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Purpose

This policy provides clear guidance for CVCC faculty, staff, and students when interacting with media representatives. Adherence to this policy ensures consistent, accurate, and professional messaging that protects the college’s reputation and aligns with its mission to serve the community through education and workforce development.

Definitions

  1. Media Representative: Any individual or organization that gathers and disseminates information for public consumption. This includes, but is not limited to:
    • Newspapers, magazines, and broadcast outlets (television and radio)
    • Online news sites and blogs
    • Student journalists and campus publications
    • Freelance reporters, photographers, and videographers
    • Podcasts, YouTube channels, or other digital media platforms focused on news or commentary
  2. Spokesperson: An individual authorized to speak on behalf of Central Virginia Community College (CVCC).
  3. College Relations: The department responsible for managing media interactions, coordinating communication, and overseeing the college’s public messaging.

General Guidelines

  1. Direct All Media Inquiries to CVCC’s Public Information Officer
    • All media inquiries must be referred to the college’s public information officer (PIO) or marketing department. No one may speak on behalf of CVCC without prior authorization.
  2. Spokesperson Authorization
    • Only designated individuals may provide official statements. Faculty may speak on areas of academic expertise but not on institutional matters unless authorized.
    • If approached by a reporter, employees should politely decline to comment and refer the reporter to the PIO. (For example, “I’m not the appropriate person to speak on behalf of the college, but I’d be happy to connect you with our Public Information Officer.”)
  3. Representation of the College
    • When representing the college in any capacity, employees and students are expected to maintain professionalism, accuracy, and respect for the institution.
    • Personal opinions should never be presented as official statements from the college, nor should an opportunity be leveraged for personal gain or platforming even with disclosures.
  4. Crisis, Emergency, or Sensitive Situations
    • In crises or sensitive situations, only the PIO or designated spokesperson may communicate with the press or media representatives.
  5. Roles and Responsibilities
    • President:  Primary spokesperson on institutional matters
    • Public Information Officer: Coordinates all media responses, manages social media, and provides media training
    • Employees: Must notify PIO before engaging with the press and avoid sharing unofficial information
  6. Social Media and Informal Communication
    • Social media activity may be monitored by the press. Employees and students are encouraged to exercise caution when posting about college-related matters or on official CVCC platforms.
    • Official college positions or responses should only come through approved channels managed by the PIO and/or the college’s leadership.
  7. Respectful Discourse
    • CVCC maintains a neutral stance on political and social issues to foster a culture of caring. Academic freedom is respected, but public statements must not misrepresent the college’s position.

Compliance

Failure to follow this policy may result in corrective action under the DHRM’s Standards of Conduct policy. The goal is not to restrict freedom of speech, but to ensure that all public communications reflect the mission, values, and reputation of the college.

Contact Information

For any questions or concerns regarding this policy, please contact the college’s public information officer.

 

Policy #: CVCC0158
Last Reviewed/Revised: 02/09/2026
Responsible Dept.: Institutional Advancement
Other Policy References: NA