Policy Statement

Ramapo College of New Jersey (hereafter “the College”) recognizes that strong, strategic communication with the media is essential to shaping public understanding of the College’s mission, values, and impact.

Media contact on behalf of the College is coordinated through the Office of Communications and Public Relations (OCPR) to ensure the College promotes a positive public image, shares accurate information, protects and enhances its reputation, and upholds legal and ethical standards—all while respecting freedom of expression.

Reason for Policy

This policy defines how the College, in its service as a public entity, engages with the media and how it speaks with a single voice on matters pertaining to institutional mission, values, impact, and operations.

To Whom Does The Policy Apply

This policy applies to all employees, vendors/contractors, and fiduciaries of the College.

Contacts

Office of Communications and Public Relations

Supplemental Resources

• Policy 228: Emergency/Non-Emergency Notification, & Timely Warning
• Policy 604: Acceptable Use of Information and Technological Resources
• Policy 609: Social Media
• Policy 631: Student Expressive Activity
• Policy 640: Mass Communications

I. Definition of Terms

Employee: “Employee” refers to all individuals who work for Ramapo College in exchange for financial or other compensation, including all part-time and full-time staff, faculty, adjuncts, managers, and student workers.

Media: Media includes newspapers, magazines, newsletters, online publications, student media, and broadcast outlets such as radio, television, and podcasts. This is not an exhaustive list, recognizing existing technology and platforms change, and new ones emerge.

Media Relations: A key component of public accountability, community engagement, and institutional visibility on regional, state, and national levels, media relations is the strategic practice of building and managing relationships between the College and members of the media.

OCPR: The Office of Communications and Public Relations (OCPR) is the designated unit responsible for stewarding media relations on behalf of the College. OCPR works to pitch stories, generate media coverage, and assist in the coordination of publicity opportunities.

II. Strategic Media Management: Roles and Responsibilities

All College press releases, media statements, media outreach, and advisories are coordinated and approved by OCPR.

All engagements with media representatives on behalf of the College are coordinated by OCPR in order to advance:

1. Reputation Management: the promotion and protection of the image of the College;
2. Transparency: the promotion of open and timely communication with the public;
3. Effective Communication: the efficient outreach and response to media inquiries through designated clear communication channels and adherence to established procedures; and
4. Legal Compliance: the operation of all College activities, inclusive of media relations, in accordance with applicable laws, regulations, and institutional policies.

It is the responsibility of OCPR to work on behalf of the College to seek, develop, and manage media coverage opportunities and cultivate relationships with members of the media in order to advance the goals of the Ramapo College Strategic Plan, the Communications Plan, and institutional priorities.

a. Media Opportunities as College Employees

When seeking to share news with the media, all college employees are required to coordinate with OCPR prior to making outreach to a member of the media and prior to responding to an inquiry from a member of the media.

i. Proactive contacts. If an employee wishes to approach a member of the media, they are to contact OCPR first to determine if such outreach is appropriate. OCPR maintains access to media contacts and may recommend additional and appropriate media outlets based on the nature of the news being shared. In addition, OCPR may not recommend outreach due to other priorities or concerns.

ii. Reactive contacts. All requests from members of the media for College experts and thought leaders as well as requests to cover onsite visits must be directed to OCPR for review. OCPR will provide guidance, training, and support to colleagues, as appropriate, when responding, or can serve as a media liaison, if necessary. This includes the selection and provision of any visual assets needed by the member of the media.

Employees contacted by The Ramapo News regarding matters within their professional responsibilities are not required to refer such inquiries to OCPR; however, they are encouraged to use professional judgment and consult with OCPR when matters are sensitive or complex.

Students may interact with members of the media in their capacity as students in accordance with the Student Code of Conduct. However, students who are also employees of the College must consult with their supervisors before contacting or responding to a media inquiry related to their role as a student employee. Supervisors must then relay the request to OCPR.

b. Media Opportunities as Private Citizens

When sharing personal views with the media, College employees are generally discouraged from representing themselves as employees of the College. Should a College employee choose to represent themselves as an employee of the College when sharing personal views, they must make clear that their views do not necessarily represent those of the College.

c. Grant and Gift Announcements

Grant announcements require written pre-approval from the grantor and the Principal Investigator (PI) or grant administrator. Grant announcements are issued in coordination with the Office of the Provost and are only issued once the Office of Grants and Sponsored Programs receives official confirmation of the award and the awardee confirms the embargo date, acknowledgements, and disclaimers regarding publicizing the award are in line with the requirements of the granting agency. It is the responsibility of the grant administrator or PI to contact OCPR and provide grant details.

Gift announcements require written pre-approval from the donor and gift officer. Gift announcements are issued in coordination with the Ramapo College Foundation after crediting and release is confirmed by the Foundation. It is the responsibility of the Executive Director of the Ramapo College Foundation or their designee to contact OCPR and provide gift details.

d. Ramapo Athletics & Intramural Recreation

Ramapo Athletics & Intramural Recreation (AIR) has dedicated employees responsible for AIR press releases, visual assets, and news. When sports information personnel receive media requests or inquiries regarding the College, programs, employees, and student-athletes, it is expected that they will collaborate with OCPR when responding to requests. Similarly, when OCPR employees receive media requests or inquiries regarding sports programs, AIR employees, or student-athletes, it is expected that they will collaborate with AIR. When pitching stories to the media, OCPR and AIR coordinate efforts in order to maximize targeted outreach.

III. Use of the College Voice

Only the President, the College Spokesperson, the Deputy Spokesperson, or their designees are authorized to speak on or communicate on behalf of the College with the media.

Further to Sections IIa and IIb, other employees or students shall not represent themselves as speaking on behalf of the College unless advance written authorization to do so is provided by OCPR, the College Spokesperson, or the Deputy Spokesperson. Only the Chair of the Board of Trustees or their designee is authorized to speak on behalf of the Board of Trustees.

IV. Media on Campus

As a public institution, members of the media are permitted to enter campus. Open access areas include but are not limited to sidewalks, outdoor areas, and corridors. A representative of OCPR or designee is encouraged to accompany the media when possible. Instructional spaces (classrooms/labs), residence halls, offices, performance venues being used for instructional purposes, etc. are not considered permissible for entry by media without advance authorization by OCPR or the Office of Public Safety.

For any non-news media filming or photography requests, prior approval from the Office of Events and Conferences is required. This includes the requirement to request and reserve campus space, which may be subject to rental agreement and associated costs.