Athletics Media Relations
The Athletics Media Relations staff serves as the liaison for the media with Pacific student-athletes and coaches. The Athletics Media Relations staff produces a number of publications from press guides to game programs. The office generates press releases and publicizes Tiger student-athletes, coaches, and sports programs. Office personnel also handle nominations for Academic All-America teams. Athletics Media Relations personnel are present at all home and many road contests to record results and handle media needs. A photo service is available for student-athletes to purchase action photos taken at their events.
The Department of Intercollegiate Athletics is responsible for the operation of the Athletics Media Relations unit. This departmental unit is committed to practices, procedures and policies that reflect the integrity of the program and its mission consistent with its membership in the National Collegiate Athletic Association (NCAA).
The University of the Pacific's athletics teams generate a high level of interest and media coverage. The Department is aware that its image affects the reputation of the entire University and urges all student-athletes, coaches and staff to exercise extreme care when making any statements to the media. Since a single incident or impulsive statement can receive national attention, specific policies have been developed concerning interviews, press conferences and news releases.
The functions of this unit include, but are not limited to:
- Developing team information guides.
- Coordinating the reporting of results from sports contests.
- Developing and distributing media releases.
- Functioning as a clearinghouse for all sports/event schedules.
- Maintaining sports archival information.
- Updating and maintaining the athletics website.
- Overseeing the department's video-streaming initiative.
- Securing appropriate releases from student-athletes for media information dissemination.
- Maintaining appropriate, sports-related biographical information on student-athletes, coaches and athletic personnel.
- Organizing press conferences and news releases for the Department.
- Organizing press assignments in press area(s) of sports venue.
The Media Relations staff makes dealing with the media a pleasant and manageable experience. A wide variety of local and national media outlets, ranging from The Pacifican, to the Stockton Record, to ESPN may be interested in covering Tiger Athletics. The Athletics Media Relations staff will help coordinate all publicity for student-athletes and their teams.
There are three simple rules communicated annually to the student-athletes to be used in dealing with the media at the University of the Pacific:
- All media interviews should be arranged through Athletics Media Relations;
- Home telephone numbers should not be given to members of the media; and
- No dialogue with a member of the media should ever be considered "off the record."
The Director of Athletics, working in conjunction with the Assistant Director of Athletics for Communications and the coaches, is ultimately responsible for determining which types of information and commentary are appropriate for media release. Although coaches and student-athletes have the ability to speak with media representatives without supervision, they must keep in mind that certain types of information concerning the Department should be carefully stated and in certain cases discussed with the Athletics Media Relations Office prior to the interview.
FERPA (Family Educational Rights and Privacy Act of 1974) protects students' education records maintained by educational institutions. The University has information available on its website related to student privacy rights and can be found at http://web.pacific.edu/x7070.xml
Student information protected by FERPA includes anything not designated as "directory information" by the University. Therefore, the release of any other information about a student without proper authorization by the student is a violation of federal law. Departmental release forms, consistent with athletics are given to student-athletes on an annual basis for their signed authorization.
All departmental personnel are expected to comply with University, NCAA and all conference rules and regulations, as well as federal laws regarding the release of personal information about student-athletes and prospective student-athletes.
The Athletics Media Relations Office has sole authority to release the names of prospective student-athletes when a National Letter of Intent is fully executed. Any premature and unauthorized disclosure of this information may cause embarrassment to both the Department and the University and could be a violation of NCAA rules. Press coverage at the site of the signing may not be facilitated in any way by a representative of the institution.
Furthermore, all information concerning a prospective student-athlete is confidential until a National Letter of Intent is properly executed. Response to press inquiries regarding any verbal commitment must be generic in nature, as to only confirm that they are being recruited.
All contact with members of the media (including, but not limited to radio, television and print personnel) must be approved by either a head coach or Athletics Media Relations. No coach or student-athlete should do a radio, television, Internet, or print interview without informing Athletics Media Relations in advance. Requests for credentials and passes for home and away contests of any type should go through Athletics Media Relations as well. Media outlets, opponent sports information directors, etc. should not be contacted by multiple Athletics staff members, if possible.
Production of press releases, video, audio, or any type of public relation or media material representing the University of the Pacific Department of Intercollegiate Athletics must be approved by Athletics Media Relations. The above includes all promotional or informational pieces aimed at prospective student-athletes, coaches, and/or parents of prospects.
