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Media Relations Policy
Media Relations Policy
Protective Marking Level: Not Protectively Marked
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Media Relations Policy
Section A - Policy Detail
A.1 Media Relations Policy
A.1.1 Introduction
This policy aims to provide clear guidelines for all members of CoLP staff on
how to manage relationships with the media, in order to achieve positive
coverage of the Force’s work, successes and achievements.
It applies to all members of staff – both officers and police staff – who are
likely to interact with the media in the course of performing their roles.
The policy details our general approach to media relations and covers all
aspects of media management; including providing responses, disclosure of
information to journalists, managing photographers at the scenes of
incidents; and requests from programme makers.
A.1.2 Policy Statement
It is our policy to be open and honest in dealing with the media, and to, as
far as possible, respond to enquiries within their deadlines.
We will be both proactive and reactive in our relationships with the media.
• By being proactive we intend to gain maximum media
coverage and an understanding of CoLP policies, actions and
decisions.
• By being reactive we aim to ensure the CoLP point of view
is accurately reflected when we need to respond to a situation
or issue in which we are involved or have an interest.
We will tell the media things which:
• are in the public’s interest to know about;
• help to build public confidence in CoLP and the police
service in general;
• help the public to better understand the way in which the
police go about their work;
• promote good practice and the achievements of CoLP and
its staff.
We have a duty to let the media know things which should be in the public
domain. These include witness appeals and crime prevention advice.
However, in doing so we must balance the policing benefits against
protecting the rights of any individual or victim and ensuring the successful
conclusion of any investigation. Our media handling must not compromise
or prejudice any live investigation or the principles of natural justice,
including the Data Protection Act or European Convention on Human
Rights.
A.1.2.1 Talking to the Media
There is a comprehensive SOP attached to this policy, detailing guidelines
for talking to the media.
A.1.2.2 Letters for publication
On occasion newspapers and magazines may publish articles which are
inaccurate or misleading about the Force. Officers and police staff who wish
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Media Relations Policy
to respond in writing to correct such inaccuracies should consult with
Corporate Comms before submitting letters for publication to ensure there is
no duplication or that the matter is not being addressed in some other way
by ACPO or a senior officer.
A.1.2.3 Disclosure of information to journalists
There will be occasions, for investigative and evidential purposes, when
investigating officers will want to withhold putting certain information into the
public domain. Whilst the publication or broadcast of this information may
not necessarily be in breach of the Contempt of Court Act 1981, it could,
nevertheless, disadvantage the investigation or subsequent prosecution.
Where staff become aware that a media organisation is planning to print or
broadcast material that could impact on an investigation or subsequent
prosecution, they should seek immediate advice from Corporate Comms.
In high profile investigations, there should be an identified spokesperson
and an appointed press officer. It is unlikely in such cases that the senior
investigating officer (SIO) would wish any officer or support staff to divulge
information without his/her express permission.
SIOs in such cases must make their media handling policy for the
investigation clear to their teams through briefings and recording entries in
their decision logs. This must include clearly identifying to all staff the
appointed press officer/s and other named officer/s who are authorised to
speak to journalists. They should also ensure the press officer is kept
fully informed of all important developments, particularly those
relating to arrests and charges.
A.1.2.4 Off the record
In order to build better understanding and closer working relationships with
journalists, there may be occasions when police officers wish to speak 'off
the record' – dealing with matters not for public disclosure, explaining
reasons for maintaining confidentiality and specifying what might be
published. When doing so, officers must stick to the facts of the case and
should not speculate or let their own personal views or prejudices influence
the discussions.
Officers and staff must be very careful when speaking ‘off the record’
and never do so unless they have a good working relationship with
the journalist concerned. Officers and staff doing so must be
prepared to find themselves quoted ‘as a police source’, in some
cases.
A.1.2.5 Supplying information to Corporate Communications
Those officers who speak direct to reporters should always tell Corporate
Comms, normally the Media Liaison Officer. There are likely to be follow-up
calls from other media organisations following publication or broadcast of
news stories. It is essential to make Corporate Comms aware, to allow for
appropriate statements to be prepared in advance to deal with subsequent
enquiries.
