CONCORD POLICE DEPARTMENT
STANDARD OPERATING PROCEDURE
PUBLIC INFORMATION AND MEDIA RELATIONS
GENERAL ORDER: 03.11
CREATED: December, 1,2000
ISSUE DATE: October 1, 2022
ACTION: Re-numbers general order dated September 13, 2017.
EFFECTIVE DATE: October 1, 2022
03.11.0 PURPOSE
The purpose of this general order is to support and assist coworkers in working with the
media, to coordinate the appropriate communication of timely and accurate information,
and to provide coworkers with guidelines concerning the release of information to the
media and the general public.
03.11.1 POLICY
It shall be the policy of the Concord Police Department to be transparent and responsive
with the media and general public, providing accurate information in a timely and
professional manner. This relationship is essential to keep the public well-informed
about public safety issues, minimize inaccurate reporting regarding police matters,
maintain media involvement in crime prevention and community policing programs, and
to promote public services performed by the department.
No coworker will willfully delay, hamper, or interfere with any member of the news
media lawfully gathering information or reporting an event, subject to the conditions
and restrictions of this general order.
03.11.2 DEFINITIONS
A. BLOG
A self-published diary or commentary on a particular topic that may allow visitors to
post responses, reactions, or comments. The term is short for “Web log.”
B. PAGE
The specific portion of a social media website where content is displayed, and
managed by an individual or individuals with administrator rights.
C. POST
Content an individual shares on a social media site or the act of publishing content
on a site.
D. PROFILE
Information that a user provides about him/herself on a social networking page.
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PUBLIC INFORMATION AND MEDIA RELATIONS
E. PUBLIC RECORD
“Public record" or "public records" shall mean all documents, papers, letters, maps,
books, photographs, films, sound recordings, magnetic or other tapes, electronic
data-processing records, artifacts, or other documentary material, regardless of
physical form or characteristics, made or received pursuant to law or ordinance in
connection with the transaction of public business by any agency of North Carolina
government or its subdivisions. (NCGS 132-1)
F. SOCIAL MEDIA
A category of Internet-based resources that integrate user-generated content and
user participation. This includes, but is not limited to, social networking sites
(Facebook, Nextdoor, etc.), microblogging sites (Twitter, Nixle, etc.), photograph
and video sharing sites (Flickr, Instagram, YouTube, etc.), wikis (Wikipedia), blogs,
and news sites (Digg, Reddit, etc.).
G. SOCIAL NETWORKS
Online platforms where users can create profiles, share information, and socialize
with others using a range of technologies.
H. SPEECH
Expression or communication of thoughts or opinions in spoken words, in writing, by
expressive conduct, symbolism, photographs, video, or related forms of
communication.
03.11.3 PUBLIC RECORDS RELEASE
A. Public records shall be released upon request in accordance with NCGS 132-1.4 (c).
Such records within this statute are limited to the following:
1. Front copy of incident reports, arrest reports (without the suspect’s Social
Security number) and booking photos.
2. The time, date, location, and nature of a violation or apparent violation of the law
reported to the Concord Police Department.
3. The name, sex, age, address, employment, and alleged violation of law of a
person arrested, charged, or indicted.
4. The circumstances surrounding an arrest, including the time and place of the
arrest, whether the arrest involved resistance, possession or use of weapons, or
pursuit, and a description of any items seized in connection with the arrest.
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PUBLIC INFORMATION AND MEDIA RELATIONS
5. The contents of "911" and other emergency telephone calls received by or on
behalf of public law enforcement agencies, except for such contents that reveal
the natural voice, name, address, telephone number, or other information that
may identify the caller, victim, or witness. In order to protect the identity of the
complaining witness, the contents of "911" and other emergency telephone calls
may be released pursuant to this section in the form of a written transcript or
altered voice reproduction; provided that the original shall be provided under
process to be used as evidence in any relevant civil or criminal proceeding.
6. The contents of communications between or among employees of public law
enforcement agencies that are broadcast over the public airways.
7. The name, sex, age, and address of a complaining witness. However, coworkers
authorized to release such information shall temporarily withhold the name or
address of a complaining witness if release of the information is reasonably likely
to pose a threat to the mental health, physical health, or personal safety of the
complaining witness, or materially compromise a continuing or future criminal
investigation, or criminal intelligence operation.
