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The Communications Office sends a weekly email, Monday Morning Announcements, to ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ employees. This email shares information about upcoming events, Board policy changes and other important messages for staff members. To submit information for inclusion in Monday Morning Announcements, please email announce@nasboces.org.

The Communications Office also sends out “Special Announcements” periodically to highlight specific important information and media coverage.

Please visit the Branding Toolbox on the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ Employee Website for a number of useful tools, including the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ logo, electronic letterhead, Board listing, non-discrimination statement and templates: nassauboces.org/brandingtoolbox.

The Communications Office is an integral part of the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ Emergency Response Team. Information is made available using a variety of tools, including an Emergency Call System, the media, social media, the website and an information hotline. See nassauboces.org/emergencycommunications for details.

If one of your staff members needs to update their contact information in the Emergency Call System, they should log into their Employee Self-Service Account, which can be accessed through the Employee Website, nassauboces.org/employees. They can add or delete phone numbers using this account. If you receive an inquiry about a former employee being removed from the system, please refer them to the Department of Human Resources.

Consultants are added and removed by the Communications Office as needed. Please email vtaylor@nasboces.org any time you change on-site consultants.

Student information is pulled directly from the student information system and should be updated there.

All staff are expected to comply with copyright laws. If you are working on a project that may include copyrighted material and you are unsure how to proceed, please reach out to Angela Marshall, amarshall@nasboces.org.

The Communications Office manages a number of email lists for important audiences. These are used for the distribution of targeted promotional emails for professional development offerings, events and new/revamped programs and services. To request an email promotion, please email tbeach@nasboces.org.

The Communications Office plays a critical role in several annual agencywide events and awards programs – the Education Partner Awards, Employee Recognition Day, the George Farber Outstanding Student Awards, PTA Dinner, Board Orientation and the State of the Agency Address. In addition, the office plans several employee engagement events, such as Mets/Yankees baseball game, Islander hockey game, fishing trip and Marcum Workplace Challenge. Team members also plan a variety of other events each year, from ribbon cuttings and building dedications to legislative breakfasts and conferences.

The Communications Office processes requests for the Freedom of Information Law (FOIL) and the Family Educational Rights and Privacy Act (FERPA). FOIL allows individuals to request existing public records from public agencies such as ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ. FERPA allows parents/family members to request student records. If you receive a written request for a record, please forward it to foil@nasboces.org. For more information about FOIL, visit nassauboces.org/foil.

If a lawyer or other official requests records, immediately notify the Communications Office. We work with a law firm to determine the appropriate response.

Government relations is coordinated through the Communications Office. Throughout the year, legislators are invited to tour ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ’ facilities and individual meetings are set up with legislators and governmental officials. They also receive many of our publications and news about students from their legislative districts.

Staff who receive communications or invitations from legislators or government officials should immediately share this information with the District Superintendent and Angela Marshall.

Each year, the Agency also participates in BOCES Day by sending a bus of students, administrators and Board members to Albany to meet with state legislators. This is financially supported by ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ unions and other sponsors.

Specific government relations requests should be directed to amarshall@nasboces.org.

Graphic design is handled by the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ Graphic Arts and Printing Service, 516-396-2030. The Communications Office works cooperatively with them on various projects. If you need help with developing content and photographs prior to the design phase for any publication, please contact ajohnson2@nasboces.org.

ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ hosts and maintains e-mail discussion groups (listservs) that connect more than 9,000 educators in the region to a professional community for research, discussion and mutual support. Visit nassauboces.org/listservs to learn more about these school leadership lists. For questions about creating a new listserv, please email the List Manager at lists@nasboces.org.

The Communications Office has a variety of marketing materials to be used at open houses, conferences and other events. All of these items are available for use by any program. These items include branded banners, podium signs, T-shirts, table runners, a tent, air dancer and more. Please visit nassauboces.org/marketingmaterials to see pictures of the available items.

All media inquiries should go through the Communications Office via Theresa Schaefer at tschaefer@nasboces.org.

In an emergency: 911 calls are broadcast over public radio channels, which are monitored by the media. If media show up at your location, send a security guard to politely remind them that they are not allowed on school grounds (except when specifically invited). Media have the right to stand on public ground – the sidewalk or road – and should not be approached if they are standing in these areas. Call the Communications Office at 516-396-2207. Depending on the situation, additional security or a member of the Communications Office may come to the school to deal with the media.

Requests for interviews: If a member of the media calls, politely direct them to call the Communications Office at 516-396-2207. We will collect information from them such as the topic of their piece, deadline and what questions they plan to ask. We will work with you to determine whether it would be appropriate to respond and help to develop talking points.

Student interviews may be arranged as well. Students should be prepped by the Communications Office and school staff before they participate in an interview.

Before a staff member or student participates in a media interview, they must sign a media release. All students/staff who appear in photos/videos even if they are in the background must have a release. Exception: Students at Barry Tech, GC Tech and the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ High School for the Arts (LIHSA) use an Opt Out form instead of a media release. See Media Releases/Opt Out.

Media alerts: If you are having an event and would like to invite the media, please call the Communications Office. We will draft a media alert and pitch the story to the media. Media coverage can be dependent on many factors. If it is a busy news day, they may not come or may not air the story.

Press releases: If you would like to share a story about a program or activity at your location, please contact the Communications Office so that a press release can be written. Press releases are sent to the media, posted on the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ website, shared on social media and sometimes used in other publications. It helps if you fill out our Press Release Request form, which is attached. We are here to promote our programs and services, but we can’t tell your story if you don’t share it with us.

Media releases are used to give the Agency permission to use a video or photo of someone (staff, student or guest) in our printed and online materials. These forms are provided to Special Education schools at the start of every school year. Once they are signed, a copy should be mailed to the Communications Office.

Some RSIP programs (Barry Tech, GC Tech and LIHSA) use an Opt Out form instead. This form is used by a parent or guardian only when they do not consent for their child to appear in media or publicity. Language explaining the Opt Out procedure is printed in the student handbook and the ºüÀêÊÓƵ»ÆÍøÕ¾ÊÓƵ Master Calendar. RSIP in-district students are covered by their district’s media release policy.

Starting in the 2018-19 school year, the Agency is also asking employees to sign media releases if they are going to appear in photos or videos for marketing purposes.

All media releases and Opt Out forms may be found at nassauboces.org/mediareleases.