Special Education

Guidelines for Dealing With the Media

During crisis situations, schools may find that the news media are planning to report on the events as they occur. It is important to have an established protocol in order to protect school personnel and the student body from misrepresentation or exploitation, and to ensure that the information provided to the media is appropriate, accurate and prompt. In addition, consultation may need to take place with Board officials or legal advisors to ensure that Freedom of Information and Protection of Privacy requirements are followed as well as limitations to publishing information under the Young Offenders Act. See page 42 for more information on legal considerations.

Identifying a spokesperson

The District Critical Incidence Response Team and the school principal should decide together who should deal with the media. The Superintendent is frequently the district media contact; in other instances, the board Chair or the school principal is appointed to be the contact. Depending on the nature of the critical incident, the appropriate person may vary. Where appropriate this person can met with the family or families and other individuals such as the police to determine sensitive issues.

The wishes of the family are crucial in making decisions about the information provided to the media. The manner and content of the information released to the media can have serious legal implications for the school district.

The contact person should be available for radio, television, or newspaper interviews. It may be advisable to prepare a formal press release for some types of critical incidents.

Sample protocol

The following is one example of a district protocol. In this instance, the Superintendent is the designated media contact person.

All requests for information about the events surrounding a critical incident must be referred to the Superintendent or Superintendent's Delegate. The Superintendent is directly responsible for communicating with all media.
The Principal or designated member of the School Team should ensure that the Superintendent has access to all information about the events as they become known in order to carry out this role effectively.
A brief prepared statement directing media inquiries to the Superintendent should be written and available for secretaries or other persons who may be answering telephone inquiries or any other requests for information by the media.
School personnel should check with the Principal before speaking to reporters. It is not a good idea to speak to the media "off the record."
The media may not interview students on school premises unless the interviews are approved by the Superintendent or his/her designate.

Sample press release - 1

For Immediate Release

December 14, 2000

As reported by the Townsville detachment of the RCMP, Ari Nadden, a student at Townsville Middle School, was found dead on December 12. The circumstances of Ari's death are not known at this time and an investigation is being conducted by the RCMP.

This is a tragic loss to Ari's family and to our community. To assist in supporting our students and their families through this time of grief, additional school district counselling staff have been assigned to the school to provide professional counselling services. A letter has been sent by the school to parents, informing them of this incident and providing information on the counselling services available through the school.

Students and staff who were close to Ari will be attending a memorial service on December 16 at 2 p.m. at Grey's funeral chapel.

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Contact:

Bill Smith, Superintendent, School District 00 at 555-5678, or
Rachel More, Principal, Townsville Middle School at 555-1234.

All names and situations used in sample materials are fictional

Sample press release - 2

For Immediate Release

Monday, May 24, 1999

Historic school destroyed by fire

Huckleberry Elementary School was destroyed by fire in the early hours of Saturday morning. Firefighters and the RCMP responded to a 911 call reporting the blaze at 3 a.m. Saturday. There were no injuries reported. The cause of the fire is under investigation. Damage is estimated at $8 million.

"It is a tragedy to have lost this school, not only for our students and their families, but for our community." Board Chair Stephanie Smith said. "Schools are much more than a place of learning. They are where our communities meet - for special events, to vote and to play. Huckleberry school, in particular, was a landmark in our community with historical building designation." Huckleberry Elementary School was built in 1906 and has undergone substantial renovations in recent years.

Arrangements have been made to house Huckleberry School's 300 Grade 1 to Grade 7 students at Pine Elementary School and Oak Elementary School for the remainder of this school year, with the addition of portables at both school sites. All parents were contacted by telephone on Sunday.

The School Board will be announcing plans for the replacement of the school as soon as possible.

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Contact:

Bill Smith, Superintendent, School District 00 at 555-5678, or
Stephanie Smith, Board Chair, School District 00 at 555-9102

All names and situations used in sample materials are fictional.

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