B. A public record request as outlined in (A) above may be processed by supervisory
officers provided advance notice of such request is made to the supervisor’s
commanding officer.
C. In accordance with NCGS 7B-3000 all juvenile records shall be withheld from public
inspection and, except as provided in this subsection, may be examined only by
order of the court. The following persons may examine the juvenile's record and
obtain copies of written parts of the record without an order of the court:
1. The juvenile or the juvenile's attorney;
2. The juvenile's parent, guardian, or custodian, or the authorized representative
of the juvenile's parent, guardian, or custodian;
3. Prosecutor;
4. Court counselor;
5. Probation officers in the Section of Community Corrections of the Division of
Adult Correction of the Department of Public Safety,
D. All other requests for public records, including juvenile information requests, shall be
referred to the Support Services Division commanding officer. Such commanding
officer shall be familiar with state statutes and city policies related to public/open
records and shall keep the Deputy Chief of Police and Chief of Police informed of
each request.
E. Aside from records requests as outlined in (A) above, release of public records shall
not be made without the approval of the Chief of Police or designee. The Chief of
Police may provide blanket authority to release certain types of public records, and
may assign a designee (executive staff or city attorney) to facilitate release of
certain public records.
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03.11.4 PUBLIC INFORMATION RELEASE
A. Departmental policy and administrative changes or plans shall only be released to
the media or general public by the Chief of Police or designee.
B. Information regarding internal discipline, internal investigations, personnel matters,
complaints against department coworkers, and civil litigation shall only be released
by the Chief of Police, Director of Human Resources, or City Attorney in accordance
with NCGS 160A-168, Privacy of Employee Records. This statute provides that
information about city employees may be made public is limited to the following:
1. Name; age; date of original employment or appointment to the department;
current position/rank/title; current salary; date and amount of most recent pay
increase or decrease; demotion; transfer; suspension, separation, or other
change in position classification; and the office to which the coworker is currently
assigned.
C. Requests for crime or administrative statistical information shall be referred to the
Office of Management, Analysis, and Planning commanding officer. Such
commanding officer shall keep the Deputy Chief of Police and Chief of Police
informed of each request and shall not release statistical information without the
approval of the Chief of Police or designee.
D. Only the Chief of Police, City Manager, or City Manager’s designee is authorized to
speak on behalf of the department. It is understood that coworkers may be asked
for their opinion in a public forum. When providing an opinion under appropriate
circumstances it must be clear that the coworker is not speaking on behalf of the
department and that their statement or opinion does not represent the department’s
position on the matter.
E. When allowed by policy and upon request, coworkers shall provide factual and
accurate information to the media and general public without jeopardizing the rights
of crime victims or of persons accused of a crime and without compromising the
security of any investigation or breaching any confidential relationship. If a coworker
is uncertain as to the application of these guidelines to a specific situation, the
coworker shall refer the request for information to the Office of the Chief of Police.
03.11.5 MEDIA RELATIONS
A. NEWS/PRESS RELEASES
1. News releases concerning general crimes or minor public safety issues (i.e.,
traffic crashes, road closures, etc.) shall be prepared – and may be disseminated
– by the applicable bureau that is handling the matter. In most cases there is
ample time to prepare a release and have the draft reviewed by a bureau
commander before its publication.
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a. It is understood that sometimes a timely news release can be the difference
between identifying and locating a criminal or missing/endangered person
and not being able to do so. When command staff are not working and in
such cases when timely notice to the media is required, a supervisory officer
may prepare a news release that contains basic relevant information to
include a photograph(s) or still video capture. When disseminating a news
release under time sensitive circumstances, ensure that the commanding
officer and bureau commander are blind copied on the email to the media.
2. All other news releases shall be prepared by a bureau commander or the Chief of
Police and may only be disseminated with the approval of the Chief of Police or
Acting/Interim Chief of Police.
B. MEDIA REPRESENTATIVE AT SCENE
1. A request for information from a media representative at the scene of an on-
going police investigation or operation shall be directed to the senior ranking
officer in charge, who will provide essential factual information within the
guidelines established by this order.
2. Such senior ranking officer in charge may delay providing information to media
representatives when an emergency exists. Media representatives should be told
why the delay is necessary and provide the appropriate information once the
emergency is over.
