Section 7 PUBLIC RELATIONS OFFICE

Transcription

1 Section 7 PUBLIC RELATIONS OFFICE 7.0 General Responsibilities and Goals (C) Operating under the direction of the Chancellor, the Public Relations Office is responsible for coordinating the Public Relations activities of the State Board and the System Office and, also, assisting the individual colleges, upon request, with the goal of promoting a general citizen understanding of the value of a comprehensive Community College System in Virginia Functions (C) The Public Relations Office serves as the primary contact with the news media, prepares announcements for dissemination on a statewide or a regional basis, writes articles and compiles information in answer to specific requests from individuals and organizations. The Office compiles information, writes and distributes an annual report for the VCCS and other informational pieces which pertain to the System's operation. The Office prepares and mails a newsletter to a general list including: State Board members; the individual community colleges for distribution to administrators, college board members, faculty, and staff; Virginia State Library; and others upon request. The Office notifies the State Board, presidents and staff of significant news events; handles news media requests; serves as liaison with the Virginia General Assembly; and performs other activities related to the public understanding of the VCCS Services to the Colleges The Public Relations Office provides assistance and guidance in matters related to public information as requested by the colleges Responsibilities of the Colleges (C) The colleges are responsible for the development and implementation of public information efforts tailored to their individual needs in accordance with State and Federal laws College Information (SB) Each college president is encouraged to implement a comprehensive plan for dissemination of information to organizations and individuals within the 7-1 5/88

2 community to communicate the programs and services available through the community college. 7.1 Distribution of Publications/Public Information (C) Each community college shall make the following distribution of written material to the VCCS: Catalog Instructional Programs and Student Services (1) Vice Chancellor for Academic & Personnel (1) Public Relations Office (1) SCHEV (2) Faculty Handbooks Personnel (1) Instructional Programs and Student Services (1) Vice Chancellor for Academic and Student Handbooks Annual Reports (if prepared) Class Schedules Instructional Programs and Student Services (1), Public Relations Office (for State Board) (20) Instructional Programs and Student Services (1) Vice Chancellor for Academic & Newsletters, press releases Public Relations Office (1) Each community college must also distribute all college publications to the Virginia State Library (20 copies). Each community college may distribute college publications to the Governor of Virginia and SCHEV. 7.2 College Identification Logos (C) Each college is encouraged to develop its own distinct graphic identification symbol (logo). The use of the logo is left to the discretion of the college, but a uniform policy for its application within the given college should be adopted /88

3 7.2.1 Seals (C) Use of college seals is encouraged. The seal is an official stamp of approval for documents such as transcripts and should be used on other items only when they are considered to be of an official nature System Identification (C) Colleges are encouraged, but not required, to use the words "Virginia Community College System" and/or its identifying emblem in publications, letterheads, and audio-visual presentations, etc. 7.3 Publication Policy and Procedures Time for Publication (C) Each college may initiate its publications at the time most appropriate to the college Content (C) Each college shall be responsible for the content of its publications in accordance with provisions of State and Federal laws. Official policies, regulations, and procedures for the State Board and the VCCS, however, shall be included verbatim V/TDD (SG) 7.4 College Publications A V/TDD (Voice/Telecommunications Device for the Deaf) number must be printed after the general telephone number on stationery, brochures, newsletters, and all public information and literature. The V/TDD number should also be listed with the State information operator Catalogs and Bulletins (C) Each college shall prepare a catalog or bulletin consistent with State and Federal policies, regulations, and procedures. The following information must be included in each college catalog: a. a policy for equal opportunity/non-discrimination; b. an accreditation statement; c. a statement outlining the law which allows senior citizens free tuition for courses in public colleges and universities provided for by the Senior Citizens Higher Education Act; 7-3

4 d. a statement outlining the law which provides for free tuition and required fees for children of persons killed or disabled in war; and e. a statement outlining the law which provides for free tuition and required fees for children of law enforcement officers, fire fighters, and rescue squad members killed in the line of duty Faculty Handbook (C) Each college shall prepare a faculty handbook consistent with State and Federal policies, regulations and procedures Student Handbook (C) 7.5 College Advertising Each college shall prepare a student handbook consistent with State and Federal policies, regulations, and procedures. In lieu of a separate handbook, however, colleges may include said information in the college catalog Advertising Information (SG) Each college is expected and encouraged to provide prospective students with accurate and objective information about its programs and services Use of Public Funds (SG) Under the General Provisions section of the Appropriations Act effective July 1, 1989, each college may use public funds for the development, preparation and dissemination of factual information about the following subjects: academic programs; special programs for minorities; dates, times and procedures for registration; dates and times of course offerings; admissions requirements; financial aid; tuition and fee schedules; and other information normally distributed through the college catalog Presentation of Information (C) Information may be presented in any and all media, such as newspapers, magazines, television or radio in the form of news, public service announcements or advertisements. Other forms of acceptable presentation include brochures, pamphlets, posters, notices, bulletins, official catalogs, flyers available at public places and formal or informal meetings with prospective students Prohibited Promotion (C) Each college is prohibited from using public funds for the development, preparation, dissemination or presentation of any material intended or designed to induce students to attend by exaggerating or extolling the 7-4

5 college's virtues, faculty, students, facilities or programs through the use of hyperbole. Artwork and photographs which exaggerate or extol rather than supplement or complement permissible information are prohibited. Mass mailings are generally prohibited; however, either mass mailings or newspaper inserts, but not both, may be used if other methods of distributing permissible information are not economically feasible in the college's local service area Compliance with Guidelines (C) The Chancellor of the VCCS and the president of each college are responsible for the respective college's compliance with this subsection. 7.6 Degrees, Diplomas, and Certificates (SB) The design of degrees, diplomas, and certificates must be approved by the State Board. 7.7 College Newspapers (SB) Publication of college and student newspapers shall be at the discretion of the individual college. 7-5