6.4
MBIE is committed to being accessible, transparent, knowledgeable and credible in its
interactions with the news media. We want to manage our engagement with the media
constructively, promptly, and professionally.
Media engagement
6.5
The Communications teams within the Communications and Government Services branch are the
first point of contact for the news media in reactive and proactive situations. This ensures the
appropriate spokespeople are utilised, communications are coordinated and approved signoffs
are achieved.
6.6
Responses to news media enquiries should be given priority and be as prompt as reasonably
practicable, taking into consideration complexity, reputational risk, confidentiality concerns and
the operating environment of ‘no surprises’ with Ministers.
6.7
The Communications teams will inform relevant people leaders and MBIE people and keep them
up-to-date with follow-up news media questions or ongoing requests.
6.8
If a media request seeks official information, it falls under the definition of an Official Information
Act 1982 (OIA) request and should be considered under the OIA, fol owing the Media Requests for
Official Information Procedures. However, sometimes it may be more appropriate to treat a
media request for official information through the formal OIA process. In these instances, please
refer to the Official Information Act Request Policy and follow the Official Information Act
procedures.
MBIE people talking to media in their private capacity
6.9
MBIE people have the right to interact with the news media as private individuals, as long as
doing so does not interfere with their official duties, or negatively reflect on the operations,
standing or integrity of MBIE. (Refer to the Standards of Integrity and Conduct from Te Kawa
Mataaho Public Service Commission.)
Designated Spokespeople
6.10
MBIE will name spokespeople in the interests of transparency, unless there is a good reason not
to.
6.11
The Communications teams wil work with the business to determine designated MBIE
spokespeople who can engage with news media.
6.12
When acting as an MBIE spokesperson, MBIE people must not express personal views to news
media. These may discredit MBIE or impair its effectiveness. MBIE people must maintain public
service neutrality at all times. (See the MBIE Code of Conduct). This does not preclude relevant
MBIE people whose role it is to provide professional opinion (e.g. the Chief Economist) providing
views to news media in that capacity.
Sign-off
6.13
Sign-off of communications with news media must be sought from the relevant Senior Manager
or someone they have delegated this responsibility to. The Communications Manager or Principal
related to the work wil decide if/when they need to refer a proposed response to a Deputy
Secretary, The Secretary/Chief Executive, or advise the Minister’s office.
Title:
N
ews Media Policy
Date of Issue:
July 2017
Dep Sec Sponsor:
Deputy Secretary Strategy and
Assurance
Version:
2.1
Last Review:
December 2023
Policy Owner:
GM Communications and Government
Services
Policy Classification
Operational
Next Review:
December 2026
Security Classification:
Unclassified
Page
3 of
7
d.
Publishing Official Information Policy
e.
Social Media Channel Policy
10 Relevant legislation, regulations and standards
a.
Copyright Act 1994
b.
Defamation Act 1992
c.
Harmful Digital Communications Act 2015
d.
Official Information Act 1982
e.
Plain Language Act 2022
f.
Privacy Act 2020
g.
Public Records Act 2005
11 Measures of success and compliance management
Measures of Success
11.1
The Communications teams regularly monitor and evaluate how well the news media policy is
working. The measures of success are that:
a.
News media queries are given priority and are promptly acknowledged. News media
queries are responded to as quickly as reasonably practicable and information provided is
accurate and credible.
b.
Only designated spokespeople engage with the news media for interviews and similar
activities.
c.
There is appropriate consultation in MBIE before a news media response is provided.
d.
All information released to the news media is signed-off by the person with the relevant
authorisation.
e.
MBIE spokespeople do not express personal views.
f.
Ministers are kept informed under the ‘no surprises’ convention.
g.
An accurate and comprehensive news media log is maintained.
Training and communication
11.2
To ensure the policy is effectively communicated across the Ministry and that designated
spokespeople have the required competencies to engage with the news media, the
Communications teams will:
a.
Organise news media training where it is needed, including for new spokespeople or in
areas where there is heightened public interest.
b.
Remind MBIE people of the policy by communicating it through internal channels.
c.
Promote the policy in interactions with MBIE people across the organisation.
d.
Publish the News Media Policy on the policy page of the Intranet.
e.
Guidelines, checklists and online modules are used to inform MBIE people and people
leaders of their obligations.
Compliance management
11.3
The General Manager, Communications and Government Services branch will monitor compliance
with internal policy requirements by:
a.
Monitoring of compliance with required processes, procedures or guidelines set out in the
mandatory procedures manuals.
b.
Daily monitoring of MBIE news media engagement performance (including an
environmental scan and news media log) to ensure compliance.
Title:
N
ews Media Policy
Date of Issue:
July 2017
Dep Sec Sponsor:
Deputy Secretary Strategy and
Assurance
Version:
2.1
Last Review:
December 2023
Policy Owner:
GM Communications and Government
Services
Policy Classification
Operational
Next Review:
December 2026
Security Classification:
Unclassified
Page
6 of
7
c.
Follow up and analysis of non-compliance with support provided to ensure future
compliance.
d.
Keeping a formal log of news media enquiries and final responses sent.
e.
Ensuring all breaches are recorded and those which are of a serious nature (e.g.: something
that is related to a breach of privacy or that is damaging to MBIEs reputation) are reported
immediately using Camms.
11.4
Compliance information regarding the performance of this policy will be provided to the relevant
business group and the Enterprise Risk, Compliance and Insurance team on a quarterly basis.
12 Non-compliance
12.1
Failure to comply with this policy may be considered a breach of the Code of Conduct.
12.2
Any action taken as a result of a breach of any of the obligations set out in this policy will be
conducted in good faith, a fair process will be followed, and the person involved will have a full
opportunity to respond to the concerns or al egations and have access to appropriate support,
advice or representation.
Title:
N
ews Media Policy
Date of Issue:
July 2017
Dep Sec Sponsor:
Deputy Secretary Strategy and
Assurance
Version:
2.1
Last Review:
December 2023
Policy Owner:
GM Communications and Government
Services
Policy Classification
Operational
Next Review:
December 2026
Security Classification:
Unclassified
Page
7 of
7
