Manual of Policies and Procedures

F/3.4 Media relations

Contact Officer

Executive Director, Marketing and Communication

Approval Date

08/08/2017

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/08/2020

3.4.1 Purpose
3.4.2 Application
3.4.3 Roles and responsibilities
3.4.4 Media access to campuses
3.4.5 QUT spokesperson
3.4.6 Issuing media releases
3.4.7 Academic comment in the media
3.4.8 Crisis communication
Related Documents
Modification History

3.4.1 Purpose

The purpose of this policy is to ensure professional engagement with media.

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3.4.2 Application

This policy applies to traditional and new media. The QUT social media policy provides further information (F/3.2).

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3.4.3 Roles and responsibilities

Position
Responsibility
Vice-Chancellor and President
  • principal spokesperson for QUT on matters of policy or corporate issues or crises, but may delegate this role to an appropriate person, depending on the issue
Executive Director, Marketing and Communication
  • facilitates media contact with subject experts and senior management across the University
  • proactively issues news releases and story leads
  • responds to incoming requests from journalists
  • provides advice and training to staff in engaging media interest and dealing with media
  • issues official QUT media releases

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3.4.4 Media access to campuses

Media representatives are permitted access to all campuses (however where parking is required, campus parking staff are, where possible, provided with prior advice).

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3.4.5 QUT spokesperson

The Vice-Chancellor and President is principal spokesperson for QUT on matters of policy or corporate issues, but may delegate this role.

Media enquiries are to be referred to the Marketing and Communication Department to ensure a timely, accurate response, from the appropriate person.

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3.4.6 Issuing media releases

All QUT media releases and statements are issued by the Marketing and Communication Department.

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3.4.7 Academic comment in the media

The Marketing and Communication Department maintains a list of expertise of QUT staff to help media find appropriate interviewees.

Academic staff are encouraged to share their expertise with media on matters of community interest and to talk directly to media on matters within their area of qualification and expertise. Comment on matters outside the academic staff member’s area of expertise should be made in their capacity as a private citizen.

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3.4.8 Crisis communication

When a critical incident occurs:

  • a university-level crisis management team (CMT) is assembled as soon as possible by the University Vice-President (Administration) and University Registrar to establish the facts and to decide what action is necessary, including what needs to be communicated to stakeholder groups
  • a single University representative is appointed to handle media enquiries. This person must be available to the university and to the media at any point during the crisis period.
  • the Vice-Chancellor and President or delegate will be spokesperson.
  • all media and social enquiries are directed through the Marketing and Communication Department
  • the Marketing and Communication Department, in conjunction with the appointed spokesperson, prepares written media statements for issue as appropriate, coordinates video production and distribution and manages social media. The after-hours telephone numbers of key QUT staff are available from the Central Monitoring Station on ext 85585 at all times, as are numbers for the Executive Director, Marketing and Communication and the Media and Communication Team Leader.

QUT has a Counter Disaster Plan for each campus to provide direction to persons who have a responsibility to respond to or undertake a role relating to any disaster or critical incident that may occur on the campus (H/3.5.5)

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Related Documents

MOPP H/3.5 Emergency management

MOPP F/2.1 Corporate identity

MOPP F/3.2 Social media

Marketing and Communication webpage (QUT staff access only)

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Modification History

Date

Sections

Source

Details

08.08.17

All

Vice-Chancellor

Revised and simplified policy

21.04.11

3.4.4

Vice-Chancellor

Periodic review - minor revisions

02.02.09

All

Vice-Chancellor

Periodic review - minor revisions

17.11.05

All

Vice-Chancellor

Revised policy

01.10.03

All

Marketing and Communication Director

Updated

18.10.02

All

Corporate Communication Director

Updated

29.10.98

All

Corporate Communication Director

Revised

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