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28.3 PUBLIC RELATIONS Page 1 of 5 EDGEWOOD POLICE DEPARTMENT GENERAL ORDER # 28.3 PUBLIC RELATIONS Effective Date: March 15, 2011 The purpose of this policy is to establish the procedure for the release of information to the public and the media. This order consists of the following numbered sections: I. Scope II. General III. Media Access to Scenes IV. News Release Guidelines I. SCOPE A. The agency is committed to informing the community and the news media of events within the public domain that are handled by the age ncy. B. It is recognized that certain information must be withheld to protect the constitutional rights of victims and the accused and to avoid interfering with an investigation. II. GENERAL A. This directive establishes the public information function within the agency. B. The Mayor of the City of Edgewood shall function as the Public Information Officer for the city. 1. The Mayor has designated the Chief of Police as the Public Information Officer for matters pertaining solely t o the police department 2. Agency personnel approached by the media for information pertaining to the agency should refer the requests to the Chief of Police C. The following procedures shall be utilized for news releases: 1. The Mayor shall rel ease information to the media pertaining to the following subjects: a. Administrative issues b. Personnel issues c. Policy issues d. Issues pertaining to the City of Edgewood 2. The Chief of Police shall release information to the media pertaining to the following subjects: 28.3 PUBLIC RELATIONS Page 2 of 5 a. Criminal investigations b. Internal investigations c. Law enforcement related issues D. The function of the Public Information Officer shall be as follows: 1. Assist the media in covering news stories and at crime scenes. 2. Being available for on -call responses to the news media 3. Preparing and distributing agency news releases in conjunction with the Chief of Police and/or the age ncy investigator 4. Arranging for and assisting at news conferences 5. Coordinating and authorizing the release of information about victims, witnesses and suspects in conjunction with the Chief of Police and/or the agency investigator 6. Coordinating and authorizing the release of information concerning confidential investigations and operations in accordance with state statutes and in conjunction with the Chief of Police and/or the agency investigator 7. Assist in crisis situa tions that affect the agency E. In the event the Public Information Officer is unavailable, the ranking officer at a scene, the ranking officer in charge of an investigation, or the Chief of Police will assume the responsibility for any release of information to the media. 1. Any release of information will be brought to the attention of the Public Information Officer as soon as practicable. 2. Members of the press or other news media shall receive offense report information from the Public Information Officer or the Chief of Police. F. A supervisor or the senior officer in charge of an incident that could be of interest to the media is responsible for ensuring that the Chief of Police is notified. The Chief of Police shall n otify the Public Information Officer if appropriate. G. At any scene or during any investigation where other law enforcement agencies are involved, the responsibility for the release of information to media personnel or other persons shall be t hat of the agency having jurisdiction or control of the scene or investigation. H. Agency personnel shall not authorize the use of their name or photograph which identifies them as being affiliated with the agency, or their official title in connection with testimonials or advertisement of any commodity, or commercial enterprise without the express approval of the Chief of Police. I. Agency personnel shall consider all face -to-face or telephone conversations with the media as on the record and subject to being quoted. J. Agency personnel shall make every effort to be courteous and diplomatic in dealing with the media. K. Information shall be released impartially to the news media. No agency member shall delay the release of informa tion to favor any particular news representative or agency. 28.3 PUBLIC RELATIONS Page 3 of 5 L. Agency personnel shall obtain identification of a deceased victim and notify the next of kin before releasing the name and address of the victim to the media. 1. If the next of kin cann ot be located after a reasonable length of time the identification may be released at the discretion of the Public Information Officer or the Chief of Police 2. Every attempt shall be made to notify the next of kin by a personal visit by law enforcement personnel or other competent persons. M. In the event the information being released regarding an investigation involves an Edgewood Police Department member, the information shall be released impartially to the news media in the same ma nner as any other investigation unless otherwise instructed by the Chief of Police. III. MEDIA ACCESS TO SCENES A. In the event of a major crime, incident, fire or disaster news media personnel may be admitted to a scene depending upon the tactical situation and the possibility of jeopardizing evidence, tactical personnel, or any investigation. 1. The integrit y of the crime scene is essential. Requests to enter a designated crime scene shall be made to the ranking officer controlling the scene. 2. Until a crime scene is completely processed and the immediate on-scene investigation is complete d, non -essential personnel (including news media personnel) shall remain outside the inner perimeter of the scene. B. Media personnel do not have the authority to enter a crime scene