Media Service Level Agreement

Introduction

This page sets out the level of service that Sussex Police’s Media and Communications Department will provide to the media. The Service Level Agreement (SLA) is being introduced with two main aims:

• To maintain a mutual beneficial relationship with the media through transparency and managing expectations.
• To maintain a focus on our core policing priorities through proactive publicity: protecting communities, catching criminals and delivering an outstanding service.

Part 1 how we provide this service, the manner in which we work and the ways the media can access information under our SLA.

Part 2 provides a quick reference about different types of enquiries under our SLA.

The Media Team provides both reactive and proactive services:

• Responding to a range of new media enquiries, requests for interview and filming opportunities.
• Supporting operational policing on crimes, events or criminal justice. outcomes, to help prevent/detect crime, safeguard vulnerable people and protect public safety.
• Responding to public comment and enquiries on social media channels
• Delivering a 24/7 warning and informing service to the public.

The SLA sets out how we will balance these competing priorities with a focus on managing risk and maximising public safety.  As such, the team will deprioritise lower level crime requests, those that do not support operational policing or which should be directed at a partner agency.

Part 1

This section explains how to submit media enquiries, how we work and the service we offer to the media.

What is a media enquiry?
An enquiry from a trained, accredited, professional journalist who is working on behalf of a recognised media outlet. As a recognised media outlet, the organisation you work for will be regulated by the relevant code of ethics for print/online or broadcast media.

When should I submit a media enquiry?
Before submitting an enquiry, you should check the media centre section of Sussex Police’s website and our forcewide social media channels:

Facebook: @sussexpoliceforce https://www.facebook.com/sussexpoliceforce/

Twitter: @sussex_police https://twitter.com/sussex_police

Instagram: @sussexpoliceforce http://www.instagram.com/sussexpoliceforce

In addition to these, we have dozens more social media channels run by individual police officers and policing teams. These are force-supported but we do not have oversight of all the content that is posted. Please see social media in Part 2 for more.

These channels are regularly updated with items of public and media interest, so if we have anything to say about a police incident or a criminal case, it is likely to be on there already. If you can’t find anything, you can email the Sussex Police press office on [email protected]

*Press releases published on our media centre include details of the author and any off-the-record guidance. Please read this guidance before submitting an enquiry.

Will you respond to all media enquiries?
This SLA sets out what information your enquiry should contain and what our response is likely to consist of.

Please note that we receive hundreds of media enquiries per month from local, regional and national media, and sometimes we may only be able to provide basic details of a particular incident.

We will always attempt to respond to a specific enquiry from a reporter before publishing it online ourselves, unless a number of reporters were asking at the same time or the incident requires immediate promotion through our own channels.

How do I submit a media enquiry?
Please read the terms of this SLA before submitting your enquiry.

Our newsdesk is staffed between the hours of 7.30am to 5.30pm Monday to Friday (excluding bank holidays), and from 9am to 3pm on weekends.

All media enquiries should be sent to [email protected] 

This is a group email address accessed by all Media Officers. Any emails sent to individual Media Officers may not receive a timely response due to shift patterns, rest days or other commitments.

You can also call the newsdesk on 01273 404173 Monday to Friday 7.30am to 5.30pm (excluding bank holidays) and Saturday and Sunday 9am to 3pm.

Where an enquiry meets the terms of this SLA, we aim to provide a response as soon as we are able – within one working day as far as possible – and subject to officer availability/shift patterns. We may take longer to respond to less urgent enquiries.

We will take genuine deadlines into consideration, aiming to respond in four working hours where possible, and will endeavour to make you aware if we are unable to reach them. It is unlikely you will receive a response to an enquiry with an unrealistic deadline attached.

How do I submit a media enquiry outside these hours?
Outside these hours, if your media enquiry is urgent, you can contact Force Contact, Command and Control (FCCC) on 01273 470101 Ext 543005. Please be aware their priority is operational policing and they are not Media Officers – they may only be able to provide basic details of urgent incidents, subject to their availability.

If a specific incident requires immediate communication with the public, FCCC will liaise with the on-call Media Officer, day or night, to ensure this is done through the relevant channels. The on-call Media Officer is not available to respond to direct enquiries from the media, standby being over and above the agreed working hours.

What information should I include in my enquiry?
If you need to enquire about an incident that is not on our website or social media channels, we will require the following information:

• Date and approximate time
• Location to include road name and village/town/city
• Name of premises, if applicable
• A description of the type of incident, if known
• A serial or crime reference number is preferable – this will be provided to any individual who reports an incident

Kindly note we are unable to assist with speculative enquiries which do not meet the above criteria, for example “police sirens heard on X Road”. For details on the types of incidents we will respond to, please see Part 2. Enquiries on any other subject outside of this list may also be considered.

