Media Relations Policies and Procedures

Main Media Relations Office: (410) 706-4255

(1) General Policy and Guidelines

The UMSOM Office of Public Affairs and Communications (OPAC), and specifically its Media Relations Team, is the primary department that communicates information about the UMSOM’S activities and programs to broader external audiences via coverage in the local, national and international news media – including print, broadcast, online and social media outlets.

The UMSOM Media Relations Office is designated as the only direct liaison between all entities of the SOM (including individual faculty and staff) and members of the news media in all its forms.

The Office has media relations professionals who are highly experienced in working with reporters, editors, producers, bloggers, and writers on a daily basis. It is required that all UMSOM contact with outside news media be channeled through this office.¹

This is critical for the following reasons:

• Ensures that all media relations activities for the UMSOM are centrally managed;
• Allows OPAC to be informed of all important and relevant UMSOM content;
• Enables UMSOM Media Relations to maintain and build a broad portfolio of contacts in the news media.

(2) Inquiries from the News Media

If a member of the UMSOM faculty (or staff) is contacted by a member of the news media (including free-lance writers and bloggers), this information must be referred immediately to Deborah Kotz, Director of Media Relations, at dkotz@som.umaryland.edu, 410-706-4255.

1. It is not appropriate to include members of the news media in email communication to UMSOM Media Relations about the request.
2. Agreement to be interviewed by the news media should never be given directly by the faculty member (or staff) to the news media representative without prior approval by UMSOM Media Relations.

The UMSOM Media Relations Office, in coordination with other senior management as appropriate, evaluates the request and determines the best course of action in moving forward.

¹Message from Dean Reece to UMSOM chairs and directors (4/13/20):

This is an important reminder for all regarding inquiries from members of the news media.

As is UMSOM policy, all media inquiries directly made to faculty or staff in your Departments, Centers, Institutes or Programs must be routed to Chris Hardwick in the UMSOM Office of Public Affairs and Communication (chardwick@som.umaryland.edu/ 443-676-8288).

This applies to all UMSOM faculty, including those who may be working at one of our affiliate Hospitals within the Medical System.  In particular, as we are expecting the surge in COVID-19 cases to continue in the coming weeks, we expect that we will be receiving a large volume of media inquiries, including some that could come directly to faculty or staff in your department. Please be sure to remind ALL your faculty of this SOM policy.

(3) News Media on Campus

Reporters, photographers, and other members of the media are NOT allowed in the School of Medicine or University of Maryland Medical Center buildings without proper supervision. SOM Media relations specialists must escort the media on campus at all times. And, in keeping with HIPAA regulations, physicians are not allowed to speak about their patients unless the patient has signed a consent form. Your media relations specialist can provide this form.

(4) Op-Ed Pieces/By-line Articles

A specific process has been established for faculty (or staff) who wish to draft op-ed pieces or by-lined articles to be published in popular news media (including news aggregators and news websites, but not including peer review academic journals, which have a separate policy.)

Here is the established process if the faculty member (or staff) will be indicating their affiliation with the UMSOM in the attribution of the piece.*

1. Faculty member makes initial contact with Office of Public Affairs to discuss subject matter for op-ed piece. Subject matter should be timely, relate to current news topic, focus on some aspect of the faculty member’s research, education, clinical care, or community impact. OPAC approves subject matter (with input from Dean as appropriate), and reviews potential outlets for the piece.
   1. A faculty member should never send a draft of the article to the news organization (including the personal email of the reporter or editor) prior to receiving approval from the UMSOM.
2. If subject is approved, faculty member drafts op-ed piece (with assistance of OPAC as needed to ensure newsworthiness and that it adheres to op-ed guidelines established by the news organization.
3. OPAC provides edits and works with faculty member to produce a final version of the piece. OPAC submits final draft to Dean (or other senior administrators) for approval.
4. Once approved, OPAC works with faculty member to submit piece to news organization, and coordinates if additional submissions are required.

*Submitted piece must include faculty member’s full UMSOM academic title first, followed by other clinical or institute/ center titles.

NOTE:  If a faculty member (or staff) determines that they will submit an op-ed piece or by-lined article WITHOUT attribution from UMSOM (or other UM Medicine affiliation), then they may do so on their own personal time.

(5) Newsworthy Information About Faculty Research/ Activities

The Office of Public Affairs is very interested in hearing about faculty research and other activities so that we can communicate this information to external stakeholders through a broad range of channels – including news media, print publications, web stories, SOM video network and other digital media.

We have organized a school-wide network, called the Research Communications Network (RCN) to assist us in gathering this information from faculty on an ongoing basis.

This information includes:

Research Communications Network Liaisons

Below are the individuals designated in each academic department, institute, center, and program to serve as the liaison to the Office of Public Affairs.

ALL INFORMATION ABOUT FACULTY ACTIVITIES SHOULD BE SENT TO THE DESIGNATED INDIVIDUAL BELOW SO THAT IT CAN RECEIVE PROPER RECOGNITION AND VISIBILITY TO BOTH INTERNAL AND EXTERNAL AUDIENCES OF THE UMSOM.

1. Notice About Faculty Research

NOTE:  It is critical for the Office of Public Affairs to receive information in advance of a paper being published, so that we can maximize news coverage. In many cases, it is beneficial to receive the paper at the time it is accepted, so that there is adequate time to coordinate with the publishing journal as well as funding agencies, other outside partners as appropriate. We greatly appreciate your help with this request!

If you have any questions about how to submit faculty research or the RCN, contact Oriyomi Dawodu, MS, Senior Communications Specialist, at 410-706-7508, or odawodu@som.umaryland.edu