An Online Guide to the services of the Public Information Office
The Public Information Office (PIO) operates as a professional public relations firm, providing news, publication, photography, advertising and promotional services for the College.
Our goal is to promote Missouri Southern, enhancing and reinforcing its image as a vital educational institution in the region. Each year we design and produce over 400 print projects – everything from name tags to the College Catalog; generate over 500 news releases distributed to dozens of media throughout the region; write, produce and schedule over 80 advertising messages for radio, television and print; handle myriads of special projects, events, inquiries, and requests. The staff has over 125 years combined experience in public relations endeavor. You name it, we've probably done it!
In short, we're here to promote YOU and your accomplishments, departments, faculty, staff, students, programs, and ideas!
The press represents a vital link to communicate policies and accomplishments to the general public. As a news source with expertise in a particular field, your participation may result in a more balanced story and increase the prestige of knowledge and research, while dissipating the fog of indecision and ignorance. The MSSC News Bureau is your link with the media.
The guidelines and tips on following pages provide information about how the News Bureau operates and interacts with the media. The information is designed to help you access the services and feel more comfortable and confident when you deal with the media.
The News Bureau serves the students, academic schools, administration and other units. The Bureau promotes media coverage of our academic endeavors, special events, significant accomplishments and other activities relative to the mission of the College.
This is accomplished using a variety of techniques including, but not limited to, writing news releases; assisting faculty in the development of opinion pieces; suggesting story ideas to local, regional and national media; assisting the press in research of sources with expertise to interview for a story; organizing news conferences; providing news briefings.
The News Bureau routinely helps reporters find appropriate sources for stories and arrange interviews. The Bureau always appreciates feedback following the contact.The bureau also creates and maintains clip and broadcast tape files. The tape and clip files are periodically delivered to the archives.
The Bureau's primary distribution list consists of eight daily newspapers, 23 weekly papers, three television stations, and nine radio stations. A regional distribution list includes 41 daily and weekly newspapers and 22 radio and television stations in the 4-state area. Major news releases also are sent to key state daily papers and wire services. Wider release is designed as appropriate.
The News Bureau is user friendly. To access services:
Submit information for news releases in writing at least two days before release (not the publication date). Major announcements that require planning for best results should be discussed with the news staff well in advance. Material need not be written in news form, just information on who, what, where, when, why.
Deliver information for releases to the "Friday" entertainment section of the Joplin Globe at least 10 days before the publication date. These include stories on concerts, theatre productions, art exhibits, films, lectures, etc.
Provide announcements for TV "billboards" and radio "calendars" to the News Bureau at least three weeks in advance of the event.
Schedule photo sessions with the Joplin Globe and others through the News Bureau. This must be done at least two days prior to the event.
The News Bureau Manager and the Public Information Director work closely with assignment editors of the local TV stations alerting them to interesting and informative campus events. At least two days notice is needed.
Notify the News Bureau at least a week in advance to arrange a news conference with distinguished guests on campus and for major news announcements.
Suggest hometown news stories on individual students. The stories are written and distributed by the News Bureau. The office will provide hometown publicity forms which the students can complete to ensure the accuracy of the stories.
Plan public service programming well in advance. Programs (Carol Parker on KSN, Focus on KODE, and others) are scheduled many weeks, often months, in advance. Please contact the P.I. Office as soon as something appropriate for that outlet develops.
Submit faculty and student accomplishments and activities for publication in the campus newsletter Southern Accents! published every two weeks during the regular school year and once a month during the summer session. Items for inclusion such as news, faculty notes, or free classified ads should be in the News Bureau by noon Tuesday of the publication week. Accents! is distributed in all campus mailboxes on Friday.
The PIO produces several calendars promoting programs and events on campus. Because of the wide dissemination of these calendars, we make every effort to produce complete and accurate information. Therefore, it is imperative that scheduling information about any programs, lectures, concerts, seminars, etc., which are open to the public or professionals in a given field be made available to the PIO as soon as it is finalized. (For us there is no such thing as too much lead time!)
Southern Spotlight is published prior to fall and spring semesters and is prepared weeks in advance. The Spotlight reaches more than 3,000 patrons and supporters as well as the region's school districts and the media.
