Communicating with media outlets and sharing news story ideas

The Office of Community Relations and Public Affairs is designed to assist the various Deans, faculty and staff regarding media relations. This office will handle all media contact with regard to the following initiatives:

• Initiatives where the President has a significant interest, or direct involvement
• Initiatives where the President is an active participant
• Initiatives involving groundbreaking, dedications or similar activities
• Initiatives connected to, or in partnership with, the CPCC Foundation

Submitting other news story ideas

Press releases and media advisories for other events should be coordinated through the various campuses with the Office of Community Relations and Public Affairs. A new link on the CPCC website (www.cpcc.edu) in the CPCC Employee page allows faculty and staff to quickly submit news story ideas. After submission, the Office of Community Relations and Public Affairs will work with the department or individual submitting the information to target appropriate media outlets and develop effective media materials.

These efforts will be in conjunction with the CPCC Marketing Department. Marketing Directors will also receive this information, and will work with the Office of Community Relations and Public Affairs in the communication efforts. A media relations component of a total marketing plan will be developed for each Dean and the various program areas.

Forms of media contact used by the Office of Community Relations and Public Affairs

• Press releases – Press releases will be created by the Office of Community Relations and Public Affairs in conjunction with the specific area of the college communicating the information.
• Media advisories – Media advisories will be created to announce an event (including dedications, press conferences, media briefings, Open House events). Media advisories will be created by the Office of Community Relations and Public Affairs in conjunction with the appropriate area of the college.
• Targeted media pitches through email and phone calls – Some news story ideas may best be covered through a targeted phone call or email directly to a reporter. The Office of Community Relations and Public Affairs will designate appropriate media outlets and make the contacts for the various campuses, Deans and programs.
• Press conferences - The Office of Community Relations and Public Affairs will coordinate press conferences/media briefings to disseminate information in a timely manner to all media channels. Typically, press conferences and media briefings will include the College President, Cabinet Members, and Assistant to the President for Community Relations and Public Affairs and other appropriate faculty and staff.

Checklist for submitting news story ideas

• Is this news worthy? – Most often news stories are picked up by media because the information is unique, timely, or fits in to a current trend or issue already in the news.
• Think about visuals – When submitting information, be sure to think about what visuals would be available to tell the story. Are there students engaged in learning that could help tell the story? Is there an event or activity that coincides with the story?
• Be sure to include all details – Always list the who, what, when, where, how and be descriptive in your news story submissions.
• Timeliness is critical – When a press release is distributed, it’s important that the appropriate people to talk to the issue are available. Typically, reporters are working on a tight deadline, and they need the interview within a few hours. Always list cell phone numbers and ways to get in touch with key people if a story is picked up by the media.
• Check all your facts and information – Be sure that any information you’re submitting is factual and correct. Also, if the story includes a student or staff member, check to make sure that we have approval from that individual to give the information to the media.
• If you have questions, call – After news story information is submitted, the Office of Community Relations and Public Affairs will contact the person or department submitting the information for any additional details. If you have questions about the story you want to promote, contact Jerri Haigler, Assistant to the President for Community Relations and Public Affairs at 704.330.6660 (phone) or 704.995-2769 (cell).