Policy Text
Copyright Lexipol, LLC 2024/0 9/10, All Rights
Reserved. Published with permission by Santa Clara
County Sheriff's Office News Media Relations - 1 Policy
217 Santa Clara County Sheriff's Office
Custody Manual
News Media Relations
217.1 PURPOSE AND SCOPE
This policy provides guidelines for media releases and media access to this facility’s incidents and
general public information.
217.1.1 DEFINITIONS
News Media Representative - A journalist for a newspaper or news magazine of general
circulation, news wire service, radio or television station holding a Federal Communications
Commission License, or a cable television station.
Officer -Involved Incident - Any incident in which a peace officer or custodial officer, acting under
color of authority, is directly involved where death or the serious likelihood of death results.
Public Information - That information, as defined by California Government Code 6253 and 6254,
which must be provided upon request to any citizen or group of citizens.
Public Information Officer (PIO) - A staff member designated to provide media access to general
public information, including information regarding incidents from with the county or within jail
facilities.
Senior Communications Officer (SCO) - A staff member who serves as the primary media
contact and spokesperson for the Office, designated to direct, oversee and coordinate all
communications and supervise others who are involved in supporting communications.
Sensitive Information - Information related to systems, structures, individuals and services
essential to the security, government or economy of the County, including telecommunications
(voice and data transmissions and the internet), electrical power, gas and oil storage and
transportation, banking and finance, water supply, emergency services (medical, fire and police
services), and the continuity of government operations.
217.2 POLICY
It is the policy of this office that the ultimate authority and responsibility for the release of
information to the media shall remain with the Sheriff. However, in situations not warranting
immediate notice to the Sheriff and in situations where the Sher iff has given prior approval, the
Undersheriff, an Assistant Sheriff, the Senior Communications Officer, or designated PIO may
prepare and release information to the media in accordance with this policy and applicable law
(15 CCR 1045).
217.3 MEDIA REQUEST
Any media request for information or access to the jail facilities shall be referred to the Senior
Communications Officer and the designated PIO or, if unavailable, to the first available supervisor.
Prior to releasing any information to the media, staff shall consider the following:
(a) This policy applies to sworn and non-sworn staff acting within the course and scope
of their employment.
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Copyright Lexipol, LLC 2024/0 9/10, All Rights
Reserved. Published with permission by Santa Clara
County Sheriff's Office News Media Relations - 2 Santa Clara County Sheriff's Office
Custody Manual
News Media Relations
(b) At no time shall any staff member of this office make any comment or release any
official information to the media without prior approval from an administrator, the
Senior Communications Officer or the designated PIO.
(c) In any situation involving a law enforcement agency, reasonable efforts shall be made
to coordinate media releases with the authorized representative of each involved
agency prior to the release of any information by this office.
(d) Under no circumstance should any staff member of this office make any comment to
the media regarding any law enforcement or corrections -related incident that does not
involve this office without prior approval of the Sheriff or the authorized designee.
217.4 MEDIA ACCESS
Authorized staff members of the media may be provided access to scenes of disasters,
investigations, emergencies, and other law enforcement activities related to the jail facilities,
subject to the following conditions Penal Code § 409.5(d)):
(a) The media representative shall produce valid press credentials that shall be
prominently displayed at all times.
(b) Media representatives may be prevented from interfering with emergency operations
and investigations.
1. In situations where media access would reasonably appear to interfere with the
jail's security, emergency operations, or an investigation, every reasonable effort
should be made to provide media representatives with information regarding the
incident in such a manner that does not compromise the safety and security of
the incarcerated persons, staff, or the jail itself. All information released to the
media should be coordinated through the Senior Communications Officer and
the PIO or other designated spokesperson.
(c) No staff member of this office shall be subjected to media visits or interviews without
the consent of the involved staff member.
(d) Media interviews with incarcerated persons shall not be permitted without the approval
of the Sheriff or the authorized designee, and the express consent of the incarcerated
person. Prior to granting an interview, the designated PIO will contact the incarcerated
person's attorney of record and the District Attorney's Office to ascertain if any "Gag
Orders" have been issued regarding the case. The PIO will also make a courtesy
notification to the arresting agency handling the investigation. A