University of Limerick External communications & Public relations policies This policy has been developed to act as a guideline for a strategic approach to the generation of media publicity for the University of Limerick. The UL communications team within the Marketing and Communications Division works with faculty to secure proactive media coverage relating to achievements, launches, research, announcements or events, and to develop a panel of key commentators on a wide range of issues ensuring that UL spokespeople are called upon on a regular
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University of LimerickExternal communications & Public relations policies
This policy has been developed to act as a guideline for a strategic approach to the generation of
media publicity for the University of Limerick.
The UL communications team within the Marketing and Communications Division works with faculty
to secure proactive media coverage relating to achievements, launches, research, announcements or
events, and to develop a panel of key commentators on a wide range of issues ensuring that UL
spokespeople are called upon on a regular basis as debate contributors and to provide expert
opinions in their particular fields.
Organisations should endeavour to speak with one voice and with once cohesive message. They
speak as a sum of the parts (i.e. UL) reflecting a shared mission. They should speak to the media
effectively and professionally, hence the requirement that ALL media relations are notified to the UL
Marcomms unit.
The objective is always to protect and promote the UL reputation, with individual departments and
external partners being acknowledged also. The UL Marcomms approach is multi-media and places
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maximum PR exposure and profile to the fore, and as such requires considerable cooperation from
participating UL units.
IN BRIEF
PR SUPPORT 2
FACULTY AND STAFF RESPONSE TO MEDIA CALLS 4
OPINIONS AND EDITORIALS 5
MEDIA TRAINING 6
PRESS PHOTOGRAPHY POLICY 7
PHOTOGRAPHY ON CAMPUS 8
ON CAMPUS BROADCAST POLICY 9
UL NEWS & EVENTS ON THE WEB 11
GUIDELINES FOR SEEKING PUBLIC RELATIONS
SUPPORT FOR ACADEMIC CONFERENCES / GUEST
LECTURE EVENTS ON THE UL CAMPUS 14
SOCIAL MEDIA POLICY 16
RELEVANT POLICIES 21
CONTACTS 22
APPENDICIES 23
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PR SUPPORT There are a number of steps that members of faculty and staff can take before contacting
the Marketing and Communications Division to generate media coverage:
The request for public relations support should be made to the Marketing and
Communications Division no later than 15 working days prior to the event with a
briefing document or draft press release giving details of the story.
See Appendix 1 – PR Support Request Form.
The event/story will be considered by the Marketing and Communications Division
and if deemed newsworthy, a media plan will be put into place including the possible
provision of press photography.
When submitting material for consideration to Marketing and Communications the
requesting faculty/department must identify which individual faculty or staff
member is a key contact and potential spokesperson who will speak to the media if
necessary. This spokesperson should be available for comment in the run up to, on
the day of release of the story and afterwards and must provide a mobile phone
number for ease of communication at that time. No mobile phone numbers will be
given to members of the media without the spokesperson’s prior consent.
Faculty who wish to publicize an academic paper should contact Marketing and
Communications as soon as the academic paper has been accepted by a peer
reviewed journal using the PR Support Request Form.
It is important that the key contact clearly identify the practical applications of their
research or initiative and the potential impact of that story on the target audience.
NB: These policies are standard across the international university sector. The marketing
and communications resource maintained by UL is allocated based on strategic priority for
UL and the strongest reputational opportunity PR requests present.
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Where a department or faculty is planning a launch or event specifically for the
purposes of securing media coverage they should seek the advice of Marketing and
Communications on days of the week and times of the day that would facilitate copy
deadlines and editorial meetings in the national and regional media.
Faculties/departments requesting PR support for a conference taking place on
campus should note that the hosting of a conference in itself does not constitute
news. Conference organisers should know what individual speakers will address in
their presentations as this will most likely be where the opportunity for news
coverage will exist. Therefore, scripts/papers/abstracts should be sought from
speakers in advance of the conference in order to allow Marketing and
Communications the opportunity to interest media in the content of the conference.
