405 - Representing the College

Responsible Office: Strategic Initiatives
Responsible Officer: Vice President for Strategic Initiatives
Related Minnesota State Board Policy:
Related Minnesota State Board Procedure:

PURPOSE:   

To ensure that communications, advocacy efforts, public statements, and interactions with external stakeholders accurately represent the mission, values, and interests of Minnesota State College Southeast, while preserving employees' rights to express personal opinions as private citizens.

PART 1.  POLICY

1.1 Representation of the College

All employees are representatives of the College when acting within the scope of their employment or when participating in activities, events, programs, partnerships, or other functions sponsored by or conducted under the authority of the College.

Individuals who are not employed by the College may represent the institution only when authorized by the President or the President’s designee.

1.2 Media Relations

The College endeavors to provide accurate, timely, and coordinated information to the media and the public. To ensure consistency and accuracy in institutional communications, media inquiries regarding College operations, programs, personnel matters, legal matters, or official College positions shall be referred to the Executive Director of Communications and External Relations or designee.

Only individuals authorized by the President, Executive Director of Communications and External Relations, or their designee may serve as official spokespersons for the College.

1.3 Government and Legislative Relations

The College encourages constructive engagement with elected officials, governmental agencies, and community partners. Communications made on behalf of the College regarding legislative, regulatory, budgetary, or public policy matters must be coordinated through the President's Office and, when appropriate, Minnesota State Government Relations.

Employees may communicate with elected officials and governmental agencies as private citizens. When doing so, employees must clearly indicate that they are expressing personal views and not official positions of Minnesota State College Southeast or Minnesota State unless specifically authorized to do so.

1.4 Communications with External Organizations

Official communications, agreements, endorsements, partnerships, or public statements made on behalf of the College to businesses, nonprofit organizations, governmental entities, accrediting bodies, or other external organizations must be consistent with College policy and made by employees acting within the authority of their position.

Employees shall not commit the College to positions, obligations, partnerships, financial commitments, or endorsements without appropriate authorization.

PART 2. PROCEDURE

2.1 Media Inquiries

Employees contacted by members of the media regarding College matters should:

1.     Politely acknowledge the request.

2.     Obtain the reporter's name, organization, contact information, and deadline.

3.     Refrain from providing detailed comments unless specifically authorized to do so.

4.     Forward the inquiry promptly to the Executive Director of Communications and External Relations.

2.2 Coordination of Responses

The Executive Director of Communications and External Relations, in consultation with the President and other appropriate administrators, will:

·       Determine the appropriate institutional response.

·       Identify the most knowledgeable and appropriate spokesperson.

·       Coordinate interviews, statements, press releases, and related communications.

·       Provide guidance and support to employees participating in media interviews.

2.3 Employee Participation in Interviews

Employees are not obligated to participate in media interviews regarding College matters unless participation is part of their assigned responsibilities.

Unscheduled or "on-the-spot" interviews are discouraged. Employees are encouraged to refer requests to the Executive Director of Communications and External Relations so that accurate information can be provided and appropriate preparation can occur.

2.4 Personal Opinions

Nothing in this policy restricts employees from expressing personal opinions or engaging in civic activities as private citizens.

When speaking, writing, posting on social media, or otherwise communicating in a personal capacity on matters related to the College, higher education, public policy, or legislative issues, employees should clearly state that their views are their own and do not necessarily reflect those of Minnesota State College Southeast or Minnesota State.

2.5 Political and Legislative Advocacy

Consistent with state and federal law, College resources may not be used to support or oppose political candidates. Employees engaging in political activities must do so in their personal capacity and outside the scope of their official duties unless participation is specifically authorized as part of approved governmental relations activities.

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Approved: June 17, 1997
Reviewed: December 28, 2010; March 12, 2014; December 7, 2020; August 9, 2021
Revised: February 15, 2000; June 30, 2004; December 7, 2020; August 9, 2021; November 2026