Public Information Policy

Scope

1. This policy covers information published in electronic or printed form which refers to information about Northeastern University London (the University), academic programmes, services, corporate strategy and policies.
2. This policy does not cover letters, verbal communication, presentations, financial statements, audit documentation, teaching and learning materials, staff recruitment advertisements, the outputs of research and scholarly activity or the content of creative work.

Aims and Context

3. The University publishes information that is accurate, fair, reasonable and timely.
4. The University aims to enable external audiences to form an accurate impression of the institution and make informed decisions.
5. Public information is communicated in the context of policy and legislation, including Data Protection, GDPR, Freedom of Information and the QAA UK Quality Code Theme: Admissions, Recruitment and Widening Access.

Procedure

6. In general, communication of public information as defined below is authorised within departments or faculties by line managers, with local procedures and record-keeping commensurate with the importance of the communication.
7. In practice, staff has authority to communicate autonomously in a range of media according to the nature and level of their role.
8. Some specific types of public information have centralised controls:
   1. Marketing communication (including prospectuses)
   2. Website and online media
   3. Communication with the press/media

Marketing Communications – Scope

9. This section applies to all publications and advertisements (printed and electronic) which are explicitly designed to promote academic programmes to potential students and which are published via the Marketing and Communications, and Admissions departments.

Definition of Terms

10. ‘Prospectuses’ – substantive printed documents cataloguing programmes and related information.
11. ‘Publications’ – documents and other items published by the University, including prospectuses, brochures, leaflets, display stands and web pages.
12. ‘Advertisements’ – text/image which appears in an external publication, where the appearance is paid for by the University.
13. ‘Directory entries’ – information published externally under the instructions of the University, whether or not a charge is made to the University.

Principles

14. Marketing and Admissions teams seek to make all reasonable efforts to ensure accuracy of information, based on information provided by defined individuals, departments, and committees within the University.
15. The University logo can only be used with adherence to the University Brand Guidelines.

Prospectuses

16. As prospectuses are substantial reference documents, a series of sequential checks are undertaken to ensure the accuracy of published information.
17. To ensure that prospectuses are published in a timely manner, it is understood that the process of production will include occasions where information is included during the sequence of checking. In these cases the best judgment of the Director of Marketing (DoM) and the Executive Dean (ED) is used to decide on the final text.

Responsibility for Prospectus Information and Checking/Approval Procedure

18. All approvers accept responsibility for statements being factually accurate, reasonable, verifiable, and compliant with relevant legislation.
19. University staff identified below therefore have joint and collective responsibility for the prospectus.

Stage 1

Stage 2

Stage 3

20. N.B. Approved information (e.g. from the prospectus) can be republished without further checks when the Director of Marketing has not received updated information.

Website and Online Media

21. The online prospectus is generated using the process described above. Ongoing updates may be made, and substantial changes, such as the addition of new courses, will also be subject to the procedure above.
22. The individuals identified above are responsible for the accuracy of information in the online presence of the University in their area, including online content, e.g. filmed lectures, podcasts.
23. These individuals must ensure, through a locally-arranged process of regular review, that information is accurate and appropriate, and that:
    1. Any images, video or other content must be the copyright of the University, or where this is not the case be used with permission.
    2. Links to external material are current.
    3. Any potentially offensive material is justified (on the basis of creative and/or academic merit).
    4. Social media sites badged as belonging to the University have functions managed appropriately, and processes in place to deal with user-created content and behaviours of participants who may not be formally part of the University.
    5. All communications produced by the University will be grammatically and orthographically correct, and of an appropriate register.

Media Communications

24. Individual staff may contact the media and respond to any requests from the media without reference to the University, whenever the University itself is not directly concerned. General support and advice is, however, available from the University.
25. Press releases can only be issued by the DoM, or any agency authorised by the DoM on an individual basis (per press release).
26. Approval level will depend on the nature of the story but will usually include the Chief Executive Officer, ED, and, predominantly, the DoM.

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