News-Record.com

NEWS & RECORD

Code of Ethics and Professionalism
2003

THE DUTY OF LANDMARK NEWSPAPERS
by Frank Batten

Newspapers live entirely on the bounty of the public. The ability of journalists to report and to comment is based upon a unique grant of freedom from the public. Thus our duty is clear: It is to serve the public with skill and character, and to exercise First Amendment freedoms with vigor and responsibility.

Our news reports should never be influenced by the private interests of the owners or of any other group. Our editorials should exhibit vigor and courage, always respectful of contrary opinion, never tailored to the whims of the editor or publisher.

We aim to build a tradition of excellence for our newspapers. We must be aggressive in publishing the news. The independence of our editors, reporters and photographers is not for sale. There are no sacred cows. No territory of legitimate public interest is off limits to fair and competent reporting and comments.

Freedom makes a place for excellence. That place must be filled with professional discipline, with respect for the public we serve, and with a keen sense of fairness to all individuals. We must never pander to passions or forget for a moment the power of the printed word to do wrong as well as to right wrong.

Let us forget old slogans of dead days. Instead of "Get it first and get it right," let our rule be: "First, get it right." When mistakes occur, we should correct them promptly and forthrightly. Excellence cannot flourish without criticism. We need criticism and should seek it. Lacking trust, a newspaper cannot serve or advance any worthy purpose.

The first priority of Landmark newspapers is to present a faithful and accurate picture of the life of their communities. This requires detailed coverage of local events, institutions and people's activities.

Warts and problems are at the core of news, but they are not all of the news. Even against the tide of modern life, people and institutions make progress. We should be generous in coverage of achievement; our pages should reflect the grit, devotion and durability of the human spirit. Let us nourish hope. While exposure of wrongdoing is a proper function and on occasion a required function of newspapers, it is not the main purpose. Problems are shaped more often by circumstance than by venality. Corruption and conflicts of interest, in most communities, have little to do with the important things that are not working. Most of our communities' failures are rooted in complex problems. A truly excellent newspaper will spend most of its investigative skills on explaining those circumstances. We misdirect readers if we concentrate on narrow problems and inflate their significance.

A great newspaper is distinguished by the balance, fairness and authority of its reporting and editing. Such a newspaper searches as hard for strengths and accomplishment as for weakness and failure. Rather than demoralize its community, the great newspaper will, by honest and intelligent journalism, inspire people to do better.

Frank Batten served as chairman of Landmark Communications from 1967 to 1998. This statement was written in the 1970s.

WHO IS COVERED BY THIS POLICY?

STAFF MEMBERS
The ethics policy applies to all News employees, full and part time.

FREELANCERS
As independent contractors, freelance contributors cannot legally be required to adhere to the ethics policy; however, assigning editors will judge freelance work based on the standards in the News & Record’s ethics policy. Assigning editors should present freelancers with a written copy of this policy when they sign a contract to write, edit or otherwise work for us independently.

It is the freelancer's responsibility to inform editors of potential conflicts, such as a personal or business relationship with the subject of a story. If the editor determines a conflict exists, the freelancer will be taken off an assignment or the contribution refused.

ACCURACY

"The first priority of Landmark newspapers is to present a faithful and accurate picture of the life of their communities...."

CORRECTIONS
We will protect our credibility with a vigorous commitment to accuracy. We will remedy, in a timely manner, all errors of fact with a correction or clarification. If you become aware of an error in your own or others’ published work, you have a responsibility to notify the author or your editor.

We do not repeat the error in the correction nor do we assign blame internally as in, "Due to an editing error...." or "Due to a typing error...." However, if a source gave us incorrect information that we had no way of confirming, we may attribute that.

PLAGIARISM AND QUOTES
We do not use words or phrases from other sources without giving credit.

"Approximate" quotations can undermine reader trust. Therefore, quotes should reflect exactly what a source said. If the source's grammar or language is unsuitable, paraphrase.