The credibility of the University of Limerick among highly influential members of
national and regional print and broadcast media, will be influenced by the
newsworthiness and presentation of press releases being issued from the UL
Marketing and Communications. It therefore reserves the right to amend draft
releases submitted by members of faculty and staff prior to circulation to the media.
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FACULTY AND STAFF RESPONSE TO MEDIA CALLS
In order to avoid confusion or duplication of effort and to assist the University in
building strong relationships with the press, employees are requested to notify
Marketing and Communications of contacts with or interviews by media
representatives.
When 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 Marketing and Communications. The Marketing and
Communications Division will refer the journalist to the appropriate source for
comment.
When a member of the news media contacts a staff-member to comment on a topic
that is within an employee’s area of expertise (i.e. about a faculty member’s
academic research or area of academic specialisation), 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, Marketing and Communications
recommends the employee take the journalist’s contact details, inquire about the
deadline and return the call later. Faculty or staff faced with this situation may then
contact Marketing and Communications to share information about the journalist,
the angle the story is likely to take, other stories the journalist may be researching or
writing at the time and any other background information that may be helpful in
advance of the interview.
While it is optional for a staff-member to contact Marketing and Communications
prior to talking with a journalist about the employee’s area of expertise, it is very
important that Marketing and Communications be notified immediately after the
staff-member has spoken with a reporter.
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OPINION & EDITORIALS
Opinion editorials are essays by experts and published in the editorial sections of
newspapers. Publication of opinion editorials written by staff can call attention to the
expertise of UL staff and indirectly acknowledge the quality of the University. These articles
cast a valuable spotlight on staff expertise and their ability to articulate strong opinions held
on relevant and current topics. Marketing and Communications assists staff in placing
opinion editorial articles in local, national and international newspapers. By regularly
working with opinion editorial editors, Marketing and Communications remains up-to-date
on current trends in editorial newsrooms and has current contact information for the major
opinion editorial editors.
The written standard for Irish opinion editorials is quite high. The Press and Communications
Officers can assist by providing editing advice and information about journalistic style.
Faculty who are interested in raising their media profile or in writing an opinion editorial are
encouraged to contact the Marketing and Communications Division. An opinion article will
only be as strong as the opinion it contains.
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MEDIA TRAINING
The Marketing and Communications Division offers media training to interested members of
staff. This training is designed to give participants a fundamental understanding of what
constitutes ‘news’, how to employ PR tools to generate media coverage as well as practical
tips on how to deal with radio, TV and print media interviews. The training encourages staff
to see the coverage opportunities that are available to promote their research, achievement
or event.
The training can be tailored to suit different faculties or departments and can be in the form
of an introduction to public relations and communications techniques as well as a more
advanced training session with practical workshops.
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PRESS PHOTOGRAPHY POLICY
Marketing and Communications will provide and manage press photography for stories that
are deemed to be newsworthy by the Marketing and Communications Division, budgeting
permitting.
In seeking the support of Marketing and Communications for press photography, the
requesting faculty or department must adhere to the following guidelines:
Notification of the requirement should be submitted to Marketing and
Communications 15 working days in advance. A thorough briefing should be
submitted with the request.
Requesting faculty/department should also identify a contact person, who will be
coordinating and provide their mobile contact details.
This will allow for consultation with Marketing and Communications as to the type of
shots that should be taken at the event – who should be included in the shots;
whether or not props are needed, the amount of time that can be allocated to the
photo shoot; and/or the level of creativity that can be applied to the photographer’s
brief.
The priority for any press photographer who may attend an event at the request of
Marketing and Communications will be to secure press photographs. Any ‘file’ or
‘internal’ type photography can only be undertaken once the photographer and
Marketing and Communications are satisfied that newsworthy shots have been
secured.
Marketing and Communications also maintains an archive of UL photographs and campus
shots. Members of the campus community can contact Marketing and Communications to
request copies of these shots but should give approximately 5 working days notice and
should be specific about the type of photographs they require and for what purposes they
will be used.
