format and technical aspects right.
The first stage of every clearance (even if your ad is already made) is to submit a script to Clearcast via CopyCentral, our online submissions portal.
This focuses on your ad at script stage. You submit your script, including necessary storyboards and substantiation for any claims, to our online system, CopyCentral.
This is then read by your assigned Clearcast contact who’ll give you feedback highlighting any changes needed, or approval, within three working days. Any claims of a scientific or technical nature may, along with their substantiation, need to be sent to a consultant which will take longer to get feedback. If your script is approved you can move on to the second stage of the process.
To make sure your script is processed as quickly as possible, please note:
See our template script: SCRIPT TEMPLATE.docx
See our CopyCentral user guide which tells you how to upload scripts here.
When you submit a script for clearance, this is what happens:
This is the term we use for the evidence we need in support of any claims made in your ad. Substantiating your claims is a necessary requirement as per section 3.9 of the BCAP Code. We ask everyone who works with us to use the template documents we’ve created when supplying substantiation to us, as it helps makes the process quicker and smoother.
The retail substantiation form should be used for retail offers. An example of a completed retail substantiation form can be found here.
The Claim Support Model (CSM) should be used for more complex or detailed submissions. These are usually science-based such as cosmetics, medicine, or slimming/diets. But it can be used for anything that requires a substantial amount of supporting data.
The claims support form and CSM can be found here:
Claims support model guidelines
All substantiation needs to be uploaded onto the submission via CopyCentral; please do not email it to your Clearcast contact.
Once we have received suitable substantiation and determined your script should be approved, we’ll sign it off on CopyCentral, where you will be able to see our feedback.
If the script doesn’t comply with the BCAP Code, we’ll let you know why and suggest ways the script could achieve approval.
After your script is approved, it’s time to upload your ad.
Please note submitting a rough-cut is a new stage of the process so a new submission must be created on CopyCentral. If the ad is audio described, this should be noted in the feedback section of the submission.
At this stage, we consider a rough-cut alongside your script. Submission of rough-cut versions isn't compulsory but can save time and money for you down the line, as they can be altered after feedback without needing to be ‘re-clocked.’ The video goes through an automatic transcoding check (if it fails, you will receive an email notification) and then through to the ingest team. We’ll check your ad’s ‘supers’ (the super-imposed legal text) are the right height, are being held on screen for long enough, and are legible along with other elements like duration and PSE flashing.
If we already approved your script, tell us the relevant submission number, as this will speed up the process. Your ad is then watched in our daily viewing meeting to check we’re satisfied with your ad’s overall compliance with the Codes. Though you have one Clearcast contact, the entire team always collaborates on all ads.
We always recommend submitting a rough version of your ad (a ‘Rough Cut’) after your script is approved and before you submit the finished ‘clocked’ version of the ad. The potential benefits of this are:
Please note that the approval of a ‘rough-cut’ does not guarantee acceptance of the final version, especially if you make any changes between the two stages.
Once we receive your ad, here's what happens:
Once the rough-cut has been signed off, the final version of the ad (referred to as the ‘Clocked’ version or the TVC) should be submitted to us via The Library for final approval. This is the version that needs to be delivered to the broadcasters you’ve booked airtime with.
This is the final stage and where you should receive final clearance on your ad. Once your rough cut has been approved in CopyCentral, you can upload your final clocked ad and its metadata to Clearcast's Library system. It will undergo QC checks such as audio, flashing, and video duration. If it fails at any stage, you will be able to see on the same page which stage and why it failed. You can simply amend and re-upload your ad without needing to re-clock or create a new submission.
If your ad passes these final checks, it will be sent through to your contact at Clearcast, who will then give final approval. You'll be able to see this approval in both The Library and CopyCentral. The broadcasters will also be able to see all approved ads in the system.
Your ad is now ready for onward delivery through your preferred supplier and for broadcasting.
Clocked edit Checklist:
When submitting a clocked edit to us, please remember to include the following:
If you’re unsure about how to create a clock number, please see our article How Do I Create a Clock Number and Slate.
If the ad’s transmission is imminent and there isn’t time for a standard clearance, we'll do our best to provide provisional clearance. This means you can run the ad on the stations you’ve booked airtime with while we work on full approval. It doesn't provide the same checks and guarantees as final clearance and can be overturned at a later stage. If required, we can also facilitate a ‘Late Clearance’. This is chargeable, and a different service to Fast Track. For further details, click here.
This guide explains how to upload your ad onto The Library: Materials quick guide.pdf
For further guides on using The Library, please find more support articles here.
Technical specifications for all rough-cuts can be found here.
Technical specifications for all final TVCs via the Library can be found here.
If you have any technical questions or your file has failed either transcoding or QC and you would like further clarification, please email our help team.
Legal text (also known as ‘Supers’) is often a requirement in ads, and it must comply with the regulations relating to size and ‘hold’ time, e.g. how long it's onscreen for. It must always be in standard sentence case, not upper case lettering.
Passing our legal text checks requires careful consideration, and if a finished ad fails our tests, it can’t be transmitted and will need a new clock number.
We have two tools on our website that you can use to check your legal text before submitting your ad to us, the Height Of Super Test Card and the Duration of Hold Calculator
You can find more detailed information on supers in the Supers & Flashing section of our Help Centre.
All video submissions must comply with the guidelines on flashing images. Useful information about flashing can be found on supers in the Supers & Flashing section of our Help Centre.
If you have any questions about any stage of the process, please email us.
