Category: Communications Management Date of Issue: can erases Revised: on sraooe? Revised: srsreor 12 Proponent: CDC Office of the Associate Director for Communication CDC MEDIA RELATIONS POLICY RELEASE OF INFORMATION TO NEWS MEDIA PURPOSE AND SCOPE BACKGROUND POLICY RESPONSIBILITIES ABBREVIATIONS AND ACRONYMS DEFINITIONS REFERENCES Sections: 1. PURPOSE AND SCOPE This policy governs the release of information to news media. This is defined as information in any form provided to news and information media, especially information that has the potential to generate media, public interest, or inquiry. Examples include, but are not limited to: interviews, press releases, media advisories, news features, audio or video news releases, and B-roll (video footage provided free of charge to broadcast news organizations). Not included under this definition are scientific and technical reports or articles and technical information in professional journals. This policy is applicable to all organizations within the Centers for Disease Control and Prevention as well as all CDC employees, contractors, fellows, and other non full-time employees employed by CDC. In the event of any conflict between this policy and any other CDC policy, directive. or regulation, this policy shall govern and supersede any previous issuance or directive. 2. BACKGROUND CDC and ATSDR are scientific and technical agencies committed to a culture of openness with the media and public that values the free exchange of ideas, data, and information as part of scientific and technical inquiry. Scientific and technical information from or about CDC programs and projects should be accurate. CDC will strive to be timely, responsive, and accurate. 3. POLICY A. General Policy CDC seeks to provide the widest practical and appropriate dissemination of information concerning its activities, science, programs, and recommendations. News media and journalist 1 Revised to provide supplemental guidance for NCHS statistical releases. 2 Fievised to conform to current organizational standards. 3 References to CDC also apply to the Agency for Toxic Substances and Disease Registry 1 requests for public information concerning CDC activities and the results of CD0 activities should be addressed factually, and as completely as possible, in accordance with applicable federal laws and regulations. To ensure timely responses for requests for information, CDC will strive to ensure cooperation and coordination among the agency's scientific and public affairs communities. CDC will comply with directives, procedures, and guidance from the Office of the Assistant Secretary for Public Affairs (OASPA) at the Department of Health and Human Services (HHS). In keeping with the desire for a culture of openness, CDC employees may, consistent with this policy, speak to members of the press about their work. However, CDC employees are not required to speak to the media. The News Media Branch has established procedures for ensuring that the media are effectively served within needed deadlines. In order to ensure media the best possible service and information in a timely fashion, it is important to refer all media directly to media relations team. If a reporter contacts a CDC researcher, employee or communicator directly, the reporter should be referred to CDC's media line. Reporters should be informed that the media team coordinates media requests to ensure they receive requested information within their deadline. It is not appropriate to refer the reporter to the media team ?for clearance." While some inquires will require clearance through CDC OD and HHS, clearance is not the main reason for referral. The primary objective is to ensure an effective, coordinated CDC response. Additionally, depending on the context for the interview and the subject matter, the call may be referred to someone other than the person originally contacted or requested or the information requested may not be releasable. CDC will release information consistent with the Freedom of Information Act (FOIA) provisions. Should possibly exempt material be requested, the requester must submit a written FOIA request in accordance with the instructions on the FOIA website. Examples of exempt material that are not releasable under FOIA include classified information, commercial or financial information, information that would invade personal privacy, or any other information that is protected by any of the nine FOIA exemptions (complete list on CDCIATSDR FOIA website). Unless approved by the Chief, News Media Branch Division of News and Electronic Media (DNEM), andfor public affairs or media relations communications that include promotion of CDC-funded activities and events will not be conducted by non-CDC, outside entities such as public relations agencies. Such activities and events will be reviewed by NMB andfor OASPAJHHS on a case-by-case basis. B. Code of Conduct for CDC Media Relations Employees In addition to the Standards of Ethical Conduct for Employees of the Executive Branch (5 CFR 2635}, CDC media relations employees will adhere to the following code of conduct: . Be honest and accurate in all communications - Honor publication embargoes . Respond to media requests and respect media deadlines Act to correct the record or erroneous information, when appropriate Promote the free flow of scientific and technical information Protect non-public information C. Procedures Regarding Release of Information to News Media (1) l2) (4) Generai. Major news media-related activities and efforts shall be coordinated with affected centers, offices, or programs including review by the appropriate coordinating andior national center director, or their designee, to ensure scientific, technical, and programmatic accuracy, and review by NMB. NMB staff will aiso coordinate reviews and clearances with both CDC OD and as necessary. Coordination of press reieases and media materiai. CDC media relations officers will coordinate and obtain review and clearance by appropriate officials, provide advance notification of the actual release, and be apprised of and seek clearance for, efforts by contractors and outside agencies that