Directives on Information and Communication (DirInf) - Objectives (INFORL)

1. This Directive has the following objectives

a) It complements the provisions of cantonal legislation regarding the dissemination of information concerning the matters of the Council of State and the administration.

b) It establishes the roles and responsibilities within the cantonal administration for the dissemination of information.

1. This directive applies to the cantonal administration, including institutions with their own legal personality and other units administratively assigned to the directorates.

2. The following are reserved

a) in general, the independent position of the cantonal authority for public access, data protection, and mediation (Art. 31 InfoV);

b) for the regulations concerning websites, the exceptions due to the special situation of units that do not have to manage their sites with the state's Content Management System (CMS) (Art. 35 para. 2 InfoV) and that do not have to meet the requirements of the Corporate Design (Art. 3 para. 1 CDV).

1. In events where legislation concerning civil protection applies (disasters, emergencies, accidents, and major incidents), information shall be regulated by a special ordinance.

2. In crisis situations, information is ensured by the crisis units in the directorates and in the state chancellery.

3. The provisions of the legislation regarding the publication of decrees for extraordinary disclosure are furthermore reserved.

1. The language of the information is regulated in Articles 2 and 3 of the InfoV.

2. Additionally, for texts drafted in the context of state information and communication, the following apply

a) the recommendations for gender-neutral language use, as approved by the State Council;

b) the directive of the State Chancellery regarding translation within the cantonal administration.

3. However, special provisions pursuant to Article 15 for communications to the media remain reserved.

**1. For the area of public information, the requirements of the regulation on the corporate design of the State of Freiburg and the associated graphic charter apply to both websites and documents distributed in printed or electronic form, within the limits established by this regulation.**

**2. Furthermore, Article 25 paragraph 2 of the SRSVV is reserved for dossiers related to the decisions of the Council of State.**

**3. Administrative units, for which the rules of the regulation on the corporate design of the State of Freiburg do not apply, must mention their affiliation with the State of Freiburg on their website and in their documents (Art. 3 para. 2 CDV); exemptions granted by the Council of State remain reserved.**

1. The following are reserved

a) the directives issued by the directorates and institutions with their own legal personality in application of Article 30 InfoV;

b) the directives issued by the Directorate for Education and Cultural Affairs regarding school websites and the publication of personal data on these websites;

c) the directives and special provisions pursuant to Articles 30 paragraph 2 and 35.

1. The departments and the state chancery, along with their administrative units, ensure that the principles stated in this directive are observed generally and for all publications under their responsibility.

2. The state chancary also assumes this responsibility for the publications and website of the state council, as well as for the accounts and profiles of the state on social media.

1. The Office for Information (BfI) performs the following tasks in addition to the duties assigned to it by the Ordinance on the Information about the Activities of the State Council and Administration

a) It ensures the quality of the information coming from the State Council and the Administration; furthermore, it ensures a unified approach in this area.

b) It ensures the coordination and uniformity of the information coming from the Administration.

c) It manages the agenda for media conferences, which is submitted to the State Council each week (Art. 14 para. 2 InfoV[10] and Art. 25 para. 3 SRSVV[11]), and maintains a directory of important documents that were distributed to accredited media.

d) It compiles a daily media review with topics that are of interest to the canton and provides it to the members of the State Council and the cantonal administration.

e) It participates in the creation of continuing education courses for employees tasked with information duties (Art. 4 para. 2 InfoV[12]).

f) In addition to managing the state’s web portal and the State Council’s website, it manages the website of the State Chancellery and the one for the state’s corporate design.

g) It acts as a competence center for social media.

h) It provides the directorates and their administrative units with information on issues related to the publication of images (Art. 32 et seq.).

i) It monitors the development of e-government projects and keeps abreast of technological advancements in the field of information.

**1. Responsibilities of Designated Officials within Directorates**

In addition to the tasks assigned to them under the Ordinance on Information regarding the Activities of the State Council and the Administration, designated officials within the directorates shall carry out the following activities

a) They provide advice and support to their directorate and its administrative units in all matters related to information.

b) They exercise media oversight over all matters for which their directorate is responsible, relying specifically on the general supervision system established by the Information Office (BfI).

c) They ensure that their directorate and its administrative units are informed about the general communication dossiers discussed at the Conference of Information Officers.

d) Together with the secretary generals, they ensure that personnel required to play a role in information receive the necessary instructions and, if needed, appropriate training.

1. The authority to provide the media with information about the activities of the administration is governed by Articles 26 and 27 of the InfoV.

2. Additionally, Articles 22 et seq. of the InfoV apply to information regarding the intentions and decisions of the State Council.

1. Information is of a political nature within the meaning of Article 27(1) InfoV if it

a) involves topics for which there are multiple solution options or about which various opinions are expressed;

b) concerns controversial topics or sensitive issues of cantonal life;

c) given the particular background against which they are set, require consideration of the sensitivities and potential reactions of private individuals or the public as much as possible.

