News Services & Support for University Personnel

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The Office of University Relations is available to assist campus units with media and publicity support for news-worthy events, to train personnel how to respond to media, and to arrange news and publicity photos, among other services.

Services

Media Support & Publicity

Faculty, staff, and students are encouraged to contact University Relations on any item containing potential news value, or any matter related to University news or publicity.

Call 309/298-1993, send a note in campus mail, or send an e-mail message. Information provided should include basic facts, a contact person, and a phone number.

If information is for an upcoming event, submit the release information at least two weeks prior to the activity or registration deadline. Distribution of information to the media is done by e-mail, fax, telephone, mail, and personal delivery, depending on the event.

What's Important to the News Media

Western's programs and events are frequently of high interest to specific groups. What might be a great program for one specialized University audience may have little appeal to the general public.

University Relations audits media coverage in the region. We visit editors and radio and TV directors to better understand their needs. University Relations staff prioritizes material that illustrates the University's mission and meets the needs of the news media.

Handling Media Emergencies

When the news media and public want information about a major emergency, crisis, or crime that involves the University, its students, faculty, and staff, it is important for the media to clearly understand the situation. In these circumstances, University Relations needs to be involved.

If the Office of Public Safety is involved, it will inform University Relations. A determination as to what type of announcement is necessary will be made by University Relations and the offices involved.

Western Illinois University operates under the policy that news media representatives have access to the campus. Media representatives may call and seek commentary from those who have been involved in incidents. Supervisors who have responsibility for the situation may respond to media inquiries. As some situations can produce numerous inquiries or may be extremely sensitive, supervisors may wish to refer media requests for information to University Relations staff members.

To notify University Relations, call 309/298-1993. If the situation takes place after hours, contact the Office of Public Safety (309/298-1949), which will contact University Relations staff.

General University Information Files

University Relations keeps files of news releases and related documents on campus programs and facilities, as well as University employees, emeriti staff, and other former officers. Biographical information is used to prepare news releases and respond to media inquiries. General information about the University and its programs is available. Any faculty or staff member who wishes to update his or her resume on file should submit an updated vita to our office (Sherman Hall 302).

Media Training

Media training programs are available upon request to prepare University personnel to respond to interviews from TV reporters and other members of the news media.

News Photos

In order to keep photography costs at a reasonable level, UR approves news and publicity photo requests. Photo services for other purposes must be arranged on a cost recovery basis with the Visual Production Center, Memorial Hall, 309/298-1358.

Photo Release and Privacy

In promoting the University we utilize students, faculty, and staff in a variety of visual settings. When photos and video images are obtained from public events we consider consent implied for use of the image. In more confined settings such as classrooms, offices, and field trips, we request that photo releases be obtained from the individuals featured in the visual image. The model photo release is available on the University Relations website. Faculty and staff who shoot their own photos or video for potential use in University promotional materials must be aware of the privacy rights of those depicted and, if necessary, obtain photo releases.

Athletics Media Services

Men's and women's intercollegiate athletics are served by the Athletics Media Services Office, which promotes Western's National College Athletic Association programs. Staff work with sports editors, reporters, and broadcasters, as well as athletic conference representatives. Contact Athletics Media Services in Western Hall 213, phone 309/298-1133; fax 309/298-2060; or e-mail SID@wiu.edu.