Saint Mary's College of California

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Faculty Handbook 
Volume 2024 2024-2025 Article 9 
7-1-2024 
6. Communications Policies of Interest to the Faculty 
Saint Mary's College of California 
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Saint Mary's College of California (2024) "6. Communications Policies of Interest to the Faculty," Faculty 
Handbook: Vol. 2024, Article 9. 
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6. COMMUNICATIONS POLICIES OF INTEREST TO THE FACULTY
6.1 COLLEGE COMMUNICATIONS
6.1.1 OFFICE OF COLLEGE COMMUNICATIONS
The Office of College Communications has the responsibility for coordinating the overall
marketing, community relations, media relations and public relations efforts for the College. The
Director of College Communications oversees Creative Services, Community and Government
Relations, as well as Media Relations. The Director of Media Relations cooperates with the Sports
Information Director and other offices on campus, which have authorization to disseminate
information to the media.
Media Relations writes and edits releases to the press, including newspapers, magazines, radio and
television. The department has detailed media lists, as well as information on deadlines and
formats. Individuals at the College who want news releases prepared must supply the department
with adequate and accurate information and consult it on the proper method of submission of
photographs to the media. Materials must be submitted to the Media Relations department as far
in advance of an event as possible.
Media Relations must be informed of all speakers, visiting scholars, cultural events, and symposia
planned for the campus. Inquiries on such events come to the department from the media and the
public, whether or not publicity has been sent out, and the department must be kept up to date.
Faculty and staff are urged to notify the Director of Media Relations of any and all events taking
place on campus that they feel may warrant media exposure.
Since the College Communications office is responsible for media relations at Saint Mary’s College,
it is critical when outside news media are scheduled to visit the campus that the office be informed
of their presence. Media Relations should be provided with the reporter’s and/or photographer’s
name, the organization they represent and the purpose of their visit. This will enable Media
Relations to represent the College in the best way possible, while also assisting the reporter and
the interviewee with their media needs. Such information enables them to answer questions that
may be directed to them.
The College Communications office and individuals charged by it and the College President are
the only persons authorized to make public statements for the institution. No faculty member is
permitted to make a public statement for the institution unless specifically authorized by one of
these individuals. The reputation of Saint Mary's and the rights and privacy of its community
members must always be respected. It is important that persons speaking on behalf of the College
be consistent in the nature of their remarks. All institutional press releases involving the College
must be reviewed in advance by Media Relations. All non-institutional press releases deemed to
contain sensitive material which has a bearing on the College’s reputation must be reviewed directly
by the Media Relations office before dissemination.
152 
College Communications works with other departments across campus to plan marketing, public 
relations and promotional strategies, thus integrating efforts and creating an overall institutional 
strategy.  
6.1.2 POLICY ON ADVERTISING AND PUBLICATIONS 
Paid display advertising to be inserted with off-campus media can be processed through the 
College Communications office. Headlines, copy and graphics for advertising from all departments 
must reflect the College as an institution of significant academic standards: e.g., the quality of work 
and the amount of time required for degrees and certificates are consistent with traditional College 
standards and those of the WASC Senior College and university Commission. The College's name 
should always appear in the first reference as Saint Mary's College of California. This applies to 
both paid advertising and news releases. All publications and paid advertising of Saint Mary's 
College must seek to embody the institution's inherent merits, e.g., its Catholic background, 
Lasallian tradition, and the tradition of the Christian Brothers, the liberal arts tradition, the 
College's academic reputation and location in the Bay Area, etc. 
6.2 SPEAKERS BUREAU 
Requests for speakers are frequently received by the Media Relations office. Faculty members 
interested in speaking may list their topics with the College Speakers Bureau organized by the 
office. Saint Mary's considers this an important service to the general public. 
6.3 POSTERS 
In order to prepare posters to publicize an event, the College Communications office must receive 
the request well before the date of posting. Contact the Director concerning time requirements 
for the preparation of posters. 
6.4 USE OF INSTITUTIONAL NAME, LETTERHEAD, ETC. 
A faculty member must have the express authority of the President or of the Vice President for 
College Communications before making a statement in the name of the College. However, this 
should not prevent faculty members from freely engaging in political or other activities, with the 
proviso that they "should at all times be accurate, should exercise appropriate restraint, should 
show respect for the opinions of others, and should make every effort to indicate that they are not 
speaking for the institution" (see section 2.9.1 Academic Freedom and Responsibility). 
Use of College letterhead stationery is limited to official College business. 


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