General Description
Policy Summary:
Strategic Communications and Marketing (SCM) is the primary contact and conduit for news between Trinity University and news outlets, including the student-led Trinitonian and all traditional news outlets. The Media Relations Policy ("Policy") establishes how faculty and staff are to respond to and/or request news media coverage for Trinity University, its departments, schools, units, or individual members. This Policy also recognizes the Academic Freedom of faculty members as they respond to and/or access news media.
Purpose:
Trinity University ("University") is committed to the sharing and dissemination of knowledge, ideas, and expertise from its thought leaders and program promoters as part of a communications strategy to elevate and protect the University’s reputation. This requires an ongoing and strategic approach to engagement with the news media to reach a variety of local, regional, national, and international audiences. The University must also be equipped to effectively manage communications through the news media in response to crises.
This policy outlines procedures for publicizing University established protocols for interaction with the news media to ensure consistent, accurate, and strategic communication on behalf of Trinity University, as well as proactive interactions with the news media that could be advantageous for promoting work by students, faculty, and staff, and for elevating and protecting the university’s reputation.
This policy outlines procedures for publicizing University established protocols for interaction with the news media to ensure consistent, accurate, and strategic communication on behalf of Trinity University, as well as proactive interactions with the news media that could be advantageous for promoting work by students, faculty, and staff, and for elevating and protecting the university’s reputation.
Scope:
This policy applies to faculty and staff when communicating with news media on behalf of the University, seeking University-supported media coverage, responding to media inquiries concerning University matters, or facilitating news media access to University property. The policy does not restrict faculty or staff from speaking with news media in their individual capacities, subject to the Exceptions set forth below.
For purposes of this policy, internal news is information shared among and for students, faculty, staff and other Trinity stakeholders through internal channels, including MyTU and Trinity TUday. External news is information shared outside the Trinity stakeholders through mainstream news channels. This includes news the University shares proactively about programs, research, trends, etc. It also includes responses to inquiries about University operations.
For purposes of this policy, internal news is information shared among and for students, faculty, staff and other Trinity stakeholders through internal channels, including MyTU and Trinity TUday. External news is information shared outside the Trinity stakeholders through mainstream news channels. This includes news the University shares proactively about programs, research, trends, etc. It also includes responses to inquiries about University operations.
Exceptions:
This Policy does not restrict faculty or staff from speaking or writing in their individual capacities, including expressing personal or professional opinions, participating in public discourse, or sharing their scholarly, academic, or professional expertise. When doing so, faculty and staff should make clear, when reasonably necessary to avoid confusion, that they are speaking for themselves and not on behalf of Trinity University.
Consistent with the University's commitment to academic freedom, faculty members may speak or write as scholars, members of their profession, or private citizens without prior review or approval by Strategic Communications and Marketing. Nothing in this policy is intended to limit rights or protections afforded under the University's policies concerning academic freedom.
This exception does not authorize an individual to speak on behalf of the University, communicate an official University position, or disclose confidential or legally protected University information. Official statements on behalf of the University remain subject to the coordination and authorization requirements of this policy.
Consistent with the University's commitment to academic freedom, faculty members may speak or write as scholars, members of their profession, or private citizens without prior review or approval by Strategic Communications and Marketing. Nothing in this policy is intended to limit rights or protections afforded under the University's policies concerning academic freedom.
This exception does not authorize an individual to speak on behalf of the University, communicate an official University position, or disclose confidential or legally protected University information. Official statements on behalf of the University remain subject to the coordination and authorization requirements of this policy.
Responsible Department:
- Strategic Communications & Marketing
Policy Content
Official University Communications Channels
University departments, schools, units, and members of the Trinity University community seeking to publicize a University-related activity through official campus communication channels must submit a request to Strategic Communications and Marketing for consideration. Strategic Communications and Marketing will determine whether and how the information is published through University communication channels, including MyTU and Trinity Today, consistent with applicable editorial standards, communication priorities, and available resources.