There are occasions when points of fact required by Corporate Comms can
be dealt with at a lower level and it is not necessary for BCU commanders
or investigating officers to be contacted. If there are legitimate reasons why
information should not be disclosed to the media, Corporate Comms should
be informed.
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Media Relations Policy
A.1.2.6 Media advice and lines to take
Corporate Comms can provide immediate advice on all aspects of media
handling and help in the preparation of lines to take and strategies, to assist
the management of all operational and investigative matters.
A.1.2.7 Taking the media on police operations
Taking the media along on police operations gives a good insight into
policing and how we are tackling crime. It can also result in significant
coverage. Officers planning such operations should always consider the
media as part of their overall strategy. The ultimate decision will rest with
BCU commanders, but it is important that Corporate Comms is consulted,
the guidelines followed and the appropriate indemnity agreement is
completed and signed.
When the media contact police officers direct for access to police
operations the caller should be referred to the Media Liaison Officer or
another member of Corporate Comms, who will co-ordinate such requests
and ensure that appropriate guidelines are followed.
A.1.2.8 Television documentaries and dramas
City of London Police receives numerous approaches and requests from
television production companies for co-operation with the making of
television documentaries and dramas. While some of these provide
opportunities to project the work and achievements of the Force, they can
be time-consuming and require considerable resources to enable them to
proceed. All approaches from television documentary or drama
programmes should be filtered through Corporate Comms, who will consult
with the relevant people to assess whether the proposal is worth
progressing.
A.1.2.9 Electronic media
An increasing number of people regularly access our Internet website
(including the media) and use it to obtain news and research material.
Citynet is also a valuable source of news and information for staff.
Information on all sites should, therefore be accurate, current and regularly
updated. Advice on this can be obtained from the Web Manager or the Web
Officer.
A.1.2.10 Training
Media training in giving effective Radio and TV interviews is run by
Corporate Comms. The Corporate Comms team can also provide individual
training in media handling issues. All BCU communication champions will
receive basic training in identifying opportunities to promote the Force etc.
If there is a need to provide rapid training for officers involved in current
investigations, please contact the Head of Corporate Comms.
A.1.2.11 Press Identification Card
The bona fide media should carry a 'UK Press Card' that is recognised by
ACPO. The card does not carry an automatic right of access to the scene of
an incident or authority to pass police lines. However, officers are expected
to be helpful to cardholders and where possible try to accommodate their
needs.
Each cardholder has a dedicated pin number by which they can be readily
identified. Officers can check this immediately by calling the hotline number
0870 8376477
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Media Relations Policy
Foreign journalists based in London may not hold the ACPO-recognised
card. Where possible co-operation should be extended to them on
production of appropriate/current ID and, if necessary, following
consultation with Corporate Comms.
A.1.2.12 Photographers and broadcasters
Press photographers and news broadcasters have a right to take pictures or
film wherever they wish, so long as they are in a public place and are not
causing a public nuisance or an obstruction. Police officers have no legal
right to prevent photographers or news crews from taking pictures during
any operation or investigation, if they are outside police cordons. If there are
legitimate concerns that photographers and/or crews are getting too close
to a crime scene, the cordons should be moved. Police officers should work
with the media, where possible, to assist in providing them with a
reasonable vantage point as this will make management much easier. If
difficulties are experienced during handling of an ongoing incident, officers
should contact the media liaison officer.
A.1.2.13 Working with other agencies during major incidents
City of London Police will work in close partnership with other agencies
during management of major incidents. The Metropolitan Police will assume
the lead role in terrorist incidents, for example. In these instances,
responses to the media will be agreed centrally and no agency will be
expected to respond individually. The aim will be to adopt a joined-up
approach to media responses. Great care should, therefore, be taken to
ensure that no officers speaks directly to the media at the scene, but refers
them to the press office representative present, or to the Corp Comms
office.
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Media Relations Policy
Section B - Equality Impact Assessment
THE EQUALITY IMPACT ASSESSMENT IS THE RESPONSIBILITY OF
THE POLICY DEVELOPER. THE RACE & DIVERSITY UNIT WILL HELP
TO COORDINATE THE CONSULTATION PROCESS BUT ARE NOT
RESPONSIBLE FOR COMPLETION OF THIS PART OF THE TEMPLATE.