The Athletics Media Relations Office coordinates all interviews between departmental staff or student-athletes and legitimate representatives of press or media outlets, including radio, television, the internet and other publications. All requests for interviews received by Department personnel should be referred to the Athletics Media Relations Office. The granting of an interview that may address any controversial issue or matter under investigation is subject to prior approval of the Director of Athletics.
All coaches and student-athletes are encouraged to participate in interview sessions in order to generate positive publicity and present the best possible image of the University, including one of good sportsmanship. However, it is preferred that all interviews are arranged through the Athletics Media Relations Office.
The responsibilities of the Athletics Media Relations Office in the coordination of interviews include, but are not limited to the following:
- Arrange one-on-one interviews between members of the media and members of the Department, to include arranging for a proper place and atmosphere for the interview;
- Accompany the media representative to the interview and perform the necessary introductions whenever possible;
- Provide information and guidance when needed to the person(s) to be interviewed on points of special interest or topics which are anticipated to be introduced by the media representative;
- Provide advice and counsel to student-athletes as to proper attire, conduct and value to be achieved from a favorable interview result, not only to the student-athletes, but also to the designated sport and to the Department;
- Counsel and work with members of the media to ensure that interviews of student-athletes do not interfere with practice time or other scheduled activities and that a pre-selection of student-athletes to be interviewed is achieved and that, if selected, the student-athlete(s) are interviewed in a timely manner;
- Establish "special" interview periods for student-athletes or coaches who find themselves overwhelmed by interview requests from the media submitted through normal procedures; and
- Provide suggestions for handling negative questions.
Pursuant to the guidelines for arranging interviews published in the University of the Pacific media guides (which are available to each media outlet), reporters are expected to contact the Athletics Media Relations Office to arrange interviews with anyone involved in the intercollegiate athletics program. When speaking with a reporter who has not arranged for an interview, extreme care should be used to avoid disclosure of any information of a sensitive nature regarding departmental business, as the image of the Department greatly affects the reputation of the entire University.
Interview sessions are held at various times throughout the academic and athletic year. In general, coaches are interviewed frequently in season by local media, and once or twice a week by the regional or national media. Interviews with coaches and student-athletes are usually held before or after practice sessions. However, interviews may be arranged for other times at a site to be arranged by the Athletics Media Relations staff. In all sports, win or lose, coaches and student-athletes are expected to be available to the press following the athletic event. Post-game interviews are usually conducted after a ten (10) minute cooling-off period.
Head coaches, along with the Athletics Media Relations staff, may wish to provide their student-athletes with specific guidelines for speaking to media representatives. While different guidelines may be appropriate for different sports, all coaches should include instructions on responding to both typical and high stress situations, which may occur during or after a game.
Athletics Media Relations personnel will not provide members of the media with home or cell numbers of student-athletes and coaches without expressed permission. If a telephone interview is requested, the Assistant Director of Athletics for Communications will ask that the selected student-athlete/coach to return the phone call at a designated time. It is strongly suggested that any phone call placed by a student-athlete or coach to be dialed beginning with *67, to prevent the inadvertent distribution of their phone number.
Coaches and student-athletes are expected to return phone calls in a timely manner when requested to do so by the Athletics Media Relations Office.
Departmental personnel must notify the Assistant Director of Athletics for Communications if they plan to do a speaking engagement, convention or clinic. The Assistant Director will provide news releases and/or biographical information as needed. Such notification to the Assistant Director should precede the event by at least two (2) weeks.
Media conferences pertaining to the intercollegiate athletics program may only be called by one of the following individuals:
- Director of Athletics
- Assistant Director of Athletics for Communications
The Athletics Media Relations Office is responsible for conducting all media conferences. The usual format of the media conference begins with a statement by the administrator, coach or student-athlete followed by questions from the media. Printed support material is usually made available to the media.
A preseason "Media Day" will be held for some sport teams, just prior to the start of the season, on a mutually agreed upon date by the head coach and the Athletics Media Relations Office.
The Athletics Media Relations Office is responsible for composing, editing and releasing all media releases pertaining to the intercollegiate athletics program at the University of the Pacific. All releases are to be written in news style, providing appropriate statistical data, notes, quotes and other facts concerning upcoming events.
