Purpose
The University of Missouri Police Department seeks to establish a cooperative climate with the news media. By providing the news media and the community with information on department administration and operations, a relationship of mutual trust and respect can be maintained.
This directive provides guidelines and procedures concerning the operations of the Department’s public information function including:
- Identifying personnel in the Department who may release information
- Types of information that may be released to the media
- Specific types of information which may not be released, and
- To establish procedures for media relationships with the Department
- Provide guidelines for the use of social media by the Department
Policy
The public information function at the University Police Department is a collaborative effort with the MU News Bureau. The MU News Bureau has an employee, who is trained for the position and embedded within the University Police Department. While the employee is hired and reports to the MU News Bureau, they shall work in coordination with the Chief of Police as the Public Information Officer (PIO) and is assigned the department’s public information function.
Procedure
Notification of Incidents
The Chief of Police and the PIO shall be notified, through the Operations Commander, on-duty commander, or their designee, anytime there is an incident that may result in media or heightened community interest.
Notification shall be made immediately:
- When media personnel are on the scene
- In any Clery – Timely Warning event
- In any situation where a fire causes serious/major damage to a building and/or property
- Any time there is a deadly force incident or when a serious physical injury occurs due to a departmental employee’s actions
- When there is a motor vehicle accident that involves a fatality or causes serious property damage
- When an arrest is made of a VIP, Dignitary, Public Official, Police Officer from another jurisdiction, and/or similar person
- Any time an employee and/or supervisor feels the department will be seen negatively following an incident
- If they feel media attention may be generated by the incident
Police Chief
The Chief of Police has the ultimate responsibility for public comments, oral or written, concerning the MU Police Department. The Public Information Officer is the primary person authorized to release information to the media within the department. However, the Chief of Police may authorize, by name or position, an individual within the department to release information and work with the media.
Public Information Officer (PIO)
The PIO is designated as the primary spokesperson and is on call 24 hours a day to respond to media requests. The MU News Bureau has designated individuals who shall be the primary backup for the PIO in their absence or when multiple PIOs are needed. Current contact information for the PIO and the designated individuals is available in MUPD-116 Emergency Notification Procedures.
The PIO also handles the University’s emergency notification process. Information providing guidance on where and when emergency notifications are needed is outlined in document MUPD-103 Guide for Incident or Situation Near Campus and MUPD-116 Emergency Notification Procedures.
The PIO shall be the media point of contact for the department concerning:
- Department Policy and Procedures.
- Department records and files.
- Police Reports and incidents.
- Criminal or internal investigations.
- Crisis situations.
Functions of the Public Information Officer include but are not limited to:
- Assisting media personnel in covering routine news stories, and news stories at the scene of incidents.
- Responding to news media inquiries, in person, or by telephone.
- Handle all media inquiries regarding University policy and issues.
- Arranging for and assisting at media conferences.
- Preparing and distributing department media releases.
- Assisting with crisis situations within the department.
- Coordinating the release of information concerning confidential department investigations and operations.
- Coordinating and authorizing the release of information about victims, witnesses, and suspects as authorized by law.
- Coordinate the release of information with other campus departments and representatives.
- Informing the media about the department’s victim/witness assistance services.
- Being available for on-call responses to the news media.
- Contacting the media about potentially hazardous incidents or accidents.
- Controlling rumors concerning department investigations and operations.
- Maintaining the Department’s social media accounts
Department personnel shall refer any media requests to the PIO, or their designee.
Media Access Guidelines
General guidelines for the access of news media representatives at locations where such access would interfere with law enforcement operations:
News media representatives will be allowed access to designated areas during major incidents.
News media representatives will be denied access to areas other than the assembly point or designated areas when, in the judgment of the ranking police officer, their presence will interfere with the law enforcement operations or where the news media representative’s safety may be compromised.
