31.001:  News Media Relations

Status:	Approved on March 31, 2003	Signatures and dates on archival copy
Effective:	when approved
Initiated by:	Margaret Sheskey Assistant Vice President for University Advancement
Reviewed by:	Herman ("Butch") Hill, Chair Policy and Procedure Review Committee
Endorsed by:	Leonard Raley Vice President for University Advancement
Approved by:	Stephen Kopp Provost

Purpose

To ensure that Ohio University institutional policies, positions, and responses are accurately and effectively communicated through interviews, news releases, and news conferences.

Policy

University Communications and Marketing is the organization within Ohio University responsible for all official administration interactions with the news media, including coordination of information relating to general University news or topics requiring an institutional response. This includes coordination of news releases as well as arrangement of news conferences. The offices of Research Communications, Regional Higher Education, Intercollegiate Athletics, or the College of Osteopathic Medicine distribute other specific information independently and in coordination with University Communications and Marketing, to assure accurate, consistent and timely delivery of the institution's communication, and to avoid undue competition for media attention.

Procedures

1. Questions from news media which relate to University policy or a University position, stance, or response as an institution should be forwarded to the Office of University Communications and Marketing. In turn, University Communications and Marketing will work with the appropriate senior administrator to frame the response and determine who would be the most appropriate and effective spokesperson. In matters related to an individual's area of expertise or specialty, no such procedure is necessary, but the Office of University Communications and Marketing should be made aware of the interview for tracking purposes.

2. University Communications and Marketing should take the lead role in arranging a news conference, including making the decision as to whether a news conference is warranted. This will help ensure that news media are contacted and that the time and place of the news conference will encourage the best possible news coverage.

3. At the time of any University emergency, all official statements, announcements, or interviews relating to that emergency will be coordinated through the President's Office and University Communications and Marketing. A person will be designated as the spokesperson for media inquiries.

4. Suggestions for photographic coverage of news-worthy events should be directed to University Communications and Marketing. Assignments will be made according to: (a) a potential use of a photograph by the news media or a University periodical, and (b) availability of a photographer.

Reviewers

Proposed revisions of this policy should be reviewed by:

1. Policy and Procedure Review Committee

Forms

There are no forms that are specific to this policy.

Dick Piccard revised this file (http://www.ohiou.edu/policy/31-001.html) on April 1, 2003.

Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".