Any member of the Department desiring to release an item to the public should notify the Athletics Media Relations Office. The information to be released should be provided in a factual and correct manner in order to promote the best interests of the Department and the University. Any media release which may be of a sensitive nature, requires the prior release approval of the Director of Athletics.
Media releases pertaining to administrative and coaching personnel are coordinated with the University of the Pacific Office of Marketing & University Communications. This is the responsibility of the Athletics Media Relations Office staff. Personnel actions are not to be released or discussed with the media without prior approval from the Director of Athletics (or his or her designee) to assure that all University guidelines have been followed and that all necessary signatures have been received.
The Director of Athletics is to be consulted prior to any media release of a sensitive nature. The normal method of distribution is by fax and email. Media releases are distributed to a standard local, regional and national media list, as appropriate. The Athletics Media Relations Office maintains a national and local mailing list for releases. Other lists are tailored to each sport (i.e., Golf Digest, Track and Field News, etc.).
It is the responsibility of the Athletics Media Relations Office to create a records file and general file for each sport. Releases are filed for easy reference during each year. At the end of the year all releases for the past year are transferred to an archive file.
The Department considers its publicity materials not only a means of providing the media with vital information about the intercollegiate athletics program but also a means of eliciting support from the University and surrounding community. In order to achieve these goals, the Athletics Media Relations Office is charged with the responsibility of producing professional publicity materials of the highest quality within University, NCAA and all conference rules and regulations.
All publications to be produced must be approved by Athletics Media Relations. This is especially important regarding the use of the Powercat logo. Approval from the Marketing Director is required for newsletters, booklets, programs, flyers, brochures, and etc. that go out to the media, community, prospective student-athletes, parents, etc. A guide on the correct usage of the logo will be given to each coaching staff member.
The Athletics Media Relations Office is responsible for producing an annual media guide for each intercollegiate sport sponsored by the Department. Please note that the documents are only available online. Criteria governing the publication of a media guide are as follows:
- The guide is formatted and sized according to individual sport requirements. The number of pages, use of photos, etc., is commensurate with the media interest in the sport. The number of guides to be printed is determined by media requirements and those requested by and agreed to with the Head Coach of each sport.
- The expenses in the production of the media guides are incurred by the Athletics Media Relations budget.
- The University's purchasing and printing procedures are observed in the production of all media guides.
- Media guides will be available online at http://pacifictigers.com. Coaches are responsible for digital distribution of the guides to recruits.
- The Athletics Media Relations Office determines the price (including the cost of mailing) of the media guide for each sport. Any cash or checks received by the Athletics Media Relations Office are forwarded on the same business day to the Athletic Business Office in accordance with University Cash Handling and Business Policies & Procedures.
Media guide proofs are subject to the approval of the Head Coach, in consort with other administrative staff of the Department. Media guides usually contain the following information:
- The season schedule for the designated sport;
- Statistics and record of the sport from the previous season; event, season and career statistics for individual student-athletes; and event and seasonal records for the team;
- Biographical materials on the President, Vice President, Director of Athletics, the Head Coach and Assistant Coaches for the sport, and other notable individuals as may be appropriate, will be included. The Office of Athletics Media Relations, as well as the Office of the Director of Athletics will maintain a biographical sketch sheet on each sports administrator and head coach. The Assistant Director of Athletics for Communications will assist personnel accordingly in the development of a current vita.
- A capsule story on the University, including generic photographs and general information;
- Rosters/Roster Changes-Please inform the Athletics Media Relations staff regarding any and all roster changes, additions, and deletions. This is especially important for walk-ons who are not on the season opening roster. Any time a student-athlete is added to a team, he or she should be sent to our office to fill out a questionnaire.
- A capsule "look" at the opponents for the season;
- A list of letter winners in the designated sport and, if appropriate, post-season honors earned by former student-athletes in the sport;
- A telephone directory for the Department of Intercollegiate Athletics is placed in selected guides; and
- Information concerning the stadium/arena/field used for home competitive events.
The Athletics Marketing Office is responsible for the production of schedule cards and posters for various intercollegiate sports. In general, schedule cards and posters are paid for by outside sponsors for promotional considerations. The ideal time for distribution of schedule cards and posters is three (3) months prior to the opening of the season, however, schedules must be officially approved prior to printing.
