This media protocol provides a clear approach to dealing with any media enquiries received by South Wales Police Authority. In this protocol, the ‘media’ refers to any news organisation which contacts the Authority for information, including daily and weekly newspapers, radio, television and press agencies.
Media enquiries
South Wales Police Authority is regularly approached from the media to give statements and comments on a range of different matters. These range from items arising from public documents and meeting agendas, to requests for further comments from press releases.
All media enquiries will be dealt with fairly and promptly, regardless of whether the enquiry is for a ‘good news’ or ‘bad news’ article.
Details will be retained of any request for information on an electronic media database.
Statements
Press statements are the most common media enquiry dealt with by South Wales Police Authority. When a statement is required, the Public Relations Manager, in consultation with the Chief Executive will draft a proposed response. This will be either on behalf of the Chair, Vice Chair, Group Chair, or Chief Officer of the Authority, as most appropriate. If appropriate, any comment will be agreed with the Member prior to it being sent to the media.
Any statement will be provided by the end of the same working day it was received, with the exception of when agreement is reached with the journalist to delay the response. However, it must be ensured that a final comment is provided at the earliest opportunity.
On no occasion will South Wales Police Authority offer a “no comment” reply.
Interviews
Should a media outlet request an interview, every effort will be made to accommodate this. An approach will be made to the most appropriate Member to ascertain if they would be able to take part. This Member would generally be either the Chair, Vice-Chair or Group Chair.
Prior to it taking place, the Member will be provided with details with regards the nature of the interview, possible questions, key messages and any background materials.
Any person taking part in the interview on behalf of the Authority must be fully briefed, and fully confident in the subject they are talking about.
If a Member is Approached Directly
In order to ensure a consistent approach is provided in all communications given on behalf of the Police Authority it is essential that should any Member be directly approached for a comment, they refer the journalist to the Public Relations Manager.
In the rare occasion that a Member feels it appropriate to give a comment directly, they must contact the Police Authority to inform the Chief Executive/Public Relations Manager, stating who it is they spoke to, and the comment given.