UNIV--102 Spokesperson Policy
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Document Number: UNIV--102
Revision #: 2.0
Document Owner: University Provost
Date Last Updated: 03/06/2018
Primary Author: Executive Director of Communications
Status: Approved
Date Originally Created: 09/26/2011
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General Description
Description: Except for the President and the Executive Director of Communications, no person shall be authorized to speak on behalf of the University, nor represent him or herself as having authority to communicate without approval from the President or Executive Director of Communications.
Purpose: This policy is to define who will serve as the spokesperson and speak on behalf of the University. The purpose of this policy is to ensure consistency and veracity of information which represents the institution.
Those individuals who are authorized to speak on behalf of the University shall do so responsibly, recognizing that speaking on behalf of the University generally means to communicate or report authoritatively on:
(1) published information that has been developed by University, such as data, survey results, etc.;
(2) actions and activities of the University; and
(3) official positions or policies of the University as articulated in Board-approved resolutions or position statements. Commentary on matters outside of these areas should be identified by a spokesperson as outside his/her official capacity for the University and as exclusively private opinion (based on one’s own experiences, observations, etc.) and not attributed to the University. Drawing a distinction between opinion and official University views is especially important in speeches, media interviews, articles, letters-to-the editor, etc.
Scope: All Departments
The following are exceptions to this policy:
The President and the Executive Director of Communications are the official spokespersons for the University. They may choose to perform that function, or delegate it as appropriate. In the event other officers or employees of the University are asked by the media for comments or information, the procedure to approve a spokesperson is to be followed.
Responsibility:
- Executive Director of Communications and PR
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President
The President and the Executive Director of Communications are the official spokespersons for the University. They may choose to perform that function, or delegate it as appropriate.
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Requirements
Approvals: The President and the Executive Director of Communications are the official spokespersons for the University. They may choose to perform that function, or delegate it as appropriate.
Relevant Knowledge:
In order to comply with this policy you should know:
Current University policy
Standard company policies
Federal statutes
Those individuals who are authorized to speak on behalf of the University shall do so responsibly, recognizing that speaking on behalf of the University generally means to communicate or report authoritatively on:
(1) published information that has been developed by University, such as data, survey results, etc.;
(2) actions and activities of the University; and
(3) official positions or policies of the University as articulated in Board-approved resolutions or position statements. Commentary on matters outside of these areas should be identified by a spokesperson as outside of his/her official capacity for the University and as an exclusively private opinion (based on one’s own experiences, observations, etc.) and not attributed to the University. Drawing a distinction between opinion and official University views is especially important in speeches, media interviews, articles, letters-to-the editor, etc.
Terms and Definitions: Additional training
Corrective Action
Suspension
Termination
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Policy Provisions
1. Official Spokespersons for the University
The purpose of this policy is to ensure consistency and veracity of information which represents the institution. Except for the President and the Executive Director of Communications, no person shall be authorized to speak on behalf of the University, nor represent him or herself as having authority to communicate without approval from the President or Executive Director of Communications.
The President and the Executive Director of Communications are the official spokespersons for the University. They may choose to perform that function, or delegate it as appropriate. In the event other officers or employees of the University are asked by the media for comments or information, the procedure to approve a spokesperson is to be followed.
Those individuals who are authorized to speak on behalf of the University shall do so responsibly, recognizing that speaking on behalf of the University generally means to communicate or report authoritatively on:
(1) published information that has been developed by University, such as data, survey results, etc.;
(2) actions and activities of the University; and
(3) official positions or policies of the University as articulated in Board-approved resolutions or position statements. Commentary on matters outside of these areas should be identified by a spokesperson as outside his/her official capacity for the University and as exclusively private opinion (based on one’s own experiences, observations, etc.) and not attributed to the University. Drawing a distinction between opinion and official University views is especially important in speeches, media interviews, articles, letters-to-
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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure
Consequences:
Further training
Job Termination
Suspension
Write-Up
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Subject Experts
The following may be consulted for additional information.
Executive Director of Communications