Media and Public Inquiry Centers The Emergency Communications Unit will establish a media center and oversee a public and/or telephone inquiry center.
Guidelines for Emergency Communications Decisions • It is the university’s Policy to be forthright and timely in its communications.
• Recognize and address the information needs and/or demands of those who will converge on the campus: members of the media, concerned families and friends of employees and students, area residents, local politicians, and idle spectators.
• Take control of the issues by initiating communications to present the facts of the emergency.
• Be timely in the release of information to the media and the public; otherwise, rumors will multiply and the media will develop other sources. Provide regular updates.
• Consider the interests of different constituencies; the communications may vary by group, but they must be consistent.
• Try to communicate with internal audiences first, then external audiences. Or communicate with them simultaneously.
• Try to accommodate the logistical needs of the media. In an emergency, the media can assist the institution, and an investment in goodwill can pay dividends.
• Refer legal questions to the “Legal Guidelines for Emergency Communications” in the Emergency Communications Manual or to the university legal counsel.
• Correct major errors, challenge rumors, and dispel misconceptions about the emergency.
Legal Guidelines for Emergency Communications • In the event of a death, the name of the deceased should not be released/confirmed until the University has ascertained that the next-of-kin have been notified. (In most cases the coroner will handle next-of-kin notification and will not release the name until that process is complete.)
• The University should ensure we are following current FERPA standards before we release any information about students, faculty or staff.
• The University has the freedom to release/confirm a person’s employment, year of employment, job title, and length of time in a specific job.
• Under no circumstances should the University release a student’s or employee’s home address or telephone number.
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