Chapter 1 – General Administration

13010.6 Media Information Practices

• The following provisions shall be considered as guidelines:

  • News and all the factors associated with it are highly variable.

  • No set of rules will cover all situations.

  • Clarify what the reporter is seeking.

  • Prepare your response.

  • Ensure accuracy by fact-checking with the appropriate departmental division, unit or person.

  • Develop a strategic message.

  • Know your policies and regulations.

  • Never speculate or guess.

  • Communicate clear and accurate information. Use talking points to help you stay on message.

  • Do not disclose confidential information.

  • Confer with OPECOffice of Public and Employee Communications for guidance, coordination, and approval.

  • Institution PIOs shall immediately notify OPECOffice of Public and Employee Communications and their respective chain of command within their division (e.g., Associate Director, Director) of any occurrence or situation of unusual, critical, significant, potential, or prolonged media interest. The Assistant Secretary or designee will then notify the Secretary as needed. Examples include:

    • Incidents involving fatalities, high-profile incarcerated person or parolee, crisis or  high-profile situations including uses of deadly force, civilian deaths due to parolee criminal behavior, riots and multiple cell extractions.

    • Mass disturbances, labor actions, escapes, walkaways, accidental releases, issues or incidents that place the CDCRCalifornia Department of Corrections and Rehabilitation in an unfavorable or unpopular light, homicides and suicides, assaults on staff causing great or serious bodily injury, employee arrests, and issues or incidents that place the CDCRCalifornia Department of Corrections and Rehabilitation in a position of defending against incorrect perceptions or allegations.

    • Any significant, potential, or prolonged inquiry by major, national or international media; a media investigation; a California Public Records Act request from a member of the media; and anything else of concern to the CDCRCalifornia Department of Corrections and Rehabilitation or the administration including ballot measures, audit reports, lawsuits, regulation submissions to the Office of Administrative Law, the death penalty including scheduled executions, major motion picture requests, public demonstrations and social media campaigns.

    • Incidents likely to attract routine media interest.

• Written news or press releases and media advisories, except for escape bulletins, shall be approved by the Assistant Secretary, Communications, or designee before distribution. 

  • A written news or press release is a document sent to the news media and other interested parties containing newsworthy information. It is usually written in the form of a newspaper article and often features quotes from the officials or newsmakers involved. It is usually distributed by email or in a press packet. CDCRCalifornia Department of Corrections and Rehabilitation posts its press releases on its website and may link to them from its official social media platforms and in responses to journalists.

  • A media advisory is a document which alerts the media to a specific event. It is usually written in a “who, what, where, when and why” format. It is often sent out to alert the media of a news conference or some other event where their presence is desired or expected.

  • A press or news conference is an event where PIOs or other speakers are present to tell the media about a newsworthy subject. Speakers can include officials involved in the newsworthy subject being discussed. It is an opportunity for members of the media to receive information as a group and ask questions.