News Media Protocol

South Carolina State University Protocol Regarding News Media on Campus

Introduction

South Carolina State University (SC State) welcomes news media representatives to campus.

We strongly encourage media representatives who plan to visit to notify University Relations so we can help connect you with sources, arrange logistics, and secure appropriate access to authorized locations (see contact information below.)

As a public institution, SC State is an open campus that provides news media with reasonable access to outdoor and indoor spaces; however, SC State has a responsibility to regulate media access to ensure students and employees can carry out the teaching, research, and public service mission of the institution. The Office of University Relations has the discretion to limit access during certain situations.
In working with news media, SC State also must balance its need to make sure teaching, research, and essential workplace activity is not disrupted; to protect the health and safety of students, employees, and campus visitors; and to protect the privacy rights of students, their families, and employees for whom the SC State campus is the place where they live and work.
SC State also must comply with federal and state laws on public records and student information, including the Family Educational Rights and Privacy Act (FERPA), which protects the confidentiality of student academic and education records.
News media representatives should note that the SC State University campus has juveniles in the student body, at Felton Charter School, the Child Learning and Development Center and the Harold Powell Speech-Language-Hearing Clinic. Additional restrictions may apply.

Scope of Applicability

The following protocol covers media access and restrictions for South Carolina State University, as well as property or buildings owned or controlled by the university. This policy applies to any individual or group conducting interviews, including students working as journalists in paid or non-paid roles, conducting interviews, recording audio or video, or taking photographs for news or public media purposes on any platform, including the Internet.

In working with the news media, SC State must balance its need to make sure teaching, research, and essential workplace activity is not disrupted; to protect the health and safety of students, employees, and campus visitors; and to protect the privacy rights of students, their families, and employees for whom the SC State campus is the place where they live and work.

SC State also must comply with federal and state laws on public records and student information, including the Family Educational Rights and Privacy Act (FERPA), which protects the confidentiality of student academic and education records.

General Guidelines

Media representatives must display appropriate credentials while on campus, and all media vehicles must be clearly marked as such.
Media vehicles must be parked legally. Parking on walkways, lawns or other locations not intended for parking is prohibited unless expressly given permission by the Office of University Relations or the Athletics Information Office. See "Media Parking on Campus" for more information.
Media equipment must not damage SC State property.
Media equipment, vehicles, and personnel must not restrict traffic or access to buildings and fire lanes.
Additional restrictions on the use of television cameras, still cameras, flash photography, and other special lighting and audio equipment may be implemented on a case-by-case basis to minimize disruption or protect safety or security. If security is an issue, these items may be subject to inspection or further review.
For guidelines regarding commercial, non-news productions, view the procedure for filming on campus.
Except during special events open to the public, news media must garner permission to enter/remain on the campus outside of regular business hours. This includes live broadcasts taking place after 5 p.m.

Media Parking on Campus

SC State routinely enforces parking rules because of high demand and heavy traffic. It is also important that traffic flow, sidewalks, driveways, fire lanes, and access to disability accommodations and buildings are not blocked.

Media vehicles must be parked legally.
Media parking is not allowed on the sidewalks, lawns or other areas not designated for parking due to safety concerns for pedestrians and long-term viability of the walkways that were not intended to support the weight of any vehicles, especially today’s mobile news trucks.
To assist you with your parking needs, the Office of University Relations has identified parking locations that meet media access and technical needs. All sites have been used as live locations in the past. These locations are subject to availability for any vehicle without permits or tags.
Please remember that parking in or blocking fire lanes, travel lanes, or disability access areas is prohibited to maintain a safe and accessible campus. Additionally, no parking is allowed in spaces designated specifically for faculty, staff, or law enforcement.
Please contact University Relations in advance when coming to campus for parking assistance. We greatly appreciate your strict adherence to these parking restrictions. If you have any questions about media parking on campus, contact University Relations (see below).
News media representatives should obtain temporary parking passes from a guard shack at campus entrances unless otherwise directed.

Access to Residence Halls

Residence halls are the private living quarters for our students. To protect their privacy and safety, the residence halls are locked, and access for anyone other than the residents is limited.

Prior approval through the Office of University Relations is required for media to enter residence halls. To obtain permission to enter a residence hall, contact University Relations (see below).
If access is granted, a University Relations representative will escort media at all times while in SC State housing facilities. Unescorted media in any campus facility will be asked to leave.
Escorted media may shoot video, record, photograph, or report from the lobby areas of resident halls with prior approval from the Office of University Relations. Access to individual living quarters in residence halls also is prohibited without advance approval from University Relations.
Media may shoot video, record, photograph, or report from or solicit interviews on the public sidewalks or common areas outside of residence halls. In some special situations, media access to these areas may be limited to protect privacy, health, or safety.

Tobacco Free Policy

South Carolina State is a tobacco-free environment. Smoking is therefore prohibited in all indoor and outdoor facilities on SC State owned and leased property with no exception, including within vehicles parked on those properties. This policy also applies to any fraternity or sorority officially recognized by the university, visitors, and news media representatives.

Gun-free Campus

South Carolina State University is a firearms-free campus. With the exception of sworn law enforcement personnel, no one may process a weapon on campus per South Carolina state law and university policy. Anyone caught with a firearm will be arrested and prosecuted.

