Communications Policy

Introduction and Purpose

The National Society for Education, Mentoring and Media (NSEMM) is committed to maintaining consistent, professional, and accessible communications across all channels and platforms. This policy establishes our framework for all marketing, communications, media relations, and public-facing materials whilst ensuring compliance with our charitable objectives and values.


This policy applies to all staff, volunteers, trustees, and anyone representing NSEMM in any communications capacity. It covers our approach to brand consistency, digital communications, community engagement, crisis management, and ethical conduct in all external-facing activities.


As a charity dedicated to making education accessible through our pay-what-you-can model and free provision in Nottingham City and Broxtowe, our communications must reflect our commitment to inclusion, accessibility, and educational excellence whilst maintaining the highest professional standards.

## Communications Governance

### External Relations Team Authority


The NSEMM External Relations Team has overall responsibility for website management, content approval, brand compliance, newsletter and blog content creation, social media strategy and implementation, and crisis communications coordination. The External Relations Officer serves as the primary approver for all design and communications materials and can be contacted internally through the intranet or externally through the contact page at nsemm.org.uk/contact.


All communications materials, including but not limited to social media posts, marketing materials, newsletters, press releases, and website content, must receive approval from the External Relations Officer or any team member discharged by this officer before publication or distribution.

### Website Management


The External Relations Team maintains exclusive control over website updates and content management. All requests for website changes must be submitted through appropriate channels and approved before implementation. The team ensures that all website content meets accessibility standards and aligns with our brand guidelines.

## Crisis Communications

### Crisis Response Hierarchy



    **Primary Crisis Spokesperson:** Chief Executive Officer

    **Secondary Crisis Spokesperson (in absence of CEO):** Chief Operating Officer

    **Tertiary Crisis Spokesperson (if both unavailable):** Designated Trustee



During any crisis or emergency situation affecting NSEMM, all external communications must be coordinated through the designated crisis spokesperson. No staff member, volunteer, or representative should speak to media or make public statements without explicit authorisation from the crisis management team.

### Crisis Communication Protocols


In the event of a crisis, the External Relations Team will immediately assess the situation and coordinate with the appropriate spokesperson to develop a response strategy. All communications during crisis situations must prioritise accuracy, transparency, and the protection of student and staff welfare whilst maintaining NSEMM's reputation and charitable mission.

## Social Media Management

### Platform Strategy


NSEMM maintains an active presence on Instagram, YouTube for animated videos, and LinkedIn. Each platform serves specific purposes within our communications strategy, with Instagram focusing on community engagement and student success stories, YouTube providing educational content and organisational updates through animated videos, and LinkedIn maintaining professional relationships and sector engagement.


All social media content must align with our brand guidelines, maintain a professional tone appropriate to our educational mission, and comply with platform-specific best practices whilst ensuring accessibility and inclusion.

### Content Approval Process


All social media content requires approval from the External Relations Team before publication. This includes posts, stories, videos, and any interactive content. Emergency or time-sensitive posts may be published with post-publication review, but this should be the exception rather than the standard practice.

## Media Relations and Press

### Media Contact Policy


NSEMM does not currently maintain relationships with local journalists or press contacts. All media enquiries should be directed to the External Relations Team for appropriate handling and response. Staff, volunteers, and representatives should not engage directly with media representatives without explicit authorisation.

### Internal Newsroom


NSEMM maintains an internal newsroom at nsemm.org.uk/news-events. Pictures within news articles on this page are available for use by press organisations with appropriate attribution to NSEMM. Press organisations seeking additional materials or information should contact the External Relations Team through official channels.

## Student Privacy and Consent

### Use of Student Images and Testimonials



    **Explicit Consent Required:** NSEMM uses student photos and testimonials in marketing materials only with explicit release consent from students and their parents or guardians where applicable.



All student participation in marketing materials requires written consent that clearly explains how images and testimonials will be used, the duration of consent, and the student's right to withdraw consent. Consent forms must be retained securely and consent status tracked to ensure compliance with data protection requirements.

### Student Privacy Protection


When featuring students in marketing materials, we ensure that personal information beyond what is explicitly consented to is not disclosed, safeguarding considerations are paramount in all decisions about student involvement, and students and families are given full control over their participation and can withdraw consent at any time.