Media Relations should have a season schedule for every team by August 1 of each year. Schedule cards, media guides, and posters are being finished at that time, so all information to be included should be submitted. If a schedule is not completely finished or times are tentative, coaches should inform Athletics Media Relations once the times and events are finalized.
The Athletics Media Relations Office is responsible for producing a program for most intercollegiate athletics events. The criteria governing the publication of a program will be determined in consultation with the Head Coach and the Assistant Director of Athletics for Communications is as follows:
- The program is formatted and sized according to individual sport requirements;
- The Department reserves the right to editorial control regarding copy and photos utilized;
- Advertising material must comply with University, Conference, and NCAA guidelines. Coaches may not place logos or advertisements in game programs (or media guides) without prior approval of the Assistant Director of Athletics for Communications;
- The cost of programs to the consumer must be commensurate with program prices at other institutions; and
- The program must include rosters of competing teams. Examples of other information that may appear include photos of student-athletes, general information about the University and the Department, and schedules for that particular sport, as well as other University of the Pacific teams competing in that season.
University purchasing procedures are observed in the acquisition of all programs. Programs may be printed on glossy stock or prepared by the use of a photocopier, depending on the event. Program proofs are subject to the approval of the Athletics Media Relations staff, in consort with other administrative staff members.
With the approval of the Director of Athletics, special insert sheets may be included with programs (e.g., for the award of special prizes, to make announcements or offer promotional opportunities for those in attendance).
The Athletics Media Relations Office is responsible for maintaining an active file of photographs of University student-athletes, members of the coaching staff and principal administrative officials. Copies are made available to members of the media upon request without charge. The Athletics Media Relations Office and the individual requesting the photograph mutually determine internal use.
"Picture Days" are scheduled at a time when the Head Coach of the particular sport knows which squad members will be on the team for the next season and in sufficient time to produce the photographs necessary for use in the annual media guide. The Athletics Media Relations Office schedules these events in conjunction with the Head Coach. Some "Picture Day" costs are covered in the Athletics Media Relations Office's budget for photography and all head coaches should discuss any questions with the Athletics Media Relations staff.
The photography file contains head-and-shoulder portraits of each person noted above. In addition, a file is maintained by sport, containing photographs taken at events during the sports season.
When it is mutually agreed that existing photographs are still usable, but the coach/administrator desires new photographs be taken and used, all new photographs are delivered and charged to the requesting coach/administrator's budget.
Photographs requested by a student-athlete, coach or administrator for personal use may be ordered directly from the photographer personal expense of the individual or the sport's budget if for office use. Photographs may be reviewed in the Athletics Media Relations Office by appointment.
Photographs are not provided to any student-athlete unless included as a part of an approved athletic award. Photographs selected by the student for duplication or for prints are delivered to the photographer by the Athletics Media Relations staff or may also be picked up by the photographer from the Athletics Media Relations Office. Under no circumstances are student-athletes allowed to leave the Athletics Media Relations Office with photographs, slides, transparencies, or negatives.
The Department of Intercollegiate Athletics website (home page and associated links) will be controlled and maintained by the Athletics Media Relations Office. The website maybe outsourced to a vendor as approved by the Director of Athletics. Regarding input access, only authorized athletic personnel will have input access to the Departmental website.
The Department recognizes the importance of providing maximum assistance to accredited members of the media. Conversely, the University expects members of the media to conduct their duties in an orderly and cooperative manner.
The Assistant Director of Athletics for Communications, in conjunction with the Director of Athletics, is responsible for establishing the guidelines for media coverage of major sports events. The Athletics Media Relations Office is responsible for staffing all home events with a member of the Athletics Media Relations staff. Moreover, a staff member of the Athletics Media Relations Office is assigned the responsibilities of providing for an intercollegiate sport's publicity needs for an entire season.
Staffing responsibilities may include, but are not limited to, the following:
- Reporting and recording results of events;
- Issuing press credentials to approved members of the media;
- Playing host to the visiting team's Athletic Media Relations personnel;
- Coordinating and monitoring activities in the press box; and
- Coordinating post-game interviews.
The Assistant Director of Athletics for Communications works with the visiting team's Sports Information personnel regarding official party credential requirements and other support needs.
