Policy Text
\n\n--- Page 1 ---\n\nTALLAHASSEE POLICE DEPARTMENT
GENERAL ORDERS
SUBJECT
Media Relations
CHIEF OF POLICE
Signature on File
Proudly Policing Since 1841 Nationally Accredited 1986
NUMBER ORIGINAL ISSUE CURRENT REVISION TOTAL PAGES
36 07/15/1985 07/15/2024 9
AUTHORITY/RELATED REFERENCES
FSS Chapter 119, Public Records
General Order 46, Rules of Conduct
General Order 17, Records Management
Special Order 1, Emergency Management Procedures
ACCREDITATION REFERENCES
CALEA Chapters 41, 54
CFA Chapter 28
KEY WORD INDEX
Development of News Media Relations Policy Procedure VII
General Guidelines Procedure I
Press Releases Procedure IV
Public Information Office Procedure II
Public Information Release Guidelines Procedure V
Restrictions/Rights of Media at Crime/Disaster Scenes Procedure VI
Watch Commander’s Responsibilities Procedure III
POLICY
The Department is responsible for establishing protocols for its members in their
interactions with the news media and the release of public information, and
members shall adhere to these protocols in the course of their assigned duties.
DEFINITIONS
Critical Incident: An unusual occurrence, whether accidental, natural, or
intentionally caused, which results or may result in substantial injury or harm to
the public or substantial damage to or loss of property. Examples include, but are\n\n--- Page 2 ---\n\nTALLAHASSEE POLICE DEPARTMENT
not limited to hurricanes, floods, tornadoes, civil disturbances, active threats
(active shooter), explosions, major fires, and aircraft or train accidents.
Public Information Office (PIO): An office comprised of the Director and
Assistant-Director of Communications, which coordinates the official release of
information on behalf of the Department.
PROCEDURES
I. GENERAL GUIDELINES
A. The Department encourages cooperation between its members and the
news media.
B. The Chief of Police is responsible for selecting the Director and
Assistant-Director of Communications and may select adjunct members
to assist with the duties and responsibilities of the Public Information
Office (PIO).
C. Prior to answering media questions, members shall coordinate the
release of information with the PIO.
1. Delivery of police services shall have priority over other activities;
however, members shall cooperate with the PIO to disseminate
information to news outlets.
2. Members of any unit may answer questions, in coordination with the
PIO, about their specific areas of responsibility and activities in which
they are directly involved.
3. Members and supervisors (except those assigned to undercover
investigative duties) are encouraged to honor requests for media
interviews.
a. It is the responsibility of each member to coordinate these
activities with the PIO.
b. It is the responsibility of each member to be familiar with what
information may or may not be released.
D. Under no circumstances shall arrestees be posed for cameras or
participate in media interviews while in Department custody.
GENERAL ORDER 36 PAGE 2 of 9
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E. Members shall not initiate contact with the news media outlets regarding
any Department-related event, activity, or incident unless the contact has
been coordinated through the PIO.
F. The Records Section shall, during normal business hours, permit all
reports to be inspected and produced, except those exempted by FS
Chapter 119.
G. In incidents involving multiple public service agencies involved in a
mutual effort, the PIO is responsible for the following:
1. Participating in a Joint Information Center (JIC) when activated
through the Emergency Operations Center (EOC) during a critical
incident, and
2. Absent a JIC/EOC situation, the PIO shall coordinate the release of
information with the other public service agencies involved in the
mutual effort.
II. PUBLIC INFORMATION OFFICE
The Public Information Office (PIO) is responsible for the following activities:
A. Coordinating news releases which require a department spokesperson
(e.g., administrative issues, criminal investigations, critical incidents),
B. Assisting media outlets in covering routine news stories and at critical
incident scenes where the Department is involved,
C. Being available for on-call responses to the news media, as outlined in
the media guidelines,
D. Preparing and distributing news releases as warranted or directed,
E. Arranging and assisting with press conferences,
F. Coordinating and authorizing the release of information about victims,
witnesses, and suspects,
G. Assisting as needed or directed in critical incidents within the
Department,
H. Coordinating and authorizing the release of information concerning
confidential Department investigations and operations,
GENERAL ORDER 36 PAGE 3 of 9
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I. Developing procedures for releasing information in incidents involving
multiple government agencies,
J. Coordinating approval of City of Tallahassee and Department icons and
symbols, (e.g., badges, patches) when used in publications or
promotional materials,
K. Managing the Department’s online image and social media accounts
(e.g., Facebook, Instagram, YouTube, “X” (formally Twitter) and
Nextdoor.
PIO personnel representing the Department via the agency’s social
media outlets will:
1. Always conduct themselves as representatives of the agency and will
adhere to Department and City standards of conduct, observing
conventionally accepted protocols and proper decorum.
2. Identify themselves as a member of the agency.
3. Not make statements about the guilt or innocence of any suspect or
arrestee or comments concerning pending prosecution, nor post,
transmit, or otherwise disseminate exempt or confidential information,
including photographs or videos, related to Department training,
activities, or work-related assignments without permission.
4. Not conduct political activities or private business on such social
media outlets.
L. Performing other Department-related functions as directed by the Chief
of Police.
III. WATCH COMMANDER’S RESPONSIBILITIES
Watch Commanders are authorized to handle media requests for traffic
crashes that do not result in death, road closures, violent crimes that did not
result in death, and preliminary information about missing person cases.
They shall provide the following:
1. Nature of the incident,
2. Incident location,
3. Exact time,
GENERAL ORDER 36 PAGE 4 of 9
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4. Victim description (i.e., adult/juvenile, male/female)
IV. INCIDENT SYNOPSIS
A. Designated members shall send an incident synopsis the next
business day following incidents that are of interest to the media,
involve non-life-threatening injuries, or to provide significant updates
to a case.
B. Incident synopses are sent to a media email group and include as
much releasable information as possible, such as the case number
and case status (open and active), date, time, and location of the
incident, as well as what the incident is being investigated as, the
victim’s age description (adult / juvenile), the victim’s gender, and
the original status of the victim’s injuries (serious / non-life-
threatening).
V. INCIDENT ALERTS
A. PIO or adjunct PIO is notified by the Watch Commander for the following:
1. Traffic crash resulting in death.
2. An incident where foul play is suspected resulting in a person's death.
3. Three or more individuals sustain injuries in a violent crime.
4. Officer-involved shooting.
5. Officer serious injury or death.
6. Full TAC call-out.
7. Use of force or police encounters that are knowingly recorded or live
streamed by bystanders.
B. Designated members shall issue incident alerts through the appropriate
channels regarding high-level agency activities.
C. Incident alerts shall include as much releasable information as possible,
such as the date, time, and location of the inc