Responding to External Inquiries UPPS No.
06.05.02
Issue No. 5
Effective Date: 03/30/2007
Review: February 1 E4Y
01. POLICY STATEMENTS
01.01 This UPPS
provides guidelines to university personnel who receive inquiries:
a. from media
and persons who wish to film on campus; and
b. from
persons desiring access to certain donor and alumni information.
01.02 Related
Laws and Policies: Additional information and guidance for complying with
requests for public information may be found in UPPS No.
01.04.00, Appropriate Release of Information.
02. RESPONSIBILITIES OF THE NEWS MEDIA LIAISONS
02.01 The
Director of University News Service (UNS) and Assistant Director of UNS are the
University's official news media liaisons. The Chief Sports Information Officer
is the official news media liaison regarding athletics but keeps UNS informed
of issues with major media impact. The University Attorney should be consulted
when inquiries involve legal matters or matters in litigation. In such
instances, the University Attorney may serve as the University’s spokesperson. All
Freedom of Information and Open Records requests should be directed to the
office of the University Attorney.
02.02 It is in
the best interest of the University that news media representatives have
confidence in the UNS Director and UNS staff. It is important that the UNS staff,
with the full cooperation of all segments of the University, always practice
policies and procedures that will gain the respect and confidence of the press.
02.03 If a
potentially newsworthy event occurs, the UNS Director will get the facts to the
appropriate media as quickly as possible.
02.04 In the
event of a potentially newsworthy event, the UNS Director should assemble all
pertinent facts, outline strategy for notifying media, and receive
administrative approval for the notification of news media. The University may
designate one or more spokespersons for the event.
02.05 Because
of the need to maintain credibility with both the press and public, the UNS Director
is authorized, after carefully assembling facts, notifying pertinent persons,
and clearing the information with the appropriate vice president, to release
information pertaining to emergencies, crime, controversies and other events to
which the press has a reasonable interest.
03. RESPONSIBILITIES OF THE UNIVERSITY COMMUNITY
03.01 University
administrators should keep the UNS Director or Assistant Director fully
informed, factually and promptly, about activities in their areas of
responsibilities that may come to the attention of the media.
03.02 Employees
with tips on possible news stories are encouraged to call UNS with the
information. The UNS staff will evaluate the tip for its news value and handle
media notification as warranted.
04. PROCEDURES FOR RESPONDING TO MEDIA INQUIRIES
04.01 When
University personnel are contacted by media representatives requesting
information or making inquiries into matters pertaining to the University, they
should follow these procedures:
a. Get the
reporter's name and contact information, including the name of the media outlet for which he or she works.
b. An employee
who receives a news media contact should notify his or her supervisor or the
Director or Assistant Director of UNS. As long as time factors are taken into
consideration, it is permissible to take a number, ask what topic will be
covered, and immediately return a call. This allows the person queried the
opportunity to seek advice.
c. University
personnel should refer media inquiries directly to the UNS Director or the
appropriate vice president when:
1) UNS has
already received information concerning the subject for which information is
being sought;
2) The inquiry
deals with an area that lies within or is shared with another administrative
area;
3) The inquiry
deals with a university-wide matter or policy;
4) The inquiry
deals with a controversial or sensitive matter;
5) The inquiry
deals with a matter of proposed or alleged university policy;
6) The media
are on campus and need an informed escort; or
7) The inquiry
requests information that is confidential or legally protected from disclosure.
d. The UNS Director
will work with the appropriate vice presidents or their designees in preparing
responses to media inquiries that fall in any of the areas outlined in Section
04.01 c. above.
e. If the
person contacted is the information custodian for the information being requested,
he or she should give the reporter his or her full cooperation to the extent
allowed under laws and policies listed in UPPS No. 01.04.00,
Appropriate Release of Information.
f. When
answering questions, personnel should be fair and factual.
g. Normally,
persons interviewed are expected to comment only on matters within their
expertise. If a reporter asks for a comment on a subject about which the person
being interviewed has no knowledge or about which he or she does not wish to
comment, he or she should not hesitate to tell the reporter so. In such
instances the person should refer the reporter to UNS.
h. Employees
should use caution if a reporter promises not to use their names in a story
about a controversial issue.
i. When an
employee of the University gives a personal opinion on the subject, he or she
should make certain that the reporter understands that he or she is speaking
for himself or herself, not for the University.