Although Athletics Media Relations Office staff members may travel to away events on occasion, it is often the case that the information is obtained either by telephone or by computer/internet. Each Head Coach will be provided with telephone numbers of the Athletics Media Relations staff in order to report the results of an away event on a timely basis. At times, the Athletics Media Relations Office may request that the Head Coach call selected media representatives directly. A staff member will also contact the host institution for results. All results are distributed to wire services, newspaper, television and radio stations, and are reported to the Conference offices and are posted on the official athletics website.
The Athletics Media Relations Office is responsible for issuing credentials (i.e., press passes) to all approved members of the media. Priorities for granting passes are determined by the Assistant Director of Athletics for Communications. Credentials are not issued to any individual not serving in an assigned working capacity for a legitimate news organization. Credential requests made by freelancers will be reviewed on a case-by-case basis.
Legitimate media agencies are considered one of the following:
- Newspapers, periodicals and radio/television stations providing regular coverage of the University of the Pacific sports;
- Visiting media representatives approved by the visiting Assistant Director of Athletics for Communications;
- Agencies retained by University to record the event;
- Representatives of radio/television networks given rights to broadcast a contest on a national or regional basis, or such other agency as may have been granted a contract for coverage; and
- Other media outlets, which are approved, based upon proximity to the University of the Pacific campus, circulation, strength of signal, etc.
The Department requires that every request for media credentials be made in writing. A letter or response is sent detailing what credentials have been authorized. Seasonal credentials are issued to members of the media covering most University athletics events on a regular (daily) basis. When appropriate, media representatives are assigned specific seats or areas in which to perform their duties.
Parking lists are provided at home events for members of the media.
The credentials are held at a special "will call" window for pick-up on the day of the event or they are mailed out. Proper identification must be shown before the credentials are released. Credentials will not be mailed during the week of the athletic contest.
The Assistant Director of Athletics for Communications, in conjunction with the Head Coach, is responsible for establishing and distributing rules and guidelines that assist in controlling and maintaining order on the playing surface and in the designated press box area.
Press Box Coverage
To ensure orderly press box operations, a seating chart is developed for some sports by the Athletics Media Relations staff members who assign seats for every media representative. Press box credentials are issued to working media only. The entrances to the press box are monitored by members of the security staff. A misuse of credentials or misbehavior in the press box is cause for ejection and forfeiture of media credentials for the remainder of the season.
During any athletic contest, only photographers, television cameramen, sound technicians and "cable pullers" who are wearing visible credentials are allowed in areas on or adjacent to the playing surface. All other members of the working media must operate from the press box or other areas designated by the Assistant Director of Athletics for Communications.
The Assistant Director of Athletics for Communications is responsible for obtaining and distributing working credentials for departmental staff and certain media representatives from the host team in advance of away games. University of the Pacific normally does not allow members of the media to travel with its teams.
Security personnel are authorized to remove from a restricted area any individual who lacks proper identification.
Designated Athletics Media Relations personnel remain in the press area following athletic events to coordinate and supervise post-game coverage. They are responsible for providing official statistics, arranging interviews with players and coaches, and for providing general assistance to the media. Every effort is made to comply with the policies and requests of the individual head coaches. Athletics Media Relations staff will also be present in the designated post-game interview area to assist the media.
Athletics Media Relations staff will report all scores of on-campus events and away events. Scores and information from away events should be called in by Pacific coaches to their appropriate Athletics Media Relations contact. Media Relations staffs of other institutions are usually available for assistance in sending results.
It is the responsibility of the Athletics Media Relations Office to record, compile and maintain all statistical and historical data on each sport. Reports of scores and statistics are made to the Conference Offices and the NCAA, when appropriate.
The Athletics Media Relations Office establishes files on each student-athlete upon entering the intercollegiate athletics program. The file contains a publicity questionnaire concerning past history, athletic and academic achievements and personal information. These files are updated with statistics, photographs, feature articles and other materials as appropriate. The Release of Student Information Form granting permission to the Department to disclose certain personal information is kept on file in the Athletics Compliance Office.
Professional scouts are welcome at University of the Pacific home events and positive accommodation will be made accordingly by the Assistant Director of Athletics for Communications. Accommodation may also include parking.