C. MEDIA ACCESS TO CONTROLLED OR SECURED AREAS
1. For the purpose of this procedure, controlled areas are areas not open to the
general public or unauthorized persons. Media representatives may be admitted
to these areas upon expressed approval of the Chief of Police or designee.
2. Secured areas are defined as locations secured by crime scene tape or other
visible barrier or perimeter such as a crime or incident scene subject to the
restrictions stated below regarding private premises. Media representatives and
the general public shall not be provided with access inside secured areas. The
media and general public do not have a right to secured areas where their
presence is likely to compromise the successful completion of an investigation,
the preservation and collection of evidence, or the life or safety of another
person. When access to these areas is initially denied to the media
representative or general public, the officer in charge of the scene should explain
the reason(s) and allow access as soon as practicable.
3. If a secured area is privately owned, the decision to allow or forbid future media
or public access shall be made by the owner or next of kin once the area is no
longer deemed secured by the ranking officer in charge of the scene.
4. In those circumstances where apparent danger exists, the media representative
should be advised of the risk(s) and then be allowed access after the ranking
officer in charge receives an acknowledgment that the media representative
understands the risk(s). When life-threatening situations exist, the media
representative should be denied access until the life threatening danger is no
longer present.
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5. Coworkers shall not attempt to deny or restrict media representatives or the
general public from taking photographs or recording video of an area or an
individual. Coworkers shall refer to General Order 09.15 Recording of Police
Activity for further instruction.
a. Coworkers may feel certain photographs or video will be inappropriate, but
the media is ultimately responsible for determining what is appropriate to
print or televise to the public.
D. IDENTIFCATION OF MEDIA
1. Coworkers shall require adequate identification of media representatives prior to
permitting access to controlled and/or secured areas.
2. For the purpose of this order, media representatives shall include reporters,
photographers, camera operators, and other media personnel.
3. Possessing a press credential or media identification is the responsibility of the
individual media representative.
E. MEDIA NOT EXEMPT FROM LAW
1. In recognizing the media representative’s primary responsibility to report
newsworthy incidents by obtaining information, photographs, and video, officers
shall not unnecessarily obstruct the media in the pursuit of this function.
However, the news media are not exempt from municipal, state, or federal laws
and are not legally entitled to special treatment.
F. COWORKER PUBLICATION
1. Any coworker who represents the department by writing articles or columns
relating to official department business and containing crime prevention or other
law enforcement information that is intended for publication in any newspaper,
magazine, community paper, online blog or other media must make the Office of
the Chief of Police aware of said article or column by forwarding a completed
copy to the attention of the Chief of Police. This procedure does not apply to
coworkers who write to the media as private citizens to express a personal
opinion.
2. Coworkers shall request pre-approval from the Chief of Police for all special
media interviews or stories relating to official department business. This does not
apply to interviews given to the media at an active crime scene.
03.11.6 SOCIAL MEDIA
A. City Personnel Policy 8.18 covers social media and supersedes this section where
conflict may exist. It is the intention of this general order to expand upon and
compliment city policy.
B. The department’s official social media presence is determined by the City Manager’s
Office. Only the Chief of Police shall make a request to the city manager to increase,
decrease, or alter the department’s social media presence.
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C. FACEBOOK
1. The department participates in a shared public safety Facebook page with the
fire department, communications, and emergency management. The
department’s Facebook strategy is generally geared towards recruiting. Posts
are typically limited to positive internal events (i.e., awards, promotions, etc.)
and community events. However, from time to time Facebook may be used for
disseminating news or other public safety related information at the discretion
of the Chief of Police.
2. The Chief of Police’s designee for managing Facebook content is the Office of
Management, Analysis and Planning (OMAP). Coworkers are encouraged to
forward appropriate stories, ideas, pictures, and video to OMAP if they feel they
have content that should be shared publicly. OMAP will consider such requests,
keeping in mind the strategy behind the department’s Facebook page.
3. Notwithstanding the procedures outlined in General Order 03.10 – Use of
Personal Social Networking, coworkers who are highlighted on the department’s
Facebook page are allowed to link such posts to their personal social networking
page(s), if they so choose.
D. TWITTER
1. The department’s Twitter account @ConcordNCPolice is used as the primary
social media presence for news and public safety related information.
