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Labor

Communications
Office
Quality Procedures
manual

Introduction

DOLEs News Release Preparation (NRP) Process is a distinctive responsibility of the


Labor Communications Office (LCO). Accomplished solely and regularly by LCO, it is
a unique process for the dissemination of timely, transparent and accurate
information on DOLE programs on labor and employment.

First, the Constitution of the Republic of the Philippines, Section 24, affirms the role
of communication and information in nation-building. The Labor Code of the
Philippines, on the other hand, mandates DOLEs programs on promotion of
employment and human resource development, industrial peace, and workers
protection and welfare. Furthermore, the Philippine Labor Employment Plan (PLEP)
2011-2016, as embodied in the Philippine Development Plan (PDP) 2011-2016,
recognizes that, underpinning inclusive growth must be a bedrock of sound
institutions that promote transparency, accountability, emphasizing the active
participation of civil society and the media in governance, monitoring, and
feedback.

Based primarily on Executive Order (E.O.) No. 292, Series of 1987 (The
Administrative Code of 1987), Section 15, as affirmed fully by Department Order No.
105-10, Series of 2010 Changing the Name of the Information and Publications
Service to Labor Communications Office,.

Objectives:
Disseminate

accurate and updated information on labor and employment


by means of publication and media coverage of special events and
related matters on the Departments policies, plans, programs and
projects (E.O. 292);

Effectively

communicate to DOLE clients and the general public the


programs, projects, policies, and existing services of the Department
(D.O. 105-10);

Coordinate

with all communication offices within the Department,


including regional offices, bureaus, attached agencies, and POLOs
relevant to the new communication functions of concerned offices (ibid.);

Develop

the reports from said offices into stories for dissemination to the
public and media use (ibid.);

SCOPE

The scope of DOLEs NRP Process covers the Quality


Management System (QRP) and Continual Service
Improvement (CSI) of the entire NRP Process of the LCO in
coordination with communications offices DOLE regional
offices, services, bureaus, attached agencies, and POLOs,
consistent with its legal bases, primarily EO 292, Section
15, and D.O. 105-10, Series of 2010.

Significantly, the scope of the NRP Process covers the


selection, assignment and farming-out of selected NR
materials, research, drafting, editing, approval, clearance,
release to media, filing/records keeping/maintenance,
monitoring of the fully approved NR and possible feedback.

TERMS AND DEFINITIONS

NRP Process: The News Release Preparation (NRP) Process refers to the LCOs Quality
Management System-Continual Service Improvement (QMS-CSI) Cycle from selection,
assignment, research, drafting, editing, approval, clearance, release to media,
filing/records keeping/maintenance and monitoring/feedback. The process stages are
defined as follows:

- Selection: First stage in the NRP Process wherein the QMS-in-charge, the LCO Director,
selects the NR materials based on quality requirements of timeliness and relevance, and
accuracy. The Director then forwards the selected materials to the Division Chiefs (DCs).

- Assignment: In the second stage, the DC assigns the selected materials to specific
writers based on quality parameters including, evenness in the distribution of NR materials
for each writer, consistency with beat work, contingency, issue or demand. In
sending/distributing the materials to writers, the DC ensures detailed instructions or data.

- Research: An optional stage in the NRP Process in which the writer, judging on the NR
material on hand, makes the decision to gather or not to gather data to substantiate the
material.

TERMS AND
DEFINITIONS
Drafting: It is the conceptualization stage in creating stories for NR,
which includes the determination of what style and format to use.
Drafting is the stage in the NRP Process directly following the receipt by
writer of assigned NR material, or after research is done. During this
stage, the news story is first written based on the selected material.
- Editing: Stage in which the QMS person-in-charge, the Division Chief,
reads, peruses, and corrects as necessary the NR draft submitted by a
writer based on the rules of punctuations, grammar, context, and
structure.
- Approval: Stage in which the LCO Director reads, peruses the edited
draft, approves the NR/s for release, or suggests necessary and applicable
improvements.
- Final pass: Stage in which an NR draft approved by the Director is
forwarded to the Office of the Secretary for approval. The DOLE Secretary
notation will indicate clearance and instruction either for hold, disapproval
or for immediate release.

