Policy Text
POLICY
110.0MEDIA RELATIONS
REVISED: 11 /2011
Revised: 4/2019RELATED POLICIES:
Review and Revised by Chief David
Magnusson 4/2019
A.POLICY STATEMENT
The El Portal Police Department has established guidelines for the release and
dissemination of agency information to the news media. It is the policy of this agency
that information be released in a factual and professional manner and in a way as not to
jeopardize the integrity of an official investigation or infringe upon the rights of the
individual. All information shall be released in accordance with Florida Public Records
Law, FSS 119; Florida Public Officers and Employees Law, FSS 112; and within the
guidelines of established procedures.
B.PUBLIC INFORMATION OFFICER
The Chief of Police serve as the Public Imformation Officer for major events and/or will
appoint a Public Information Officer. The Public Information Officer (PIO) or designee
will act as a liaison between the Department and the mass news media to ensure that
information regarding Department matters is properly disseminated.
Apart from the Chief of Police, the PIO or designee is responsible for:
1.Assisting members of the news media in covering routine news stories regarding
police matters;
2.Responding to police scenes, which are of public concern, in order to gather
pertinent information which will be released to news bureaus in a factual and
timely manner;
3.Maintaining an "on-call" status in order to respond to police scenes which are of
significant interest to the public, and to assist police and media personnel in
gathering pertinent information for public release;
4.Preparing written news releases related to police incidents and agency activities
that are of public interest, and to distribute those releases to the mass news media;
5.Arranging and coordinating Department news conferences;
6.Coordinating and authorizing the release of information regarding victims,
witnesses, suspects, arrestees and agency personnel to the news media in
accordance with F.S.S. 112 and F.S.S. 119;
7.Coordinating and authorizing the release of information concerning all
investigations and operations in accordance with Florida State Statutes 112 and
119;
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8.To be familiar with all agency activities, functions, operations and programs;
9.To release agency information under the authority and direction of the Chief of
Police.
C.PERSONS AUTHORIZED TO RELEASE INFORMATION
The Public Information Officer is authorized to release agency information to the news
media under the authority and direction of the Chief of Police and within the guidelines
of this policy.
1.The PIO may refer specific media inquiries to the appropriate supervisor.
2.Supervisors are responsible for addressing media inquiries regarding areas under
their respective control.
3.A Supervisor is responsible for releasing information to the media whenever the
PIO is not available.
4.The Supervisor shall review and approve the release of any information
concerning an active investigation within their respective division, prior to
publication.
5.When assigned to an active police scene, police personnel shall refer all news
media inquiries to the on-scene ranking officer.
6.The Supervisor is authorized to release information from Department files on
cases, which are closed and are deemed to be a matter of public record to news
media representatives.
D.PRESS RELEASES
1.A written press release shall be completed on all police incidents which are of
significant interest to the public, the mass news media or when deemed
appropriate by the Chief of Police, the Public Information Officer.
2.All written press releases shall go through the Chief’s Office or PIO prior to being
released to the media.
3.The subject matter of the press release shall include the time, date, location and
nature of an incident. Information regarding the identity of those involved in an
incident shall be released within the guidelines set forth in section G of this
policy.
4.The written press releases shall be forwarded to all local major news bureaus as
well as to the Associate Press. (Electronic facsimiles may be used)
5.Copies of the press release shall be posted in the Patrol Squad Room.
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6.The original print of all written press release must be signed by the author and
forwarded to the Media Relations Office where it will be given a tracking number
and retained in accordance with the Public Records Retention Schedule.
E.NEWS MEDIA CREDENTIALS
The Department recognizes valid forms of identification issued to media representatives
by their respective local, national and international accredited news agencies. Press
privileges are extended to those news bureau representatives who carry and display
proper identification issued by their agencies. Any questions concerning the validity of
press credentials should be referred to the PIO.
F.MEDIA ACCESS TO SECURED POLICE SCENES
1.Official police lines are established to:
a.Preserve the integrity of an area which is to be analyzed and processed
during a criminal investigation;
b.Secure areas, which may pose a threat to public safety and/or involve
significant resources on the part of emergency services (e.g. major fires,
natural disasters, or other catastrophic events).
2.The Department extends certain privileges to members of the news media at
secured police scenes in order that they may gather sufficient information
regarding incidents, which are of public interest.
3.A "Media Conference Area" may be established in order to give media personnel
a good working view of the secured area, as well as convenient access to the PIO
or designee without violating the integrity of the scene or hindering police
operations.
4.Officers should understand that they do not have the legal authority to prevent
news media representatives from photographing or videotaping police operations
or crime scenes