POLICY: NEWS MEDIA RELATIONS
POLICY NUMBER: UR - 1
Effective Date: July 2008
Revisions: July 2011, July 2008, December 2007, August 2005, Sept. 2003, June 2003, June 2002, July 2000
Responsible Officer: Executive Director of Marketing & Communications
The purpose of this policy is to describe the College of Medicine's position with respect to interacting with media representatives. For purposes of this policy, media shall refer to representatives of any media entity whatsoever, including without limitation newspapers, magazines, newsletters, online publications, television, and radio. Failure to comply with this policy will be considered actionable behavior by senior management and could result in disciplinary action up to and including suspension or dismissal.
This policy applies to all College of Medicine faculty and non-faculty employees and other representatives of the College of Medicine. (“Applicable Individual(s)”)
It is the responsibility of the College of Medicine Marketing & Communications Department to initiate and/or respond to media requests and to manage those interactions. When an applicable individual or department is contacted by the media, he/she shall immediately refer the call to the Marketing & Communications Department and notify the office that the inquiry was made and referred.
Applicable individuals who are presenting at or attending scientific or academic meetings or conferences off-site and are approached by media are permitted to respond if they deem it appropriate. However, all dialogue must be confined to information based in scientific or academic fact. All comments made to writers and reporters should be made with the expectation that they will be interpreted as the position of the College of Medicine; therefore, it is important not to offer comments that could be controversial, defamatory, or litigious in nature when representing the College of Medicine. It is the responsibility of the applicable individual to notify the Marketing & Communications Department of all media interactions and to provide the name of the reporter or writer and the media outlet they represent.
Under no circumstances should information pertaining to a case that is in litigation be discussed publicly without the prior approval of the Office of General Counsel. Under no circumstances should information regarding a particular patient be discussed or released publicly without an appropriate signed consent form from the patient. Furthermore, no applicable individual should promise any media representative that any other individual, including without limitation a patient and/or student will participate in an interview without prior approval of the Marketing & Communications Department.
On occasion, applicable individuals are asked to appear in advertising or programming that involves private industry or other private individuals or entities, or professional associations, whether for profit or not-for-profit. All such requests and potential appearances should be reported to the Marketing & Communications Department for prior approval before any agreements are made. In addition, required approvals pursuant to applicable policies or procedures must be obtained prior to accepting monetary remuneration for such activities.
The Marketing & Communications Department will consult as necessary with the Department of Risk Management, the Office of General Counsel or other appropriate departments in the course of evaluating the proposed media interaction.
The College of Medicine complies with all applicable federal and state laws regarding the retention and release of personal and/or educational records of all current employees, students and patients.
The College of Medicine obtains authorization from those whose photographs are taken with the intent to publicize the College of Medicine. Their consent allows the College of Medicine to incorporate these photographs in situations appropriate to the image of an academic institution including release to the news media, to publish likenesses in College of Medicine and Drexel University publications, on websites, in videos, on CDs, or in other recruitment or promotional materials including paid advertising.
No photos of patients, employees, students, or laboratory animals should be released to the public via advertising, news media, or web without the approval of the Marketing & Communications Department.
Media on premises:
While on College of Medicine property, media representatives should be accompanied by a staff member of the College of Medicine Marketing & Communications Department or an employee designated by the College of Medicine Marketing & Communications Department.
To gain access to the residence halls, patient areas, the animal facilities or any other secured location, media representatives must be accompanied by a staff member of the Marketing & Communications Department or an employee designated by the College of Medicine Marketing & Communications Department.
Promoting the College of Medicine:
An applicable individual or department that seeks to publicize a program, event, or achievement should contact the College of Medicine Marketing & Communications Department. The office has access to numerous media contacts and will work with applicable individuals to coordinate publicity on all appropriate newsworthy issues.
All press releases and statements to the news media that mention Drexel University College of Medicine or its employees, agents or representatives shall be routed through and disseminated by the College of Medicine Marketing & Communications Department. It is the responsibility of each department head to implement procedures to comply with this policy.
Additional Information: Inquiries regarding this policy can be directed to the College of Medicine Marketing & Communications Department at 215-255-7330.