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City of Arden Hills Personnel Policy Effective February 29,2016 <br />Data Practices Policy <br />Political Activity Policy <br />Social Media Use Policy <br />Additional Guidelines for Offcial City Communications <br />Handling General Requests: <br />All staff is responsible for communicating basic and routine information to the public <br />in relation to their specific job duties. Requests for private data or information outside <br />of the scope of an individual's job duties should be routed to the appropriate <br />department or to the data practices authority. <br />Handling Media Requests: <br />With the exception of routine events and basic information that is readily available to the <br />public, all requests for interviews or information from the media are to be routed through <br />the Department Director or City Administrator. Media requests include anything <br />intended to be published or viewable to others in some form such as television, radio, <br />newspapers, newsletters, and websites. When responding to media requests, employees <br />should follow these steps: <br />If the request is for routine or public information (such as a meeting time or <br />agenda) provide the information and notify the Department Director of the <br />request. <br />If the request is regarding information about City personnel, potential litigation, <br />controversial issues, an opinion on a City matter, or if you are unsure if it is a <br />routine" question, forward the request to the Department Director or City <br />Administrator. An appropriate response would be, "I'm sorry, I don't have the full <br />information regarding that issue. Let me take some basic information and submit <br />your request to the appropriate person who will get back to you as soon as he/she <br />can." Ask the media representative's name, questions, deadline, and contact <br />information. <br />Communicating on behalf of the City: <br />The City Administrator, Department Directors, and communications staff are <br />authorized to communicate on behalf of the City in interviews, publications, news <br />releases, on social media sites, and related communications. Other employees may <br />represent the City if approved by one of these individuals to communicate on a <br />specific topic. When speaking on behalf of the City: <br />Employees must identify themselves as representing the City. Account names on <br />social media sites must clearly be connected to the City and approved by the <br />Department Director or City Administrator. <br />On social media sites only an administrator of the site may respond to requests <br />and post comments. <br />101