IMK > For ansatte > Retningslinjer for informasjon > Information policy

Information policy for staff at IMK

On the 21 March 2006, the Department Board agreed on the following information policy for staff at the Department of Media and Communication.

Reasons for implementing a staff information policy:

• Simplifying expectations between staff

• Simpifying the stream of information between staff and to external audiences

• Documenting our practice

• Create continuity over time

• A united approach

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Emails

• All emails must be replied to as soon as possible, and within one week.

• If you are not able to give a complete answer immediately: please acknowledge the email and if/when the sender can expect a more detailed reply.

• Consider the right tone of formality.

• Bear in mind that the recipient might need to know the history of the email.

• Consider who might need to be copied in on the email.

• Be brief and clear. Do not assume that the receiver already knows what the topic is about.

Email signature

• Email signatures should consist of name, job title, department, address, telephone number, email address and URL.

• The signature must appear straight after your text.

• Click here to configure your email signature if you're using a PC (Mozilla Thunderbird).

• Click here to configure your email signature if you're using a Mac (Apple Mail).

• If you have any technical questions, please contact IT Officer Lars Gundersen or Communications Officer.

Emailing lists

• Details about IMK's emailing list (eg. ansatte[at]media.uio.no) must not be distributed externally - these are for staff only.

• Confidential information, private information and improper descriptions must not be distributed via the emailing lists. Abuse of the code may result in exclusion from the list.

'Out of office' reply

• An automatic 'out of office' reply must be set up in your email programme for absence of more than three days.

• The message should include details about how long you will be away for, whether you are contactable by (mobile) telephone, as well as your email signature at the end.

• Absence must also be recorded on the message board in the reception of IMK.

• Absence due to illness must be reported to Kristin Sandberg either by phone or email, whom in turn will post this on the message board.

• Click here to find out how to set up your automatic 'out of office' reply.

• If you have any technical questions, please contact IT Officer Lars Gundersen or the Communications Officer.

Media inquiries

• If a journalist contacts you directly, you are free to decide whether you would like to handle this yourself or refer to our Communications Officer. But please note that the latter is not a spokesperson - only academics are.

• Do let the Communications Officer know after you've been interviewed for an article/broadcast, as it allows us to track media coverage and gives us useful media contacts whenever we need to approach the media ourselves.

Tips:

• Remember ask for the journalist's name, who they represent, contact details and deadline. Make a written note for your own memory.

• Feel free to not reply on the spot - instead you may say "I'll get back to you with more details on this". However, if you've promised a journalist to call back: do it.

• Always ask what the information is for.

• 'Off the record' interviews are strongly advised against.

• You are entitled to ask the journalist to read your quotes before the article goes to print.

Telephone messages/answering machine

• Ensure you've set up your own voicemail with name and job title.

• Specific voicemails must be set up when you are away from the office for more than three days.

• Incoming voicemail messages must be replied to as soon as possible, and within three days (if possible).

Business cards

• Each member of staff must be able to present a personal business card.

• Business cards must be printed in both Norwegian and English.

• Kristin Sandberg will help with ordering new business cards.

Graphical profile

• All visual presentations (print, Powerpoint and web) must adhere to the Faculty's design templates.

• Powerpoint templates: Click here for PC, or click here for Mac.

• Printed presentations (leaflets, brochures, posters etc.) must be discussed and agreed with the Communications Officer first.

• Official letters must contain the Department's letterhead.

• Please contact our Communications Officer if you have any questions regarding the design templates.

Web updates

• The Communications Officer is IMK's web editor and is responsible for updating www.media.uio.no. This does not include the individual course pages, which are the domain of the Student Advisers/Course Directors.

• Each member of staff is responsible for ensuring that their online academic details are correct and up-to-date. Towards the end of Spring 2006, staff will be given the opportunity to update those pages themselves. More details to follow.