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UNIVERSITY POLICY

I.        PURPOSE

To provide for the orderly, accurate and timely release of information about UMDNJ to the communications media.

II.       ACCOUNTABILITY

Under the direction of the Vice President for Government and Public Affairs, the Senior Manager of University News Service shall ensure compliance with and implement this policy.

III.      DEFINITION

General information involves, but is not necessarily limited to, official University policy on such matters as objectives, plans, procedures, construction, budgets and personnel.  Impetus for the release of general information usually originates with the President's Office, administrative staff, grant principals or faculty, or as a result of queries from news media. 

IV.      REFERENCE

A.         Media Release:  Academic, Clinical                  00-01-10-105:05

B.         Press Conferences and Media Releases            00-01-10-115:00

C.         Use of University Name and Symbol                00-01-10-95:00

V.       POLICY

The following guidelines are provided for the orderly and effective dissemination of information about the University, its plans, programs, goals and people, to its students, faculty, staff and to the general public.  Implicit throughout is the recognition of the public's right to know about the University and its activities, since UMDNJ is a publicly-supported institution. 

1.          To insure accuracy and consistency, the Senior Manager of University News Service will direct and prepare all publications, news releases, press conferences, and statements to news media, except that this in no way will infringe on the pursuit of scholarly activities or academic freedom. 

2.          The Senior Manager of University News Service, will have both advisory and implementation functions.  The Senior Manager of University News Service is responsible for seeing that material to be released is prepared in appropriate form and has approval from the source, from appropriate authority and from the Vice President for Government and Public Affairs.  Approval and review will include use of UMDNJ logo, the use of which must adhere to graphic standards policy.

3.          The requisite information will be assembled from appropriate sources by the Senior Manager of University News Service or a designee.

4.          University News Service will then prepare a draft press release or statement and clear it with the information source, department head, Dean or Vice President and the President before effecting distribution.  A tracer memo is used to recover lost or delayed material.

5.          No unauthorized member of the faculty, student body, or staff should contact the news media or attempt to answer news media queries pertaining to official policies of the University.  Anyone receiving a request for such information is to immediately refer the inquirer to the Senior Manager of University News Service, who will either secure an official answer or refer to a previously issued release or statement that answers the question.

6.          In all cases, the Senior Manager of University News Service will secure final approval of press releases or statements from the Vice President for Government and Public Affairs.

7.          The Senior Manager of University News Service will prepare and release to the press and other media such materials as will keep the public informed of the work of the University and its healthcare facilities and the role each plays in the life of the community.  Administrators, students, faculty or staff members are to inform the Senior Manager of University News Service of anticipated newsworthy events well in advance of scheduled occurrence, whenever possible.

By Direction of the President:

________________________________________
Vice President for Government and Public Affairs

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