Q. I heard that a shell or sample of a PR policy (RFA #6) was going to be distributed.  We have our general organization PR Policy and there is some information in the Big Blue MCMC Binder on communication surrounding the Program.

A. “Guidelines for Developing Public Relations Policy” is included below.  In addition, if you are a member of the Mississippi Center for Nonprofits, you may be able to access information regarding the development of Public Relations Policies through their web site at http://www.msnonprofits.org/ or by contacting their office at 601-968-0061.

 
Guidelines for Developing Public Relations Policy

The term public relations, as defined by OMB Circular A-122, includes community relations and means those activities dedicated to maintaining the image of the non-profit organization or maintaining or promoting understanding and favorable relations with the community or public at large or any segment of the public.

Each agency should develop its individual Public Relations Policy, unique to the agency and designed to best suit the needs of the agency.  Things to consider are the following:

1) Policy should become an official policy of your agency and approved by the agency’s Board of Director’s or through approval process of your agency.
2) Policy should become a part of the agency’s overall Policies and Procedures.
3) Procedures should be developed to outline implementation of the Policy.
4) All staff should be informed of the policy and the implementation procedures.
5) Consideration should be given to any public relations issues that are created through contractual obligations.

Public Relations Policy

Examples of Policy statements that may be included as part of your agency’s public relations policy follow.
In order to ensure a professional relationship with media and public, due diligence must be taken to ensure that information originating from  (Agency)  is accurate, complete, reflects the official position of the organization, and is released to the media and target public in a timely manner.

Policy is designed to ensure that no member of the Board or any staff member shall approve or in any way support any action or activity that in any way brings the organization’s name, or the name of any funding entity, into suspect, dishonor, or disgrace.
The President is the official spokesperson for the organization.  The Executive Director shall have a delegated role from the President.  As a general rule, the President shall make all public statements about policy or governance issues, and the Executive Director shall make statements on operational issues.

No person other than the President or Executive Director shall be entitled to represent the official view of (Agency) unless specifically delegated such authority by the Board.

No person representing (Agency) shall make any statements to the press or any other public media that are derogatory or in any way damaging to the organization or its members.

Guidelines and Procedures

Procedures for implementing your public relations policy should be designed that allow for the implementation of your policy and provide clarification to staff for implementation of the policy.  Examples of procedures/guidelines for implementation of your public relations policy follow.

When approving or initiating the publication of material or the making of statements to an outside agency, the Executive Director is responsible for vetting material developed to ensure that it is consistent with the organization’s stated values and beliefs or its agreed position on any matter contained therein.

The President and Executive Director shall, where possible, confer before any significant public statements are made or written statements issued.  The Executive Director shall confer with the President before making any public statement.

When embarking on any public affairs program on behalf of the organization, the Executive Director shall first inform the Board of the intention to do so, making clear the relationship between such a program and the organization’s policies goals and values.
As a general rule, any media statements issued by (Agency) shall be issued under the name of the President, as the elected spokes person for (Agency).

Public Relations Policy Specific to Mississippi Case Management Consortium Program

Specific to the Mississippi Case Management Consortium’s current standard contract, consideration must be given to the assurance contained within the contract regarding public relations issues.
(Agency), through contractual obligation, agrees that contact with the news media, such as a press release or an interview for news story, relating to the Mississippi Case Management Consortium program, must be communicated to MCMC Leadership Team (Executive Director, MCMC or Program Director, MCMC) and prior approval must be obtained.
(Agency), through contractual obligation, agrees to share information for press releases or other activities relating to the Mississippi Case Management Consortium in a timely manner.

 You may also download a copy of the complete Request for Application FAQ document.