are designated to promote coverage for CDC events or topics. Nationai Center for Heaith Statistics (NCHS) Statisticai Press NCHS purely statistical press releases in accordance with the Office of Management and Budget (OMB) Statistical Policy Directive No. 4: Fielease and Dissemination of Statistical Products Produced by Federal Statistical Agencies, as long as they do not contain policy-related quotes or non-statistical programmatic content. In addition, as outlined in Directive No. 4, the NCHS public affairs office will coordinate with NMB concerning its statistical press releases and will keep NMB, HHS, and the public informed of the schedule of upcoming NCHS releases. interviews. In response to media interview requests, CDC will offer articulate and knowledgeable spokespersons who can best serve the needs of the agency and the American public. CDC employees are not required to speak to the media. (13) Journalists may have access to CD0 employees they seek to interview, provided those CDC employees agree to be interviewed. Only spokespersons designated by the Chief, NMB or hisiher designee, are authorized to speak for CDC in an official capacity regarding CDC policy and budget issues. CDC employees may speak to the media and the public about their work. When doing so, employees will notify their immediate supervisor and coordinate with the appropriate media relations officeipersonnei. If public affairs officers are present, their role will be to attest to the content of the interview, support the interviewee, and provide post-interview follow?up with the media as necessary. Media interviews will be on-the?record and attributable to the person speaking to the media representative. CDC employees providing materials or information to the press should identify himiher as the source. Public information volunteered by a CDC official will not be considered exclusive to any one media source and will be made available to other sources, if requested. Only CDC fulletime employees will speak for the agency; contractors, fellows, and other non full-time employees employed by CDC must not speak for the agency. In concert with the procedures identified in this policy, Title 42 fellows are considered ?fulletime employees" and may speak for the agency. Presenters at public events, such as conferences or meetings, may conduct interviews with media regarding their presentation while on site. Presenters should notify the media team after the interview has taken place to allow for monitoring and follow-up. Interviews or media questions beyond the scope of the study or specific work should be referred to the appropriate CDC media relations staff. This policy covers speaking in an official capacity for CDC, and not speaking as members of a labor union or other non?CDC organization. Staff speaking in a non?official capacity as indicated above will not be required to clear interviews or written material with the NMB or other CDC entity. However, see section SC. (3) and SD for limitations employees must be cognizant of. (5) Media Releases. All print, electronic, internet products, public service announcements and purchased media developed for release to the media will be coordinated and cleared through the appropriate communications office (assuring center director approval} and NMB. NMB will serve as the clearance and coordination liaison with Office of the Director (OD) and the OASPAKHHS. (6) Organized Media Events. All CDC-sponsored, organized media events require approval by NMB andior NMB will coordinate with Participation by CDC representatives in organized media events sponsored by other government, private sector, or non-profit organizations will be cleared and coordinated prior to acceptance through NMB, and OASPAIHHS if necessary. Letters to the Editor and Columns. Letters to the Editor and opinion- editorial columns if designed to represent an official agency response or view, or if the author is writing as part of his/her official responsibilities will be coordinated through the appropriate office. including review by the center, institute. or office (CEO) director, including OD staff and staff service offices, or their review/clearance designee and NMB. NMB will serve as the clearance and coordination liaison with CDC's OD and the (8) Teievision interviews. Television interviews will be coordinated and cleared through the appropriate media relations office (assuring appropriate CIO approval) and NMB. NMB will serve as the clearance and coordination liaison with CDC's OD and the HS. (9) Ciassified information. Release of classified information in any form documents, through interviews, audioivisual, etc) to the news media is prohibited. The disclosure of classified information to unauthorized individuals may be cause for prosecution andior disciplinary action against the CDC employee involved. (10) Controlled Unclassified information (CUI), formerly known as "sensitive but unclassified? {SBU)imateriai. All CDC information requires accountability and approval for release. Ftelease of CUI information to unauthorized personnel is prohibited. D. Procedures Regarding Release of Information to News Media by an Employee in His or Her Personal Capacity CDC employees who present personal or individual views must make clear that they are presenting their personal andior individual views?not the views of CDC or HHS?and they should not be sourced as a CDC or HHS representative in the piece. This provision includes letters to the editors. In addition, such letters to the editors should not be provided on letterhead. CDC employees should note, however, that although the expression of personal or individual views to the media may not be subject to procedural requirements of clearance either for substance or as an outside activity, such expressions remain subject to substantive requirements set forth by the Office of Government Ethics Standards of Conduct for Federal employees. For example, CDC employees presenting personal or individual views may not make reference to their official title or position in connection with such outside activities, 5 2635.807, and may not use or disclose certain types of nonpublic information, as defined by 5 263570363), which may include, but not be limited to, information protected by the Trade Secrets Act (18 U.S.C. 1905) or the Privacy Act (5 U.S.C. 552a). Violations of these provisions may result in disciplinary action. 