Public information and media relations.pdf

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 54.100 PUBLIC INFORMATION AND MEDIA RELATIONS Revised: November 13, 2017 I. PURPOSE: The purpose of this policy is to provide personnel of the Boca Raton Police Services Department with guidelines for the release and dissemina...

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 54.100 PUBLIC INFORMATION AND MEDIA RELATIONS Revised: November 13, 2017 I. PURPOSE: The purpose of this policy is to provide personnel of the Boca Raton Police Services Department with guidelines for the release and dissemination of public information to news media and to the general public. II. POLICY: It is the policy of the Department to cooperate fully and impartially with authorized news media representatives in their effort to gather factual, public information, as long as these activities do not unduly interfere with the Department’s operation, infringe upon individual rights or violate the law. A liaison with the public and media will be maintained through the Office of the Chief of Police via the Public Information Office. III. DEFINITIONS: Public Information: Information that may be of interest to the general public regarding policy, procedures or events involving the Department or other newsworthy information that is not legally protected, which does not interfere with the mission of the Department or infringe upon the rights of victims, officers, witnesses, defendants or others. News Media Representatives: Individuals who are directly employed by agencies of the electronic or print media such as radio, television and newspapers. Public Information Manager (PIM): Individual who coordinates public relations activities, direct official Department social networking initiatives, and respond to requests for information from the news media and the public. Public Information Officer (PIO): An individual designated by the chief of police to serve as the central source of information for the Department and respond to requests for information from the news media and the public. Social Media: Media designed to be disseminated through social interaction, using highly accessible and scalable publishing techniques. Social media use web-based technologies to transform and broadcast media monologues into social media dialogues. Effective: May 1, 1982 Revised: November 13, 2017 Public Information and Media Relations Directive No. 54.100 Page 1 of 5 IV. PROCEDURE: A. PUBLIC INFORMATION OFFICER’S (PIO) RESPONSIBILITIES: 1. To serve as the central source of information about the Department and respond to requests for public information. 1.06 2. To assist the chief of police and his/her staff with any problems that may arise in communicating with the news media. 3. To serve as the official liaison between the news media and the Department. 4. To remain available for 24/7 on-call responses to the news media. 1.06 5. To serve as coordinator for public information activities of the Department to include news conferences and preparing press releases. 6. To assist in crisis management within the Department as needed. 7. To attend Palm Beach County Cooperative meetings to discuss new ideas to improve police-media relations. 8. Use appropriate media outlets to release information, including traditional media, social media, and the Department website. 9. In the absence of the PIO, the Public Information Manager will assume the responsibilities of the public information officer. 10. If asked by members of the public or media outlets to make any statements about Department-related activities, employees shall refer requestors to the PIO, the watch commander, or a command staff member. 1.06 B. GENERAL PUBLIC INFORMATION PROCEDURES: 1. Public Information Office personnel, when requested and in accordance with State law, will provide complete and accurate information, within legal and investigative limitations, to all media representatives. a. The Department does not issue press credentials, but does recognize valid identification cards issued by local, national, and international news organizations. b. Freelance workers in the media field are to be regarded as members of the general public unless otherwise designated by the chief of police or his/her designee. c. Incident briefs will be made available to the media for review after applicable redaction via the Department website. Effective: May 1, 1982 Revised: November 13, 2017 Public Information and Media Relations Directive No. 54.100 Page 2 of 5 d. When the media is denied access to information pending a legitimate inquiry, the denial shall be supported by a courteous, logical, and adequate explanation that can be justified upon further inquiry. e. Information concerning the activities of the Vice, Intelligence, and Narcotics Unit, the Professional Standards Bureau or any special police operations deemed to be confidential by the officer in charge of the operation, shall not be disclosed, except by the expressed permission of the chief of police or his/her designee. C. PROCEDURES FOR SIGNIFICANT EVENTS AND CRITICAL INCIDENTS: 1. In addition to command staff notifications, the watch commander or the sergeant on the scene is responsible for ensuring that, upon request, PIO personnel are provided information about events that may generate media interest. a. The incident commander at a critical incident will designate a preliminary press area as early as possible, but the PIO personnel may change the location upon his/her arrival. b. The PIO and/or PIM shall be available to media personnel on the scene of significant events and critical incidents as soon as possible. 