When we paraphrase, we remain faithful to the original statement.
Quotes should fairly reflect the context of the conversation.
We shouldn't attempt to capture dialect or mangled pronunciation, unless it is an essential element of a story. If someone says "gimme" instead of "give me,” it's OK to write "give me" because that's the correct pronunciation.

TASTE
Our guiding policy in publication of news containing words potentially offensive to our readers is the exercise of good taste. This is a family newspaper, and, where possible, we want to avoid use of obscene, vulgar, profane or otherwise offensive language.

Gratuitous detail should be avoided in describing incidents of rape, attempted rape, sexual deviance, indecent exposure and lewd phone calls or remarks. Clinical stories about sex research require sharp editing to meet our standards.

Reporters and editors are cautioned to avoid double entendres. They should not occur in stories or headlines.

At times, deletion of an expletive will change the context of a paraphrased statement or fail to indicate a person's intended attitude. However, any exception to this general policy must be approved by the managing editor or editor.

We want to avoid demeaning slang, especially racial, ethnic or religious slurs. When it is deemed essential to convey that a person used vulgar language, our style is to print the first letter of the word, followed by hyphens in place of missing letters.

DIVERSITY
We will accurately and fairly reflect the diversity of gender, color, ethnicity, class, generation, geography and other attributes that distinguish our communities. This standard requires our staff to go beyond the usual suspects when seeking sources. The ideal is to have the community's diverse groups represented in whom we cite, regardless of the theme or topic being covered.

Reporters, editors and photographers will accomplish this by ensuring that their source lists include women, minorities and representatives of other communities. There is no easy way to do this. Staff writers must be as purposeful about it as they are now in ensuring that names are spelled correctly.

In the drive for diversity, avoid using minority sources as tokens.

PHOTO
The spirit of the documentary photo is to be honest and above board with readers. Any appearance or suspicion of manipulation of documentary photos strikes against our core values. Submitted photos should meet these same standards. For questions about photo authenticity, check with the photo editor.

Posing or re-enacting a documentary photograph is prohibited. Altering a documentary photo is also prohibited. This includes eliminating or adding material to the photo.

To use or not to use
When in doubt, use common sense. Know privacy rules and laws. Shooting the photo usually is not the problem. Publishing the photo may be. Using sound judgment, the photographer should almost always shoot the picture. The editing process will determine whether the photo will be used. The photo editor, page editor and news editor will also help determine publication. Some photos should be approved by the managing editor or the editor.

Some red flags:
* death
* nudity or sexual content
* exaggerated grief
* blood or other body fluids
* photo is too good to be true (it may be set up)
* vulgar words or gestures (these may be hidden in a photo)
* cheap shot (zipper open, food on the face)
* unflattering expression not related to the event or situation
* people performing dangerous acts
* violence
* racial stereotypes
* photos that may otherwise shock or appall readers

GUIDING QUESTIONS
* Is the photo appropriate to the story?
* Is the news value worth upsetting the reader?
* Is the photo from this community or from far away?
* Do you need to pass the photo through the top editor?
* Does it pass the "breakfast table" test?

CONFLICTS OF INTEREST

"The independence of our editors, reporters and photographers is not for sale...."

PUBLIC LIFE
Staff members are encouraged to participate in professional, civic and cultural activities. To ensure that our credibility is not damaged, staff members have a special responsibility to avoid conflicts of interest or any activity that would compromise their journalistic integrity.

Politics and social causes
* Newsroom employees shall not work for a political candidate or office-holder on a paid or voluntary basis. Participation in public demonstrations is forbidden.
* Taking a public stand on controversial social, religious or political issues is prohibited. This includes signing of petitions, either on paper or on-line. Staff members may not write letters to the editor.
* Holding public office or accepting political appointment is prohibited, unless specifically approved by the editor or publisher.
* If a staff member has a close relative or friend working in a political campaign or organization, the staffer should refrain from covering or making news judgments about that campaign or organization. A loved one's activities can create a real or potential conflict for a staff member. In those cases, inform an editor and take steps to avoid conflicts.
* Donating money to political campaigns and parties is prohibited. Donations to or memberships in organizations with political agendas should be carefully considered.
* Staff members should use common sense when displaying bumper stickers, pins, badges and other signs. Avoid items that promote candidates or causes.

