A.     Statements to the Communications Media

The college welcomes coverage by the communications media on its operations and strategic initiatives, faculty and staff accomplishments, programs, student body and events.  In order to ensure accuracy, consistency, and compliance with public information regulation, no public statement involving college policy, official position, staff, or students may be given out by an employee without prior clearance from the office of public relations and marketing.  Inquiries from all communications media representatives must be referred to the public relations and marketing office.

B.     Media Services

1.  News Releases and Public Service Announcements

The distribution of news releases and public service announcements serve as the primary tool for the dissemination of information to the community.  The office of public relations and marketing maintains comprehensive general and specialized mailing lists to accommodate the variety of requests received and to provide maximum coverage.  The nature of news or feature items and the amount of advance notice available will determine how requests are publicized.  All commercial, electronic, and print media are used as well as HCC-TV, the college’s cable station.

a.	News releases are sent each week to editors of local newspapers, community and high school publications, magazines, professional journals, and educational newsletters.  When appropriate, they are targeted to specific TV and radio assignment editors or publications in a specific field.
b.	Public Service Announcements (PSA’s) are sent regularly to Baltimore and Washington radio and television stations.
c.	Items covered include:

1)	Official announcements on college policy;
2)	Academic developments including trends, course offerings and new programs and services;
3)	College events;
4)	Cultural arts activities;
5)	Athletics;
6)	Student and alumni features; and
7)	Professional and personal achievements of college employees.

2.  Internal Requests for Publicity

a.	When requesting publicity for a college-related item, call the public relations and marketing office or e-mail information.
b.	Allow at least four weeks lead time for an article to appear or be broadcast after it is written.
c.	Provide the basic information including who, what, where, when, how, and why.
d.	If appropriate, photographs will be scheduled.
e.	When appropriate, other measures will be explored such as setting up an interview with a reporter or attempting to get other media coverage.
f.	Copies of the releases and resulting clippings from publications will be sent to the initiator.

3.  Publications

All college promotional materials are produced through the office of public relations and marketing (see Publications and Electronic Media Policy – 61.03 and Procedure – 61.03.01.)

The college sponsors a speakers bureau that provides community groups with knowledgeable speakers on a variety of topics.  Requests for speakers are processed through the office of public relations and marketing. 

The public relations and marketing office contracts with print and electronic media for all display, broadcast, or electronic advertising of college media campaigns, registration dates, cultural events, and other campus activities.  The placement of all ads must be coordinated with the public relations and marketing office for consistency, quality control, conformity to the college’s image, and adherence to the goals of the college’s advertising efforts.

Policy Manual Review/Revision:  7/1/00
President's Office Review:  10/20/06