News Release Information Guidelines
Public Affairs wants to help you spread the good news about Cal Poly
CAL POLY CAMPUS COMMUNITY MEMBERS -- Submit your information to polynews@calpoly.edu for consideration for a Cal Poly News Release.
How to submit information for a possible news release
Always Make sure to include the "5Ws" -- WHO, WHAT, WHERE, WHEN, WHY (and ticket cost, if you are selling tickets/charging admission), plus an e-mail or phone contact for anyone in the public wanting more details.
News releases should generally be limited to 150 to 200 words and should not include lengthy quotes or opinions. All information submitted must be about university faculty, students, staff, departments, programs or official events.
Cal Poly does not post news or information on its web sites from third parties wishing to reach the campus audience. No Cal Poly e-publications -- including Cal Poly Report -- accept advertising.
The information you provide will be used by Cal Poly Public Affairs in news releases sent to the media -- both on-campus and off-campus media and local, statewide, trade or national media as news value merits. Remember: All news items sent to off-campus media must be approved and distributed by Public Affairs.
Please submit your information and details one month in advance of the date you want your information to go out. Many newspaper, radio and TV “calendar of events” sections require event news releases three weeks in advance. For best placement in media, get your information together early!
If your information is about an event (lecture, performance, etc.), remember:
- Only events open to the general public are eligible for a news release.
- Events open only to students can be publicized through the MyCalPoly portal in either the Campuswide Announcements or Student Events section. The Campuswide Announcements section is for announcements from departments, faculty and offices. The Student Events section is for announcements from student clubs and organizations. Click here for details on how to submit announcements to the portal.
- Events of interest to or open only to faculty and staff can be publicized through Cal Poly Report, the weekly e-newsletter for faculty and staff. Click here for details on how to submit items for Cal Poly Report.
Good topics for news releases include: regional, state or national awards for faculty or for student Instructionally Related Activities teams or groups, regional, state, or national awards for faculty and staff members, new academic programs or majors, workshops, seminars and lectures (open to the public) by interesting speakers or on interesting, timely topics, and performances by faculty or student groups (orchestras, dance, etc.).
On occasion, extremely newsworthy items may justify a longer news release. If so, Public Affairs will contact you for more information.
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