Updated: 03/21
901 Overview of the DORS Public Affairs Program
The Public Affairs Program, located in DORS Administrative Offices, supports the public Vocational Rehabilitation (VR) program and the Disability Determination Services (DDS) with the materials and information needed to promote DORS mission. Targeted audiences for the Public Affairs Program include consumers, employers, legislators, workforce partners, related community and government agencies, the media and the general public. All DORS Public Affairs mediums will be consistent with the MSDE Publication Standards. Program staff are responsible for the following:
Produce and manage the Agency's website dors.maryland.gov.
Produce and manage the Agency's social media, including the Facebook page and YouTube channel.
Develop, approve, and provide brochures, fliers, posters, annual reports, presentations, multi-media productions and customized public information for the public VR program and DDS.
Provide consultation and customized writing, graphic design and other communication support to field offices and programs.
Produce and manage the digital signage in DORS offices.
Coordinate photography and filming of special events and projects.
Ensure accessibility of all electronic and printed public information distributed by the Division.
Respond to public inquiries.
Promote DORS with outreach to the media; provide oversight and assistance to staff when the media contacts DORS for news and/or feature stories.
Support and collaborate with the Maryland State Rehabilitation Council, the Maryland State Department of Education and other government agencies and organizations as needed to promote the employment of people with disabilities in Maryland.
902 Accessibility
Public information materials (both printed and electronic) are accessible to individuals with cognitive, motor or sensory disabilities. DORS Digital Accessibility Administrator is responsible for providing these materials using the best technologies possible in view of staff and financial resources.
Request for supplies of these materials should be submitted via the brochure request form.
903 Contacts with News Media
The Public Affairs Director coordinates DORS contact with electronic and print media sources, in consultation with the DORS Director.
If a member of the media contacts a DORS staff person, the supervisor should immediately contact the Public Affairs Director (or the DORS Director in the absence of the Public Affairs Director). Most members of the media expect this customary procedure. The office supervisor and the Public Affairs Director will discuss the circumstances and make a decision about how to proceed.
DORS staff should send any resulting newspaper, TV, radio, or web links to the attention of the Public Affairs Director.
Staff should share no information about DORS, a staff person or a consumer with the media without authorization from a member of DORS executive staff or the Public Affairs Director. The DORS Confidentiality policy applies when information about a consumer is shared with the media. See RSM 2, Section 200.
904 Brochures
Each DORS regional and field office and the Workforce & Technology Center (WTC) shall maintain a supply of current DORS brochures. When the Public Affairs Program updates or replaces brochures, a notice will be sent via an administrative instruction. The bulletin will describe the purpose of the brochure and other pertinent information. Managers should then coordinate brochure updates among the offices in the regions.
Request additional brochure supplies from the Public Affairs Officer or by completing the brochure order form.
DORS posts brochures on the public website as well as the **public information pages of InDORS**. Most brochures are available in audio, large print and Braille format. Selected brochures are also available in other languages. Requests for materials in additional languages shall be forwarded to the Public Affairs Director.
Community and workforce partners may order DORS publications on the website by completing the Partners Publication Request Form.
905 DORS Website
The DORS public website (dors.maryland.gov) contains a wide range of details about DORS programs and services, as well as downloadable brochures. There is a link to information that might help consumers decide about applying for services (Is DORS Right for Me?), another page that answers eligibility question (Am I Eligible?) and an online referral form for consumers.
The website gives DORS staff easy access to information for consumers, partners and other stakeholders. For example, staff can e-mail links to brochures, videos and specific program information.
906 DORS Social Media Channels
The DORS social media channels are tools that provide a means for consumers, businesses, community rehabilitation programs, other stakeholders, and the public to interact with DORS. DORS social media channels include Facebook and YouTube.
Social media allows for two-way communication. The DORS website will continue to provide background and archived information about DORS; the Facebook page will serve as an outreach tool for shorter, more frequent messaging. Visitors can view and comment on DORS videos on the DORS YouTube channel.
906.01 Posting to Social Media
The Public Affairs Director will determine DORS social media content and postings, and will monitor and respond to posted comments.
The Digital Accessibility Administrator will serve as social media channel backup for the Public Affairs Director.
Postings on the DORS Facebook page may include:
Consumer success stories
Notices about changes that affect DORS services (i.e., emergency/inclement weather closings of DORS offices, office moves, road closures, etc.)
The DORS YouTube channel link
Events (i.e., job fairs, transition fairs, business expos, etc.)
Resource news/information/news for:
- Consumers (i.e., info/news about related services: childcare, transportation, supports services, etc.)
