Ä¢¹½´«Ã½

News

Media Relations Policy

Purpose

This plan outlines how departments will coordinate all media activity with the Public Relations Office to ensure accuracy, alignment with Ä¢¹½´«Ã½ policy and standards, and effective promotion of college programs and initiatives.

Guiding principle

All outreach to reporters, editors, and media outlets must be led and coordinated through Ä¢¹½´«Ã½â€™s PR Office. Staff and faculty should not independently issue press releases, pitch stories, pay for advertorials, or respond to media on behalf of Ä¢¹½´«Ã½ without PR involvement, or plan and set up media events or events with a media component without PR’s involvement. This also includes any collaborative press releases, outreach with partners or events planned with partners at Ä¢¹½´«Ã½ or at offsite locations.

When to involve PR

  • Planning new initiatives or events: If an event, project, or initiative may attract media interest, PR must be involved from the start of planning. This allows time to:
    • Shape key messages and talking points
    • Decide whether a press release or press conference is appropriate
    • Ensure venue, visuals, and logistics meet media needs
    • Coordinate with external partners on joint outreach and branding
  • Press conferences: All press conference planning must go through PR. PR will:
    • Join planning meetings with partners
    • Advise on date, time, and location
    • Manage media invitations and follow-up
    • Review and refine talking points and materials
    • Determine the level of PR staffing needed, on- or off-campus
  • Press releases: Any press release mentioning Ä¢¹½´«Ã½ must involve PR at the outset. The PR Office will:
    • Draft or co-write content
    • Add required Ä¢¹½´«Ã½ information and boilerplate language
    • Secure necessary approvals
    • Provide or approve imagery
    • Distribute the release to media
  • Media inquiries: Any contact from the media must be forwarded immediately to PR. PR will:
    • Serve as the primary media contact
    • Involve appropriate leaders, faculty, and staff
    • Track questions, responses, and resulting coverage
  • Media releases (FERPA compliance): Students quoted in releases or speaking publicly in connection with Ä¢¹½´«Ã½ must sign a media release form, per FERPA and college policy. Staff and leadership do not need to sign. Direct students to the Ä¢¹½´«Ã½ media release to complete the form before participation.