2. Purely factual information and details about the decided measure that do not require an assessment of the background of the topic are of a technical or administrative nature.

1. The directorates and, if applicable, their administrative units decide, depending on the importance they wish to assign to their information, which means are appropriate for disseminating the information.

2. To organize a press conference, an administrative unit needs the prior consent of the relevant directorate. This obligation does not apply to the district offices or to the units that are exempted by their directorate pursuant to Article 30, paragraph 1 of the Information Ordinance (InfoV).

3. The directorates and their administrative units adhere to the general principles applicable to the preparation of a communication plan, the drafting of a press release, and the organization of a press conference or a media briefing; these principles are further elaborated in the appendix (Appendix 1).

1. The Federal Office of Information ensures, in compliance with the principle of promptness, the regular dissemination of information, while simultaneously considering the publication frequency of the Fribourg media and the necessity to ensure the best possible visibility.

2. Announcements are distributed to all key moments of the week, primarily on Monday, Wednesday, and Friday mornings.

3. The responses of the Council of State to federal consultations are published on the internet and provided to the media without additional explanations as a general rule.

1. The directorates shall provide the Federal Office for Information (BfI) with a list of their administrative units that disseminate their information directly to the media.

2. The units that disseminate their information directly shall ensure that their distributions are coordinated with those of the BfI. They shall provide a copy thereof ex officio to the BfI and to the contact person of their directorate.

**1. When explanatory reports to the ordinances of the State Council serve as communications to the media, they must be prepared and disseminated in both official languages (Art. 26 para. 2 SRSVV). If they are provided as simple annexes to a communication, they need only be disseminated in the original language (Art. 3 para. 1 InfoV).**

**2. The translation of communications to the media is the responsibility of the directorate tasked with the matter, even if the communication is ultimately disseminated in the name of the State Council.**

1. The State Chancellery and the Office for Information Technology and Telecommunications are responsible for managing the domain names for the state's websites.

1. The central information system for content management (CMS) provides the necessary models for the presentation of information and includes a special application for managing news.

2. If necessary, additional web applications can be integrated into the CMS; in doing so, the requirements of the Ordinance on the Corporate Design of the State of Fribourg and the accompanying graphic charter must be observed.

3. The default browser for the CMS is specified by the CMS itself. As far as possible, the entity responsible for managing the website ensures that the published pages can also be displayed with other browsers and are accessible on various devices (tablets, mobile phones, ...).

1. The directorates and administrative units shall comply with the provisions of the Ordinance on Information Regarding the Activities of the Council of State and Administration, the Ordinance on the Corporate Design of the State of Freiburg, and the accompanying Graphic Charter, as well as this guideline when designing and organizing the websites they manage.

2. They shall develop the material content and ensure its regular updating.

3. Information and documents that are no longer current but remain of interest to the public must be retained in a special section labeled "Archive."

1. Personnel tasked with the administration of a website must have completed basic technical training before they are allowed to use a CMS.

2. The training is provided by the State Chancellery; it also develops and maintains a user manual for the CMS.

1. The general organization and presentation of the websites are outlined in an editorial charter (Appendix 2) and in the graphic charter pursuant to Article 5. The websites are assembled according to the template structures provided by the CMS.

2. Specific multimedia content must be submitted to the State Chancellery for validation before being inserted.

1. The information and communication and transaction services offered on the websites must be accessible to individuals with disabilities affecting language, hearing, sight, and motor skills.

2. To this end, the websites must be designed in accordance with the international informatics standards for website accessibility that are recognized by the federal government for its own websites. They must achieve the compliance level "AA" as required by these standards.

3. The State Chancellery ensures that all websites are awarded a certificate of compliance from a recognized body. It provides the necessary instructions to the departments and their administrative units and sets deadlines for their implementation.

1. It is prohibited to insert advertisements, links to commercial websites, and links to personal websites on state websites.

2. However

a) The logos of office software and various browsers with a link to this software are permitted.

b) The mention of an external service provider or providers with copyright and a link to their website is also permitted, but only on the "Contact" page of the website and without a logo.

c) Elected officials may include a link to their personal homepage, provided that this link is clearly identifiable as such and does not appear in the content area or in the main navigation area.

d) Additional exceptions for special needs can be granted by the Conference of Information Officers following an opinion from the BfI.

1. The application for the creation of a website shall be submitted to the State Chancellery and shall include, in particular

a) the list of personnel assigned to manage the website;

b) if it originates from a subordinate administrative unit, the authorization for the creation of a website, issued by the competent directorate;

c) if several directorates or administrative units jointly manage a website, the designation of the unit assuming primary responsibility.

2. The State Chancellery shall create the website in the CMS. It provides an operational standard website with a standard structure, an appropriate name for the website, and the necessary access permissions.

1. The responsibility for the development of the website lies with the respective directorate or administrative unit. This website is to be prepared in both languages, and the requirements concerning the management and organization of websites must be met.

