Media Relations Guidelines

The vice president for the Division of Media Relations serves as the official University spokesperson and conveys the official university position on issues of general university-wide impact or significance, or situations that are of a particularly controversial or sensitive nature. Inquiries from the media about such issues should be referred to the  vice president for the Division of Media Relations via phone or online submission of the  News Media Contact Form .

Depending on the specific circumstances, the president or the  vice president for the Division of Media Relations may designate another university administrator to serve as spokesperson on a particular issue.

The Division of Media Relations coordinates marketing and communications at Alcorn, working with stakeholders across the university. The Office ensures that all Alcorn communications serve the university's mission and goals.

Media Relations helps build Alcorn's positive image by highlighting university achievements, communicating important messages and connecting journalists to Alcorn experts. Media Relations is the point of contact for print, broadcast and online media outlets reporting on the university.

News Media Relations Policy Statement 

News Advisory/Event Report Form 

Univeristy Marketing Policy Statement 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

News Media Relations Policy Statement

This policy was established to describe Alcorn's position with respect to interacting with news media representatives. For the purpose of this policy, news media shall refer to representatives of newspapers, magazines, newsletters, online publications, television, and radio.

University Practice: The Division of Media Relations  trains all employees approved to interact with media and develops guidelines to assist designees. 

Scope of Policy: An employee or department that seeks to publicize a program, event, or achievement should contact the  Division of Media Relations. The Media Relations Office has access to numerous news media contacts and will work with employees to coordinate publicity or visibility for programs, events, or newsworthy issues covered by this policy.

It is the responsibility of the  Division of Media Relations to initiate and/or respond to news media requests and to manage those interactions. When an employee or department is contacted by the news media, he/she is to notify the Media Relations Office immediately.

While on university property, news media representatives should, if necessary and appropriate, be accompanied by a Media Relations staff member or a university employee designated by the Division of Media Relations.

To gain access to the residence halls, news media representatives must be accompanied by a Media Relations staff member or a university employee designated by the  Division of Media Relations.

Alcorn State University complies with all applicable federal and state laws regarding the retention and release of personal and/or educational records of all current employees and students.

If an event attracts news media interest, all press releases and statements to the news media will be routed through and disseminated by the  Division of Media Relations. It is the responsibility of each department head to implement procedures to comply with this policy.

Alcorn obtains authorization from those whose photographs are taken with the intent to publicize the university. Their consent allows the university to incorporate these photographs in situations appropriate to the image of an academic institution including release to the news media, to publish likenesses in Alcorn's publications, on its Web site, in videos, on CDs, or in other recruitment or promotional materials including paid advertising.

 

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News Advisory/Event Report Form

This form allows the user to share the details of upcoming events or positive, newsworthy stories with the news staff of Media Relations. Remember all event submissions must include the time, date and place of the event, a brief description (speaker, film title, performer, etc.), the name of the sponsoring organization, name and phone of contact person, and whether the event is open to the public and if admission will be charged. Submitting the report sends an e-mail directly to University Relations.

Click here for the form 

 

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University Marketing Policy Statement

To insure that all communications representing the university are of high quality, present Alcorn State University consistently and accurately, conform to policy approved by the president and adhere to style and standards guidelines, it is university policy that all communications be reviewed and approved by the  Division of Media Relations  unless otherwise specified by the president or the vice president for Division of Media Relations.

University Practice The  Division of Media Relations develops and maintains comprehensive style and standards guidelines, and reviews and approves material covered by this policy.

Scope of Policy Coverage This policy applies to all Alcorn employees and students.  Communications that utilize the name Alcorn State University, are paid for by University funds or funds administered through a University account and are intended for off-campus distribution are subject to this policy. These include:
 

  • Publications, including those requiring no or partial editorial or design services, reprints or revisions of previously produced publications; publications produced by means of desktop publishing; and initial formats and editorial style and design for newsletters directed toward off-campus audiences
  • Promotional print and broadcast advertising
  • Letterhead and business cards representing Alcorn State University must be approved regardless of where they are printed or who pays for them
  • Videos, CD-ROMs or DVDs representing Alcorn
  • Websites
  • Press releases

The following are exempt from this policy:

  • Materials produced for classroom or educational use
  • Materials produced for scholarly publications and presentations
  • Advertisements for employment positions 
  • Materials intended only for on-campus distribution
  • Material produced by student organizations (unless it bears a University mark.)
  • Material produced by student media
  • Routine forms
  • Correspondence

Marketing Projects :The  Division of Media Relations works to bring your projects in on time and at the lowest possible cost. Because we strive for top-quality production and great service, it is important that you understand and adhere to the policies outlined below:

Review Departmental Budgets: Design, printing, and a portion of photography expenses charged by external vendors are the department’s responsibility, so check departmental budgets to determine how much can be spent on  projects.

Requisition Form: Services provided by the  Division of Media Relations are initiated via project requisition(s) signed by the person(s) responsible for the project (the client). A project requisition form is available by clicking here .

The client must sign-off on design and copy before projects are sent to the printer.  Although the  Division of Media Relations will check your production proofs, you as the client have the final responsibility. Please don’t skip this essential step due to deadline pressures.  Revisions by a printer to correct errors inevitably entail additional expenses and will probably push back the delivery date as well. 

Timeline Requirements    

Type of Project   Business Days for Completion  
Ad – newspaper/magazine 10
Posters/Banners 12
Brochure 20
Certificates 7
Flyers 7
Invitations        15
Newsletter        20
Postcards       12
High-end pieces (viewbooks, annual reports, etc.)  30 minimum; 60 maximum
Web design/redesign    30 minimum; 60 maximum
Photography: Events      5
Press Release       5
Professional Photo Shoot       Arrange with photographer 

 

Please note that these timelines do not include writing, which always should be completed prior to the beginning of graphic design. It is important to note that the  Division of Media Relations normally has a large number of projects in the queue. Because most projects are time-intensive and consist of numerous details, the Office may not be able to assist with projects that are requested at the last minute.

 

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