Public Information Program
The President -- and Vice President of Research and Development -- recognize the importance of a continuous program of public relations and supports such a program. The Director will organize a consistent program to define, explain, and present the activities of the University to its various constituents in such a manner as to make them cognizant of what occurs within the institution. OIPR urges the assistance of staff, faculty, students, administrators and alumni in the development of a positive program.

All news releases to the print and broadcast media will be channeled to and disseminated from OIPR. OIPR further maintains that public institutions like Alabama A&M University are supported by and for the public, and should be responsive to the public's needs. Moreover, it considers this quest best fulfilled when there is a free flow of information both to and from the public about the University. To expedite this flow of information, the Director may allow, at discretion, a departmental unit seeking promotion of an event to submit certain items directly to media.

In order to encourage this free flow of information, OIPR will foster:

• Continued timely dissemination of information as a means of internal Communication.
• Continued dissemination of publications listed as a means of external communications, to include periodic updates to a comprehensive media sourcebook.
• Enhanced involvement of the broadcast media in the promotion of the University by serving as a clearinghouse of information about faculty and staff with expertise of interest to media.
• Development of various innovative motifs via print advertisement and broadcast media, with consideration of the utilization of billboard displays, direct mail, mall displays, etc.
• Periodic conducting of an assessment survey using Marketing Interns to determine institutional perceptions and to secure input on the official publication (Campus Intercom).
• Continued assistance of departments in their promotional efforts, with special emphasis on Research and Development units.
• Professionalism of office staff and maintain an office environment based strictly on and for enhancing the University’s public relations efforts.

Media Relations

The University will devote significant resources toward the enhancement of institutional image. Awareness of what AAMU has to offer to the broadcast community via faculty and research expertise has been greatly enhanced with the addition of an Information Specialist. The Information Specialist encourages the broadcast media to use University-distributed materials, along with its experts, and arranges interviews. The Information Specialist identifies what the school has to offer by way of information and commentary and encourages media to cover scheduled events in addition to reactionary events, incorporating public service information to broadcast media by way of PSAs, media advisories, public affairs shows, bulletin boards, etc. The Information Specialist also establishes and maintains rapport with all media organizations and serves as a central focus of contact between University resources and the media. Finally, the Information Specialist keeps abreast of the numerous personnel changes at local print and broadcast media.

• Publicity Requests. The Information Specialist will accept requests to publicize events from University faculty and staff, as well as the Director, and will promptly disseminate information via e-mail, facsimile, regular mail, express mail or other means deemed necessary or appropriate.
• Special Events Coordination. The unique expertise of the Information Specialist may be called upon and the Information Specialist will accept other duties as assigned by the Director or the Vice President for Research and Development.

Publications Support

The office will offer publications development as needed for campus departments and other units. A Publications Specialist is charged with assisting University faculty and staff in the development of quality brochures, from concept to final production. The Publications Specialist will listen to ascertain the needs of the office desiring a publication and will work with the individual to develop a mutually acceptable concept design. Where the two parties cannot agree upon a design or concept, after considerable effort, the Publications Specialist may only then refer the representative of the unit to another party experienced or specializing in publications development. If needed, the Publication Specialist will acquire price quotes and make suggestions relating to paper type and weight, typography, quantity, perforation, binding, etc. It is the responsibility of the Publications Specialist to see that the requesting unit receives the finished product. Moreover, the Publications Specialist is the focal point of all troubleshooting involving the layout and design of the publication and the printing process.

• In-House Consultation. The Publications Specialist may use his/her office to consult with faculty, staff and/or department heads in the development of a publication consistent with the quality the University has come to expect.
• Consulting Visit. It is expected that the Publications Specialist will also visit other areas to assess units’ needs for publications and other pertinent expertise.

General Office Management

OIPR will maintain the employment of an individual to assist in the overall management of the office. The Administrative Secretary will maintain needed records, process necessary forms requiring purchase and payment in a timely manner. Routine budget expenditures will be expedited proactively. The Administrative Secretary will put in place a system that will enable the office to receive, monitor and forward incoming calls and other requests to proper channels. The Administrative Secretary will be proactive in ensuring that OIPR’s needed equipment and supplies are properly maintained.

• Work-Study and Bi-Weekly Students. The Administrative Secretary will monitor the time log of work-study and bi-weekly students and will submit the required forms for payment of these students to the proper units. The Administrative Assistant will also monitor the progress of aforementioned students on projects assigned by the Director and other office staff.
• Budgetary Monitoring. The Administrative Secretary will assist the Director in maintaining a positive budget balance in all line items by constantly monitoring the budget and informing the Director of any line items that may approach negative balances. The Administrative Secretary will initiate the completion of forms to allocate funds from one line item to another, with the consultation and approval of the Director.

Coverage of Campus Meetings and Events

Media are encouraged to cover events disseminated by OIPR. While notification of OIPR is not necessary, a courtesy phone call of intent to cover will allow OIPR to monitor the frequency and type of coverage provided by the entity. Internal coverage of campus events and activities by OIPR staff will be accorded campus units as time and resources permit.

Faculty/Staff/Student Role in Public Relations Efforts

Public relations shall be a continuing responsibility of all University personnel. The President in his public and private role is the chief public relations officer. Similarly, the professor and office staff member hold key positions as public relations agents for the University. Much criticism of the institution comes as a result of criticism of faculty and staff members. Conversely, a large percentage of favorable opinions toward the institution is usually founded upon good experiences with University employees.

Every day, each member of the AAMU faculty and staff is actively engaged in building public relations, whether or not he/she is aware of it. Members of the University Family make favorable or unfavorable impressions on students, co-workers, parents, and the community in general. When the community and state see the benefits and goodwill the University provides, then both are more willing to have their tax dollars support the University.

Community Use of University Facilities

Outside parties pursuing use of university facilities are urged to follow guidelines outlined by the Office of Student Affairs.

OIPR Stance on the Distribution of Free Non-University Materials, Promotions and Informational Flyers

Promotional and other non-university materials must be stamped by the Office of Student Activities prior to posting. Failure to do so may result in removal of items from walls and bulletin boards at campus facilities.

Campus Visitors

As a courtesy, persons on extended visits to the University should secure passes from the University Police Department.

Complaints Channeled to or Received by OIPR

OIPR staff will listen to complaints and channel them to appropriate administrative personnel to expedite resolution.