Policy – Media Relations Policy

Purpose

The ACIPC Media Relations Policy outlines when and how members, employees, directors, and committee members may engage with the media. It provides a clear process for media engagement, identifies authorised spokespeople, and outlines the College’s key messages to ensure ACIPC is represented consistently and with integrity in the public arena.

Scope

This policy applies to all individuals employed by, volunteering for, or representing the College in any capacity, including contractors and consultants (hereafter referred to as “members and staff”).

Policy statement

Engaging with the media is an essential part of ACIPC’s role in advocating for Infection Prevention and Control (IPC) and raising public awareness of its importance. Timely, accurate, and consistent communication enhances ACIPC’s credibility and reinforces its standing as Australasia’s peak body for IPC professionals.

All public communications must align with the College’s core values:

• Integrity: ACIPC does not knowingly circulate incorrect, defamatory, or misleading information.
• Professionalism: Media engagement must reflect the College as a unified, professional body, not a collection of individual voices.
• Consistency: Approved key messages will be used to guide all public-facing statements.

Authorise spokespeople

Only the following are authorised to speak on behalf of ACIPC:

• The President
• The President-Elect or other Board Directors (as delegated by the President)

Conflict of interest

Conflicts of interest, including perceived conflicts, must be declared prior to engaging with media on behalf of ACIPC. Refer to the ACIPC Conflict of Interest Policy for further guidance.

Key Messages (examples derived from ACIPC Position Statements)

• IPC must be formally embedded in the Australian CDC
• A national IPC surveillance system is urgently needed
• Improving indoor air quality (IAQ) must be a national IPC priority
• Airborne transmission of COVID-19 demands stronger respiratory protection
• Current national guidelines underestimate airborne risks
• Standardised training and ventilation improvements must support PFR use

Engaging with media

When:

Media contact may occur during public health events, outbreaks, or following ACIPC media releases. The ACIPC office may coordinate responses with the EMC.

How:

• If a director is approached by the media because of their professional role or expertise outside ACIPC, they may speak in that capacity but must not comment on behalf of ACIPC unless authorised by the President. The ACIPC office should be notified of any media contact.
• For incoming requests via the ACIPC office, the Executive Manager will coordinate with EMC to identify a suitable spokesperson.
• All public commentary must align with ACIPC’s policies, values, and approved messaging.

Media Protocols and Supporting Processes

Spokesperson Protocol:

• Use approved messaging and tone.
• Notify the office before or immediately after any media engagement.
• Provide a summary of interviews given.

Media Training and Support:

• ACIPC may offer media training and briefing notes to authorised spokespeople.

Review and Approval:

• All media releases and public statements require EMC or President approval before distribution.

Breach of Policy:

• Unauthorised or inaccurate media representation may result in disciplinary action per ACIPC governance policies.

Additional Protocols

Crisis Communication:

• A crisis lead (typically the President or Executive Manager) will coordinate messaging during emergencies.
• Pre-approved holding statements may be used for urgent issues.

Media Monitoring:

• ACIPC will track and review media coverage for accuracy and reputational impact.
• Corrections or clarifications will be issued where necessary.

Social Media Alignment:

• Public commentary on social media must adhere to the Media Relations and Social Media Policies.

Embargoes and Confidentiality:

• No confidential or embargoed material may be shared without authorisation.

Cultural and Jurisdictional Sensitivity:

• Statements should be inclusive and reflect differences across jurisdictions and populations.

Policy Review:

• This policy will be reviewed annually by the EMC to ensure relevance and alignment with strategic priorities.