- Businesses/Employment Partners
- CRPs
Notices of Maryland State Rehabilitation Council (MSRC) meetings
Notices of DORS/MSRC Public Meetings
906.02 Comments on Social Media
DORS social media page visitors are encouraged to share their thoughts, give suggestions, and offer feedback regarding DORS programs and business/employment opportunities.
The Facebook Posting Policy is posted on the DORS Facebook page and in the **Agency News and Info section of InDORS**. The Public Affairs Director and/or Digital Accessibility Administrator may review posted comments before they are posted publically. Postings that violate the posting policy will be deleted.
Unfavorable comments will be acknowledged (when appropriate) and concerns will be passed to the appropriate DORS staff member, or referred to the CAP office. Responding to negative comments creates an opportunity to address consumer/public frustrations, influence perception about DORS, and share useful and educational information.
The Public Affairs Director and Digital Accessibility Administrator will not provide case-specific information to consumers or acknowledge that a person is/is not a DORS consumer. Social media posters who comment or ask questions about a specific case will be instructed to contact the appropriate DORS office, counselor, or CAP.
When necessary, the Public Affairs Director and/or Digital Accessibility Administrator will consult appropriate OFS, OBVS, WTC, and Executive Staff regarding responding to social media comments and posts.
906.03 Division Communication about DORS Social Media Channels
The Public Affairs Director and Digital Accessibility Administrator will meet, as needed, with DORS Executive Staff to review and evaluate DORS social media strategies and procedures.
906.04 Accessibility
Public information materials (both printed and electronic) are accessible to individuals with cognitive, motor or sensory disabilities. DORS Digital Accessibility Administrator is responsible for providing these materials using the best technologies possible in view of staff and financial resources.
Request for supplies of these materials should be submitted via the brochure order form.
906.05 Forms
DORS staff shall make sure that all consumers who appear in printed or electronic materials sign a **publicity release form**. The Public Affairs Program keeps the signed forms on record.
907 Additional Public Affairs Office Responsibilities
907.01 Consent for Inclusion in Public Information
DORS staff shall make sure that all consumers who appear in printed or electronic materials sign a **publicity release form**. The Public Affairs Director keeps the signed forms on record.
907.02 Review of Locally-Produced Public Information Materials
Field offices and WTC shall use locally produced brochures, videos, photos, newsletters, or other media only after the Public Affairs Director has reviewed and authorized the materials.
DORS staff should direct requests for review of brochures, newsletters, websites, and display boards to the Public Affairs Director. Suggestions for new public information materials are welcome for consideration.
907.03 Equipment Loan
Offices may borrow a digital camera and/or conference display materials from the Public Affairs Director for outreach activities and presentations. Requests for equipment should include the following:
- The days and times that the equipment is needed.
- The name of the event.
- The staff person who will be responsible for the equipment, including who will pick up and return.
907.04 Requests for Presenters
Requests for Division staff to speak or present shall be handled by completing the **DORS Co-Sponsor, Presenter/Panelist/Exhibitor Request (RS-9j)** or **DDS Co-Sponsor, Presenter/Panelist/Exhibitor Request (RS-9j)** as appropriate.
907.05 Requests for Photography
The Public Affairs staff has some capacity to provide photography, both digital and film, for events or consumer success stories, and will work with local staff to coordinate photography. To request photography contact the Public Affairs Director or Digital Accessibility Administrator at least one week in advance of the event to be photographed.
907.06 Photographing DORS Staff and Volunteers
DORS uses photographs, photographic images, names, and audio and video recordings of employees and volunteers for general publicity and education in publications, on its website, on social media, in public relations, promotions, publicity, and outreach, etc. As an employee or volunteer, you may be photographed or audio and video recorded within public spaces in or around DORS facilities, as well as at DORS-sponsored events, and consumer workplaces. An employee or volunteer who does not want to be photographed or recorded, or to have their names, voices, or biographical materials used in connection with any such publicity or informational purpose, must notify the Public Affairs Director. The DORS Public Affairs Program will keep a listing of employees or volunteers who opt out of being photographed or audio/video recorded.
Employees and volunteers who do not want to be photographed or recorded, and who have notified DORS Office of Public Affairs, are responsible for removing themselves from the public area in which photographing/recording is occurring, or notifying the camera operator of their opt-out status. Failure to do so may result in the individual’s inclusion in a photograph or recording; it will be deemed equivalent to a release, and will allow DORS to use that photograph or recording as it chooses.
907.07 Feedback and Suggestions
The Public Affairs Director welcomes feedback about publications, the public Website and social media channels. Please direct these, as well as suggestions for consumer success stories and media contact, or for customized communications assistance to the Public Affairs Director.