The News Bureau distributes a monthly calendar to the media for publication and broadcast, and as a reminder to the media for planning coverage. Information for these calendars must be in the News Bureau before the 15th of the preceding month in which the event takes place.
In addition to publishing these calendars, the staff frequently responds to public queries regarding campus events. There is also a "voice calendar," updated weekly, available on the PIO phone system.
One final note: It is important that any CHANGES in scheduling be reported immediately to the PIO. The earlier these changes can be funneled into the schedules, the less confusion will result and the more success your event will experience.
To make your next encounter with the press pleasant and productive, review these 10 basic tips:
1. Ask your own questions when making initial contact: reporter's name, publication or station affiliation and deadline information.
2. Focus your thoughts, then make your point early and make it often.
3. Educate the reporter with terms you use casually but with which the average reader or viewer may not be familiar. Refrain from using obscure terminology unique to your field.
4. Keep it short and to the point, particularly for broadcast media. Try to state the key point in 20 seconds or less.
5. Repeat the question. Repeat important points.
6. Refrain from providing information "off the record". It's an unwise practice surrounded by difficulties and misunderstandings. Anything you say can be used!
7. Expect to view, hear or read the reporter's piece along with the rest of the public.
8. Know it's better to be frank and open, or just say, "no comment," than to be unreachable. Even a general statement is better than none at all.
9. Go to the reporter first if you have a problem with the published account. If you feel the reporter is unresponsive, then go to the editor.
10. Say, "Good job." When reporters write or broadcast well-presented stories, let them know. A brief note or phone call would be appropriate.
The PIO furnishes creative and editorial services with the goal of producing the most appropriate an attractive materials for the promotion of College programs. These include flyers; programs; posters; invitations for special events such as seminars, workshops, lectures, and performances; brochures; information booklets; special promotional letterheads; and print advertising.
Materials are produced within the context of coordinated style and accepted design concepts. Our services carry publication projects from consultation through delivery of the printed material. Projects may be initiated while still in the idea stage, or with completed copy, or anywhere in between.
Graphic & Editorial Standards
The PIO tries to make the best possible graphic and editorial presentation of all College materials intended for the public. For this reason, we reserve the right to reject photographs and art work furnished by the client which are not up to standard.
With the proliferation of desktop publishing systems, maintaining continuity of image and standards of quality becomes a challenge. It is appropriate that any publication intended for an off-campus audience be edited by the staff. We are glad to consult with anyone on the quality, appropriateness and reproducibility of any element of graphic presentation.
All materials will be edited as appropriate for style, grammar, etc. When questions of a substantive nature arise we contact you before making any changes.
College Symbols & Colors
The graphic symbols of the College each serve a specific purpose. They are rarely used in combination with each other. Any question about the appropriate use of these symbols may be directed to either the publications coordinator or the public information director. No alteration of any of these symbols is to be made except by the publications coordinator.
The lantern is the official symbol of the College. It should not be used as a decorative item or a space filler but to identify the piece with the College, and usually in conjunction with the full College name.
The lion is the official MSSC mascot. Although used most frequently in connection with athletics and alumni, it may be adapted for other uses as well, such as alumni materials.
The seal generally is used only on official documents or legal forms such as transcripts, not on general publications where the lantern may be more appropriate.
When printing the school colors, a universal ink matching system designates the exact color. The green is PMS 349. The gold is PMS 873 (metallic) or PMS 131.
Where do I start?
When you anticipate a printing need, you should contact us as early as possible to meet with our staff and to determine the best way to produce your material. We will discuss the purpose of the publication, intended audience, date needed, quantity needed, size, distribution method, and budget.
How long does it take?
Obviously the more complex a publication, the longer it will take to produce. In addition, time for bidding and printing must be considered. The average project requires 10 working days at the printer (off-campus). A project over $2,000 must be bid through the purchasing office, requiring two to three weeks after all printing specifications have been designed. Projects of less cost can be bid by telephone or fax with less time involved. In-house production time varies with the size of project, special photos or art work required, and number of other projects on the schedule. Projects are put into production in the order they are received. However, it is important to remember that we handle about 400 print projects a year. While we are generally very quick, your job is never the only one we are working on, and unfortunately in some cases, not the most urgent. Please plan ahead, especially if new photos or art are required. We will be as realistic as possible in discussing the production time line.
