On behalf of the University President, the Office of Public Affairs is the primary source of information about University events, news and announcements both internally and externally. In addition, Public Affairs leads University executive communications as well as government relations, particularly on the national level.

Public Affairs plays a key role in internal marketing and branding, publicity and communications for the University and is responsible for protecting and enhancing the reputation of the University and its leadership through the dissemination of coordinated, consistent and timely messages to the media.

Therefore, Public Affairs is the chief contact point for members of the media seeking information about the University, its students, faculty or staff. Typically the vice president of Public Affairs serves as spokesperson for the institution, and with the President and his executive team, develops and coordinates the strategic messaging and communications for the entire institution in print, electronic and broadcast media.

On occasion the vice president will receive media queries, regarding an event or person linked to the University, requiring a very quick response. In such cases, our office will phone and e-mail key staff who may have pertinent information and ask them to help craft an accurate and timely answer to reporters. Anyone contacted by Public Affairs by phone, e-mail or other means is asked respond immediately—even if it is to tell Public Affairs that no information is available. This practice applies both during the normal work day and after hours.

If a staff member is unavailable, ill or on vacation for example, he or she should provide to the Office of Public Affairs in advance the name of an alternate information source.

At times media outlets, including on-campus student publications or blogs, may approach a member of our faculty or staff with questions regarding University policies, practices, events or issues. In such instances please direct all such queries promptly to the Office of Public Affairs for an official response.

However, it is understandable that some members of faculty and staff over time will have developed contacts with reporters and editors in connection with their personal interests and/or research. In the event that someone is queried directly about a specific aspect of his or her academic research, scholarship or teaching, it is appropriate for that faculty member or staff person to answer the media questions directly. For a tip sheet on how to handle media interviews, click here.

University policy holds that after fielding the query, the faculty or staff member notify Public Affairs as soon as possible. Good communications about such contacts are critical if the University is to maintain consistent strategic communications both externally and internally. This kind of notification can be especially important in enabling the Office of Public Affairs to follow up with reporters and clarify any lingering questions they may have.

In the case of sensitive or controversial issues affecting the University or individuals associated with Roger Williams University, all faculty and staff are asked to abstain from making any comments either to the media directly or to others who can report those comments to the media. This includes, for example, making speculations about confidential personnel issues or student disciplinary matters that might arouse media attention. In the case of sensitive matters, members of the media should be directed to contact the Office of Public Affairs.

Any employees who choose to comment publicly on matters beyond their own area of expertise are required to state clearly that they are expressing a personal opinion and that they have no authority to speak on behalf of Roger Williams University or its leadership.

A quick checklist of what to do if a member of the media contacts you directly:

1. Get the person's full name, title and media outlet for which he or she works.
   
   
2. Ask the person to outline the context of the query and to identify others on campus with whom he or she may already have spoken.
   
   
3. Ask the reporter what his or her deadline is.
   
   
4. If the reporter is seeking your comment on a controversial or sensitive issue that could reflect on the University in general or on individual students or colleagues, avoid commenting and refer the reporter to the Office of Public Affairs, at Ext. 3178.
   
   
5. Once you have spoken with a member of the media, alert the Office of Public Affairs immediately so our staff can perform important follow-up.