What is the SLA based on?
This SLA is informed by a number of sources, including:

• College of Policing authorised professional practice (APP) for media relations.
• Other codes of practice, including those that protect victims, personal data and operationally-sensitive information.
• Sussex Police’s strategic priorities, which ensure our resources are used in ways that support a policing purpose.
• British media law, including the Contempt of Court Act and Defamation Act.

It is also based on the force-agreed objectives for how we prioritise our newsdesk service.

How/when will the SLA be implemented?
After the SLA goes live, we will operate a one month ‘implementation/ grace period’. The guidance given is intended to help the media understand the most effective ways they can gather information. After that period, our response will be as outlined in this document.

Review

We will continue to review the SLA on a regular basis in liaison with our local media stakeholders.

Part 2

This section outlines how our Service Level Agreement is applied to specific media enquiries. It is presented in alphabetical order for quick reference.

Abduction/ Kidnapping
In cases of abduction or kidnapping where a life is genuinely thought to be at risk, the media may be asked to impose a news blackout. However, this will only be considered as a last resort and where absolutely necessary. The media will be asked not to report the incident if it is likely to make the release of the hostage more difficult. Any request for a news blackout must be endorsed by a senior officer.

Amounts of cash stolen
Specific details of cash or securities stolen from business or residential premises will not be confirmed, unless approved by the officer in the case (OIC). This is for security reasons.

Antisocial behaviour
We may only be able to confirm basic details of a report of antisocial behaviour unless there is a clear policing purpose, for example if an appeal for witnesses is required or there is significant community concern.

We understand how much crimes can impact victims, and when investigating each incident, officers will consider whether a press release is required. If so, this will come through our news desk and will be published on our website and social media channels.

Armed police
Not all incidents involving armed officers require an armed response. Our frontline officers are highly trained and multi-skilled to respond to a variety of incidents, and on occasions it may be that armed officers are the closest or most available unit to respond to an incident such as a road traffic collision, for example.

Arrests and charges
Once someone has been arrested or charged, proceedings are active and we are therefore limited to providing basic information about an incident, as outlined by the Magistrates’ Court Act. We also routinely publish information about arrests and charges on our website and social media channels.

We may be able to provide updates on bail / charge dates if your enquiry meets the terms of our SLA as outlined in Part 1.

We will not confirm the identity of an arrested person in line with APP, even if a name is put to us.

Arsons and fires
Media enquiries about fires should be directed to the relevant fire service. Only if the fire service confirms the incident is being investigated as a suspected arson, or where a death has occurred, we will respond to media enquiries for information. We may also publish information proactively where it supports a policing purpose, such as significant disruption.

Bomb disposal
We will endeavour to respond to media enquiries about the discovery of any suspected bombs/devices. Basic details may include the date, time and location of the discovery, as well as any cordons or evacuations.

If a report of a suspected bomb has a significant impact on the public, we may publish details of this proactively.

We may not be able to provide any further information about the device or the incident; any enquiries of this nature may need to be directed to the Explosive Ordnance Disposal.

Businesses
Businesses may be identified as part of police investigations, for example as part of an appeal for witnesses. In some cases, operational policing reasons may prevent businesses from being identified, for example where it could impact upon an investigation. The need to protect private information may also prevent businesses being identified, for example where identifying a business might indirectly identify a suspect. We will publish this information proactively where it supports a policing purpose.

Cautions
We do not release the identity of anyone cautioned. If asked about a specific case, we may be able to confirm the fact that a person was cautioned.

Complaints against the police
Information will be provided in response to media enquiries about complaints against the police.

Condition checks / injuries
We will only respond to media enquiries on condition checks where there is a significant change in circumstances, for example if a person sadly dies following an incident, or it is regarding a significant incident. This information may also be published proactively where there is a policing purpose. We will not respond to media enquiries which do not meet this criteria.

Court proceedings
For any significant cases which we have published proactively and where charges have been authorised by the CPS, we will endeavour to provide updates on our website and social media channels as soon as possible.

We regularly publish press releases about convictions on our website and social media channels. Any requests for information about a case we have not covered will not be considered; the media can access this information by attending court.

Media enquiries for any other court proceedings should be directed to the relevant court service in the first instance. We do not always hold the same level of information as courts; this can include pleas, results and court dates.

Criminal damage
We may only be able to confirm basic details of a report of criminal damage unless there is a clear policing purpose, for example if an appeal for witnesses is required or there is significant community concern.

We understand how much crimes can impact victims, and when investigating each incident, officers will consider whether a press release is required. If so, this will come through our news desk and will be published on our website and social media channels.

Custodial images
We will only release a custodial image if a defendant has been sentenced to at least three months’ imprisonment and once it has been approved by the investigating officer; we will not release custodial images for suspended sentences.

