Valred E.

Olsim

Communications Policy

Assignment no. 1

Barangay Pico Communications Policy for Officials and Employees PURPOSE Barangay Pico is geared towards providing important and timely information to the public, communicated in a courteous and flexible manner, in any language applicable, and in accordance with existing laws and accepted traditions regarding public information and community relations. This policy provides guidelines for external communications from the Barangay in using various mediums including: Printed materials such as newsletters, articles, and brochures. Other traditional media such as posters, streamers, and billboards. Electronic materials such as email, postings to web sites or social media sites. Media relations such as requests for interviews, news releases, and media inquiries. Social Media particularly, Facebook.

The Barangay also recognizes that employees may sometimes comment on community matters outside of their official role as an employee of Barangay Pico. Therefore, this policy also provides guidelines for employees when communicating as a private citizen on matters pertaining to community and official business. GENERAL GUIDELINES FOR ALL COMMUNICATIONS All barangay employees have a responsibility to help communicate information accurately and timely to the public in a professional and helpful manner, taking in consideration appropriate courtesy and respect to residents. Any employee who identifies a mistake in reporting should bring the error to the Punong Barangay, as the Chairperson of the council, or any member of the Sangguniang Barangay (Barangay Council). Regardless of whether the communication is in the employees official role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use etc. Examples of relevant policies include: Information Transparency. Public service is a public trust, hence, data and documents upon lawful purpose may be disclosed to any person requesting such. Technology and Computer Use Policy. For example, barangay employees may use city technology for personal reasons on a limited basis provided it doesnt interfere with normal work. Respectful Workplace Policy. Employees cannot publish information that is discriminatory, harassing, threatening, or sexually explicit. This policy should be reviewed and complied with in full. Political Activity Policy. Employees cannot use barangay/public resources or participate in personal political activity while discharging their official responsibilities. No employee may act in a manner that suggest political bias towards a candidate or political issue, or

endorses the personal political opinions of the employee. This policy should be reviewed and complied with in full.

OTHER GUIDELINES FOR OFFICIAL BARANGAY COMMUNICATIONS Handling General Requests: All staff is responsible for communicating basic and routine information to the public in relation to their specific job duties. Requests for private data or information outside of the scope of an individuals job duties should be routed to the Secretary or to the Council Chairperson. Handling Media Requests: With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media are to be routed through the Punong Barangay, or in case of absence, the Councilman-in-charge (Barangay Council Member). Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, and web sites. When responding to media requests, employees should follow these steps: 1. If the request is for routine or public information (such as a meeting time or agenda) provide the information and notify the Barangay Secretary of the request. 2. If the request is regarding information about a barangay personnel, potential litigation, controversial issues, an opinion on a city matter, or if you are unsure if it is a routine question, forward the request to the the Punong Barangay, or in case of absence, the Councilman-in-charge. An appropriate response would be, Im sorry, I dont have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as he/she can. In any language known and convenient to serve such client. Ask the media representatives name, questions, deadline, and contact information. Communicating on behalf of the Barangay The Punong Barangay, the Barangay Secretary, and any member of the Sangguniang Barangay are authorized to communicate on behalf of the barangay in interviews, publications, news releases, on social media sites, and related communications. Other employees may represent the barangay if approved by one of these individuals to communicate on a specific topic. When speaking on behalf of the local government unit: Employees must identify themselves as representing the barangay. Account names on social media sites must clearly be connected to the city and approved by the Punong Barangay. All information must be respectful, professional and truthful. Corrections must be issued when needed. Employees need to notify the Barangay Treasurer if they will be using their personal technology (cell phones, home computer, cameras, etc) for official business.

OTHER GUIDELINES FOR PERSONAL COMMUNICATIONS

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It is important for employees to remember that the personal communications of employees may reflect on the local government unit, especially if employees are commenting on businesses related to the barangay. The following guidelines apply to personal communications including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc), letters to the editor of newspapers, and personal endorsements. Remember that what will be written is public, and will be so for a long time. It may also be spread to large audiences. Hence, the use of common sense when using email or social media sites is paramount. Barangay Pico expects its employees to be truthful, courteous and respectful towards Officials, co-workers, citizens, customers and other persons associated with the barangay. Hence, name-calling or personal attacks are vehemently prohibited. In publishing something related to the barangays business, one has to identify himself/ herself and use a disclaimer such as, I am an employee of the barangay, however, these are my own opinions and do not represent those of the local government unit/ the barangay. Public resources, working time, or official positions cannot be used for personal profit or business interests, or to participate in personal political activity. Personal social media account names or email names should not be tied to the barangay.

QUESTIONS Questions related to this policy should be directed to Barangay Secretary,the Punong Barangay, or in his absence, any Sangguniang Barangay member.

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