Civic activities
* Membership in a social or civic organization normally does not result in a conflict; however, staff members should not cover or make news decisions about groups they belong to. Such activities should be disclosed to an editor.
* Paid or volunteer public relations work for any organization whose operations are covered by the newspaper is discouraged and must be approved by the department head, managing editor or editor.
* Membership on boards of charitable or cultural organizations that are covered by our newspaper -- the SPCA, United Way, theater groups, etc. -- must be approved by the managing editor or editor.
* It is inappropriate for staff members to appear publicly on behalf of a civic group or themselves. An exception can be made when an organization’s policy or action directly affects the employee. In this case, talk with your editor.

GUIDING QUESTIONS
* Could your action, comments, donation or display cause people to reasonably doubt your objectivity or that of the newspaper?
* If an organization identifies you as a supporter, volunteer or staff member -- and also notes that you work for the News & Record -- would it appear as if the group has a connection with the paper?
* Could it be construed that the newspaper and its staff are giving special treatment to the group?
* Does your public role intersect with your work? If so, does your editor know about the potential conflict?

PERSONAL LIFE

Business conflicts
* Staff members may not have financial investments in companies they cover. This is particularly important with regard to local companies. In general, mutual funds are excluded from this prohibition because they hold stock packages rather than individual investments. Reporters and editors who regularly handle mutual-fund stories should consult their editor.
* Investments, loans or other outside business activities that could conflict with the newspaper's ability to report news must be avoided.
* Use of inside knowledge for personal gain is prohibited. Staff members should not enter into a business relationship with news sources.
* Romantic relationships with sources are prohibited.
* If a staff member interviews for a job with an agency or business he/she covers, he will be prohibited from covering that agency or business again. The staff member must make his/her supervisor aware of the conflict.

Gifts, favors, events
Employees must never become obligated to news sources, advertisers, suppliers or any person or organization by receiving gifts or favors. Situations will arise that call for judgment. We need not be reduced to arguing with sources over who will pay for a cup of coffee or a hot dog. If you have any doubt, check with your editor.
* We do not accept free or discounted trips, dinners, entertainment, gifts or admission to events.
* Press passes are limited to those assigned to cover an event and other staff members with a clear journalistic purpose for attending. Editors will determine appropriate staffing. Extra passes should not be given to friends or family.
* Staff members can attend media-day events only if they are involved in news coverage.
* Items delivered to staff members should be returned or sold through company events that benefit charity. Review copies of books, movies, computer software and music may be kept by the reviewer. Material not scheduled for review falls under the return-or-donate rule. When possible, let gift-givers know their gifts were donated.
* Items of no significant value -- desk trinkets, pens, etc. -- may be kept.

GUIDING QUESTIONS
* Do you have a clear journalistic purpose in using a press pass for an event? If you had to buy a ticket and obtain reimbursement, could you justify it as a company expense?
* If a source offers lunch or a cup of coffee, can you arrange to split the bill or treat next time?
* In declining a gift, did you explain our policy to the gift-giver?

Special privileges
* Company identification cards are not to be used for personal purposes, to gain admission to an event, to solicit favors or to avoid enforcement of a law.
* Employees must not use their position on the newspaper staff in private business matters. Staff members should neither verbally invoke a position with the newspaper nor use company stationery or e-mail for such purposes.
* Employees may not use their news sources to obtain tickets to entertainment events or parking passes for personal use.