## NSEMM Brand Guidelines

For comprehensive brand guidelines including logo usage, colour palettes, typography, and accessibility standards, please refer to the our branding guidelines linked below.

## Community Outreach and Events

### Community Engagement Strategy


NSEMM engages in various types of community outreach beyond our library partnerships. All community engagement activities must align with our charitable objectives and maintain consistency with our brand values and messaging. Community outreach includes but is not limited to educational fairs, school visits, community events, partnership activities, and public speaking engagements.

### Event Representation


Staff and volunteers representing NSEMM at community events must adhere to our professional conduct standards, use approved marketing materials and branded items, maintain consistency with our messaging and values, and coordinate with the External Relations Team for any media opportunities or public statements.

## Professional and Ethical Conduct Standards

### NSEMM Fundraising, Advertising, and Leafletting Guidelines

#### Professional and Ethical Conduct

When fundraising, advertising, or leafletting on behalf of NSEMM, you must:



    - Follow all relevant local government byelaws, including leaflet distribution policies

    - Not engage in behaviour that could reasonably cause members of the public to feel startled, anxious, or pressured into donating

    - Act honestly and with integrity – do not manipulate or guilt-trip potential donors

    - Maintain NSEMM's reputation by avoiding:
        

            Smoking or consuming alcohol while wearing NSEMM-branded clothing or while representing NSEMM

            - Taking or being under the influence of illegal substances

            - Lewd, aggressive, or offensive behaviour (including swearing) while representing NSEMM

            - Using your role for personal benefits, such as asking for jobs, discounts, or personal favours

        

    


#### Public Interaction and Conduct



    - Do not cause obstructions, congestion, or nuisance to the public. Avoid blocking pathways

    - Treat all fundraising, advertising, and leafletting locations with respect, ensuring spaces remain clean and undisturbed

    - Be transparent—do not mislead the public about the nature of your interaction. If you are fundraising, state this clearly

    - When requesting regular donations, do not suggest they are "without commitment"




    **Do not approach:**

    

        - Seated individuals (unless they are at an NSEMM promotional stand)

        - People waiting in queues unless the queue is directly related to the fundraising activity

        - Individuals performing official duties, such as uniformed personnel or people clearly working

        - Employees of local businesses in a way that obstructs or disrupts their work

    



#### Compliance with Licensing, Permissions, and Leafletting Policies



    - You must only operate in designated areas and within permitted hours as set by relevant agreements, licenses, or permissions

    - You must not distribute leaflets:
        

            On private property

            - Within shopping centres or other private land without express written permission from management, who must have prior authorisation from the property owner

            - At any time on the Square at Old Market Square

        

    
    - If asked, you must present your NSEMM paper identification certificate or ID card and allow the user to scan the QR code to verify its legitimacy



## Marketing Materials and Design

### Design Approval Process


All marketing materials, including printed brochures, flyers, business cards, digital graphics, social media content, and promotional items, must receive approval from the External Relations Officer before production or publication. This ensures brand consistency and compliance with our accessibility and inclusion standards.

### Accessibility in Marketing Materials



    **Accessibility Standards:** All marketing materials must comply with WCAG 2.2 AAA standards, ensuring maximum accessibility for all users including those with disabilities.



Marketing materials must include sufficient colour contrast between text and background, clear and consistent navigation structures, descriptive alt text for all images, keyboard-accessible functionality for digital materials, and consideration for sensory sensitivities in design choices.

## Newsletter and Blog Content

### Content Creation and Management


The External Relations Team creates and manages all newsletter and blog content in accordance with our data protection policy and brand guidelines. Content must align with our educational mission, maintain professional standards, comply with accessibility requirements, and provide value to our community of students, families, and supporters.

### Mailing List Management


All newsletter mailing lists are managed in strict compliance with data protection legislation. Subscribers must provide explicit consent for communications, have the right to unsubscribe at any time, and their data will be handled securely and only used for authorised purposes.

