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SECTION 1000 - INFORMATION AND PUBLICATIONS

SECTION 1000 - INFORMATION AND PUBLICATIONS 

1001.05                       PUBLICITY - COMMUNICATIONS WITH THE MEDIA

POLICY

It is the policy of Georgia Perimeter College to communicate openly and truthfully with the media and in accordance with open record laws at all times concerning all College programs, policies, procedures, activities, administrative decisions, events, and occurrences on campus, whether emergencies or non-emergencies in nature.

PROCEDURE

I.          The following procedures are to be observed in communication with the media.

    1. Designated Spokesperson - The President or the Director of Public Relations serve as official spokespersons for the college. At the discretion of the president, other individuals may also be designated as spokespersons.
    2. Calls From the Media - Switchboard operators should direct all media calls to the Office of Public Relations. When appropriate, other college officials may respond to media inquiries pertinent to those areas for which they have direct responsibility. Officials who are not able to inform the Office of Public Relations in advance when responding to the media should do so immediately following the conversation or interview.
    3. Statements to the Media - Statements regarding policies, procedures, practices, administrative decisions or events which have the potential for negative impact upon the college should be cleared with the Office of Public Relations or the Office of the President.
    4. Responsibilities - The Director of Public Relations is responsible for providing accurate, current information to the media, keeping the administration informed, assembling and verifying information, and dealing with the press in person or by telephone, and arranging for statements, interviews, and photographs as necessary. These duties should not be carried out by any other individual or office of the college without clearance by the President or Public Relations Director.
    5. Public Relations Impact - Because of their potential effect on the image of the College, the Office of Public Relations should be informed of administrative decisions and changes in College policies and procedures through the receipt of the minutes of the Executive Team meetings and copies of revised policies and procedures which appear in the Administrative Policy Manual. The Office of Public Relations also should be informed by the President, Vice Presidents, Provosts, Deans of Student Services, Directors of Student Activities, and the Director of Protective Services about planned or unplanned protests or disruptions, civil disturbances, unauthorized occupancy of campus areas, and news about Georgia Perimeter College administrators, faculty, staff, students or alumni which may attract either positive or negative media attention.
    6. Media Coverage - College administrators, deans, department chairs, faculty members and admissions and student services personnel should assume responsibility for informing the Public Relations Office about events, and activities which should be brought to the attention of the media.

I. Persons who wish to obtain news media coverage of an event should work with the Office of Public Relations in making the desired arrangements.

II. In addition to the procedures listed above, the following steps should be taken in case of an emergency, protests, civil disturbances or happenings of a negative nature involving Georgia Perimeter College employees, students or alumni.

A.     Definition of Emergencies - An emergency is any situation which affects the safety or property of Georgia Perimeter College or which may have a negative impact on the image of the College. Emergencies include but are not limited to fires or explosions on campus, disasters occurring adjacent to a Georgia Perimeter College campus or center, inclement weather or natural disasters, criminal activities, accidents involving serious personal injury, death or property damage, environmental crises or any event requiring shutdown of campus facilities.

B.     Reporting of Emergencies, Disturbances, or Negative News -When an emergency occurs during normal working hours, the Office of the President and the Office of Public Relations should be notified immediately by Protective Services, the campus Provost or head of the unit involved. If an emergency which may warrant media interest occurs outside normal working hours, the President and the Director of Public Relations should be notified at home immediately. If the President cannot be reached, the Vice President in charge should be contacted. If the Director of Public Relations cannot be reached, the senior publications specialist should be called.

C.     Communication of Information Concerning Emergencies - As appropriate, the President or the Director of Public Relations will notify the following offices of individuals:

Head of the unit involved

Campus Provost

Vice President for Financial and Administrative Affairs

Vice President for Academic and Student Affairs

Revised 9/96