Family considerations
* We recognize that spouses and immediate family members have lives of their own. However, when loved ones' activities might become newsworthy, employees are encouraged to make them aware of policies requiring us to avoid a conflict of interest or the appearance of one. Employees must inform their supervisors of personal relationships that may conflict with their job responsibilities.
* Assigning editors shouldn't contract with a relative or close friend to work directly for them as a freelancer without approval of the managing editor or editor.
* Our goal is to write about the community, not ourselves. Staffers should not quote, feature or photograph their own family members and those of other News & Record employees.

ON THE JOB

Campaign, government and political coverage
* The News & Record pays for travel, meals, lodging and other expenses for newsroom employees covering political campaigns, candidates and public officials.
* If a campaign or office of an elected official has provided group transportation, dining or lodging for the media, the News & Record will pay its share of the expenses.
* Good manners and common sense prevail. For example, an impromptu opportunity to interview a candidate in a car between campaign stops need not result in an offer to chip in for gas.

Freelance, outside work
* We work for no one except the News & Record without the express permission of your department head, the managing editor or editor.
* Freelance work for print or electronic media not in direct competition with the News & Record may be permissible, as long as it does not constitute a conflict of interest or otherwise interfere with the performance of a staff member’s job. Permission can more easily be granted when an article, photo or piece of artwork has been published or offered for publication first in our newspaper or on our Web site.
* Company resources, such as computers and cameras, should not be used in the pursuit of outside work.

Radio/TV/Internet appearances
* Staff members should clear any request with their editor for participation in a radio, Internet or television program or news broadcast. While on the air, staff members should demonstrate a high standard of impartiality, just as in our news pages. Opinions and speculation should be avoided. Generally, a staff member should not say anything on radio, TV or the Internet that could not appear under his or her byline.

Cooperation with authorities
* Journalists are not required to turn over to any authorities their notes or film unless directed to do so by a court. If you receive such a request, contact the managing editor or editor immediately.
* Staff members should avoid being confrontational or hostile in resisting an authority's demand for materials. If you are arrested solely because of your refusal to turn over material, the newspaper will provide legal representation.
* During coverage of a news event, reporters and photographers often discuss basic information with law enforcement personnel, but journalists should not actively cooperate.

FAIRNESS

"A great newspaper is distinguished by the balance, fairness and authority of its reporting and editing...."

FAIR PLAY
In our commitment to fair play, we:
* Treat all sources the same, whether friendly or hostile. We evaluate all sources based on the newsworthiness of their information. We report stories involving the News & Record, Landmark Communications and its executives as rigorously as any other.
* Report all sides of a story. We are upfront with readers about what we don't know and about evidence that contradicts the main finding of a news story.
* Give people accused of wrongdoing a full and immediate opportunity to respond to all charges. We also report the final outcome of such allegations -- for example, the verdict after an arrest -- and give the outcome comparable play to the original story.
* Do not make promises to sources about where, whether or when we will run a story or photo.

GUIDING QUESTIONS
* What if the person accused of wrongdoing in a story were your mother? Would you feel the story was fair?
* What if Columbia Journalism Review wanted to interview you about the methods you used to get a story or photo? Would you be comfortable defending your conduct?

CRIME REPORTING
* We identify criminal suspects only after arrest warrants have been issued, they have been arrested or they have been formally charged.
* As a rule, we do not name juvenile suspects. We do identify suspects 14 or older who are charged with committing crimes serious enough to warrant their prosecution as adults. We name suspects younger than 14 when the act is public, particularly brutal or of legitimate concern to the community.
* We use sparingly such phrases as "unavailable for comment"' or "could not be reached." We do so only after we have worked hard to reach suspects, their attorneys and others with a stake in the story.
* We report a suicide only when the incident occurred in public or involved a public figure.
* Using "allegedly'' does not protect us from libel. Instead, cite multiple official sources, court records and testimony to make stories credible.
* Generally we try to name everyone involved in a crime serious enough to warrant a story. Names of victims or witnesses may be withheld if there's a legitimate concern for their safety. We do not name accusers or victims of sexual crimes unless they request it. Decisions to publish or withhold a name should be approved by the managing editor or editor.
* When we identify suspects, we use differentiating details, such as full name, middle initial, age, street and occupation. Providing these details helps ensure accuracy and prevents innocent people with the same name from being implicated.
* Reporting bomb threats and similar hoaxes may lead to "copycat” threats. We generally avoid reporting these, except when many lives are disrupted for extended periods or when the threat attracts considerable community attention.
* When a public safety incident involves a public figure, we should apply our usual standards for determining whether a story is warranted. Ask this question: Does the incident conflict with the person’s public role? For example, we would write about a politician with a long record of opposing drugs who is arrested for cocaine use.
* When a public safety incident involves someone closely connected to a public figure, we should apply our usual standards for determining whether a story is warranted. Ask this question: Is the public figure involved in the incident? When in doubt, do not implicate the public figure. For example, a school principal's name probably would not be included in a story about a spouse's drug arrest.

