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NSAC Media Policy
A pdf version of this file is available by clicking
here.
Overview
As a public institution, Nova Scotia Agricultural College, its
programs, activities and plans are of special interest to the
general public. One of the important ways in which we promote
the university, is through the mass media. In order to ensure
a professional relationship with the media,
due diligence must be taken to ensure that information originating
from the university is accurate, complete, reflects the official
position of the institution and is released to the media and
target publics in a timely manner.
The Communications office is the first and primary contact
for media. This responsibility includes finding the appropriate
administrator or faculty member to comment on behalf of the
institution or as an expert resource as needed. In the case
of faculty experts, the PR office connects the news media (radio,
newspaper, television, magazine, web, etc.) with knowledgeable
faculty sources.
The faculty members listed in our Media Resources Guide have
agreed to be available for such interviews and key administrators
serve as resource persons for a variety of institutional issues.
Faculty members are encouraged to consider being listed in the
Media Resources Guide.
When reporters are seeking a faculty expert, they usually call
the Communications office at 902- 893-7247. However, some
reporters either
do not know whom to call, or prefer to search for experts by
calling faculty or students.
Employees of the university are also asked to contact the Communications
office when media crews and reporters are on campus. Please
keep in mind that you are not required to talk to the media
and if you are uncomfortable doing so, please contact our
office
and we will assist you.
Faculty and Staff Response to Media Calls
When a member of the news media contacts a faculty or staff
member to comment on a topic that is within the employee's area
of expertise (ie. about a faculty member's academic research
or area of academic specialization) the employee may answer
questions immediately, if so desired. However, if the faculty
or staff member prefers to give some thought to the questions
before answering, or if she/he has questions about the interview
and how to respond, the PR office recommends the employee take
the reporter's telephone number, inquire about the reporter's
deadline and return the call later.
Faculty or staff faced with this situation may then contact
the Communications office. Staff will be glad to share information
about
the reporter, the angle the story is likely to take, other
stories the reporter may be researching or writing at the
time and any
other background information that may be helpful in advance
of the interview. While media representatives often work under
deadlines, they sometimes can fax or e-mail questions in advance
and a few may be willing to read direct quotes back to a source.
While it is optional for a faculty or staff member to contact
the Communications office prior to talking with a reporter
about the employee's
area of expertise, it is very important that the Communications
office be notified immediately after the faculty or staff member
has spoken
with a reporter. The Communications office monitors and tracks
the progress of all NSAC-related stories in order to help reporters
find
sources and gather facts. Knowing to whom a reporter has spoken
with will assist in the tracking process and it allows the
office
to provide the reporter with all pertinent information. NSAC
is also a branch of the Nova Scotia Department of Agriculture
and the PR office routinely prepares briefing notes for the
Minister of Agriculture on a variety of issues. Thus, it is
essential that the Communications s office be informed of any
media relations activities occurring on campus.
The university has also retained the services of a professional
media monitoring service. It is essential that we be informed
of any potential or upcoming media interviews in an effort
to inform this service. These “clippings” allow
the Communications office to monitor key messages being communicated
to the public and address any issues that may arise.
Institutional Response
When faculty and staff members are asked to comment or provide
information on an institutional question or an issue that
relates
to the entire institution, the reporter should be referred
to the Communications office. The office will determine the
appropriate spokesperson
on behalf of the university and will refer the reporter to
the appropriate source for comment. Only individuals specifically
authorized to do so will publicly speak on behalf of the university.
The Communications office must be notified of all potentially
sensitive, contentious or controversial media inquiries with
respect to NSAC activities. The Communications office will
promptly identify the appropriate spokesperson and arrange
for an interview
or
statement, as required.
Freedom of Information and Protection of Privacy
As a public body, NSAC falls under the Freedom of Information
and Protection of Privacy Act (FOIPOP). Certain information
must be provided - when requested - by members of the public
and the news media subject to the conditions in the Act. Personal
information on employees or students (current and former) cannot
be automatically released. Requests may come from members of
the public and the news media and there is a formal process
for such requests.
As an institution within the Nova Scotia Department of Agriculture,
NSAC also falls under the Routine Access Policy which may make
certain requests for information that does not contain personal
information more readily accessible.
For more information on FOIPOP requirements and restrictions
and the Routine Access Policy, please contact the NSAC FOIPOP
coordinator Mr. Jim Goit at jgoit@nsac.ca
or 902-893-7950.
News Releases and Master Campus Calendar
All news releases to be distributed to the media are disseminated
by the Communications office. To have a news release written
and distributed
to the media, please submit information and photos at least three
weeks prior to an event and as soon as possible on other activities
in order to meet print media deadlines. In addition, a Master
Campus Calendar of Events is now available online. Information
for the Calendar of Events or for news releases may be sent by
campus mail to the Communications office or by e-mail to news@nsac.ca.
News releases can be written on faculty or student accomplishments,
an upcoming event, involvement in an outreach project that helps
people in the community; innovative teaching techniques; receipt
of a major award or recognition and so on. It is difficult to
be aware of all activities on campus, so we ask your assistance
in keeping us informed. Please complete the form available at
the following link and include it with your submission http://nsac.ca/news/release/.
Crisis Communications
The Communications office should be notified of a crisis
or any potential crisis immediately. During daytime hours,
please
contact Stephanie Rogers (7247) or, in her absence, Jenna Tingley
(6721). NSAC has a comprehensive emergency procedures and
crisis
communication plan in place with an appropriate system of fan-out
calls. During evening hours, any crisis situation should be
communicated to the NSAC Security office (4190).
A crisis is defined as any emergency or controversy that could
negatively affect the public perception or reputation of the
university. Emergencies include fires, accidents, explosion,
tornadoes and other weather-related incidents and natural disasters.
Controversies include: crimes against students, faculty or staff;
suicides; student demonstrations; inappropriate conduct by faculty,
staff or students; academic freedom issues; fiscal irregularities
and personnel issues.
Public Relations Office
The PR office is able to assist and counsel the university
community on a range of communication issues. In addition to
media relations, the Public Relations office is responsible
for a variety of publications, internal and external communications,
editorial services, many special events and sponsorships and
much more.
If we can be of service, please call us at 902-893-7247.
Photo Release Forms and Requirements
One of the requirements of Provincial Freedom of Information
and Protection of Privacy Act is to obtain photo release forms
for all individuals involved in any visual representation of
the university. The PR office is responsible for obtaining
and
housing these photo release forms. Any person using a photograph
or representation of an individual for materials to be used
on an NSAC affiliated website or publication must submit a
completed photo release form to the Public Relations office.
Click here to download a pdf version of the Photo Release
form.
May 2010
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