I. Procedure.
It is the practice of the Kentucky Department of Education to ensure that all information disseminated to the public regarding department policies, programs and activities is accurate, comprehensive and complete.
To implement this policy, certain responsibilities must be defined with regard to the approval and clearance of department publications before release.
In addition, certain procedures are required for proper response to media inquiries and to requests for documents under the state's open-records law.
II. Approval and Clearance of Department Publications Before Release.
To ensure that all Kentucky Department of Education publications meet the highest standards of quality and accurately state the department's official word, the department has established the following rules governing the approval and clearance of department publications before release.
Publications are any written documents (brochures, booklets, newsletters, research reports, guides, manuals, direct-mail materials, e-mail, web or other electronic documents) developed by the department and expressly intended for wide distribution.
Every publication produced by the Kentucky Department of Education must be reviewed by the associate commissioner responsible for that subject area and approved by the responsible deputy commissioner or by that person's designee before it is released.
In every case, the deputy commissioner or the deputy's designee must consider and determine whether to submit a draft of the publication to the commissioner for approval before release. The following rules govern that determination:
1. Any and all written material bearing the commissioner's signature must be approved by the commissioner before release.
2. Any written material intended for distribution to an entire population (such as all schools, all districts, all legislators, all news media, all KDE employees) must be approved by the commissioner or the commissioner's designee before release.
3. Any written material may be submitted to the commissioner, or the commissioner's designee, for approval and release, based on the deputy commissioner's (or designee's) consideration and determination.
Ultimate responsibility for the content of a publication lies with the person who approves it for release.
III. Responses to Media Inquiries.
The Kentucky Department of Education is a custodian of public information for the citizens of Kentucky. A free and open exchange of public information is in the public interest and contributes to the development of sound public policy.
To ensure that information provided to the news media is accurate, comprehensive and complete, and that reporters have appropriate access to the best sources of information, the department manages all news media inquiries according to the following protocol.
All media contacts should be reported to the press secretary (or the director in the Division of Communications) and to the staff member's deputy commissioner before any information is released.
The best practice in responding to a reporter's call is to ask what the questions are, what the story is about and what the deadline is, and then call back with the information as soon as possible. This allows time to report the inquiry to the Division of Communications and to the appropriate deputy commissioner. The Division of Communications can make note of the contact and help prepare a proper response. The deputy commissioner can make sure that the information to be provided is complete and contextual. (In all likelihood the reporter has taken time to prepare questions; there is every reason for KDE staff to take time to prepare answers). The Division of Communications will notify the commissioner of all sensitive or significant media inquiries.
Any KDE employee who feels uncertain or uncomfortable talking to the news media may skip all these steps and refer the matter directly to the Division of Communications.
The Division of Communications may refer media inquiries directly to the appropriate staff person. In these cases, the staff person will be notified of the inquiry by the office.
Requests made directly to KDE staff from legislators or the LRC should be reported immediately to the legislative liaison in the Office of Legal Services and to the staff member's deputy commissioner. Requests made directly to KDE staff from members of the state board should be reported immediately to the director of the Division of the Commissioner and to the staff member's deputy commissioner.
IV. Requests for Department Records or Documents.
Except for exemptions explicitly stated in Kentucky's Open Records Law, documents and records maintained by the department are open to public inspection. All requests by news media or the public for department records or documents that have not already been publicly released must be made in writing and directed to the Office of Legal Services. Authority for responding to and acting on all such requests is centralized in the Office of Legal Services. If a reporter or a member of the public seeks department records, ask the person to fax or mail a written request to the Office of Legal Services and then notify the Office of Legal Services and the Division of Communications.
CONTACTS:
Lisa Gross, Press Secretary
Division of Communications
Phone: (502) 564-2000
Fax: (502) 564-3049
lisa.gross@education.ky.gov
Kevin Noland, Associate Commissioner
Office of Legal Services
Phone: (502) 564-4474
Fax: (502) 564-9321
kevin.noland@education.ky.gov
Bonnie Brinly, Legislative Liaison
Phone: (502) 564-4474
Fax: (502) 564-9321
bonnie.brinly@education.ky.gov
Mary Ann Miller, KY Board of Education Liaison
Phone: (502) 564-3141
Fax: (502) 564-5680
maryann.miller@education.ky.gov