Guidelines on Statements for Issues and Events | Public Relations & Marketing

With nearly 60,000 students and employees, it is critical the University of Kentucky keeps its community informed about the university’s operations and initiatives through clear, relevant and timely communications.

UK’s Office of Public Relations and Strategic Communications (UKPR&SC) takes that responsibility seriously. That includes ensuring university statements and mass communications are valuable in the daily lives of community members and support UK’s strategic initiatives, and, at the same time, are not excessive.

To that end, only the president of the institution or their designee speaks for the institution. Departments, colleges and units do not issue their own institutional statements. Moreover, the university typically does not make statements or disseminate campuswide communication about external issues and newsworthy events unless they have a direct connection to UK or in which UK plays a direct role.

To be clear, in the event of an on-campus emergency, mass communication tools are critical for public safety and will be used to inform the UK community.

Issues and Newsworthy Events
Across the nation and world, tragedies and newsworthy events occur every day. UK recognizes the impact these events can have on our community and provides support through a variety of ways.

At the same time, university leaders sending mass communications about campus incidents and external incidents – whether they be acts of violence, international issues, or political issues – is not allowed unless working with and approved by UKPR&SC.

Why?

Mass communication channels – such as emails, social media posts and media statements – are often inadequate for processing traumatic societal events that impact people in different ways.
Other forms of communication and engagement are already circulating that help foster healing and support following a tragedy or disturbing event in society.
Additionally, frequent messages about external tragedies and events can increase stress and negatively impact mental health.

It is important to note that while public statements or campuswide messages around external issues and events are not often shared, targeted outreach with support is often offered.

Criteria for Rare Messages
On the rare occasions when the university does send messages about campus issues, external issues, tragedies or newsworthy events, the president of the institution makes this decision.

If there is an external issue or event in which UK plays a direct role, or the issue or event has a direct connection to UK, and a decision is made to issue a message on behalf of the university, UKPR&SC will coordinate.

The message may be sent as a:

Campus email;
Social media post on official UK accounts; and/or
Media statement by a UK spokesperson.

Departments, colleges and units do not issue their own institutional statements – read more below.

UK Colleges, Departments and Units
University leaders and units must work with UKPR&SC prior to sharing information via email, social media and websites related to on- and off-campus issues, tragedies, concerns or newsworthy events.

As a reminder, departments, colleges and units do not issue institutional statements – the president and the president’s designated spokesperson are the only people who speak on behalf of the institution.

To be sure, faculty in their roles as subject matter experts speak to the media or provide perspective on a regular basis. Moreover, all community members have free speech rights as enumerated in the U.S. Constitution. Those rights are sacred to who we are as an institution of learning and inquiry. At the same time, though, there is a difference between individual speech rights and perspectives and offering statements on behalf of the institution through a person’s administrative role, including the use of institutional platforms such as websites or social media accounts.

If you are interested in sharing a story or information to a broader audience, contact your UKPR&SC representative.

If you have questions about an issue or incident, contact Chief Communications Officer Jay Blanton (jay.blanton@uky.edu) or Director of Issues Management and Crisis Communications Whitney Siddiqi (whitney.siddiqi@uky.edu).

Tragic Events or Concerns on Campus
For tragic events or concerns that occur on campus, UKPR&SC will work with the administration to determine what communication channels are appropriate. It is important to keep in mind that communications must protect privacy rights and ongoing investigations.

In general, mass communication tools on campus – especially campuswide email – are used when:

The message is essential to the proper execution of daily business; and/or
It notifies the community of significant events or changes in personnel, governance, policy, and practice; and/or
It alerts the community to situations around health and safety.

In the event of an on-campus emergency, mass communication tools are critical for public safety and will be used to inform the UK community.

Supporting Our Community
University leaders and all members of the campus community can help address concerns and pain following external issues, tragedies and unsettling events in more personal and productive ways.

This support should be coordinated with UKPR&SC and appropriate university departments such as the Office for Student Success and Office of the Executive Vice President for Finance and Administration.

Some ideas include:

Sharing well-being resources with students and employees in need of support.
Hosting or attending listening sessions with appropriate support for those struggling with grief or stress.
Joining or supporting panel discussions, information sessions or other opportunities that share perspectives and historical context.
Coordinating events or projects that offer support to those directly impacted, such as a supply donation drive.
Supporting vigils or events that allow individuals and groups to grieve and share resources.
Participating in UK information sessions or trainings that prepare for crisis situations, such as an active aggressor training.
Sharing ways to report incidents of discrimination, harassment or sexual misconduct, or violations of our values, codes of conduct or the law.
Reaching out personally to those affected by a tragedy or event to check on their well-being. If you are concerned about a student's well-being, submit the Get Help Form.

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