GUIDELINES FOR HANDLING REQUESTS FROM THE MEDIA
UNIVERSAL TRADING & INVESTMENT CO., INC.
The media relations policy provides UTICo representatives with clear guidance on dealing with the media and who should respond to queries from the media. In relation to this policy the term media includes all journalists, news reporters and researchers from website / digital companies or newspapers.
The aim is to ensure there is consistency in dealing with the media, to minimize the possibility of errors and avoid conflicting information being provided to the media.
1.
Scope
ScopeThis policy addresses two areas of media relations: • Routine media relations;
• Ad hoc planning media relations on specific matters.
In the event UTICo is involved in any litigation, it is, however, the policy of UTICo that no one of its representatives may provide any comments on litigation matters.
This policy applies to all non-executive directors and anyone who may be seen to represent or be associated with UTICo.
2.Principles
PrinciplesThe following principles should be adopted when dealing with any form of media relations:
•UTICo should always be transparent in any dealings with the media;
UTICo should always be transparent in any dealings with the media;•Liaison with representatives of the media should only be handled by those with the appropriate knowledge and expertise;
Liaison with representatives of the media should only be handled by those with the appropriate knowledge and expertise;•UTICo should co-operate as far as possible with the media, recognizing legitimate public interest;
UTICo should co-operate as far as possible with the media, recognizing legitimate public interest;•The confidentiality of individuals should be respected at all times. Patient confidentially must never be breached by any media responses made for UTICo
The confidentiality of individuals should be respected at all times. Patient confidentially must never be breached by any media responses made for UTICo• All media responses should be made in a timely manner
All media responses should be made in a timely mannerThis policy acknowledges the role of the media to broadcast and publish news about UTICo as a channel of information to members of the public and stakeholders.
3. Responding to a media enquiry
UTICo stipulates that only executive directors are allowed to deal with the media. In line with this therefore, if any representative receives a telephone or email enquiry from a member of the media or freelance journalist, in whatever capacity, they should not answer any questions on behalf of UTICo and must contact the communications team immediately.
The directors will identify a spokesperson for UTICo on a case-by-case basis. A record will be kept of all media enquiries.
4. Legal advice
On occasion legal advice will be sought on individual statements prior to their issue. In general, in these instances, lawyers will have already been involved in the issue relating to the news release / statement. On agreement with the director responsible for the issue in question, the associate director of communications will be responsible for contacting the appropriate lawyer to seek legal advice. Legal advice received will be reported back to the relevant director.
Executives and non-executive directors must remain apolitical when making public statements. Individual members of staff are free to express political viewpoints outside the workplace when they are not representing UTICo.