Custodial images remain the property of Sussex Police and are supplied for single use only, to illustrate a court report. They should not be archived or copyrighted by media organisations. Credit should read: Sussex Police. These can only be released contemporaneously following a sentencing.

In some circumstances we may not have a custodial image, for example if a defendant has been summonsed to court rather than arrested. This is common when dealing with roads policing matters slow time.

If you wish to request a custodial image, please provide the defendant’s name, date of birth, address and the relevant case file reference number on the court list. We are unable to respond to enquiries without this information.

Requests for custodial images will also be considered on a case-by-case basis.

Deaths and bereaved families

We will release the identity of people who have died only once the relevant coroner and next of kin enquiries have been completed, formal ID has concluded and family informed and their wishes taken into consideration and as outlined below:

We may identify people who have died in suspicious circumstances, providing it supports a policing purpose. If there is a specific reason not to release a person’s identity in these circumstances, we will provide an explanation.

In the event of a fatal road traffic collision where the death is non-suspicious, the next of kin may wish to provide a tribute. This will be published on our website and social media channels as soon as they are comfortable; no information will be released before this.

We will not otherwise identify anyone in non-suspicious circumstances; any requests for this information should be directed to the relevant coroner.

Deaths in police custody
Following a death in police custody, an initial statement will be prepared by and authorised by an officer of Assistant Chief Constable (ACC) rank or higher. It will normally include:

• Confirmation that a death has occurred
• Details of the deceased, subject to next of kin having been informed
• Confirmation of the cause of death, subject to the agreement of the coroner, and
• Confirmation that the matter has been referred to the IOPC. (The IOPC will have primacy if they decide on an independent investigation).

Body Worn Video / CCTV and other video assets

All requests should be made through [email protected] with clear rationale for the request. These will be reviewed within the required timescale.

Broadcast interviews

All requests should be made through [email protected] with clear rationale for the request.

Documentary or filming requests

All requests should be made through [email protected] along with summary details of the production. These will be reviewed on a fortnightly basis and assessed for suitability. To support this assessment, a documentary request proposal form may be provided for completion.

For attachments, ride-alongs or any times when you are using Sussex Police facilities we will require you to complete an indemnity form.

Fly-tipping
This is a matter for the relevant local authority, unless there is a clear policing purpose, for example if there is a danger to the public highway.

Major incident
A major incident is defined as an event or situation with a range of serious consequences which requires special arrangements to be implemented by one or more emergency service. Declaring a ’major incident’ triggers a predetermined strategic and tactical response from each emergency service and other responder agencies.

If a major incident is declared, we will collaborate with the other emergency services and partners, and the agency with primacy will be confirmed. We will work closely with the other agencies to co-ordinate our messages to provide key messages to the public.

If urgent messages need to be delivered to the public, we will prioritise the use of our social media channels for broadcast warning and informing. Please note that during major incidents, our communications channels are used to proactively share available information and this is our priority; during this time, our resources are being mobilised to respond according to our major incident plan. We are unlikely to have the capacity to deal with individual media enquiries in the early stages; all available information will be provided online – please share – until such time a resilient news service can be established.

In the case of a marauding terrorism incident we will publish our initial warning and informing messages via the Sussex Police Twitter account. Please share.

Medical incidents
Media enquiries about medical incidents should initially be directed to the ambulance service. We may not be able to provide any further information unless, for example, there is a significant road closure or a death has occurred.

Minor road closures / traffic disruption
We may not hold any information about road blocks/closures or traffic disruption, particularly if there is no police involvement. We are often unable to expand on the information already provided by the relevant traffic and travel updates.

If an incident causes significant disruption which our officers consider the public need to know about, this will be communicated through our relevant channels.

Misconduct
The force follows the College of Policing’s authorised professional practice which can be found at www.app.college.police.uk/app-content/engagementand-communication/media-relations

A MOU has been established for applications to attend misconduct hearings and to make representations upon private hearings and reporting restrictions. The force publishes gross misconduct hearings and outcomes.

Missing people
We routinely publish details of missing people on our website and social media channels, and provide updates when appropriate, for example when a missing person is found or if we receive new information which could help to locate them.

Due to the sensitivity of these cases, the information provided will not be expanded upon.

We treat each case individually, based on the circumstance of the case, taking in the vulnerability of the person and ensuring any details do not increase their risk of harm, for example, of exploitation, crime or illness to the individual. Wording will be factual and sensitive to the individual and consideration will be made as to the necessity of using the individual’s full name against the online legacy through sharing and the potential future impact for that individual. As appeals and images can influence public perception and evoke prejudice, comments made in response to social media appeals will be closely monitored.

