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Page 8 of 150 <br />employee salary and benefit programs, process payroll, complete state and federal reports, document <br />employee performance, etc. <br /> <br />Employees have the right to know what data is retained, where it is kept, and how it is used. All <br />employee data will be received, retained, and disseminated according to the Minnesota Government <br />Data Practices Act. <br /> <br />Section 1.05 Media Requests <br />All city employees have a responsibility to help communicate accurate and timely information to the <br />public in a professional manner. Requests for private data or information outside of the scope of an <br />individual’s job duties should be routed to the appropriate department or to the data practices authority. <br /> <br />Any employee who identifies a mistake in reporting should bring the error to the city administrator or <br />other appropriate staff. Regardless of whether the communication is in the employee’s official city role <br />or in a personal capacity, employees must comply with all laws related to trademark, copyright, <br />software use, etc. <br /> <br />Except for routine events and basic information readily available to the public, all requests for <br />interviews or information from the media are to be routed through the city administrator. No city <br />employee is authorized to speak on behalf of the city without prior authorization from the city <br />administrator or his/her designee. Media requests include anything intended to be published or <br />viewable to others in some form such as television, radio, newspapers, newsletters, social media <br />postings, and websites. When responding to media requests, employees should follow these steps: <br /> <br />1. If the request is for routine or public information (such as a meeting time or agenda), provide <br />the information and notify the city administrator of the request. <br /> <br />2. If the request is regarding information about city personnel, potential litigation, controversial <br />issues, an opinion on a city matter, or if an employee is unsure if the request is a “routine” question, <br />forward the request to the city administrator. An appropriate response would be, “I’m sorry, I don’t <br />have the full information regarding that issue. Let me take some basic information and submit your <br />request to the appropriate person, who will get back to you as soon as he/she can.” Then ask the media <br />representative’s name, questions, deadline, and contact information. <br /> <br />All news releases concerning city personnel will be the responsibility of the city administrator. <br /> <br />When/if the city administrator authorizes a staff person to communicate on behalf of the city in <br />interviews, publications, news releases, on social media sites, and related communications, employees <br />must: <br /> <br /> Identify themselves as representing the city. Account names on social media sites must be <br />clearly connected to the city and approved by the city administrator. <br /> Be respectful, professional, and truthful when providing information. In most cases, only <br />factual information (not opinions or editorial comments) should be provided: “The city finished street <br />cleaning on 16 streets in the northwest corner of the city this past week” instead of “The city is doing <br />a great job with street cleaning this year!” Corrections must be issued when needed. <br /> Generally, not include personal opinions in official city statements. One exception is <br />communications related to promoting a city service. For example, an employee could post the <br />following on the city’s Facebook page: “My family visited Hill Park this weekend and really enjoyed <br />67