1.06 c. In the absence of the PIO or PIM, the incident commander shall make appropriate staff notifications and will only release information to the media if instructed to do so by a command staff member. d. The PIO and/or PIM shall arrange and conduct press conferences for critical incidents. 1.06 e. During a critical incident, members of the news media shall be allowed to move freely within the Department-designated space and in any area that is open to the public. f. The media cannot cross a police line at a scene unless granted permission by the incident commander, and then only when accompanied by PIO personnel or command staff member. g. While direct access to crime scenes shall be limited, no legal authority exists to stop photographs or recordings from being taken, even if the scene in question is one that the officer feels would be in poor taste to photograph. D. RELEASE OF INFORMATION: 1.06 1. The PIO and/or PIM or his/her designee will make press releases available on the Department website and on any social networking sites or feeds as decided by the PIO and/or PIM. Effective: May 1, 1982 Revised: November 13, 2017 Public Information and Media Relations Directive No. 54.100 Page 3 of 5 2. Following posting the press release, a notification will be sent to news outlets and applicable Department personnel informing them the press release is ready for viewing. 3. Press releases shall be released on Department letterhead and contain the following information: 4. a. Release Date b. Authority c. Title d. Narrative Contents of the release should include, but not be limited to, the following: 1.07 a. Date, time, and nature of the incident b. Brief report of general information regarding the incident or announcement c. The names, ages, photographs and addresses of individuals charged with crimes, and the nature of the charges, if applicable or permissible 1.07 5. Information will be released in accordance with Florida Statutes Chapter 119. 6. The PIO and/or PIM are responsible for the preparation and release of all press releases with approval from the chief of police or his/her designee. 7. The release of information regarding an active investigation shall be coordinated through the investigator in charge of the case and his/her supervisor. E. PROTECTED INFORMATION: 1.06 1. It is the policy of the Department that the following information is protected information and is NOT to be released to the media: 1.07 a. Any information that, in the opinion of the investigating officer, will impede the progress or otherwise jeopardize the investigation b. Name and address of victim(s) of sexual assault or child abuse 1.07 c. Name and address of an arrested juvenile as described under current state statute, except as described in Section E 1.07 d. Name of deceased person before positive identification and before notification of next of kin 1.07 e. Information received from a non-Florida criminal justice agency on the promise of confidentiality when the information was not otherwise available Effective: May 1, 1982 Revised: November 13, 2017 Public Information and Media Relations Directive No. 54.100 Page 4 of 5 2. The following information will be released at the discretion of the chief of police or his/her designee, unless otherwise proscribed by law or a specific order: 1.07 a. Arrest record, character or reputation of suspects 1.07 b. Results of any laboratory, ballistics or polygraph examinations, or the refusal to take part in any such examination 1.07 c. Statements or admissions of a suspect or the refusal to make a statement or admission 1.07 d. Personal opinions of Department personnel regarding guilt or innocence of a suspect or the strength of an investigation or case e. Names of suspects in criminal cases under investigation f. The identity, credibility, character, statement or expected testimony of any witness or prospective witness 1.07 3. The Department shall adhere to Florida Statutes regarding the release of employee information in the event that an investigation involves a Department employee. 1.07 4. Information concerning an active investigation is only to be released with supervisory approval and with the knowledge of the PIO and/or PIM as soon as practical so that they may be kept informed of newsworthy events. 1.07 5. Any change in the status of information previously withheld should be reported to the PIO and/or PIM as soon as practical, for dissemination of the information. F. RELEASE OF INFORMATION WITH OTHER AGENCIES: 1.07 1. The agency deemed to have primary jurisdiction and/or command over a particular event should be responsible for the coordination and release of information. G. POLICY INPUT: 1. The Public Information Office will be receptive to feedback from media representatives input about the Department’s policies and procedures regarding the public information function. Suggestions shall be forwarded through to the chief of police for review. Approved: Daniel C. Alexander Chief of Police Effective: May 1, 1982 Revised: November 13, 2017 Date: Public Information and Media Relations Directive No. 54.100 Page 5 of 5