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NEWS RELEASES, MEDIA CONTACTS AND PHOTOGRAPHS
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HCL Administrative Policy |
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Section: Misc12 |
Release Date: March 2007
Replaces Issue Dated: February 2000
Responsibility: Community Relations
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Overview
It is in the Library's interest to make the public and stakeholders aware of Hennepin County Library's value and role in the community; and to build public understanding of the Library's services, programs and resources. The Partnerships & Communications Division's responsibility is to publicize and promote all facets of the Library system. Partnerships & Communications acts as the liaison with print/broadcast/electronic media to present news and information, manage interviews and photo/video inquiries, manage data requests, provide accurate and consistent information, and reinforce key messages. The News Room on the hclib.org website will serve as a central resource for the media. News releases, related information, photos/video about Library news, programs and services are developed and issued by Partnerships & Communications.
The Library's primary spokesperson is the Library Director. The Partnerships & Communications Division Manager (or designee) is also a spokesperson. When authorized by the Partnerships and Communications division manager or designee (Media Relations Manager), designated staff may serve as media spokespersons.
The Division Manager and designee, consulting with the Library Director as needed, is responsible for proactively planning media interviews, responding to media calls, determining appropriate and available spokesperson(s) and coordinating accurate and consistent responses and key messages with staff. The Division Manager and designee provide media relations counsel to Library Board members. Also, media relations assistance to Friends of the Library groups to publicize book sales or membership recruitment may be provided to as appropriate.
Procedures
- Staff should refer general media inquiries to Partnerships & Communications Division Manager or designee (Media Relations Manager) for direction and assistance. Library employees are asked to respond to Partnerships & Communications in a timely manner for information to be used for media interviews or photo opportunities.
- Staff should direct inquiries and contacts from major news and broadcast organizations immediately to the Library Director or the Partnerships & Communications Division Manager for official response and comments. Partnerships and Communications will coordinate with the Hennepin County Public Affairs Office.
- Staff should refer all media inquiries pertaining to requests under the 'Freedom of Information Act' for Library information (administrative files, budgetary information, detailed project information, etc.) to Partnerships & Communications Division Manager or designee. Discussions with Administrative Council will ensure a coordinated response.
- Partnerships & Communications Division Manager or designee will provide staff training on media policies and procedures as requested by library managers. Staff authorized for media interviews will be briefed by the Partnerships & Communications Division Manager or designee on the media request, background information and Library key messages.
- Media requests for photographs, filming, video or recording in libraries should be referred to Partnerships & Communications Division Manager or designee for coordination with Library staff and approval.
- All requests by commercial firms, community groups, filmmakers and others for photographs, filming, video or recording in libraries for promotional, personal or business purposes must have the approval of the Partnerships & Communications Division Manager, who will consult with the Library Director and Deputy Director as appropriate. The Library reserves the right to review and approve promotions or advertising as part of any request.
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