Public Relations Guidelines

Mission of the Hostos Community College Office of Public Relations
The Hostos Community College Office of Public Relations is responsible for designing, developing and implementing strategic communications and media relations programs that support the mission and core values of the College.

Among its responsibilities, the Office manages the College's web news pages; advises faculty and staff on responding to media interview requests; serves as liaison to local, national and international media outlets; publicizes and promotes campus events; helps organize and promote activities that support recruitment, institutional branding, fundraising and marketing; conceptualizes, produces and edits written communication, including newsletters, press releases, statements, talking points and opinion pieces; identifies internal and external issues that have the potential to generate public interest or affect the College's reputation; collaborates closely with the President and her Executive Cabinet to maintain good communication and working relationships with community leaders, organizations and political leadership at the local, state and federal levels; maintains regular contact with key academic and administrative areas of CUNY, in order to stay current on strategic priorities, issues and policies.

Media Guidelines
a.

The Office of Public Relations is available to respond to all news media requests and interactions, including reporting and coordinating media visits with the Department of Public Safety.

Photographs and video footage may be taken on the Hostos campus in consultation with the Office of Public Relations. To take photographs, shoot video footage and/or conduct any interview inside Hostos facilities, reporters, news photographers and camera crews must be accompanied by Public Relations staff or Public Safety designee.

To arrange an interview with Hostos faculty, staff and students; to broadcast from the College; to photograph college interiors; to gather broadcast materials at College facilities; to obtain approval to cover any event at the College; and to gain permission for non-news photography and videotaping for business or non-business related purposes, interested parties must contact the Office of Public Relations by calling 718.518.4355 or sending e-mail to publicrelations@hostos.cuny.edu.

The Office of Public Relations should be informed at all times of any and all media, and public affairs matters concerning the College and The City University of New York.
b.
 Media Requests for Photographs, Broadcast Materials and College Information
All media requests for the College audio visual materials should be directed to the Office of Public Relations.
c.
 Trademarks and College's Name
The logos and the name Eugenio María de Hostos Community College are trademarked properties of the College and The City University of New York. For approval to use these properties, a written request must be submitted to the Office of Public Relations.
d.
 Story Ideas and Suggestions
The Office of Public Relations welcomes ideas for press releases, news articles and audio/visual productions. Newsworthiness of submitted ideas/suggestions will be determined by Public Relations staff in consultation with appropriate College officials.
e.

Press Releases, Announcements, College Events Calendar, CUNY Events Calendar and the College’s Electronic Bulleting Board and Distribution Systems
The Office of Public Relations is responsible for publicizing and promoting campus events, announcements and press releases via the College's web news pages, publications, the College Events Calendar, CUNY Events Calendar, and other internal and external means of communication, including the Hostos Distribution List, the Student Distribution List, and the College’s electronic bulletin board system.

Authorized faculty, students and staff may post events that have been approved by the College's Space Committee on the Hostos Events Calendar by visiting www.hostos.cuny.edu/news, and on the CUNY Events Calendar at www.cuny.edu/events. For timely posting (usually within 72 hours), notification must be sent after posting event information to publicrelations@hostos.cuny.edu.

The College’s Space Committee is hereby required to provide the Office of Public Relations with periodical listing reports of approved events.

Addendum (distilled from the current Guidelines for the Allocation and Use of Space for Public Events at Hostos Community College):

Advertising and Publicity
Internal advertising of student-sponsored events must be approved by the Student Activities Office. External advertising by all users, whether by direct mail or through publicity outlets, must be coordinated with the Office of Public Relations. The latter includes, but is not limited to, press releases, television and radio advertisements, newspaper and other print advertisements, posters, flyers and handbills. Guidelines for the Allocation and Use of Space for Public Events at Hostos Community College of The City University of New York.

Office of Public Relations (November 2007)