The Athletics Media Relations Office, in conjunction with the Communication Department, will work to video stream home athletic events. A master schedule will be put together to video stream as many contests as possible. The Athletics Media Relations Office will work with Head Coaches to maximize the live video stream, and to secure post-game interviews.
The purpose of the Pacific Athletics Hall of Fame is to recognize individual University of the Pacific players, coaches, and administrators, as well as teams for exceptional contributions to the prestige of the University of the Pacific through participation and association with Pacific Athletics. The Hall of Fame Committee actively solicits nominations of those student-athletes, teams, coaches, administrators, or benefactors who have distinguished themselves through their athletic ability, leadership and/or citizenship.
The eligibility criteria for nominations are based upon a designated time interval that must pass following the end of one's affiliation with the Pacific Tigers athletics program. There are three categories of membership in the Pacific Athletics Hall of Fame: Student-Athlete, Coach/Administrator/Benefactor and Team.
- Must have been a Pacific letterwinner.
- Must have attained a degree of proficiency in athletics.
- Must have brought above average recognition to him/herself and to Pacific because of successful athletic endeavors.
- Must be a representative example of Pacific's concept of the dedicated student-athlete who has demonstrated the qualities of character and leadership, and/or who has been successful in his/her chosen field of endeavor.
- Must be a person who, through personal endeavor, leadership, and sacrifice over a period of years, has made an extraordinary contribution to the Pacific athletics program, or
- Must be a representative example of Pacific's concept of the dedicated student-athlete who has demonstrated the qualities of character and leadership, and/or who has been successful in his/her chosen field of endeavor.
Teams may be considered for induction on the basis of their season records, post-season accomplishments, and/or the impact their success had in bringing recognition to and the support of Pacific's intercollegiate athletic program.
The following designated time interval must pass after departure from the Pacific athletics program in order to be eligible for nomination:
- Student-Athlete or Team = 10 years
- Coach or Administrator = 5 years
- Benefactor = May be considered at any time
Nominations for potential inductees may be submitted at any time. Information forms for accepted nominees will be retained on file by the Athletics Hall of Fame Committee and reviewed each year. The Committee will annually review the list of newly eligible student-athletes and teams.
The Committee will make its selections based upon individual and team achievements, particularly in the areas of athletic ability, leadership, citizenship, and contribution to and support of the Pacific intercollegiate athletics program. The Committee will select the inductees each year by a majority vote.
The purpose of this policy is to recognize individuals for exceptional contributions to the prestige of the University of the Pacific from the field of intercollegiate athletics. All varsity intercollegiate athletic sport programs in the history of intercollegiate athletics at the University of the Pacific are eligible to have players receive this recognition.
- Completed NCAA eligibility (by time of selection)
- Athletic merit achieved at the University of the Pacific
- National recognition by student-athlete, i.e., Top Pro Draft Pick, National Player of the Year, NCAA Season or Postseason Award, First Team All-American, Multiple All-American honors, Conference Athlete of the Year, etc.
- Exceptional qualifications above normal Hall of Fame requirements
- Automatic Nomination: (Individuals who have received the following recognition shall be automatically nominated after the minimum waiting period set forth above)
The following factors are what the Jersey/Uniform Selection Committee will consider and review upon nomination:
- Exemplifies outstanding character, leadership and personal accomplishments which have a lasting impact on the University;
- Success of team during tenure; and
- Stats compared to other student-athletes in that sport above and beyond Hall of Fame recognition.
Nominations may come at any time and from any source. It must be submitted to the Director of Athletics. It will be reviewed by the student-athlete's head coach or the current head coach of the student-athlete's sport. The nomination will be reviewed by the Jersey/Uniform Selection Committee which must have a unanimous vote for approval. The recommendation will then be forwarded from the Director of Athletics to the University President for final approval.
The Jersey/Uniform Selection Committee shall be comprised of the:
- Director of Athletics
- Associate Director of Athletics for Development
- External Relations Director for Athletics
- Assistant Director of Athletics for Communication
- Head Coach (appointed by the Director of Athletics)
The formal presentation will be made at an athletics event of the recipient's sport or at another major intercollegiate athletics event. Regarding timing, the process should provide for enough time for proper planning in terms of publicity, event planning, and recipient planning.