Media & Public Information Guidelines for Coppin State University (CSU)

Office of University Relations (OUR)

An effective public information system is an integral part of Coppin State University (CSU). Coppin State University's Office of University Relations (OUR) is charged with handling all public relations and public record requests, and establishing standards for the public dissemination of written materials.

We must provide timely and accurate information on activities and available services, to effectively convey information in a consistently understandable and professional manner, and to inform our various external publics about our ongoing efforts to meet and maintain our mission of providing high quality graduate and undergraduate education and primarily focusing on the problems, needs and aspirations of the citizenry of Baltimore's central city and its immediate metropolitan area.

For these reasons along with our duties as employees of a public institution, it is imperative that our public information system be well-organized and systematic. To achieve this objective, all university employees are asked to comply with the following guidelines:

• Only University officials designated by the President, the Provost/Vice President of Academic Affairs, and/or the Office of University Relations shall respond to inquiries from the media or represent CSU on radio and television or any print media (newspapers, magazines, etc.). The Office of University Relations should be informed immediately of all media inquiries.



• Press releases, media alerts and stories are disseminated to external media, placed on the university website, and/or included in The Talon through the Office of University Relations. Individuals requesting press releases or stories are required to complete and submit the PR Marketing Form at least 20 business days prior to the event. Click to View Forms.



• As private citizens, CSU employees may respond to the media after work hours. However, it must be made clear to the interviewer that the opinions expressed are not official CSU views. We request that CSU employees inform the Office of University Relations of such media interviews.



• All requests to photograph or film CSU facilities and to interview employees must be cleared first by the Office of University Relations, which has the responsibility of ensuring compliance with confidentiality statutes and other relevant procedures. Taking an image of an employee or student in any form may only be done with the express written permission of the person or authorized person on an approved release of information form available from the Office of University Relations. It is the responsibility of the Office of University Relations to ensure that photography or videotaping takes place with little or no disruption to classes or activities that are in session.



• The Office of University Relations is responsible for the coordination of media coverage for all CSU events and activities such as press conferences, ribbon cuttings, award ceremonies, conferences and seminars. The Office of University Relations should be advised of all such activities well in advance of the time the event is to take place at least 60 days.



• All flyers, posters, brochures, pamphlets and other written materials for external distribution shall by reviewed by the Office of University Relations. This will help to insure that all publications representing Coppin State University are held to the highest standards. Documents will also be reviewed for branding and image consistency. At least 72 hours will be required to review materials before printing.