j. Persons
interviewed should not assume they will see a reporter's story before it is
published or broadcast. The newsperson is under no obligation to show copy. If
scientific or technical data are involved, the person interviewed should
suggest that the reporter check his or her story back for accuracy,
particularly if the reporter is not a writer specializing in the field. Some
reporters are willing to check the technical data back with the source to
assure accuracy if time permits. As a safeguard, technical data should be
provided in written form whenever possible.
k. Because the
term "off the record" means different things to different reporters,
it is unwise to request that reporters consider remarks as "off the
record".
l. In some
instances, the employee may wish to have a colleague or the Director of UNS join
him or her for the interview. Should the interview take place via the
telephone, always let the reporter know when it is a conference call.
04.02 After
answering or receiving a press inquiry, notify the Director of UNS of the call
and your response as quickly as possible. University employees who receive
calls on University policy matters beyond their scope of authority should refer
them either to their supervisor or to UNS.
04.03 Reporters
who formally request interviews, the opportunity to attend classes or visit
clinics or special programs should be handled somewhat differently from those
who make a one-time request for information. Subject to the agreement of the
reporter involved, the following procedure is recommended:
a. Inform the
reporter that he or she will be provided assistance in developing a schedule
and that a location for his or her interviews will be provided.
b. Obtain the
reporter's arrival schedule.
c. Whenever
possible, the top administrator for the involved area (vice presidents for
service divisions; college deans for Academic Affairs), the UNS Director or
other UNS representative, and the program director (department chair) should
meet with the reporter upon his or her arrival on campus.
d. A UNS representative,
with the administrator's assistance, will serve as a liaison to work with the
reporter in locating classrooms, keeping on schedule and providing any
additional assistance the reporter might need.
e. The UNS representative
or the administrator should designate a location for the reporter to use to
conduct his or her interviews, if he or she desires.
f. If
possible, a wrap-up session should be scheduled in the administrator's office.
g. If a major
state or national medium is involved, UNS should decide if the reporter should
be invited to meet the
04.04 University
personnel should be careful in their dealings with out-of-town media
representatives who make repeat visits or telephone contact concerning a single
story over an extended period of time. If a reporter contacts a staff member
regarding a single story more than twice, no matter how non-controversial that
story may seem, the staff member should notify his or her supervisor and the UNS
Director immediately.
04.05 Controversial
matters that continue for an extended period require special considerations for
handling news media inquires. The UNS Director and Assistant Director should
develop plans for handling such situations on an individual basis and should be
notified after each separate media contact has been made.
05. PROCEDURES FOR HOLDING PRESS CONFERENCES
05.01 Press
conferences are held for the convenience of the media and to provide a format
for the effective distribution of important information to the media. In
developing the format for a press conference, it is important that media be
considered our primary audience.
05.02 The
Director of UNS will provide advice as to whether to schedule a news
conference.
05.03 The UNS Director
will advise regarding the following press conference factors:
a. The
location of the press conference;
b. The time
and date of the press conference;
c. Press
conference invitation list;
d. Format for
the press conference; and
e. Identification
of which University officials should attend.
05.04 It is
important to carefully consider the desirability of having a press conference. Some
matters require face-to-face press conference settings, while others are
handled more efficiently in a news release format or by individual media
contact.
05.05 Whenever
a press conference is scheduled, those involved should understand that the
press conference is a question and answer situation. Great care should be
exercised to have answers assembled for all questions that might be asked.
05.06 UNS will
distribute key points of the press conference in a written statement either
before or after the conference.
05.07 Those
local news media invited to the press conference who did not attend should be
provided any written material presented at the press conference as well as
copies of all follow-up UNS-issued conference reports.
05.08 As a
matter of procedure, all press conference notification should be made at least
24 hours in advance.
06. PROCEDURES FOR RELEASE OF DONOR AND ALUMNI INFORMATION
06.01 The
University Advancement Division is responsible for creating and maintaining
information about donors and alumni of
06.02 Donor and
alumni information is defined as the names, addresses, telephone numbers, gift
histories and other information pertaining to donors, potential donors, and
alumni of
06.03 Only
University employees and volunteers who have a need to know in order to perform
an authorized University function may access donor and alumni information. Donor
information shall be used solely for development purposes. Alumni information
shall be used only for activities that will directly serve a function of the
University. Such information may be released to volunteers to use for such
purposes as planning reunions, assisting alumni chapters and affinity group
support.
