Public Information Verification Policy (IC 100-004)

1.0 Purpose

The purpose of this policy is to ensure that all publicly shared information is accurate, clear, and consistent. It ensures alignment with Baker College’s mission, vision, values, and applicable regulatory and accreditation requirements. To support Baker College’s reputation and compliance with regulatory standards, this policy outlines expectations and responsibilities for verifying the integrity of all public communications.

2.0 Definitions

Advertising Materials - Current website images, marketing emails, video or audio commercials, and printed advertising literature to the extent such materials are created for broad dissemination.  Individualized communications are excluded from the definition of advertising materials.

Data - Any collection of facts, figures, text, measurements, or observations that can be verified. 

Data Verification - The process of checking and confirming the accuracy, completeness, and consistency of data before public release.

External Communications - Any communication distributed to audiences outside of Baker College, including media interactions, press releases, public statements, and partnerships or collaborative announcements.

Individualized Communication - Routine correspondence, internal discussions, scheduling inquiries, informal announcements, or personal messages.

Marketing Materials - All forms of promotional, advertising, or recruitment content created for prospective students, alumni, partners, donors, or the general public. This includes print brochures, digital ads, videos, graphics, and website content.

Misrepresentation - Any statement, omission, or presentation of information that may reasonably mislead, misinform, or create a false impression about the College, its programs, outcomes, or services.

Official College Communication - Any message, document, or publication issued on behalf of Baker College by authorized employees, departments, or contractors that represents the institution in an official capacity.

Public Information - Any information, data, or content that is made available to individuals outside Baker College through official College channels, including websites, marketing materials, publications, media releases, social media accounts, and public reports.

Publicly Shared Data - Any information, statistics, or datasets made available to the general public via institutional channels.

Subject Matter Expert (SME) - An individual designated by Baker College as having verified expertise in a specific discipline or topic area and authorized to provide accurate, approved information to external audiences in coordination with the Marketing and Communications Office.

Team Dynamix (TDX) - The institution’s service management provider and ticketing system.

Web Content - All text, image, video, or interactive material that appears on an official Baker College website, microsite, or digital platform managed or approved by the College.

3.0 Scope

This policy applies to all Baker College departments, faculty, staff, contractors, and external partners who create, review, approve, or distribute data, information or communications on behalf of the college. This includes, but is not limited to:

• Content published on the college’s website and/or social media platforms
• Information and data published in press releases and/or media communications
• Data shared as part of all reporting related to accreditation
• Data shared as part of an award application, ranking survey and/or advertising campaign.
• Publicly disseminated financial, enrollment, and operational data.
• Data shared as part of collaborative research or partnership agreements
• Institutional reports and research outputs
• Marketing and advertising materials (digital or print)

4.0 Policy Statement

Baker College is committed to the accuracy, transparency, and consistency of all public information. This policy upholds the institution’s obligation to ensure public communications reflect verified, approved data and comply with all applicable policies, accreditation standards, and legal requirements.

5.0 Procedures

All materials must:

• Reflect current, verified information at the time of publication.
• Be consistent with approved data and messaging standards.
• Accurately represent academic programs, services, and outcomes.
• Comply with applicable Baker College policies, accreditation requirements, and regulatory and legal requirements.

Initiation Process

The Subject Matter Expert (SME) or designated individual requesting creation, revision, or publication of public information (including web content, marketing materials, or external communications) is responsible for initiating a TDX ticket when required for publication or revision.  Requests not requiring a TDX ticket must still undergo verification through the designated process. 

Submissions, including statements, which include data must have supporting documentation. 

Verification Process
The Director of Institutional Compliance will verify the data or statement(s) by

• Verifying all quantitative and factual data against approved institutional sources (e.g., official reports, state or accreditor data).
• Confirming that information aligns with current, approved messaging and institutional standards.
• Ensuring compliance with applicable policies, regulations, and accreditation requirements.

If discrepancies or inaccuracies are identified, the Director of Institutional Compliance will contact the SME, or designated individual, for clarification, any needed corrections, and resubmission if applicable.  

Once verified, the Director of Institutional Compliance will sign-off on the TDX ticket, which will allow the processing to continue.  Submissions which do not contain data will be processed without an additional verification process.

On-Going Content Review Process

• Departments are responsible for reviewing their publicly available content at least annually to ensure continued accuracy.  Any identified changes, errors, or outdated information must be reported promptly via a new TDX ticket for verification and update.
• The Director of Institutional Compliance and Vice President of Marketing will collaborate to ensure timely updates and removal of outdated materials when necessary.
• The Director of Institutional Compliance will conduct semi-annual audits of the website, referring needed changes to the appropriate departments.  The areas audited will be established based on directives set by institutional leadership.

6.0 Responsibilities

Academic Departments

• Ensure the accuracy of all program-related information published on academic webpages and in materials.
• Follow the procedures outlined in the Academic Program Website Creation and Review Policy (draft pending) to ensure data integrity.

Marketing and Communications (MARCOM)

• Oversee the creation, review, and approval of all marketing materials, websites, and external communications.
• Ensure alignment with the Web Content Policy (MARCOM 700-002), Web Accessibility Policy (MARCOM 700-001), and External Communications / PR Policy (MARCOM 500-001).
• Coordinate with Subject Matter Experts (SMEs) as defined in the SME Policy for External Communications (MARCOM 500-002) to ensure accurate representation of expertise and content.
• Collaborate with the Director of Institutional Compliance  to ensure timely updates and removal of outdated materials when necessary.

Institutional Compliance Department

• Oversee data accuracy and verification of publicly reported information, particularly institutional statistics and performance data.
• Collaborate with the Marketing and Communications Department  to ensure timely updates and removal of outdated materials when necessary.
• Ensure compliance with the data definitions established by Baker College, accreditors, or regulatory requirements.
• Ensure all publications include clear definitions or descriptions of the data being provided.  

All Departments and Employees

• Ensure that any public-facing materials or statements are consistent with approved content and data sources.
• Use verified data sources.
• Follow established approval processes before distributing public-facing content.  

7.0 Citations & Related Information

Document A: Academic Program Website Creation and Review Policy (ACAD 100-011)

Document B: External Communications / PR Policy (MARCOM 500-001)

Document C: Subject Matter Expert (SME) Policy for External Communications (MARCOM 500-002)

Document D: Web Content Policy (MARCOM 700-002)

Document E: Web Accessibility Policy (MARCOM 700-001)

Document F: Specialized Accreditation Reporting and Review (ACAD 100-014)