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PHOTOGRAPHY ON CAMPUS
Written permission is required for photos or videos of children under the age of 18 and for
patients in medical settings. A sample permission form/image release is available.
See Appendix 2 - Photography/Audio/Video Release Form
In situations where UL is photographing visitors to the campus under the age of 18, it is
essential that the UL organiser of the visit has confirmation in writing in advance from a
representative of the school or club that parents or guardians have given permission for
their children to be photographed.
In cases where general photography is undertaken on the campus whenever possible, UL-
commissioned photographers will identify themselves and seek verbal permission when
taking photographs. They and/or the Marketing and Communications Division /
Communications Officer inform subjects about the potential uses of the photo, such as
providing information for a story and/or creating images to more broadly describe the
campus, both now and in the future. In instances when an individual asks to not be
photographed, UL photographers comply with those wishes.
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ON CAMPUS BROADCAST POLICY
Any company or individual seeing permission to record television, radio and/ or video
broadcasts on any property owned by, or under the control of the University of Limerick
must send a written proposal in advance to the Marketing and Communications Office, UL at
least 15 working days in advance of the proposed filming.
Each request for filming/recording should outline the:
Nature of the filming/recording
Intended audiences and transmissions
Proposed locations
Equipment which will be used
Number of vehicles and personnel for which access will be required, including make,
colour and registration number of any vehicles
The duration of the filming/recording
The dates on which it is intended to film/record
Mobile contact details of the requestor
The following regulations apply to all such taping/filming:
No productions will be allowed which advertise or promote products, services or
programmes that are inconsistent with the values and traditions of UL
No productions will be allowed which contain visual images or dialogue or voice-over
inconsistent with the values and traditions of UL
No students or employees of the University can be used in such productions unless
written consent from each individual to be used is obtained before such use.
No production can interfere with the normal operations of the University. Any
taping, filming or other production can be suspended without notice in the event of
an emergency (e.g. fire, disturbance) at or near the production location.
A certificate of liability insurance, satisfactory to the University's Risk Management
Office, must be provided at least seven (7) working days prior to the actual
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production, to the Insurance Administrator Buildings and Estates Office.
Items for consideration for the Latest News section, should be submitted in plain English and
clearly identify the new element to the story. They should also be submitted with
corresponding high-quality images complete with captions which identify all persons in the
photo.
All images are subject to the editorial oversight of Marketing and Communications and may
be replaced or altered as needed.
The content posted to the Latest News section of the UL website is subject to copyright. This
content cannot be republished (print or web) without permission from Marketing and
Communications.
EVENTSHow to submit an Event:
1. Navigate to https://www.ul.ie/portal/staff 2. Click Submit Event – it is located below the Upcoming Events section.3. Complete the form with your Event information4. Submit.
You can submit any media associated with the event in a separate email to [email protected] The web team will review your submission before publication to the UL Website The Event must be related to the University of Limerick
IMAGES/ PHOTOGRAPHY
While valuable and relevant content is vital for News and Events items, an accompanying
high quality image is compulsory for the proposal to be considered. Many photos/graphics
used are provided by professional photographers or designers and edited in dimensions
specific to the panel to ensure consistency and quality. Your accompanying image should:
Appendix 1– University of Limerick Social Media Policy
PR SUPPORT REQUEST FORM
This form has been designed to aid provision of effective PR activity for the University of Limerick. This document must be completed in full and submitted to the UL Press Officer a minimum of 15 working days in advance of a target publicity date.
On receipt of a completed form, the Marketing and Communications Division will evaluate the submission to determine whether publication is attainable.
Brief Summary of Story / Headline
Key Dates
Core News Message
Identify the key news message to be conveyed.
Identify what is new, unique or controversial about this story.
Name, Title and Brief Bio of Spokesperson for Story
Mobile Tel. No of Spokesperson
Quote from Spokesperson
Funding Organisation
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Please ensure you clarify the organisations that must be listed as involved in the news item.
Photography Please note the requirement for high resolution and captioned images for consideration of any content for the online News Centre
Additional Information
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Appendix 2– Photography/Audio/Video Release Form
Permission for use of media in UL publications, videos, marketing material & online activities.
