Rowan University

Rowan University Media Relations Policy

University Relations Contact Information
Joe Cardona, director Email: cardona@rowan.edu Phone: 856.256.4236 Jill Cross, secretary Email: cross@rowan.edu Phone: 856.256.4240	Patricia Quigley, assistant director Email: quigley@rowan.edu Phone: 856.256.4241 Barbara Baals, assistant director Email: baals@rowan.edu Phone: 856.256.4583

Maintaining a positive public image can help further the objectives of any organization. All too often, however, a few misspoken words or misinterpreted actions can dissolve the positive image the organization worked so hard to develop.

Rowan University is no longer a small institution with only local interest. It's a rapidly growing regional institution receiving statewide and national exposure. It's more important than ever that we work together to make sure that all communication with our publics, especially the media, conveys messages that best serve Rowan.

Attached you will find our policy regarding employee contact with the media. A media relations policy, among other things, will allow us to maintain consistency in our public messages and make sure Rowan is best served by what we say and how we say it. If you have any questions regarding the policy or the media in general, please call the Media & Public Relations Office at ext. 4240.

Media Relations Policy

Media & Public Relations (MPR) is responsible for portraying a positive and accurate image of Rowan and increasing awareness of the University's strengths and qualities to internal and external publics, especially, the media. All media inquiries about University policy, Rowan's official position on an issue, University employees or students should be referred to the MPR Office. All statements to the media regarding these areas will be made by, or under the guidance of, the MPR Office.

Faculty, administration and staff should only speak to the media about personal research or their area of expertise. Employees who choose to comment on other matters should emphasize that they are expressing their opinion and not the official position of the University.

The MPR staff can provide counsel on communicating with the media. They will work with the proper University representative to determine what information will be made available to the media and how it will be delivered.

The director of MPR will serve as the University representative with the media in presenting the University's position on general issues as well as specific issues in times of crisis or change.

What to do if the media call:

Ask for the reporter's name, affiliation, phone number, nature of inquiry and deadline.
If the reporter asks about official University policy or Rowan's position on a controversial issue, refer him or her to the Media & Public Relations Office at ext. 4240.

If you choose to comment on an issue outside your area of expertise, please emphasize that you are expressing your opinion and not the official position of the University. Remember, anything you say can be used in an article or story.

If you do comment, please notify MPR (voice mail or e-mail is fine). This will help the department prepare for any additional questions the reporter may have for University officials.

Emergency Response Plan

In most emergency situations, Public Safety is called for assistance. The director of Public Safety will notify the appropriate administrator(s) and the MPR Office staff, who will:

Gather facts and assess the situation. University Relations will call the appropriate University representative(s) to get a first-hand account of the situation.
Notify, consult with senior administrators.
Create an action plan, write a statement or press release.
If there is a media inquiry:
Release the statement or press release to the media and University community, if warranted.
Organize subsequent briefing sessions to the University community and media, as needed.

Student Information Disclosure Policy

The following is for your information. MPR is the only office authorized to release information about students or employees to the media.

Under the provisions of the Family Educational Rights and Privacy Act of 1974, Rowan University has designated the following categories of student information as "directory information" and may disclose it to the media. Exception: Rape and sexual assault victim's information will not be disclosed.

• name
• date of birth
• hometown
• awards, honors (includes Dean's List)
• major field of study
• degree(s) conferred (including dates)
• dates of attendance
• class
• physical factors (height and weight of athlete)
• past and present participation in officially recognized sports and activities

Students are entitled to request that any or all information about them not be made publicly available. MPR will check the Banner database and or the Registrar's Office to ensure a student's information can be released.

In cases where the media has inquired about a student who has been arrested, the University will disclose the above information and refer all other questions to the arresting police department.

Employee Information Disclosure Policy

If a University employee is arrested for on- or off-campus activities, the following information can be released if requested by the media. MPR will refer questions about the case to the arresting police department.

• name
• title
• department
• years of service
• salary
• status of employment (i.e., suspended with or without pay)

MPR will contact the following managers for more information about the case or status of employment: for administrators and AFT members - director of employee relations; for career services union members - associate vice president for administration; and for police investigations - director of public safety.

Approved: 9/06