GUIDING QUESTIONS
* Have we given accused persons a chance to defend themselves? Have we made serious efforts to reach a defense attorney? Have we also sought comments and reaction from relatives, co-workers and friends?
* Are we withholding the name of suspect, victim or witness because of age, safety concerns, the nature of the crime or other privacy concerns? Has the managing editor or editor approved withholding the name?
* Are the allegations provably true? Are we attributing allegations to records or testimony, and have we accurately represented the material?
* Are we writing about an incident only because the suspect is a public figure or connected to a public figure? Does this incident say something about the public figure that the community should know?

SOURCES
Treat every source fairly and with respect. Always identify yourself as a journalist so sources know their comments could be published. For exceptions, talk to an editor.

Anonymity
While anonymous sourcing has become a standard journalistic technique, we strive to limit its use. When reporting local stories, every effort should be made to get the information on the record. Pledges of confidentiality by reporters should be given only as a last resort. Any promise of confidentiality is an agreement between the source and the newspaper, not an individual staff member.

The managing editor and editor should know a source's identity to ensure s/he is reliable and knowledgeable. Reporters may not promise sources that they will not share their identity with an editor. Supervising editors are bound by the terms of confidentiality extended to the source. If a source’s identity cannot be revealed by a reporter to an editor, the information will not be published. Any exception must be approved by the managing editor or editor.

We will not permit an unnamed source to demean, attack or vilify a named person or institution unless the managing editor or editor expressly approves on the basis of carefully considered and compelling reasons.

GUIDING QUESTIONS
* Is on-the-record sourcing available for this information?
* Have you made several attempts to persuade the source to go on the record?
* Is the information crucial to public understanding of an important matter?
* Does the source have a legitimate reason for wanting to be shielded? Will identification put the source in physical danger or jeopardize his/her career or result in some other serious form of retribution?
* Have you skeptically analyzed the source's motives?

When we decide that a source should be shielded, we must tell readers as much as possible about the unnamed source, short of revealing identity, including the reason for anonymity. We will avoid attributions like "key officials said" and "informed sources said." Instead, as an example, an unnamed source giving us information about a closed legislative meeting might be described as "a participant and supporter of the bill." Other examples might be "a lawyer involved in the case" and "a governmental official involved in the matter."
We should never refer to the plural "sources," "officials" or "aides" when there is only one source. Our sources never should be other reporters. And we never say "other sources" when anonymously quoting someone who already has been quoted by name in the same story. We also do not say explicitly that a source had "no comment" when that person was quoted anonymously elsewhere in the story.

When you agree to shield a source, make sure he/she clearly understands the ground rules. For example, if the source is lying will you keep the promise of anonymity? Will you go to jail for the source? Will the source come forward if you or the newspaper is subpoenaed? What if the source later discloses the information publicly?

If you make a promise to shield a source, you must keep it.

These guidelines also apply to less sensitive, routine stories. Attributions such as "an onlooker said" do not belong in our newspaper. If someone refuses to be identified, don't use the quote. This means interviewing more people, but the result will be a more believable story.