B.1 Aims and Effects of the Policy
B.1.1 What are the aims and projected outcomes of this Policy?
To ensure that all City of London police officers and staff have clear
guidance about how to deal with the media in situations likely to occur in the
course of their carrying out their role.
To provide a policy which takes account of the diversity of the media and
addresses those areas in which there is a danger that some sectors of
press – particularly those representing minority groups – may inadvertently
receive a lower quality service from the Force, or not have access to
information that mainstream press have
B.1.2 Which individuals and organisations are likely to have an
interest in or are likely to be affected by the Policy?
All police officers and staff who are likely to interact with the media in the
course of carrying out their duties. Senior police officers are particularly
likely to be called upon to manage situations in which there is media
involvement.
All members of the national and international media. This will include print
journalists, broadcasters and online journalists.
B.2 Considering the Evidence
B.2.1 What relevant quantitative and qualitative data has been
considered?
B.2.1.1 AGE
No relevant data available at present
B.2.1.2 DISABILITY
No relevant data available at present
B.2.1.3 GENDER
No relevant data available at present
B.2.1.4 RACE
No relevant data available at present
B.2.1.5 RELIGION / BELIEF
No relevant data available at present
B.2.1.6 SEXUAL ORIENTATION
No relevant data available at present
B.2.2 What gaps in data / information were identified?
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Media Relations Policy
Media contacts database does not hold information about diversity and
readership.
Currently in the process of reviewing database to ensure media
representing all sectors of the community are included.
B.2.3 What consideration has been given to commissioning research?
We will consider what gaps in data and information are identified as a result
of the review of the contacts database and how these can most
appropriately be addressed.
B.3 Assess likely impact
B.3.1 From the analysis of data and information has any potential for
differential / adverse impact been identified?
B.3.1.1 AGE
No
B.3.1.2 DISABILITY
Yes. Media with visual impairments could have problems when media
information is circulated by email.
People with certain disabiities may find it difficult to access press
conferences held in police buildings not sufficiently adapted to cater for
those with mobility impairments.
General media facilities made available during management of major
incidents may not provide suitable facilities for people with certain
disabilities.
B.3.1.3 GENDER
No
B.3.1.4 RACE
Careful consideration needs to be given to when aspects of race are used
to describe individuals referred to in press releases. Are uniform guidelines
being adopted to ensure all races are treated fairly?
Media information is currently only available in English.
It is likely that all media representing minority groups are not represented on
our current database. This means that there is a danger that some sectors
of the community are not receiving some Force messages.
B.3.1.5 RELIGION / BELIEF
No
B.3.1.6 SEXUAL ORIENTATION
No
B.3.2 If yes, explain any impact that is intentional to specifically
address the needs of a particular group and why it is justifiable
in order to achieve the overall aims of the Policy. Provide
examples
Every effort will be made to hold media briefings in universally accessible
accommodation.
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Media Relations Policy
B.3.3 Are there any other factors that might help to explain differential
/ adverse impact?
Because there are no local papers covering solely the City of London, the
Force is usually dependent on national media to get its message across.
This means the information is likely to be more mainstream, putting minority
groups at a disadvantage.
Information to the media about police operations needs to communicated
rapidly, without having an adverse impact on the ongoing operation. It is,
therefore, often not possible to make provision for providing information via
different types of channels, or in different languages.
B.4 Consider alternatives
B.4.1 Summarise what changes have been made to the Policy to
remove or reduce the potential for differential / adverse impact
The policy has been re-worded to stress the importance of treating all
members of the media equally.
SOPs associated with this policy, including that for organising a press
conference, will include advice for accommodating media with disabilities.
B.4.2 Summarise any changes to the Policy to remove or reduce the
potential for differential / adverse impact that were considered
but not implemented, and explain this decision
One potential area for adverse impact identified is in reference to race in
press releases. As a result of this, guidelines have been drafted and
adopted.