How much does it cost?
Cost is based on many factors including size, number of copies, pages and photographs, art and layout required, paper and inks chosen, and the amount of printer's preparation including camera work, multi-color printing, folding, collating and binding. We may be able to give a rough estimate of cost based on a previous project, if appropriate. The PIO does not charge for its services in producing camera-ready materials. Special materials required for a particular project may be charged to the client. If a project needs to be bid, we will prepare bid specifications to be attached to the purchase order which you will sign.
1. Initial contact: You may call for an appointment with the publications coordinator and/or the director.
2. Planning Conference: We discuss the items listed under "Where do you start?" and set the production schedule.
3. Photographs: A shooting time is scheduled with a staff photographer, if needed. You are responsible for contacting appropriate people to be in the photo under the following guidelines:
a. Be aware of ethnic and gender diversity.
b. No advertising t-shirts or ball caps are to be worn. Make sure the subjects understand this ahead of time and come appropriately dressed. (Southern regalia maybe specified if appropriate.)
c. A variety of photos may be needed (for example, in depart mental brochures); therefore, enough people need to be scheduled so as not to duplicate faces.
4. Submission of materials: All material MUST be submitted on PC disk (3.5") in WordStar, Microsoft Word, Word Perfect, ASCII or text file, along with hard copy. You should bring the disk and hard copy to the PIO. Copy will be typeset electronically directly from the disk; therefore, in the interest of time, material should be complete and carefully proofread before disk is delivered.
*NOTE to typists: Have word wrap on, justification off; use no boldface or underline commands. Do not try to set up the format on PC as you want it to appear in the finished piece (i.e. centered lines, multiple columns, etc.). This only complicates the translation process. Mark these suggestions on the hard copy if you wish. Please feel free to call 9399 or 9369 if you have questions.
5. Preparation: We edit material as appropriate. (See "Editorial Standards" above.) We also prepare purchasing documents. Bid specs are prepared and a purchase order which you authorize and send to purchasing. Any job with an estimated cost of more than $10,000 (like the school catalog) will require special treatment from the Purchasing Office.
If your publication estimates between $1,000 to $2,000, we will prepare bid specs, fax them to vendors and choose the lowest bidder.
If your publication is less than $1,000, we will file a purchase order electronically with your account number. (Only a duplicating request is needed if printing in Office Services).
6. Design / Proofing: We translate your copy into the Macintosh system , prepare a preliminary design and send a mock-up to you for approval. Please check all proofs carefully, as the accuracy of the information is your responsibility. The proof and attached sign-off sheet should be returned to the PIO within 48 hours. Corrections and final adjustments in design will be made and a final proof sent for approval. The proof and signed approval sheet must be returned before the project can go to press.
7. Printing: A staff member generally delivers materials to the printer. We prefer that you not contact the printer with questions about the project. It is much less confusing for everyone if we handle all communication with the vendor.
8. Delivery: The finished project generally is delivered to the PIO so we can OK the printing quality. When the project arrives, you are notified for pick-up, or we will have it delivered to you.
The PIO does copy writing, design, production and scheduling of all radio, television and print advertising. Handling all advertising in the P.I. office assures the best non-profit rates available and provides a continuity of style and image. Call 9365.
The PIO assists in planning and producing a number of special events throughout the year such as commencement, reunions, tours, fund raisers, receptions, and assorted ceremonies. If you need help or suggestions in these areas, call 9399 or 9365.
Supplies: The PIO provides, free of charge, name tags and place cards for departmental events. Presentation folders are available in Office Services (ext. 9517) for a nominal fee.
Speciality gifts and awards: If you need promotional items for gifts for special visitors or when you travel, especially abroad, we can provide them or given sufficient time and money can special order appropriate items. Many catalogs of gifts and awards are kept on file as well as a contact list of local vendors. Some currently available items include MSSC bookmarks, College business card magnets, ball point pens, paw patches, key rings, & colorful brochures.
Photography Archives: Photographic services generally are available only in connection with a print project. The PIO is not able to provide campus-wide photo services. However, copies of file photos are available at cost for promotional display. Call 9589.
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Updated:
October 8, 2002
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