Procedure for Media Relations

Administrative Procedure 3.907

Related Procedures

I. Purpose

To provide clear, consistent, and ethical guidelines for engaging with the media, ensuring that all communication reflects Elgin Community College’s (ECC) values of integrity, transparency, and professionalism. These guidelines support the timely and accurate sharing of brand-aligned information that advances ECC’s mission, promotes student success, enhances recruitment efforts, boosts fundraising, and strengthens the College’s public reputation. This policy complies with all applicable local, state, and federal laws, including the Illinois Open Meetings Act (OMA) and the Family Educational Rights and Privacy Act (FERPA).

II. Scope

This procedure applies to all employees (including faculty and staff), departments, and subsidiaries interacting with news media representatives.

III. Definition of Terms

News Media: Includes representatives of newspapers, magazines, newsletters, blogs, podcasts, television, radio, digital platforms, and ECC student publications. The College may treat influencers who cover ECC activities as news media for this policy.

IV. Media Relations Overview

  1. The Chief Marketing and Communications Officer (CMCO) provides strategic oversight of media relations and serves as the escalation point for sensitive or high-impact media issues. The Director of Communications manages day-to-day media interactions and operational coordination.
  2. Only the President or their authorized designee may speak on behalf of the College regarding official positions or sensitive topics.
  3. Internal communications must not be shared with the media.
  4. If an urgent media inquiry occurs after hours or on a weekend (e.g., a crisis or major incident), employees must contact the CMCO directly via cell or follow the College’s Crisis Communications Plan protocol.

V. Public Meetings Act News Media Request Protocol

All District 509 Board of Trustees meetings will follow the rules for media attendance as outlined in the Illinois Open Meetings Act (5 ILCS 120).

  1. Public Notices will be posted on the ECC website and physically at the principal office or meeting site, as required. Any news medium may file an annual request for notification of all Board meetings with the Board Secretary at boardoftrustees@elgin.edu. The Board Secretary will maintain an updated list of all requesting news media and ensure they receive required notices, in compliance with [5 ILCS 120/2.02(b)].
  2. Recording and photography by the news media or public during open meetings are permitted under the OMA. Individuals who wish to record should notify the Board Secretary before the meeting when practical, and recordings must not disrupt proceedings. If a witness objects to being recorded, the recording of that testimony will be prohibited in accordance with the OMA.
  3. Closed sessions will follow OMA requirements for verbatim recordings and regular review for potential release.

VI. Guidelines for Media Engagement

A. When Contacted by the Media:

  1. Record the name, outlet, deadline, and subject of the request.
  2. Notify the Director of Communications at news@elgin.edu.
  3. Do not respond directly unless authorized.
  4. In urgent situations (e.g., after-hours or breaking news), employees should follow the designated escalation protocol or contact the CMCO’s office directly if the Director of Communications is unavailable.

B. Story Suggestions:

Submit ideas for media stories that promote ECC’s mission or community impact to the Director of Communications via the marketing request portal or email.

C. Media Invitations:

If ECC leadership wishes to invite the media to an event, notify the Director of Communications at least four weeks in advance.

D. News Releases:

All public statements or releases intended for the media must be reviewed, approved, and distributed by the Director of Communications.

VII. Sensitive Topics – Authorized Spokespersons Only

The following topic areas require oversight by the CMCO and may only be addressed by authorized personnel:

  • Legal or personnel matters
  • Campus emergencies or crises
  • Ethical concerns or challenges to ECC’s values
  • Issues involving students or their records (FERPA)

Examples:

  • Student inquiries: Managed by the CMCO in collaboration with the Dean of Students.
  • Faculty/staff inquiries: Referred to the CMCO and Human Resources.
  • Legal inquiries: Referred to the CMCO and the General Counsel.

VIII. Spokesperson Designation

  • Only employees explicitly designated by the President, CMCO, or their designees may speak on behalf of the College to the media.
  • Subject matter experts may be approved as spokespersons by the Vice President of Teaching, Learning & Student Development.
  • Media training may be required before participating in interviews.
  • The Director of Communications will assist in developing messages and coordinating responses.

IX. Interview Preparation and Protocol

  • The Director of Communications or their designee will help prepare key messages.
  • If a question falls outside your expertise, defer to the CMCO or the designated spokesperson.
  • Avoid speculation and never assume anything is “off the record.”
  • If interviewed without a Communications representative present, notify the Director of Communications afterward with a summary of the questions and your responses.

X. News Media on Campus

News media are encouraged to contact the Director of Communications before visiting campus. Access is governed by the following:

A. Permitted Access:

  • Public areas (e.g., sidewalks, parking lots, green spaces) during normal operating hours.

B. Restricted Access:

  • Any classroom filming must comply with FERPA, have prior written consent from students, and be approved by both the instructor and the Director of Communications.
  • Staff-only areas (including faculty and staff offices, workrooms, and break rooms) are not open to media without prior written approval from the Director of Communications and the relevant supervisor. Media must not record or photograph private work areas or conversations without express written consent from all individuals involved.
  • Media must be accompanied by a designated ECC representative when accessing any restricted areas.

C. Escorted Access Required:

  • Marked construction areas.
  • Private campus functions.

D. Events:

  • Most campus events are open to the media; some (e.g., plays, concerts) may have photography or recording restrictions.

E. Credentials and Conduct:

  • Media must present credentials for access to ticketed events.
  • Equipment must not damage property or block access.
  • Vehicles must be parked legally.

F. Emergency Situations:

  • Media access may be restricted at the request of emergency personnel for safety or operational reasons.

XI. News Conferences

Only the Office of the President, in collaboration with the CMCO or Director of Communications and Emergency Management, is authorized to convene news conferences. News conferences are typically held for major announcements or crisis communications.

XII. Commercial Film and Television Production

Commercial filming or photography on campus requires a facilities rental contract and prior approval from the CMCO and/or the General Counsel. Scripts referencing ECC or using identifiable campus visuals may be subject to legal review. See Administrative Procedure 6.208 Facilities Usage Regulations for full details.

Violations of this procedure may result in corrective action in accordance with College Human Resources policy and Administrative Procedure 5.406 - Employee Discipline.

This policy was last reviewed on 05/08/2024.

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