One area which has been highlighted as one where there is potential for
differential or adverse impact , is that where media representatives
representing minority groups may not speak fluent English. Providing
translators or translations may be financially prohibitive and, therefore,
although considered, may not be implemented.
B.4.3 If potential for differential / adverse impact remains, explain why
implementation is justifiable in order to meet the wider Policy
aims
It is essential that the Force adopts a corporate media relations policy in
order to guide the way in which staff relate to the media. This will contribute
towards presenting a positive image of the Force’s work and promote public
confidence. Despite there potentially being a degree of adverse impact on
non-English speaking media, this is likely to be minimal and is far
outweighed by the benefits of adopting the policy.
B.5 Consult formally
B.5.1 Has the Policy been subject to consultation?
Yes
B.5.1.1 If no, please state why not?
N/A
B.5.1.2 If yes, state which individuals (roles, not names) and
organisations were consulted, what form the consultation took and the
results of that consultation
Media Liaison Officer, Corp Comms
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Media Relations Policy
PR Manager, Corp Comms
Internal Comms Manager, Corp Comms
Diversity adviser, Race & Diversity Unit
C/Insp Counter Terrorism & Contingency Planning
B.5.1.3 AGE
Internal consultation with those at 5.1.2 and Diversity.
B.5.1.4 DISABILITY
Internal consultation with those at 5.1.2 and Diversity.
B.5.1.5 GENDER
Internal consultation with those at 5.1.2 and Diversity.
B.5.1.6 RACE
Internal consultation with those at 5.1.2 and Diversity.
B.5.1.7 RELIGION / BELIEF
Internal consultation with those at 5.1.2 and Diversity.
B.5.1.8 SEXUAL ORIENTATION
Internal consultation with those at 5.1.2 and Diversity.
B.5.2 Has the Policy been reviewed and / or amended in light of the
outcomes of consultation?
An addition to the policy has been included, in the light of comments made
by the Chief Insp Counter Terrorism, regarding arrangements for working
with the media during multi-agency incidents.
B.5.3 Have the results of the consultation been fed back to the
consultees?
Yes. C/Insp was informed by email of changes made to the document
B.6 Summary of EIA and consultation process
B.6.1 Provide a statement outlining the findings of the Impact
Assessment process.
As a result of the EIA, the most impactive area of the policy appears to be
where language or disability issues may prevent journalists representing
minority publications from getting ready access to information about CoLP
activities. This may also occur for non-mainstream sections of the media
who are currently not included in the CoLP media contacts database. Action
will be taken to address this latter issue asap.
B.6.2 If the Policy has been identified as having a possibility to
adversely impact upon diverse communities, outline the
justification for the implementation of it
The policy will not adversely impact upon diverse communities in any
marked way. Efforts will be made to ensure that all communities are
represented on our contacts database, thus ensuring all information
disseminated by CoLP is made available to all sectors of the community.
B.7 Diversity Team Response
The policy provides clear guidance to staff and it is recognised that a review
of the current list of media contacts needs to be reviewed to look at ethnic
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minority media. This is a piece of work that has been primed as a result of
this policy.
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Media Relations Policy
Section C - Monitoring & Review
C.1 Monitoring
C.1.1 How will the impact of this Policy be monitored against all
groups that form part of the Equality Impact Assessment?
Consultation with members of the media representing a diverse range of
communities to ensure equality of service for all.
The database of contacts will be reviewed yearly in consultation with
support networks, to ensure force database includes up to date contacts
from the minority media. This could be done through a meeting of the ICC.
This will ensure that all Force press releases are distributed to all sectors of
the media.
C.1.2 Where will monitoring data be stored?
Head of Corporate Communication will store data
C.2 Review
C.2.1 What is the grading of this Policy in respect of its potential
impact in accordance with the Force Race Equality Scheme?
Medium
THE MONITORING AND REVIEW DATES ARE DERIVED FROM THE DATE THE
POLICY IS APPROVED. SEE DATE OF APPROVAL IN SECTION A. THE
POLICY WILL BE MONITORED IN ACCORDANCE WITH FORCE POLICY BY ITS
GRADING.
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