## Accessibility and Inclusion in Communications

### Digital Accessibility Standards


NSEMM is committed to making our website accessible to people with disabilities, adhering to the World Wide Web Consortium's (W3C) Web Content Accessibility Guidelines (WCAG) 2.1 AA standards. We believe everyone deserves equal access to information and opportunities.

#### Accessibility Features We Maintain



    - **Screen Reader Compatibility:** Our website is designed to work with screen readers, allowing users with visual impairments to navigate and access content effectively

    - **Keyboard Navigation:** Users can navigate the website using their keyboard, without relying on a mouse

    - **Clear and Simple Language:** We strive to use clear and concise language throughout the website

    - **Image Descriptions:** Images include alternative text descriptions to convey their meaning for users who cannot see them

    - **Proper Colour Contrast:** We use sufficient colour contrast to ensure readability for people with visual impairments

    - **Adaptable Text Size:** Users can adjust the text size to their preference using the zoom function within their browser



### Inclusive Language Requirements


All communications must use inclusive language that respects and acknowledges diversity, avoids stereotypes and bias, uses gender-neutral terms where appropriate, and is free from discrimination related to any protected characteristics.

## Legal Requirements and Copyright

### Intellectual Property Protection


All content, branding, and design elements associated with NSEMM are protected under copyright law. The NSEMM Knowledge Book™ and colour scheme are trademarks and the exclusive intellectual property of The National Society for Education, Mentoring and Media.

### Charity Registration Information



    **Mandatory Requirement:** Every piece of NSEMM-branded material must display our charity registration information, with the sole exception being digital content and social media posts with direct website links or references.



#### Copyright Messages



    

        
            | Usage Context | Required Copyright Message |

        
        
            | **Full Message (where space allows)** | Copyright © 2025 The NSEMM. The National Society for Education, Mentoring, and Media. A registered charity in England and Wales, number 1209673. Helping ambition meet opportunity. |

            | **Restricted Space** | © 2025 NSEMM. Registered charity (England  Wales) 1209673. |

            | **Legal Documents, Contracts, Letterheads** | Copyright © 2025 The National Society for Education, Mentoring, and Media (NSEMM). A registered charity in England and Wales, Charity Number 1209673. Helping ambition meet opportunity. |

        
    



## Monitoring and Quality Assurance

### Content Review Process


All communications materials undergo regular review to ensure continued compliance with this policy, alignment with brand guidelines, effectiveness in reaching target audiences, and maintenance of professional standards. The External Relations Team conducts quarterly reviews of all communications outputs and adjusts strategies as needed.

### Feedback and Continuous Improvement


We welcome feedback on our communications from all stakeholders and use this input to continuously improve our approaches and effectiveness. Feedback can be submitted through our website contact form or directly to the External Relations Team.

## Training and Support

### Staff and Volunteer Training


All staff and volunteers representing NSEMM receive training on brand guidelines, communication standards, professional conduct requirements, and accessibility considerations. This training is updated annually and when significant policy changes occur.

### Resources and Support


Brand resources, templates, and guidance materials are available through our internal systems. Staff and volunteers can access support for communications questions through the External Relations Team and approved brand materials through designated channels.

## Related Policies


This Communications, Media and Marketing Policy should be read alongside our Equality, Diversity and Inclusion Policy, Safeguarding Policy, Data Protection Policy, Student Welfare and Protection Policy, and Health and Safety Policy to ensure comprehensive compliance with all organisational standards.


    ## Contact Information

    
    **For communications enquiries, design approval, or media relations:**

    External Relations Team via nsemm.org.uk/contact

    
    **For crisis communications or urgent media enquiries:**

    Chief Executive Officer via emergency procedures

    
    **For brand guidelines and resources:**

    Internal: Through intranet system

    External: nsemm.org.uk/contact



## Review and Approval


This policy has been approved by the NSEMM Board of Trustees and will be reviewed annually or sooner if circumstances require. The next scheduled review is July 2026.


This policy demonstrates NSEMM's commitment to maintaining the highest standards of communications and marketing whilst ensuring accessibility, inclusion, and professional excellence across all our external-facing activities. All staff, volunteers, and representatives are expected to uphold these standards in all communications on behalf of NSEMM.