This Guide provides basic standards for all Frederick County Parks and Recreation employees. By following these guidelines, you will help the Division maintain a consistent, unified presence.
If you have any questions about these guidelines, please contact the Communications Managers at jryder @frederickcountymd.gov or mkinna@frederickcountymd.gov.
MISSION STATEMENT
The Frederick County Division of Parks and recreation is committed to the highest level of care for our natural and historical resources while making the park facilities and recreational programs available to all.
We believe that the benefits of parks and of recreation are far reaching to vital to each and every individual, family, and community in Frederick County.
COMMUNICATION STANDARDS: SOCIAL MEDIA
View Social Media Policy on SharePoint
COMMUNICATION STANDARDS: SOCIAL MEDIA
REPRESENTATION TO THE MEDIA
If any staff receive media interview requests, they need to be approved by the Division Director and the County Communications Director through Adobe Sign. Staff must complete the “DPR Media Interview Request Form, located on SharePoint: Media Representation and Interview Request.
All documents going out to the public (PSA’s, Press releases, etc.) must go through the Communications Managers.
If you speak with the press, notify the Communications Managers immediately.
LETTERHEAD FORMATTING
Directions for Letterhead
Use CURRENT County Letterhead (Jeremy as Director)
Page Layout Tab; Margins
o Set Margins as follows for both Letters and Memo’s
Top Margin: 1.4
Left Margin: 1.0
Bottom Margin: 1.0
Right Margin: 1.0
MEMO FORMATTING
FCPR LOGO USAGE
When using the FCPR logo, use the official logo, as shown, in color, black or white.
All the approved Division logos are located on SharePoint: FCPR Logos
EMAIL BEST PRACTICES
Email works best for short communications such as sending attachments, brief questions or feedback, or scheduling meetings. ALL EMAIL MESSAGES ARE PUBLIC DOCUMENTS. Do not write anything in an email that you would not want to appear in The Frederick News Post- because it very well might.
Avoid using email to resolve a disagreement, or to complain, criticize, debate, or carry on a detailed, complex exchange that requires an in-person conversation.
Never use email to express sentiments that are discriminatory or harassing, or reflect religious or political views.
Make your subject line accurately and succinctly describe the messages content.
Example: “Agenda for 2-12-15 Board of Health meeting” and instead of simply “Agenda”
Put relevant information in email body rather than send as an attachment. Attachments can't be opened on hand-held devices.
When designating email recipients, use the “To” field only for recipients who need to take action. Use the “cc” field for participants who should be aware, but do not need to take direct action. Use the “cc” field judiciously; don’t clutter peoples inboxes.
Parks All-Staff messages are only for issues directly related to department work that affect all department staff. Email the communications specialist for assistance.
Use Reply All only if your reply absolutely must be read by others who received the initial message, otherwise simply Reply. Never use Reply All to an email to Parks And Rec All Staff
When you reply to an email, always include the original text to which your replying
EMAIL SIGNATURE OPTIONS
We have two staff email signature options shown below. You may choose from the logo graphic or the text graphic. Please be sure to use the fonts in the signature. To update your email signature, follow the instructions below:
To select the text signature below, right click and copy
Name Here
Your Title Here
Pronouns:
Frederick County Division of Parks and Recreation
355 Montevue Lane, Suite 100 | Frederick, MD 21702
Go to File and select Options in the left column
Click on Mail in the left column, then click the Signatures button
In the box, paste the signature that you just copied
Change all information to your information
Select your email address and click the button with the picture of the earth (link)
Make sure your email is in this area and click ok
Once your information is updated, click ok and you’re done!
EMAIL SIGNATURE OPTIONS
To select the email signature with graphics:
Go to to copy the email signature
Email Signature Document 04032024.docx
In Outlook go to File and select Options in the left column
Click on Mail in the left column, then click the Signatures button
In the box, paste my signature that you just copied
Change all information to your information
Select your email address and click the button with the picture of the earth (link)
Make sure your email is in this area and click ok
Once your information is updated, click ok and you’re done!
OUT-OF-OFFICE EMAIL
Whenever you will be out of the office during normal business hours, you should set your out-of-office.
Go to File in Outlook
Click on the automatic replies icon
Select “send automatic replies”
Check the box “only send during this time range”
Select your start date/time and end date/time of when you will be out of the office.
Type your automatic reply (example below).
Hello,
Thank you for your email. I am currently out of the office and will not be available until [return date]. During this time, I will have limited access to my email.
If your matter is urgent or requires immediate assistance, please reach out to [colleagues’ name] at [colleagues’ email] or [colleagues’ phone number]. For all other inquiries, I will respond as soon as possible upon my return.
Thank you for your understanding.
Best Regards, [Your Email Signature]
Select all of your message, copy and paste it into the “outside my organization” tab.
Click ok and you’re set. The automatic replies will turn on and off based on your dates/times you entered.
PHONE AND VOICEMAIL
Cell Phone AND landline Guidelines
If you or your staff have a landline and a county cell phone, all landline voicemails need to send notifications to your mobile phones according to the new guidelines, to ensure that the constituents receive services and replies in time when you’re away from your desk.
There are several ways to notify mobile phones, through email, calls, and/or text. You may enable both email and text, or both email and call at the same time.
Avaya Messaging Voicemail System – Online and Phone 2024
PHONE AND VOICEMAIL
Cell Phone Voicemail
Cell phone voicemail must be professional and state specific information. Please use the information below to record your voicemail. Be sure to include your name, title and the Division.
Example: You have reached Melissa Kinna, Communication Manager with the Frederick County Division of Parks and Recreation. I am sorry I missed your call. Please leave your name, phone number, and a detailed message, and I will return your call as soon as I can. Thank you and have a nice day.
Office Phone Voicemail Set-Up
Perform the following steps to set-up your office phone voicemail greeting
Log in
o Dial the Voice Mail extension number 33333 and listen for the voice to prompt IMPORTANT! Enter the initial default password of 258369, followed by #
Personalize your password
o Voice Mail will force you to enter a password – for mailbox security purposes. At the prompt
o Enter a number from 6 to 15 digits as your personal password, followed by the # sign.
o Re-Enter your personal password followed by the # sign.
“YOU ARE NOW LOGGED IN”
PHONE AND VOICEMAIL
Change your Greeting
Your greeting will be heard by your callers when answered by voicemail.
At the Activity Menu
Enter 3 to get to the Manage Greetings Menu.
To record a greeting, press 1.
Enter 3 for optional Greetings.
You will hear a prompt to select an Optional Greeting from 1 to 9
Enter 1 to record Optional Greeting 1
Record your greeting. (Sample Greetings are on the next page.)
Enter # to end your recording
Press 5 to activate greeting- Press 3 for Optional Greeting- then 1
Press 0 to activate for all calls – Press # to approve – Press # to return to the Activity Menu
Record your Name
At the Activity Menu
Enter 5 to get the Personal Options Menu (5 is an unspoken prompt)
Enter 5 to record your name, begin recording your name after the tone.
Enter 1 to accept name, press # to approve.
NOTE: Voice Mail can be reached fro many touch phone from outside your office by dialing 301600-3333