If a missing person is found, we will include an image licensing note in our update which rescinds the permission to use the image originally issued for the missing person appeal. Such images must not be archived or copyrighted by news organisations.

Naming a suspect/defendant due at court
We follow the College of Policing’s authorised professional practice regarding naming suspects.

As such, we will neither confirm nor deny the names of anyone arrested who has not been charged, nor will we provide guidance.

We may name suspects proactively if they are wanted by police, and on arrest the name of the suspect will be reiterated to enable the media to identify and close the appeal. For more information about this process, please see ‘wanted people’.

The name of a defendant who is due at court may be provided to the media to aid court reporting, and this may be for guidance only, depending on the circumstances.

Off the record/Not for publication guidance

We will support you, in gaining an understanding of a case or incident, with guidance where possible with the understanding it is not for publication.

Photographs/video footage – investigations
Photographs or moving images relating to ongoing investigations will be provided proactively on our channels, if the officer leading the case determines this is appropriate, devoid of operational sensitivities, that does not compromise an investigation or justice outcome and has a policing purpose.

Photographs/video footage – evidence shown in court cases
We will consider the release of material shown in court on a case-by-case basis in liaison with the CPS, according to open justice principles, and subject to availability/deadlines. If we will not or cannot release material, we will explain to you why. We will not release any evidential material before it has been shown in court, as it could jeopardise proceedings.

Where possible we will consider a request to release images ahead of a verdict to help media to prepare for timely publishing on the understanding that the material will be used only if the jury returns a guilty verdict. We will require written confirmation that these conditions will be abided by. On receiving this we will provide them with a password for a dropbox specifically for that case.

Police helicopter
Air support for policing operations is provided by the National Police Air Service (NPAS). Please ensure your enquiry relates to NPAS – do not assume it is NPAS – before you submit it; we will not respond to speculative enquiries about a helicopter which could well be the air ambulance, the coastguard or even a private helicopter.

As with any enquiry, we will require the basic information as outlined in Part 1. We are unable to assist with any media enquiries which do not meet this criteria.

Public meetings
If you wish to report police involvement in public meetings, please be aware that the newsdesk cannot expand on comments – reporting should be taken from the meeting itself or the supporting documentation, as this is covered by the appropriate levels of legal privilege. However we will consider points of clarification if required.

Pursuits
As outlined in Part 1, we will only respond to enquiries which meet the terms of our SLA. We are unable to assist with speculative enquiries which include police pursuits; we are unable to search for police vehicles on the move.

Road traffic collisions (RTCs)
Kindly note we will only confirm basic information about minor injury or damage-only RTCs. Furthermore, any information we are able to provide may be limited, especially if an incident has only just occurred.

The vast majority of collisions which occur in Sussex are minor, and do not involve serious injury or significant disruption.

If there is a policing purpose, such as a need to appeal for witnesses or to notify motorists of disruption, this will be communicated through our website and/or social media channels.

We are unable to confirm that a collision is fatal until the next of kin of any victim(s) have been informed. We ask that the media take this into consideration.

Social media posts by officers
If you would like more information about an incident or subject that has been posted from a divisional or individual officer’s social media account, please contact the account holder directly. This can be done by replying publicly to the post itself. Not all accounts accept direct messages therefore we encourage making public contact first.

The force operates more than 130 social media accounts with a large number operated by individual officers. The Media Team do not have awareness or knowledge of all incidents or subjects published from these accounts. Officers are permitted to use their professional judgement to engage with the public about their frontline duties and 24/7 policing activity.

Please be patient when awaiting a response, as the officer/account operator may be unavailable due to leave/rest days or operational duties. In this scenario, please refrain from chasing your enquiry with us; we are unable to get a response any quicker than you and the officer will respond when they can. Officers with social media accounts are aware their responsibilities include responding to media enquiries arising from their tweets.

Statistics/FOIs
The newsdesk does not hold the force’s statistical information but may be able to assist in obtaining some forms of statistical data. However, this may take several days and is done as a courtesy to the media. If information is not available in this way, journalists may wish to submit a Freedom of Information request.

Unauthorised encampments
Any available details will be provided in liaison with the relevant local authority.

Victims and witnesses
Sussex Police follows codes of practice to protect victims, witnesses and their families. Surviving victims of, or witnesses to a crime will not be identified under any circumstances, even if this information was provided in court, and requests to approach victims on behalf of the media will not be responded to.

If a victim or a member of their family is willing to speak to media, details will be included in the ‘notes to editors’ section of the media centre.

Wanted people
We use an appeal process to trace people who are wanted on bail or warrant in connection with a criminal matter. This information is supplied proactively, when there is a clear and legitimate policing purpose.Updates will be provided to the media when an appeal is no longer active, so that the details and related images can be removed from media channels at the earliest opportunity for legal purposes.