Current through Register Vol. 49, No. 9, September, 2024
1073.0.0.
COMMUNICATIONS POLICY
This establishes the Department of Human Services (DHS)
communications policy which includes all verbal, written and computer-based
communications within and emanating from DHS. The policy is applicable to all
DHS employees.
1073.1.0
Staying
Informed1073.1.1 Employees are
responsible for staying informed on agency issues through the internal
communications available to them and for seeking additional information from
their supervisors when needed.
1073.1.2 Directors and supervisors will
strive to provide prompt and complete information to employees, recognizing
their responsibility to keep employees informed.
1073.2.0
Written Documents
1073.2.1 Employees drafting any document
should try to write in a clear, uncluttered style.
1073.2.2 Supervisors should be aware of the
quality of written documents leaving their units.
1073.3.0
Office of
Communications
The Office of Communications is available to assist division
directors in preparing for legislative appearances and also to assist in
preparing printed materials for internal training and communications.
1073.4.0
Publications
1073.4.1 The Office of
Communications will evaluate all internal and external DHS publications with a
focus on avoiding duplication, and coordinating the effort to ensure that an
easy-to-read style is maintained.
NOTE: A prior evaluation of newsletters to clients
and providers is required only if the division is embarking on a new
communications project. If the division is continuing with the same form of
communication they have utilized in the past a prior review is not required;
however, the Office of Communications should be included in the distribution of
any mass communique.
1073.4.2 The Director of Communications will
oversee publication of a bi-weekly, departmental newsletter to bring topical
information to all DHS employees. When possible, the newsletter will be used to
give employees advance notice of information that will be released to the
media.
1073.5.0
News Media
1073.5.1 The Office of
Communications will coordinate communications with the news media, handle
incoming media calls and arrange radio, television, and newspaper interviews
with the DHS employee most qualified to discuss the issue. The Director of
Communications will work with division directors to determine how each request
can best be handled and will keep the DHS Director informed about news stories
involving DHS.
1073.5.2 The DHS
Director will provide input on how DHS policy can best be conveyed to the
public and the media.
1073.5.3
Employees at the county level should strive to develop a working relationship
with the local media in their region. The Office of Communications recognizes
that county supervisory employees and facility administrators are often capable
of handling routine press questions. An attempt should be made to resolve
issues at the lowest level possible. If the press inquiry is anything out of
the ordinary, the local supervisor should notify the division director and the
Office of Communications which will work with all the involved parties to
determine how the situation can best be handled.
1073.6.0
News Releases
All news releases must be sent to the Office of Communications
for editing and distribution to the media, unless doing so would cause the news
release to lose its timeliness. In such cases, a copy of the news release must
be sent to the Office of Communications on the date of distribution. (Routine
meetings, public hearings and training announcements; advertisements; and
schedules are exempt.)
1073.7.0
Communications with the State
Attorney General's (AG's) Office
1073.7.1 Requests for advice from the AG's
Office will be from division/office directors, or their designees, who will
contact the assistant in the AG's Office responsible for consulting with and
advising DHS. An informational copy of all written requests will be submitted
to the DHS Director.
1073.7.2
Requests for an official opinion from the AG's Office will be prepared for the
DHS Director's signature. A statement of the need for the opinion will
accompany the request. The DHS Director will review and, if approved, forward
the request to the Governor's Office which will forward it to the AG's Office
for disposition.
1073.7.3 All
proposals for legal services contracts will be submitted to the DHS Director
for approval. A statement of justification will be included. The DHS Director
will review the request and, if approved, forward the proposed contract to the
Governor's Office where it will be considered in consultation with the Attorney
General's Office.
1073.8.0
Federal Office Visits
Division/office directors will keep the DHS Director informed
regarding impending visits by federal officials and associated entrance and
exit conferences. Written notice will be provided immediately to allow for
attendance by the DHS Director if indicated. The notice will include the name
of the visiting official and the time, place and purpose of the visit. (Does
not apply to unannounced visits by federal officials.)
1073.9.0
Initiating
Section/Department
Office of Finance and Administration Human Resources/Support
Services Section Policy and Administrative Program Management P.O. Box
1437/Slot Number W403 Little Rock, AR 72203-1437 Telephone: 682-5835
Replacement Notation: This rule replaces DHS 1073
dated 5-25-99 and supersedes DHS
Policies: 1015, Departmental Requests to the Attorney General's
Office and 1041, DHS News Releases.