2. The Chief of Police may provide certain coworkers with login credentials to the
Twitter account; and may authorize them to post news and public safety related
information. Login credentials are confidential and shall not be shared without
the expressed permission of the Chief of Police.
3. Given the potential number of contributors with posting rights, and keeping the
140 character limit in mind, coworkers shall endorse or sign their post by ending
it with a forward slash (“/”) and their unique initials. This process will help to
manage content and provide accountability when questions arise or a follow up
reply is required.
4. Coworkers are encouraged to forward appropriate news, public safety ideas,
pictures, and video to their commanding officer if they feel they have news or
content that should be shared publicly. The applicable commanding officer will
promptly consider such requests, keeping in mind the strategy behind the
department’s Twitter account.
5. Notwithstanding the procedures outlined in General Order 03.10 – Use of
Personal Social Networking, coworkers who are highlighted on the department’s
Twitter account are allowed to link such posts to their personal social
networking page(s), if they so choose.
E. The type of information that can be released – and who is authorized to release it –
using social media, is the same as outlined in 03.11.04 of this general order.
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F. POTENTIAL USES
1. Social media is a valuable investigative tool when seeking evidence or
information about missing persons; wanted persons; gang participation; crimes
perpetrated online (i.e., cyberbullying, cyberstalking); and photos or videos of a
crime posted by a participant or observer.
2. Social media can be used for community outreach and engagement by providing
crime prevention tips; offering online-reporting opportunities; sharing crime
maps and data; and soliciting tips about unsolved crimes (i.e., Crimestoppers,
text-a-tip).
3. Social media can be used to make time-sensitive notifications related to road
closures, special events, weather emergencies, and missing or endangered
persons.
4. Persons seeking employment and volunteer positions use the Internet to search
for opportunities, and social media can be a valuable recruitment mechanism.
G. MONITORING
1. Social media shall be monitored on a regular basis. While not monitored on a
twenty-four hour basis, coworkers who are authorized to use the department’s
social media platforms may respond to public requests when practical and
applicable to the coworkers assignment, area of responsibility, or expertise.
2. Disclaimers shall be added to department social media pages that clearly state
the pages are not continually monitored, and that the department reserves the
right to remove a post or other content at any time if it violates the terms of
use established by the department or the terms of use of a specific social media
platform. This shall include:
a. Any comment posted by the public on an official social media page is the
opinion of the poster only, and its publication on such page shall not imply
endorsement of or agreement by the department.
b. The social media pages established by the department are not intended to
create a public forum. Accordingly, each page shall have in a place visible to
the public or accessible by hyperlink, a notice that the following forms of
content are prohibited and shall be removed:
i. Comments not related to the topic of discussion;
ii. Profane, obscene, uncivil, harassing, or inappropriate language or
content;
iii. Solicitations of commerce;
iv. Promotion or encouragement of illegal activity;
v. Information that may tend to compromise the safety or security of the
public, public systems, the City, its employees, or public officials;
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vi. Content that reflects negatively on the City, its employees, or public
officials, unless such comment relates to a matter of public concern
and is otherwise in compliance with the remaining provisions of this
policy;
vii. Defamatory remarks, personal attacks, or threats against any
individual person or group of people.
viii. Content that violates a legal ownership interest of any party;
ix. Any content in violation of or inconsistent with federal, state, or local
laws and ordinances;
x. Links to any outside websites that are inconsistent with this policy;
xi. Content that is repetitive or duplicative;
xii. Any content that is otherwise inconsistent with the spirit of civility
intended by the Terms of Use & Comment Policy.
3. The following notice shall be provided along with the comment policy above: The
department reserves the right to remove content that is deemed in violation of
this policy, City policy, or applicable law. Any user of department social media
that repeatedly violates the commenting guidelines as set forth in this policy may
be permanently removed from the social media pages. The City of Concord
reserves the right to temporarily or permanently suspend access to any page at
any time.
03.11.7 TEMPORARY PUBLIC INFORMATION OFFICER
A. The Chief of Police may designate a supervisory coworker or representative of the
city manager’s office to serve as a Public Information Officer when an incident or
police operation appears likely to draw extensive or ongoing media attention or
coverage.
B. The Public Information Officer shall be responsible for the coordination of all
information concerning the incident or operation, subject to release authority as
granted by the Chief of Police.
GARY J. GACEK
CHIEF OF POLICE