4. HESPONSIBI LITIES A. Directors of Centers, Institute and Offices (ClOs), and OD Staff and Staff Service Offices Coordinating and national center directors have ultimate responsibility for the technicat, scientific, and programmatic accuracy of all information that is related to their respective programs and released by CDC. B. CDC Office of the Associate Director for Communication (OADC), Division of News and Electronic Media News Media Branch (NMB) NMB is responsible for: - Conducting news media relations for the agency . Establishing news media relations policies and priorities . Coordinating and reviewing the performance of all news media relations activities 5 . Coordinating these activities with - Coordinating with CIOs and OD staff and staff service offices as well as other OADC elements as needed . OASPAIHHS clearance of news media releases, activities, events, and materials NMB staff is responsible for: . Timely release and efficient coordination to news media - Editing by NMB staff to ensure that public information products are well written and in line with news media principles, practices, and expectations. However, such editing will not change scientific or technical data or the meaning of programmatic content. . Timely submission of materials to OASPAJHHS for clearance. C. CDC Media Relations Officers and Health Communication Specialists, and Associate Directors for Communication Science These individuals must notify NMB in a timely manner about activities or events that have the potential to generate media or public interest or inquiry. D. Other Public AffairsfHealth Communicators at CDC, those not assigned to Nlii?lB CDC public affairs ofticersfhealth communicators will comply with and media relations directives, procedures, and guidance as well as coordinate their news media activities, requests, and materials with in an ongoing and timely fashion. E. All CDC Employees and Programs All CDC employees and programs are required to coordinate, in a timely manner, with the appropriate media relations officers prior to releasing information that has the potential to generate media or public interest. information about interview preparedness may be found in section 3.0. (3) above. 5. ABBREVIATIONS AND ACRONYMS For the purpose of this policy, the following acronyms apply: ADCS?Associate Director for Communication Science of Federal Regulationst CIO?centers, institute, offices GUI?controlled unclassified information DNEM Division of News and Electronic Media FOlA?Freedom of Information Act HHS?Department of Health and Human Services Media Branch NCHS?Nationat Center for Health Statistics OADC?Office of the Associate Director for Communication of the Secretary for Public Affairs OD?Office of the Director OMB?Office of Management and Budget sraersemmpeea N. 0. 6. SBU?sensitive but unclassified USC?-United States Code DEFINITIONS For the purpose of this policy, the following definitions apply: A. B. B?Roll?Video footage provided free of charge to broadcast news organizations. Clearance?the process of obtaining approvals through CDC organizations by the appropriate CDC staff members, including if necessary before information is released or provided to the media. Embargo~a deadline before which information should not be published by the media. Exclusive?information or material provided solely to a particular media outlet, journalist, or publication. On-the?record?the source or interviewee provides information to a reporter or member of the news media formally or publicly with the knowledge that it may be recorded or disseminated and hefshe can be identified by the media. News Media?Organizations or outlets that focus on presenting or providing news, information, and analysis to the public. These include print media (newspapers, magazines); broadcast media (radio stations, television stations, television networks); and internet-based news media (news coverage on web sites and media-based blogs). Public information?Information in any form provided to news and information media. REFERENCES HHS Transmittal 6601, Public Affairs Management Manual, issued 11f2ff1966. Classified Material. CDC, 4f10f2002. Controlled Unclassified Information. CDC, last updated 7'f22f2009. CDC Press/Media Relations Officers. last updated 2931201 1. Standards of Conduct for Employees of the Executive Branch. 5 CFR 2635, last updated 1f1f2006. OMB Statistical Policy Directive No. 4: Release and Dissemination of Statistical Products Produced by Federal Statistical Adencies. OMB, March 2006. From: Bonds, Michelle E. Sent: 28 Aug 2017 18:40:24 +0000 To: Burden, Bernadette Kathy Sharon Belsie Benjamin Bertram Lola S. Amesheia Dontae Marisa Daniel Ma nsi S. Katharina Schmitt LaKia R. Alexa {CTR);Perez, Adaceiis (CTR);Michener, Vanessa Cc: Galatas, Kate Megan Delaney Amy B. Sara Carol Y. Llelwyr?l Subject: READ AND ACKNOWLEG E: New media clearance policy for all CDC media releases [proactive and reactive) Attachments: imageUOlpng Importance: High All, Effectively immediately: ALL CDC press releases, statements, briefs, advisories and all similar product of a different name must be cleared by OADC and the CDC Director. There is no delineation between program media and agency media releases when it comes to clearance all media products are considered CDC media release. Kathy and I will solidify the process in the next day or so; in the meantime, please alert us to all products in the works and scheduled to go out this week so we can ensure proper clearances are obtained. Let me know if you have questions. Please acknowledge this email once you have read it. Do not share outside as we will prepare a formal communication for Center communication staff once we have a process in place. Thanks, Michelle E. Bonds, MBA Director, Division of Public Affairs Office of the Associate Director for Communication Centers for Disease Control and Prevention Office: 404-639-203? Email: mbonds@cdc.gov