Communications

Policy Statement

A fundamental pillar on which ARRO is established is that it will share information among its members and with other peak bodies, emergency management and road safety organisations and the community that are aligned to ARRO’s Values and Strategic intent. To achieve this, ARRO will communicate regularly.

Definitions

• eNews – a function of the ARRO web site allowing emails to be sent to registered users of the web site (i.e. ARRO members). eNews can be sent to select groups or all members. XO – Executive Officer, a portfolio that answers to the President and is appointed by the Executive Committee.

Context

ARRO has a number of media available in order to fulfil its commitment to share information, each of which are suited to particular target audiences. These include:

• eNews
• ARRO web site (both public area and members private area)
• Social media (primarily Facebook)
• Community safety information developed in conjunction with sponsors
• Presentations Media releases and spokespersons

Procedures

eNews

This form of email may be used to efficiently communicate any matters to ARRO members. The email may be sent to select groups (e.g. Executive only, CMT members or all members). It can include attachments where relevant and is ideally suited to matters requiring an urgent reply.

As a minimum any outgoing eNews items must include details of:

• The purpose of the communication The target group The response required, if relevant The due date for any response The name and contact details of the person making the request and where to seek further information

Web Site

The XO will be responsible for ensuring the ARRO web site is maintained. This will include regular updates and ‘refreshes’ of content to make the web site appealing and interesting to members and the public.

Whenever new information relevant to members is published on the web site (e.g. a technical bulletin) it should be accompanied by an eNews email advising members.

Community Safety Information

As part of the partnership with some supporters, ARRO may agree to develop jointly branded community safety advice and information. In all cases this will be approved by the ARRO Executive prior to publication and will confine itself to ARRO’s areas of expertise.

Presentations

Whenever ARRO is invited to deliver a formal presentation, any supporting material such as PowerPoint presentations or handouts should be prepared in a manner consistent with the ARRO Style Guide. Every effort should be made to ensure the content is accurate and consistent with ARRO policies and objectives.

Media releases and spokespersons

Any media releases issued by supporters or ARC hosts that include reference to ARRO should be checked and approved prior to release. Any quotes in media releases should be attributed to either the President, Vice President, Executive Officer or where relevant the Chief Assessor for a particular ARC. In some specific circumstances, it may be relevant to attribute the quote to a project leader if the release relates to a specific project.

Media requests for an interview should be directed to the President, or in the President’s absence the Vice President. Depending on the nature and timing of the interview, some may be handed over to the Chief Assessor for a particular challenge or the relevant project leader (e.g. scenario manager).

All media releases must be approved by the President, or in his absence the Vice President, prior to release.

Responsibility

All members of the Executive are responsible for compliance with this policy. The XO is responsible for ensuring that the web site is kept up to date. This person is also responsible for review of this policy.

Associated Documents

• Style Guide and Document Control Policy » – This document sets out how ARRO documents will be laid out, fonts to use, page layout, headers and footers, use of ARRO and sponsor logos.
• Sponsor and Partner Policy » – ARRO is committed to ensuring effective and appropriate recognition and support for all its sponsors and partners, without whose assistance ARRO could not achieve its objectives.

Record Keeping

There is no formal record keeping requirement under this policy. However e-copies of all newsletters should be retained for historical purposes.

Warning – Uncontrolled when printed!

The current version of this document is kept on the ARRO web site.

• Authorised by: President Original issue: 9 November 2008 Current version: 20 August 2019. Review no later than: 20 August 2021