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Media Relations/Interview Guidelines
It is important to adhere to standard guidelines when speaking to reporters because each employee and student is representative of the school and the Spalding image. The following guidelines will help facilitate positive communications with the media, and maintain consistency with Spalding initiatives.
1. If a reporter wants to arrange to come to school to interview you or a student at a specific date and time, or if there will be a major media activity such as a signing event, contact Kristen Koehler, Director of Alumni & Media Relations in advance with the specific day, place, and time. It is important that the Advancement Office be informed and aware of major media activity.
2. The guidelines below are to be followed if a reporter approaches you either on or off campus to interview you or a student for a local newspaper, or to record sound bites for broadcast media.
• When reporters ask to interview students it is your responsibility to inform parents and obtain approval prior to the interview/photograph.
• If it is related to sports - do not comment on an injury of an athlete, only the Athletic Director or Athletic Trainer may do so.
• Remind the student that, nothing is ever ‘off the record,’ regardless of what a reporter may say.
• Answer the questions accurately, don’t speculate, and if you are unclear of the answer, let the reporter know you’ll find out the correct answer and follow up. (Make sure to follow up as soon as possible with accurate information).
• Remain present during an interview with a student to provide both supervision and support. If necessary, interject to let the reporter know that the interview is concluded if an inappropriate question is asked or if it apparent that the student is uncomfortable answering questions.
• If there is a photographer present at the time of the interview, be sure that the student’s appearance is presentable and that he or she is wearing the Spalding school or team uniform correctly.
3. If a member of the media contacts you in reference to a controversial or crisis situation, tell the reporter you are not in a position to answer questions, but that you’ll forward the questions and contact information to Kristen Koehler, who will then coordinate with Spalding’s President, Dr. Michael Murphy, to follow up in a timely manner.
If you have something you believe should be publicized regarding the merits, talents or accomplishments of a student or team, please provide Kristen Koehler with detailed information in writing. The Advancement Office will determine the appropriate outlets, edit the material and disseminate it. Thank you!
Kristen Koehler
Director of Alumni & Media Relations
410-969-9105 x 256
KoehlerK@archbishopspalding.org
Updated August 31, 2005
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