Sometimes a source will promise exclusive or far more detailed information at a later date if we agree to refrain from publishing a story as soon as we become aware of it. No staffer should agree to such a deal without consulting her or his editor. We should resist such deal-making efforts.

Pre-publication review
* We encourage reporters to call sources to verify quotes or information. For accuracy's sake, you may read back passages of a story. However, we do not allow sources to approve stories or photos for publication.

RACIAL AND ETHNIC IDENTIFICATION
* We identify someone's race or ethnicity only when it is important to understanding the story.
* Identify race evenly. Stories that deal with racial conflict or identify people by race because that's the topic should identify all the characters in the story by race.

GUIDING QUESTIONS
* Is race or ethnic identity relevant? Can I explain the relevance in the story?
* How will this information help readers understand this story?
* Am I stereotyping a race or ethnic group, or just catering to some readers' idle curiosity?

Crime stories
Two basic tenets of good journalism -- accuracy and precision -- require us to identify a suspect's race only as part of a detailed physical description.

A suspect's identifying information should exclude that suspect from all but a narrow group of people. We should ask authorities to provide more meaningful details.

Suspect descriptions, including race, should be used only when information is available on at least four of the following items: height, weight, build, hair, age, clothing and vehicle. In cases where information is available on fewer than four of the items, do not include description unless there is a distinct characteristic that could be mentioned. Distinct scars and tattoos would fall into this category.

Poor examples: "A 6-foot tall Hispanic man in his 20s"; "A 5-foot-8 black male of medium build." These vague descriptions don't provide valuable information to help readers assist police.

Good example: "An olive-skinned male, 25 to 30 years old, 5 feet 7 inches, weighing 130 pounds, with thinning hair, wearing blue jeans and a Dallas Cowboys hat and driving a black Caravan."

Do not identify people by race unless it is essential to the understanding of a story.

"Hispanic," "Latino" and "Filipino" should never be used as a physical description. Those words describe ethnicity -- not color. Imagine describing someone as "Italian-looking" or "Jewish-looking."

GUIDING QUESTION
* Is the physical description specific enough to help a reader identify a suspect?

IMPLEMENTATION & ENFORCEMENT

"We need criticism and should seek it. Lacking trust, a newspaper cannot serve or advance any worthy purpose..."

THE PUBLIC
We expect every staff member to respond to every communication from a reader, whether a letter, phone call or e-mail, whether a compliment or complaint. To be trusted, we have to be seen as decent, caring and courteous people. That means listening, acknowledging when we’re wrong and taking action to correct our mistakes.

When readers or sources call to complain, listen carefully, not defensively. Try to understand precisely what the caller is upset about and what he or she wants. If the caller isn't satisfied after a conversation of reasonable length, offer to let him or her speak to your editor. Any threats of legal action must be reported right away to your editor.

We do not, under any circumstances, expect staffers to tolerate abusive language or behavior from readers or sources.

TRAINING
New employees
Every new News employee will receive a copy of this policy when completing new-employee paperwork. Editors will review the policy with new employees to make sure that the policies are fully understood.

Current employees
It's important for every newsroom employee to know the Ethics Policy and use it when making decisions. Editors will discuss the policy with team members as part of the annual performance review process. Each newsroom employee will attest annually in writing that they have read the ethics policy in the preceding 12 months.

ENFORCEMENT
* If you believe you may have inadvertently violated any of these guidelines, or a family member's activities may have created a conflict or the appearance of conflict for you, notify your editor as quickly as possible.
* Intentional or flagrant violations of the ethics policy may result in disciplinary action: reprimand, suspension or, in the most serious cases, termination.
* We understand the reluctance to judge others' ethical behavior. But we also recognize that we have a responsibility to our readers and to the credibility of the newspaper that outweighs personal loyalties and friendship. For that reason, any staff member who becomes aware of possible ethical violations by others is encouraged to bring it to the attention of an editor.

This document was drawn with the assistance of similar documents at The Virginian-Pilot, the Roanoke Times and the American Society of Newspaper Editors.