Appendix 16 Media and Public Relations

  1. Media Relations

    The University has established the following procedures to distribute news and information to the news media.


    1. All news and information except that directly related to the Athletic Department should be released to the media through the Director of Public Relations. Athletic Department news and information should be released through the Sports Information Director.

    2. The decision to release information, date and content of release will be the responsibility of the Director of Public Relations and/or the Vice President for University Relations.

    3. When information released to the media affects University policy or reputation, the following University officials will be notified in the order listed:

      • Vice President for University Relations

      • University President

      • Academic Vice President, Vice Presidents for Student Life, Finance, Administration and Planning, and Vice Presidents of the University.

      After the Vice President for University Relations and the President are notified, the vice president directly affected will be contacted first and all others as quickly as possible thereafter.

      If the President and all vice presidents are unavailable, the Director of Public Relations will seek advice from other University officials knowledgeable about the affected area and make whatever announcement is deemed prudent, and continue attempts to reach the President and vice presidents.

    4. Individuals contacted for comments, opinions, or as experts in their fields of study are encouraged to respond, at their own discretion, to questions relating to their areas of expertise. As a courtesy, they should notify the Director of Public Relations that a media representative has contacted them.

    5. When faculty, administrators or staff are questioned about University operations, they should refer all questions to the Director who will then involve the appropriate University spokesperson.

    As with any written policy, all contingencies cannot be anticipated but common sense should prevail in any course of action.

  2. Public Relations

    The Director of Public Relations must be notified as soon as possible when situations or events occur which ultimately may require a public statement of University position. When the Director of Public Relations is not immediately available, the Vice President for University Relations will be the spokesperson.

    1. The Director of Public Relations must be:

      • apprized of circumstances

      • involved in early discussions concerning the situation

      • informed about facts pertinent to the situation

      • made aware of other University policies that bear on the event

      • made aware of positions taken by the President and/or the Board of Trustees which may affect specific situations

    2. Administrators speaking on behalf of the University should review prepared statements, questions which may arise, and direction on University policy with the Director of Public Relations.

    3. Early involvement of the Director of Public Relations will enable the Director to:

      • review all aspects of the situation

      • arrange a system of obtaining information

      • help those involved develop an official University position

      • anticipate questions from the media

      • prepare a list of questions to be avoided

      • respond to negative situations in the manner most favorable to the University

      In an emergency situation, those directly involved will address the issue, and the Director of Public Relations will respond to questions from the public.