If the major incident is a fire, and the officers of this department have the primary mission of supporting the Columbia Fire Department, the ranking police officer will not allow news media representatives access to the Fire Department command post unless otherwise directed by the ranking firefighter on the scene.
In incidents utilizing the Incident Command System, the Incident Commander or their designee will determine designated areas of news media access by working with the PIO or News Bureau representative if they are on the scene. Consideration of possible interference with law enforcement operations, incident details, scene safety, and the safety of the news media will impact this decision.
During an incident where media are present, the PIO or their designee will:
- Explain designated media access locations and reasons to media representatives.
- Coordinate the release of information with the Incident Commander, the lead investigator, or the scene commander before making a detailed release.
- Assist reporters promptly, in a group, or individually, as circumstances dictate.
- Allow reporters/photographers access to a crime scene, up to but not beyond any defined police security boundary. As the crime-scene processing continues, boundary access may be changed to a limited degree to provide reasonable media coverage. However, no modification to the crime-scene boundary or media access beyond any defined boundary is authorized without the expressed approval of the crime scene lead investigator.
Information Release Guidelines
Upon request or as soon as practicable, the PIO will provide news media representatives with the following information relating to an incident:
(In all circumstances Missouri State Statutes, Chapter 610, specifically sections 610.100 and 610.200 will be adhered to regarding the release of arrest and incident records.)
- Known facts and circumstances relating to the incident which will not hinder or prejudice the investigation including the following:
- Type of incident (assault, homicide, etc.)
- Time the incident was reported
- Location by street and building
- Number of victims (injured or deceased)
- Progress of investigation/action being taken
- A general description of the suspect, if known
- The identity of the victim after notification of the next of kin, except in sex offenses or cases that may endanger the victim.
Typically, the names of deceased persons or any cause of death will not be released. These factors will normally be released by the medical examiner following positive identification and notification of next of kin.
Information pertaining to the following areas will not typically be released to news media representatives:
- The cause of death
- A specific description of any violence involved
- Names of deceased persons should only be released after it is confirmed that the person’s family has been notified
- The identification of juveniles, witnesses, or victims of sex offenses
- A detailed description of the suspect or evidence or any other information which could hinder the investigation
- Prior criminal record of the suspect
- The character and reputation of the accused except when the release of such information will aid in the apprehension of the accused or to warn the public of a potential danger
- The existence or contents of any confession, admission, or statement given by the accused, or the refusal or failure of the accused to make a statement, perform an examination, or submit to any test
- Personal opinions about the suspect, their guilt or innocence, mental status, physical appearance, anticipated plea, or value of the evidence
- NEVER talk off the record or release information as an anonymous source
Media Relations with the Department
Department policies concerning the relationship with the media may be better developed if media input is sought. As such, the Executive Sergeant, or the Public Information Officer, will coordinate those liaison activities necessary to assist in the development and revision of media-related policies and procedures with the media.
Press releases and conferences are prepared by MU News Bureau, the Chief of Police, and the Public Information Officer in support of preplanned department activities and in response to newsworthy events. To ensure equal access, all media representatives that have indicated an interest in receiving such information will be notified of all press releases or conferences per MU News Bureau guidelines.
The release of information pertaining to the mutual efforts between the department and other agencies will be coordinated through all involved agencies. The agency having primary jurisdiction or control over the incident should be responsible for releasing information to the media. In Incident Command situations, the designated Public Information Officer will release all appropriate information as determined by the Incident Commander, or their designee.
Guidelines for the use of Social Media by the Department
The University of Missouri Police Department maintains various social media accounts. The specific accounts the Department maintains may change over time as needed to achieve the Department’s goals.
These social media accounts will be used to share information that:
- May affect the safety and security of our community,
- Show engagement with the community, or
- Facilitate two-way communication when seeking the public’s help.
- Increase the visibility of relevant information posted elsewhere by our department or another entity.
Posts meeting these criteria will be made by the PIO, with the approval of the Chief of Police, or their designee.