Establishing a well-coordinated and effective public information system is an important and integral part of Grambling State University. The Office of Media Relations is charged with handling all public relations and public record requests, and establishing standards for the public dissemination of written materials. As employees of a public institution of higher education, we are accountable to the taxpayers and citizens of this state. It is our duty, therefore, to provide timely and accurate information on activities and available services, to effectively convey relevant findings in a consistently understandable and professional manner, and to inform our various external publics about our ongoing efforts to meet and maintain our mission.

For these reasons, it is imperative that our public information system be well organized and systematic. To achieve this objective, all university employees are asked to comply with the following guidelines:

• Only university officials designated by the President, Vice President for Advancement, and/or the Office of Media Relations shall respond to inquiries from the media or represent GSU on radio and television or any print media (newspapers, magazines, etc.).
• Press releases are disseminated to external media and placed on the university website through the Office of Media Relations. Information (who, what, when, where, why and how) should be submitted at least two weeks in advance of the event. The name and telephone number of at least one contact person must be included in the submitted information.
• As private citizens, GSU employees may respond to the media after work hours. However, it must be made clear to the interviewer that the opinions expressed are not official GSU views.
• All requests to photograph or film GSU facilities and to interview employees must be cleared first by the Office of Media Relations, which has the responsibility of ensuring compliance with confidentiality statutes and other relevant procedures. Taking an image of an employee or student in any form may only be done with the express written permission of the person or authorized person on an approved release of information form available from the Office of Media Relations. It is the responsibility of the Office of Media Relations to ensure that picture taking or videotaping takes place with minimal disruption to the ongoing class or activity.
• The Office of Media Relations is responsible for the coordination of media coverage for all GSU events and activities such as press conferences, ribbon cuttings, awards ceremonies, conferences and seminars. The Office of Media Relations should be advised of all such activities well in advance of the time the event is to take place (at least two weeks).
• All flyers, posters, brochures, pamphlets and other written materials for external distribution shall by reviewed by the Office of Media Relations. At least 72 hours will be required to review materials.