Photography/Videography/Filming on Campus

Restricted and Non-Restricted Areas

Media representatives are generally permitted to shoot video, record, photograph, and report or otherwise have access to spaces on campus that are open to the public, subject to reasonable time, place, and manner restrictions. The Office of University Relations has the discretion to limit access during certain situations.
With the exception of athletic events and news conferences, media representatives are instructed to always notify the Office of University Relations anytime they intend to enter the campus and check in with University Relations team members at Suite 100 of the Ko W.G. Administration Building on Geathers Street.
School groups often visit our campus, and identifiable minors cannot be filmed without parental permission.

Academic Instruction Areas/Classrooms

Classroom and academic buildings are not public. Permission to enter must be coordinated through the Office of University Relations.

SC State must comply with federal and state laws on public records and student information, including the Family Educational Rights and Privacy Act (FERPA), which protects the confidentiality of student academic and education records.
Filming in a classroom requires notice and express written permission from all students in class. An area must be provided for students wishing to attend class without being filmed.

Faculty/Employee Work Areas

Faculty, staff, or student offices or laboratories are not public. Permission to enter must be coordinated through the Office of University Relations.

Reporters or photojournalists must contact the Office of University Relations to request entry to private offices, academic buildings, the Washington Dining Hall, the Student Center and other facilities. Requests will be considered on a case-by-case basis.
If granted entry into a private office, a University Relations representative or an appointed designee will be on hand to ensure that disruptions are kept to a minimum. On some occasions, University Relations may authorize access without an escort, but that requires expressed permission.
SC State Campus Police facilities are not open to the public.

Athletics Venues

Prior approval through the Athletics Information Office is required for media to access Department of Athletics venues and offices including Staley Hall, Smith-Hammond-Middleton Memorial Center, Oliver C. Dawson Stadium, Dukes Gymnasium, the track and the softball field.

Performances

In general, audio recording, filming, or photography of any kind is prohibited during concerts, dramatic performances and other events that constitute intellectual property unless waivers are granted by the performing artists.
Media should contact University Relations to request access to record or photograph performances. Requests will be considered on a case-by-case basis and permission will ultimately be at the discretion of the group or artist.

Campus Exteriors

All campus outdoor sidewalks, green spaces, parking lots, and ramps are open to news media; however, the Office of University Relations has the discretion to limit access during certain situations.

Campus Events

Events where news media representatives are specifically invited do not require special permissions but may require RSVP to ensure proper set up.
Other campus events, such as lectures and forums that are free and open to the public are also open to the media; however, restrictions may be placed on cameras, lights, flash photography, and other equipment to minimize disruption.
Advance notice with University Relations is strongly encouraged, and news media credentials are required.

Other Campus Locations Requiring Prior Approval

Media are allowed in the following locations ONLY after receiving permission from University Relations. These locations require a designated university escort:
Recreational sports facilities, including student recreational facilities.
Inside libraries, museums, or other areas where quiet study rules are enforced or where collections may be endangered by media activity or equipment.
Inside venues during private functions that are not open to the public.
The Student Center, Washington Dining Hall and The Pitt Food Court.
Any marked construction area, crime scene, or hazardous or unsafe locations.
Campus Police facilities.

Brooks Health Center and the Counseling & Self-Development Center

Access inside and in the immediate area around Brooks Health Center and the Counseling & Self-Development Center is prohibited without advance notice and authorization from University Relations and the Division of Student Affairs.

Anyone found violating the privacy of students or employees will be escorted from the premises.

Use of Drones

In addition to the regulations issued by the Federal Aviation Administration (FAA), SC State regulates the use of drones during filming on campus.
The use of drones for shooting video, photographing, and reporting will be decided on a case-by-case basis and subject to approval by the Offices of University Relations, Facilities and Operations and Campus Police.

Public Records

As a public institution, SC State is subject to the laws and policies of the federal government, the State of South Carolina and the SC State University Board of Trustees.

All public records requests must be submitted to the Office of the General Counsel (OGC):

Office of the General Counsel

Ko W.G. Donma Administration Building, Room 213

300 College St., NE (29115)

PO Box 7395

Orangeburg, SC 29117

ogc@scsu.edu

The General Counsel is responsible for responding to all requests for information under the FOIA. The response deadlines are mandated by statute. If using electronic means to file a request, news media representatives should follow up with the OGC at 803-928-6740 to confirm receipt. The OGC may require the use of a FOIA form for record-keeping purpose.

SC State responds as promptly as possible to public records requests while protecting the privacy rights of students and employees, as well as other information that is confidential under federal and state laws. Examples of protected information include but are not limited to a students’ academic work or personnel records about an employee’s work performance.

All requests, including those for directory information, are subject to the Family Educational Rights and Privacy Act of 1974 (FERPA).

For additional information, please contact the OGC at 803-928-6740 or ogc@scsu.edu.

External Regulations and Consequences

U.S. Federal Aviation Administration (FAA), "Unmanned Aircraft Systems (UAS)"
SC State also must comply with federal and state laws regarding higher education, facilities, law enforcement, public records and student information, including the Family Educational Rights and Privacy Act (FERPA), which protects the confidentiality of student academic and education records.