Sandra Fernandez sent this today:
The Heat
Index in Houston has risen high enough that cooling centers may activated. Even
if they’re not, we’re expected to reach 106 on Saturday. One of the effects of
high-heat days is the presence of media in our libraries. As a rule, we expect
that all major media outlets will make their way to our libraries to “get the
story” of people trying to stay cool. They seldom contact us in advance. In those instances, the manager in charge or
library staff will have to be our “boots on the ground.” They usually want to obtain video of people
in the library and see if there are any customers willing to give them an
interview.
In preparation, here’s a reminder on library guidelines and
what to do when they show up.
Houston Public Library Policies and Guidelines related to
Media
HPL policy states that the Public Relations Office (PRO)
"must be the exclusive channel for communicating with any citywide print
media and all electronic media (who should request access and cooperation in
advance, except when covering breaking news)." What this means is that
Media Relations inquiries are handled through the PRO.
If a member of the media contacts you for a story about the
Library or in which the Library will be featured, please refer the media
representative to the Public Relations Office and/or check with us - even if
he/she claims that PRO has already been contacted and OK’d. We do our best to
give you a warning if we think that media is heading your way. This is
especially important if a reporter/photographer/camera crew shows up in person.
This includes the city’s cable channel, HTV.
When the media shows up
Here are some basic Dos and Don'ts on what to do when the
media shows up at your location:
● Do go up to the
reporter/cameraman and introduce yourself. Example, “Hi, I'm Sandra. What can
we help you with today?” At this point, most reporters will tell you who they
are and what they're doing at the library. At Central Library this normally
happens from security or the welcome desk when the camera is attempting to
enter the building.
● Do ask who they are and what
they're doing, if they haven't volunteered it already. “I notice you have a
camera with you today, is there something specific you're here for today?”
● Do ask if they've already checked
in with the Public Relations Office.
○
Regardless
of whether they answer yes or no, confirm with us. Example, “It's great that
you've already spoken with the Public Relations Office. I still need to call them
to confirm.” Then call us to confirm, before they are allowed to get started.
○
Ask them
to accompany you to a phone so you can put them on with one of us to discuss
what the story is and guidelines about cameras in the library.
● Do be aware of the basic
guidelines we cover with them. Our main consideration is the safety and comfort
of our customers, so we normally permit reporters to do stories within our
buildings if the story is about the library, doesn't disrupt our ability to provide
adequate services to our customers, preserves our customers’ privacy, and media
agree to follow these guidelines.
○
Library
will staff will make an announcement on who they are and what they're doing, to
let customers know what's going on. Example, “Hello everyone. My name is
Sandra, and I work with the Library. With us today are members of the news
staff at XX station and they want to take video of people using the library. If
you’d rather not be in the video, let them know and they’ll work around you.”
○
Do not
take photos/footage of children without parental consent. We tell this to the media and
stop them if we think they are circumventing this rule; i.e., if they are
recording a group of children who are clearly unaccompanied by an adult who can
give consent. And, as a reminder, parental consent literally means the consent
of a parent or guardian.
○
If any
customer asks to be excluded from photos/footage, please honor the request.
○ If any
customer declines a request for an interview, please move on to another
customer.
○
Interviews
are coordinate by PRO staff. Although Library staff may be asked to give a
brief comment on the air, if needed, we may not be able to comply with the
request. This will be coordinated by PRO.
PRO staff
makes every effort to facilitate all requests for media coverage, including
photos/video. However, the safety and comfort of library customers are their
primary consideration.
Reference
Members of the media are welcome to
use our programs and services just like any other customer – PRO does not need
to OK that. Though, as stated in the policy, PRO is the exclusive channel for
communicating with media, please answer any questions that are
"reference" – members of the media have access to the same
information and services you would give out to any other customer. If you're
unclear on whether you need to contact PRO or refer something to us, feel free
to contact us and ask.
Contacts
If you need to
contact someone from the Public Relations Office, start with office numbers,
proceed to cell phone numbers, and, if during off-hours or weekends, try home
numbers or personal cell phones (which are included in the Emergency Info
Cards, and all branch managers should have a copy).
If this is a
time-sensitive issue (something happened at your branch in off-hours which may
result in media coverage, a member of the media showed up and wants to
interview your staff, you have a nice program on the weekend and a
photojournalist walked in and wants to take photos of the people in attendance,
etc.) keep trying until you speak to someone, and please leave messages.
If you are
unable to contact PRO staff (there are only two of us for the entire library
system) check with your supervisor and:
●
use
good judgment,
●
follow
policy, and
●
make
decisions based upon the best interests of the library and our customers.
Public Relations Office contacts are:
Sandra Fernandez
832-393-1381
713-435-9448 cell phone
Blanca Quezada
832-393-1382
713-435-9596
cell phone
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