TERMS AND
DEFINITIONS
-

Release. Following the Secretarys approval, the process


reaches the release phase in which an NR is deemed of quality,
ready and worthy to be distributed to the media.
- Filing/Records Keeping and Maintenance: The final stage in
the NRP Process in which a designated staff in the Office of the
Director ensures that the original approved NR copy, together with
its backgrounder/s or reference NR material originally
selected/assigned by the Director, and the original, corrected NR
drafts, are maintained and preserved.
NRP Process Quality Procedures Manual: The manual that
establishes the complete QMS-CSI guidelines and procedures of
News Release Preparation (NRP) Process, defines its scope, terms,
pinpoints its forms/documents, charts its procedures flow, key
steps, process cycle times, and details of the whole NRP process.

USERS
NRs

prepared using the LCOs NRP


Process is for tri-media and new media
use, with the public as the end-users.

Documentary Requirements
The following documentary requirements
are employed in the NRP Process:
NR draft
Approved NR
NR Backgrounder (consisting of NR
material/researched data).

Fees/Validity Period
None.

There are
absolutely no fees required
in entire LCO NRP Process.

All

year round

Summary of Procedure Flow


Key Steps

Responsible Action
Officer

Process Cycle
Time

Details

Selection of NR
materials

LCO Director

5 minutes

Following receipts of
materials, determine if it is
based on Inter-DOLE or
External document

Division Chief

Division Chief and


Writers

5 minutes

5 minutes

the Director selects and


forwards materials for
news release to Division
Chief;

determines if research is
necessary;
YES: writer conducts
research and then writes
the news;
NO: writer studies
material and then writes
the news.

a.
b.

Research/ drafting

Writers

Writers and
photographers

hours

hours
hours
hours
hours

hours
hours

Based on inter-DOLE or
external documents when no
further research is necessary
writer studies the material
and writes the news; If
research is necessary:

Involving point person

interview;
Involving an phone

interview;
Interview through e-mail;

Involving archival

research or library
research outside DOLE
but within National
Capital Region.

If the news or feature story is


based on result of coverage
Based on result of

coverage within Metro


Manila
Based on result of

coverage outside Metro


Manila

Drafted NRs

Writers

10 minutes

Submit draft NRs for


editing/proofreading

Reviews/edits/proofre
ads

Division Chief

Division Chief

Writers

Division Chief

Director

1 hour

5 minutes

30 minutes

5 minutes

15 minutes

1 hour

DC edit drafted NRs

Return edited NRs for


revision to the writer if there
is corrections/revisions

Input correction/revision
then resubmits to DC

Submit the corrected drafts


to Director

Reviews drafted NRs to be


endorsed for approval to the
OSEC
With minor revision and

correction

With major revision and

correction;

Approval of Director

Director

10 Minutes

Corrected and approved


materials returned by
the DC to the Director
with final revision or
correction

Final Pass

Director

30 minutes

Director reviews drafts


news or FS; if draft news or
feature story is in order;
notes the same with OK
or For approval of the
Secretary; initials it and
sends the draft to OSEC.

Note: If the draft news or


feature story does not
involve policy, but just a
report of, say, training,
the director may approve
the same for release to
media copy furnish the
Secretary of DOLE, for
information

Approval/Disapprova
l

Division ChiefMERD

Director

OD Staf

30 minutes

10 minutes

10 minutes

If the draft news of FS


is returned by the
Secretary of DOLE with
approval for release, the
Director sends the story
to DC-MERD for release
and uploading

If the draft news of FS


is returned by the
Secretary of DOLE with
revisions or corrections,
the Director sends the
story to DC to be
revised or corrected

If the draft news or FS


is returned by the OSEC
with further
Instructions, or notation
such as, HOLD, or
DISAPPROVED, the OD
staf will file the story
for reference, or if
APPROVED it will be
released to media

Release to Media

Director

Staf

5 minutes

5 minutes

2 hours

10 minutes

Director directs the OD


staf to release the NR to
the media an approved
news release. Following
approval, the following
steps are to be taken:

formats, assigns control


number and logs it

NRs release to media


through e-mail, and/ or fax
in order of preference to
diferent offices.(release
should be finished before
3pm)

Uploads the NR in the


DOLE website,
www.dole.gov.ph

Filing/Records Keeping
of NR Materials

Staff

10 minutes

Copy of NRs with all the


sources, background
materials, notes, transcript of
interviews, and
proofread/edited copies
attached. A control log book is
maintained for borrowers of
the news releases and
attached files.

. REFERENCES
Document

Date Issued

Subject

LCO News Release Preparation


(NRP) Process Quality Manual
of Procedures

(Based on DOLE QMS


Timelines)

QMS-CSI

FORMS/RECORDS

PROCESS FLOW CHART:


NEWS RELEASE PREPARATION (NRP) PROCESS

END OF
PRESENTATIO
N
Thank you