Marketing, Spokesperson, Publishing

Marketing, Spokesperson, Publishing

Procedure #2410 

1.0 Scope

This procedure applies to all Northland Pioneer College (NPC) employees, departments, and student organizations involved in creating, distributing, or managing official NPC communications, marketing materials, publications, and online media. This procedure does not apply to personal communication, internal communications, or unofficial materials created by individuals that do not represent or imply endorsement by NPC.

2.0 Purpose

The procedure governs the development and approval of advertisements, media releases, printed and digital publications, social media, and the college website. It also defines the roles and responsibilities of the Communications Department, the President, and the Public Information Officer (PIO) in managing public relations and official statements to ensure consistency, professionalism, and alignment with NPC’s mission, vision, and values in all public-facing content.

3.0 Definitions

3.1 Spokesperson – The official representative of NPC who provides statements, interviews, or commentary to the media on behalf of the college. At NPC, the President serves as the official spokesperson.

3.2 Public Information Officer (PIO) – The designated individual responsible for handling media relations, public inquiries, and crisis communications. At NPC, the Director of Communication serves as the PIO, overseeing the dissemination of public information and working closely with the media.

3.3 Internal communications - The exchange of information within Northland Pioneer College (NPC) among employees, departments, and leadership. Internal communications include emails, newsletters, memos, meetings, intranet updates, and other official messaging intended for faculty, staff, and administrators.

4.0 Procedure

4.1 Media and Marketing Materials

To maintain a consistent and professional public image, the Communications Department is solely responsible for coordinating the development, production, and distribution of paid advertisements, apparel and giveaways, media releases and news articles, college reports, brochures, flyers, posters, special event programs, and other printed materials for public distribution that have NPC name or logo present on them.

1. Approvals. All marketing materials, publications, online posts, and advertisements not produced by the Communications Department must receive approval from the Communications Department before publication or distribution.
2. Media Releases & Requests. NPC employees may request or suggest specific topics for media releases by submitting a Communications Department Request Form.
3. Graphics & Publications Requests. Departments needing graphics or publication design services must submit a request to the Communications Department using a Communications Department Graphics Request Form.

4.2 Website Management

The Communications Department is solely responsible for the design, theming, and organization of NPC’s public website (www.npc.edu).

1. The Communications Department will collaborate with college departments/offices to establish content on the public website.
2. Once established, department/office administrators or deans are responsible for maintaining information accuracy on their respective web pages and notifying the Communications Department on adjustments that need to be made.

4.3 Online Media & Social Media

All social media accounts must comply with NPC Procedure 2420: Online Media Policy.

4.4 Speaking on Behalf of NPC

1. Any NPC employee or organized student group wishing to speak on behalf of NPC via any media must first inform and receive approval from the President’s Office and the Director of Communication before appearing or responding to the media.
2. All media requests, including interviews, press inquiries, and public statements, must be forwarded to the Director of Communications for review and coordination.
3. No NPC employee is authorized to speak to the media on behalf of the college without prior approval from the Director of Communications.
4. The President serves as the official spokesperson for the college, with the Director of Communications acting as the primary point of contact for media relations.

4.5 Compliance & Violations

Any unauthorized public statements, media releases, or marketing materials may be subject to review by the Communications Department and could result in modifications or withdrawal.