External Media Relations and Outreach
External Media Outreach
Faculty and staff seeking to publicize University-related news or activities to external audiences must contact the Senior Director for News and Media Strategy or their designee. This includes, for example, research findings, student achievements or stories, significant University programs or initiatives, awards, events, and other matters that may be of interest to external media audiences.
The Senior Director of News and Media Strategy or their designee will work with the faculty or staff member, as appropriate, to evaluate potential media interest and determine whether and how Strategic Communications and Marketing can support external communications or media outreach.
Nothing in this provision is intended to restrict faculty members from independently discussing their scholarship, research, academic expertise, or professional opinions in their individual or academic capacities.
Official University Media Communications
University departments, schools, units, and members of the Trinity University community seeking to publicize a University-related activity through official campus communication channels must submit a request to Strategic Communications and Marketing for consideration. Strategic Communications and Marketing will determine whether and how the information is published through University communication channels, including MyTU and Trinity Today, consistent with applicable editorial standards, communication priorities, and available resources.
External Media Relations and Outreach
External Media Outreach
Faculty and staff seeking to publicize University-related news or activities to external audiences must contact the Senior Director for News and Media Strategy or their designee. This includes, for example, research findings, student achievements or stories, significant University programs or initiatives, awards, events, and other matters that may be of interest to external media audiences.
The Senior Director of News and Media Strategy or their designee will work with the faculty or staff member, as appropriate, to evaluate potential media interest and determine whether and how Strategic Communications and Marketing can support external communications or media outreach.
Nothing in this provision is intended to restrict faculty members from independently discussing their scholarship, research, academic expertise, or professional opinions in their individual or academic capacities.
Official University Media Communications
Media statements, responses, story pitches, and other media outreach concerning University-wide matters, institutional policies, or official University positions will be coordinated by Strategic Communications and Marketing. The University Spokesperson, Senior Director for News and Media Strategy, Assistant Director, or an appropriate designee will coordinate with relevant University officials, faculty, or staff, as necessary, to ensure accurate and informed communications.
The President or Vice President for Strategic Communications and Marketing may designate another University representative to speak on behalf of the University when appropriate, based on the subject matter or circumstances.
Strategic Communications and Marketing serves as the University's primary point of contact for news media regarding official University matters. The Senior Director for News and Media Strategy and the Assistant Director maintain relationships with the news media and are responsible for initiating and coordinating media outreach regarding University programs, events, initiatives, and other newsworthy matters, as appropriate.
Media Inquiries and Response
The Senior Director for News and Media Strategy and Assistant Director are responsible for coordinating the University's response to news media inquiries concerning official University matters and for managing those interactions through completion. When appropriate, they will work with the faculty, staff, students, departments, or University officials who have relevant knowledge or are the subject of the inquiry. University employees participating in or providing an institutional response must cooperate with Strategic Communications and Marketing and provide requested information in a timely manner.
Direct Media Contacts
Faculty and staff who receive a media inquiry concerning University operations, policies, decisions, or other institutional matters must notify the Senior Director for News and Media Strategy or the Assistant Director before responding on behalf of the University.
Nothing in this policy prohibits faculty or staff from speaking with the media in their individual capacities or, for faculty, regarding their scholarship, research, academic expertise, or professional opinions. Individuals who are not authorized to speak on behalf of the University should not represent their personal views as official University positions.
Sensitive or Confidential Matters
Media inquiries involving student records or privacy, personnel matters, pending or threatened litigation, legal advice, confidential University information, or other matters subject to legal or privacy restrictions will be coordinated with the appropriate University officials and, when appropriate, the Office of General Counsel. The University will determine whether, and to what extent, it may respond in a manner consistent with applicable law, University policy, confidentiality obligations, and institutional interests.
Official Statements and Press Conferences
When an event or issue generates media attention and the University determines that an institutional response is appropriate, Strategic Communications and Marketing will coordinate the development and dissemination of official University statements.
