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Public Information and Media Contact Policy
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Public Information and Media Contact Policy

Bluegrass Community and Technical College and the Office of Communications and Marketing (OCM), are responsible and committed to disseminate information about our programs and activities and to be responsive to media inquiries.  Press coverage is one way the college can receive positive visibility. 

The public information and media contact policy defines the process for the release of official information.  The policy also defines how information about the college is announced to the public, the role of the Office of Communications and Marketing and the college’s employee’s responsibilities in the release of official information.  All unties of the college are expected to follow this policy.

This policy is in no way intended to affect the responsibility of faculty members for their scholarly publications and personal involvement in community activities, affect individual employees’ rights to express personal views about the college or non-college issues as long as the employee clearly states that they do so as individuals and do not represent the official position of the college.

  • OCM is the only office through which official college announcements, activities and statements may be communicated to the general public. This includes 
    • proactively obtaining coverage in the news media through new releases and other means
    • releasing information about emergencies, weather, crimes, official positions on issues involving the college and other events to which the press has reasonable claim
    • linking faculty or staff with reporters seeking their expertise.
  • All media contacts for official college information or expertise must be directed to the OCM.  OCM will coordinate the college’ response with appropriate administrators or employees.
  • Media requests for public records under the Kentucky Open Records Act should be directed to OCM. Request will be forwarded to the appropriate officials.
  • Departments seeking press coverage for events and activities will contact OCM, by completing the news release request form. OCM will analyze each request and define the strategy the office feels will be most effective in achieving the desired goal.  Request for news release request forms must reach the office at least three weeks before the date on which initial media contact or release might be made. If you would like photos of the event, complete the photo request form.  The office will photograph your event and provide you with a disk after the event.
  • OCM representatives will be available at all times to consult with administrators, faculty and staff about the most effective ways to work with the press.
  • Contact the Chief Communications Officer for communications and marketing with questions regarding this policy.

News Releases/ Media Advisories/ Media Inquiries

News Releases

You play a very important role in marketing the college.  A good news release attracts the attention of the media as something they feel their audience would be interested in.  It also generates publicity for the College. Sometimes your idea, or our idea of an interesting story will draw no interest from the media.  With that said, we will continue to promote newsworthy events that are timely and have local implications.

The OCM needs you to provide the answers to some basic questions by completing the news release request form. 

Media Advisories

These are similar to new releases in that similar information is needed, but timing is essential.  The alert is meant to cause an assignment editor to send a reporter or photographer to an event that is scheduled in advance to take place.  Six weeks advance notice, if possible, is the time frame for our office to properly cultivate interest for media coverage.  Even then, coverage depends on topical interest compared to other newsworthy events of the day.

Responding to Media Inquiries

Your response to a media inquiry should be determined by the information being sought.  The Office of Communications and Marketing requests the media to use our office as contact-point for all College-related inquiries.  We ask that you refer all members of the media to this office if they should bypass this request.

Other PR Policies & Procedures

Stationery and business cards are the college’s most visible and frequently used forms of printed communication.  These often provide external audiences with their first impression of BCTC.  It is critical that consistent graphic standards and ordering procedures are followed to reinforce the college’s brand identity.

BCTC stationery and business cards must be produced from the approved templates.

  • Business cards are printed and ordered by the Office of Communications and Marketing.  Please follow the business card policy and procedure to order business cards.
  • To obtain stationery, contact Barbara Smith, Cooper Campus or Kim Dennis, Leestown Campus.