06.04 Employees
may release alumni information in the following circumstances:
a. Confirming
degrees. Requests from prospective employers and others should be directed to
the Office of the Registrar.
b. Law
enforcement agencies. Requests from law enforcement agencies for alumni
information should be directed to the University Police Department.
c. Subpoena or
court order. Alumni information will be released pursuant to court orders or
lawfully issued subpoenas. Questions regarding court orders and subpoenas
should be directed to the University Attorney.
Except
in the above circumstances, employees should not release alumni information to
any third party without the written permission of the Vice
06.05 Gift records
will be released only when authorized by the donor or as required by law. Section
552.1235 of the Government Code protects “the name or other information that
would tend to disclose the identity of a person, other than a governmental
body, who makes a gift, grant or donation of money or property to an
institution of higher education or to another person with the intent that the
money or property be transferred to an institution of higher education.” It
does not protect from required disclosure the amount or value of an individual
gift, grant or donation.
06.06 Requests
for donor information by any persons or entities not authorized to receive such
information should be directed to the Vice
07. CAMPUS FILMING POLICY
07.01 The
Director or Assistant Director of UNS manages all requests for commercial non-news
photography, film making or videotaping at
07.02 Once a
decision has been made to permit film making, the UNS will work with the
production company and in coordinating its efforts with all appropriate
University offices.
07.03 The
University will consider permitting the making of photographs, films and
videotapes on campus for commercial non-news purposes on the basis of the
following guidelines:
a. A
production will be considered in terms of its size and complexity and to what
degree it might disrupt classes and other normal campus activities. When
possible, production will take place on weekends or during vacation periods.
b. The
University expects the production to offer educational or otherwise worthwhile
experiences to
c. Anyone
wishing to film on campus for commercial non-news purposes must submit in
writing detailed information about the proposed project including locations,
days and hours of shooting, number of people involved in each day’s shooting,
types of activity to be filmed, list of equipment and vehicles used in
connection with the filming, sizes and composition of structures involved, and
security and safety requirements.
d. The
information in “c.” above and a script must be submitted to the Director of UNS
or the Assistant Director at least 30 days before filming. This requirement can
be waived at the discretion of the University in the case of small productions.
e. The
University reserves the right to review the script as a condition of project
approval and to deny use of its facilities in cases where it considers the
content of the film or project to be inconsistent with the University’s mission
or image.
f. After
locations are given tentative approval, the production company must take part
in an initial meeting with representatives of all involved University
departments. The production company must coordinate with University officials
all logistical requirements and requests, including parking, equipment,
transportation, etc. University representatives who should be considered for
attendance at the initial meeting with the production company include the Vice
g. A
commercial general liability insurance certificate with limits sufficient to
cover the university’s liability exposure, naming the Board of Regents of the
Texas State University System, Texas State University-San Marcos and its
employees and agents as additional insureds, must be filed with the University
Attorney at least 10 days before the first set-up day. In addition, if the
company wishing to film at
h. The
University reserves the right to require production companies to make a damage
deposit prior to the arrival of any production vehicles on campus. The damage
deposit will be refunded in full when the shooting locations are inspected by
University officials and found to be in satisfactory condition. Special
arrangements can be made for small productions.
i. Each
production company will be charged a location fee. The standard fee is $3,500
per shooting day. Fees for set-up days are $1,000 per day. Location fees may be
adjusted on a case-by-case basis.
j. The
production company will compensate the University for actual hourly costs of
University employees when utilized exclusive of their normal duties, such as
security and maintenance personnel.
k. A shoot
will be considered confirmed when a contract has been signed. The contract must
contain a hold-harmless clause approved by the University Attorney. The
production company must provide
l. The
production company will adhere to all state laws and rules and regulations of
the University and the Texas State University System Board of Regents while
filming on the
08. UNIVERSITY NEWS SERVICE COUNSELING PROCEDURES
08.01 The
Director or Assistant Director of UNS may be contacted directly by a University
administrator or employee for advice and counsel regarding media relations or
public relations matters.
08.02 The
Director and Assistant Director of UNS are responsible for advising University
administrators of matters with potential media relations or public relations
impact.
09. REVIEWERS OF THIS UPPS
09.01 Reviewers of this UPPS include the following:
Position Date
Director, University News Service February 1 E4Y
10. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities, and represents
Director
of University News Service; senior reviewer of this UPPS
Vice
President