By signing this release, I hereby give the University of Limerick (UL) my permission to use my image/video/audio recording (“media”) in UL’s publications, marketing material, websites, social media sites and other promotional materials. I agree that this media may be combined with other images, text and graphics, and cropped, altered or modified.
I understand that media on websites and social media can be viewed throughout the world and that some overseas countries may not provide the same level of protection to the rights of individuals as EU legislation provides.
I understand that some media may be kept permanently once they are published and be kept as an archive by UL.
UL is committed to processing information in accordance with the General Data Protection Regulation (GDPR). The personal data collected on this form will be held securely and will only be used for the purposes described above and in accordance with the UL Data Protection Policy available at www.ul.ie/dataprotection.
Your Rights: You have the right to request to see a copy of the information and media we hold about you and to request corrections or deletions of the information that is no longer required. You can ask UL to stop using your media at any time, in which case it will not be used in future publications but may continue to appear in publications already in circulation or online.
If you have any questions about the use of your personal data, please contact [email protected]
I have read and understand the above and consent to my images/video/audio recordings being used as described:
Signature: Date:
If the individual is under 18: I am the parent/legal guardian of the person whose media the University is capturing. I have read and understand this release form:
Signature of parent/guardian:
Date:
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Appendix 3 – Copyright Release for Speakers/Presenters
COPYRIGHT RELEASE FOR SPEAKERS/PRESENTERS
This form is provided to you as a speaker in a course, seminar, lecture, or other presentation
at the University of Limerick, which we are proposing to capture in audio and/or video
format. To that end, we want to make certain that both you and the University have the
necessary rights and protections to continue to benefit from your presentation. At the end
of this process, a copyright release will be generated covering the captured presentation
(“Recording”) and use of all accompanying materials (“Materials”).
The University of Limerick will hold the copyright to the Recording and would like to have
the option to continue to use the Recording and Materials for educational and promotional
purposes.
In addition to creating an archive copy for educational purposes, possible uses of the
Recording include, but are not limited to, inclusion on the University of Limerick website,
the creation of CDs or DVDs, and delivery to the public via distribution partners e.g. iTunes,
Vimeo, HEANet, and YouTube.
Please note these recordings will not be used for commercial purposes without your prior
Check each of the boxes to agree to the conditions of this release:
__ I give permission to the University of Limerick to capture my presentation identified above.
__ I give the University of Limerick permission to use my name, likeness and biographic information
to use and promote the Recording or any derivative work of the Recording.
__ I understand that possible uses of the Recording by the University of Limerick include, but are not
limited to, inclusion in University of Limerick websites, the creation of CDs or DVDs, and delivery to the public via distribution partners. I understand that the recording and materials will not be used by UL without my prior written permission.
__ I understand that the University of Limerick grants me the non-exclusive right to exploit the
Recording in any manner. I understand that I have the right to ask the University of Limerick host to provide me with a copy.
___ I verify that I have authority to enter into this agreement and that I will be bound by its terms.
Signature:
_______________________________________________
Date:
_______________________________________________
Please return the signed form to your University of Limerick contact for your speaking engagement or presentation.
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Appendix 4 – Feature Panel Policy
FEATURE PANEL POLICY
The Feature Panel is be located on the UL homepage www.ul.ie . The overall responsibility
for the governance of the Features Panel on the UL Homepage resides solely with Marketing
and Communications. The UL website is an important promotional tool for the University
and an information source for those seeking information on University of Limerick key
activities. The purpose of the Feature Panel is to ensure optimal promotion of University
activities among web visitors, to provide a landing area where visitors can formally identify
stories and activities of priority at UL and which may have also been visible on other media
e.g. social media sites , newspapers etc. It is designed to highlight strategic messages of
significance to UL and its key stakeholders. It is the responsibility of Marketing and
Communications to ensure that high standards of content and presentation for the Feature
Panel reflect the academic standing and reputation of UL. The panel is not suitable for
highlighting internally focused University events.