Strategic Communications and Marketing is responsible for arranging press conferences concerning official University business. Athletics may arrange press conferences concerning intercollegiate athletics in coordination with Strategic Communications and Marketing, as appropriate. The President or Vice President for Strategic Communications and Marketing may authorize other arrangements when circumstances warrant.
Inviting Media to Campus
Faculty and staff seeking media coverage of University-sponsored events, programs, courses, or other University activities must coordinate media invitations with the Senior Director for News and Media Strategy or the Assistant Director.
Faculty and staff are not required to obtain approval from Strategic Communications and Marketing when inviting a member of the media to participate in a course lecture, class symposium, or other academic program in an academic capacity. The sponsoring faculty or staff member should notify Strategic Communications and Marketing in advance when the media representative's participation is reasonably expected to involve news gathering, reporting, filming, photography, or other media coverage on campus.
Media Access to University Property
News media representatives engaged in newsgathering, reporting, filming, photography, or other media activities on nonpublic University property must coordinate access with Strategic Communications and Marketing. SCM may require a University representative to accompany media representatives, as appropriate, depending on the location or nature of the activity.
This requirement does not apply to members of the media who are present on campus solely as invited participants in a course, academic program, public event, or other activity that does not involve newsgathering or media coverage.
Crisis and Emergency Communications
During a University crisis or emergency, official communications with the news media will be coordinated through the Senior Director for News and Media Strategy or the Assistant Director, in conjunction with the University's Crisis Management Team and other appropriate University officials. Only individuals authorized or designated by the University may speak on its behalf regarding the crisis or emergency.
Department Responsibilities
University departments are responsible for ensuring that employees whose responsibilities include interacting with news media understand and comply with this policy and any applicable departmental procedures.
Privacy and Records
The University complies with applicable federal and state laws and University policies governing the confidentiality, retention, and disclosure of student, employee, and other protected information, including the Family Educational Rights and Privacy Act (FERPA).
Performance Evaluation
Consequences of Policy Violation:
Suspected violations of a mandatory requirement of this policy may be reported to the Vice President for Strategic Communications and Marketing or the Senior Director for News and Media Strategy, Strategic Communications and Marketing will review the circumstances, as appropriate, and coordinate with relevant University officials to determine whether corrective action, an official University statement, clarification, or other response is warranted.
Violations of this policy may be addressed in accordance with applicable University policies and procedures.
Violations of this policy may be addressed in accordance with applicable University policies and procedures.
Terms & Definitions
Terms and Definitions:
|
Term: |
Definition: |
|---|---|
| News Media | All members of the press and their respective organizations, including newspapers, magazines, newsletters, online media, social media, television, and radio, and the student-led Trinitonian |
| University Experts | Faculty and staff who agree to be available to discuss their areas of expertise with the news media. University Experts may share their affiliation with the University, but they do not speak on behalf of Trinity University, nor do they represent the University as an entity. |
| Spokesperson | Individual designated to convey official responses and crisis communication messaging on behalf of the University. The Vice President for Strategic Communications and Marketing (SCM) serves as the designated University Spokesperson. The VPSCM may designate others to speak on behalf of the University. |
| Public Information Officer (PIO) | An individual designated to interface with the news media, whether proactively in seeking coverage or reactively in responding to media inquiries in a timely manner. The Senior Director for News and Media Strategy is the designated University PIO. If the PIO is unavailable, the Assistant Director for News and Media Strategy will handle media inquiries. If both the Senior Director and the Assistant Director are unavailable, the University Spokesperson or their designee will respond to and handle media inquiries in a timely manner. |
| Media Relations Team | Individuals designated to manage media issues. |
Revision Management
Revision History Log:
|
Revision #: |
Date: |
Recorded By: |
|---|---|---|
| v2.0 | 8/10/2026 2:37 PM | Pamela Mota |
| v.1 | 7/14/2025 4:05 PM | Pamela Mota |
Vice President Approval:
|
Name: |
Title: |
|---|---|
| Tom Evelyn | Vice President for Strategic Communications & Marketing |