MEDIA AND COMMUNICATIONS POLICY

Information and education are essential cornerstones of ODNR's mission. Providing information to individual citizens, constituent groups and the media is an important responsibility for many ODNR employees, particularly those serving in field locations. Because an employee communication in his/her official position is perceived to be speaking on behalf of the entire Department (and, by extension, for all state government), it is important that judgment and care be exercised at all times.

It is the policy of this Department that employees in a position to speak on behalf of his/her division and ODNR, should feel free to provide factual, timely information about programs, events and activities for which the employee has direct knowledge, involvement and responsibility.

When communicating in his/her official role, an employee is not authorized to offer personal views, opinions or speculation or to provide information on matters falling outside his/her direct knowledge, involvement and responsibility. In particular, an employee must not discuss matters of policy, legislation, personnel actions or official investigations on any matter unless specifically authorized.

To ensure that departmental communications are properly coordinated, an employee is required to report to his/her supervisor as soon as practical, any media inquiry on matters other than routine operations. On matters of particular public interest or sensitivity, a single department or division spokesperson may be designated to field all related inquiries.

All written communications to the media and press releases on non-routine matters (in particular: matters of policy, legislation, personnel actions or official investigations) must be coordinated through the Office of Communications. Except as noted below, no release is to be issued without approval of the appropriate division/office chief and final approval of the Chief of Communications. An exception is made for releases on routine matters (events scheduling, advisories, etc.) issued to local media by district offices and individual field locations which should be approved by the appropriate field supervisor. Such routine news releases should also be copied for informational purposes to the Department's Office of Communications. Guidelines for what constitutes a local versus a policy related news release are as follows:

General Guidelines:

News releases of statewide, or of special policy significance, include those that:

• impact or have special interest to constituents or groups outside of district or local areas
• or that represent a change in department or division policy
• or that provide new recreational opportunities.
  

Some examples of news releases that fall in this category include:

• New or expanded recreational access or facilities
• New land purchases
• Public/Private partnerships
• Award of grants
• Changes in regulations and rules
• Efforts to protect or restore endangered plant/wildlife species
• Arrests and investigations

News releases of purely local interest are those that impact only a specified, local audience, usually with a single county or small, contiguous group of counties. Some examples of news releases that fall in this category include:

• Announcement of a district open house
• Special event at state park, nature preserve or wildlife area
• Changes in hours/procedures at a single facility
• Emergency announcements such as weather related closures and cancellations

Any field office interested in having its local news releases edited for appropriate style and usage is encouraged to submit it to the Office of Communications for a timely review.

An employee with questions regarding a particular public or media inquiry should seek the advice of his/her chief or other appropriate personnel before responding.

This policy in no way prohibits the negotiated language in the appropriate labor agreements.

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