2. If necessary, the State Chancellery advises and supports the staff tasked with the management of the website.

1. For websites created by the subordinate administrative units, there is a dual control

a) The responsible directorate conducts a material review of the website's content and, based on this, grants a preliminary publication approval.

b) The BfI carries out the formal review as prescribed in Article 35, Paragraph 3 of the InfoV[25] and, based on this, grants the definitive publication approval.

2. For websites created by the directorates and the administratively assigned administrative units, only the formal review and the corresponding definitive publication approval are required.

**1. Once the definitive publication authorization has been granted, the State Chancellery, in collaboration with the Office for Information and Telecommunication, shall publish the website for the first time.**

1. The following content is disseminated as news in the designated sections and included in the automatic information (RSS feed) of the respective websites

a) press releases;

b) additional news as needed.

2. The news contains a title, lead, and content. If originating from a press release, the full text is adopted with the exception of the date and contact information.

3. The press releases are published in the news on the day they are disseminated to the media or, if the release was distributed with an embargo, at the end of the embargo.

1. The directorates and administrative units ensure the publication of their own news and the inclusion of additional news related to their activities on their websites.

2. The Office of Information (BfI) ensures the publication of news from the State Council and the State Chancellery. It also categorizes other news and coordinates their dissemination on the various websites it manages.

3. The inclusion of news transmitted by the Secretariat of the Grand Council, the Judicial Council, or the Cantonal Court on the web portal is regulated in Article 32, paragraph 3 of the Information Regulation (InfoV).

1. The state web portal is located at the address www.fr.ch. It serves as an access point to the various websites of the entities connected with the State of Fribourg, including the websites of the Grand Council, the Judicial Council, and the judicial authorities, as well as to the topics addressed therein.

2. The web portal contains, in particular

a) news significant enough to be featured on the site;

b) a comprehensive RSS feed that aggregates all news from the state;

c) legal information regarding the general terms of use of the state's websites and the respect of users' privacy;

d) the e-government portal, which notably includes online services.

3. The BfI regularly reviews the content, structure, and presentation of the web portal and makes the necessary adjustments.

1. In addition to the minimum content as per Article 33, Paragraph 2 of the InfoV, the directorates, the state chancellery, and the administrative units must also publish the following on their website

a) an identity card of the directorate or unit, the various means to contact them, and a contact form with the necessary security measures;

b) a "News" section with a link to the news of the web portal;

c) the necessary metadata for search engine optimization of the website.

2. The following publications must also be made in accordance with specific rules and guidelines

a) the graphical representation of organizational charts;

b) the excerpts from the service catalog (tasks, services, legal foundations);

c) the publicly accessible telephone directory.

1. The directorates and administrative units may use social media as needed and according to their specific subjects for their communication.

2. This use is governed by the Practical Guide for the Use of Social Media, which was created by the State Chancellery.

1. The use of images, particularly photographs, in the communication of the state is restricted by the following rights

a) Copyrights for these images;

b) The personal rights of the individuals depicted in the images, particularly their right to their own image.

2. The public authority using images in its communication ensures compliance with copyright legislation. If necessary, it consults with the copyright holder in advance regarding how the image will be used and the extent to which rights are transferred.

3. The publication of images depicting identified or identifiable individuals constitutes a disclosure of personal data to the public, governed by Articles 11 and 12 InfoG and the following provisions.

1. For the publication of images depicting identified or identifiable individuals, prior, generally written consent of the involved individuals is required. If necessary, the duration and scope of this usage are precisely defined, particularly if the image is to be included in the photo library as per Article 36.

2. Consent is presumed if the image contains neither an offensive nor a degrading element for the individuals concerned, nor any element that violates their honor, and if at least one of the following conditions is met

a) The image depicts a mass scene or a group of persons, and none of the individuals shown are individually depicted or the main subject of the image.

b) It was taken in a public place and is directly related to a current event that has nothing to do with the private lives of the individuals.

c) It was taken in a public place and concerns a public figure.

d) It originates from a professional photographer or an image bank that guarantees compliance with personality rights.

3. If the individuals depicted cannot be identified, no consent is required.

1. Any person who is identifiable in a photo on a state website and feels that their right to their own image has been violated can submit a simple request to the authority responsible for managing the website to have the image removed from the site.

2. The exercise of rights in the event of infringement, conferred by data protection legislation, by the affected persons remains reserved.

1. If necessary, the relevant departments issue specific guidelines regarding the use of images depicting individuals in sensitive situations, particularly in educational institutions and care homes.

1. The BfI provides an online state-owned photo library with images where both copyright and, if applicable, the personal rights of the individuals depicted are respected.

1. The State Chancellery is allotted a period of three years to obtain the initial certification of accessibility for disabled persons according to Article 21.

2. The Directorate and the administrative units are given a period of one year to verify whether their websites comply with the remaining requirements of this directive. They specifically ensure that the published images are compatible with the principles of this directive.

3. The Office for Information does the same for the websites for which it assumes administration.

1. The following are repealed

a) the rules regarding information on the activities of the Council of State and the cantonal administration of Fribourg, approved by the Council of State on June 5, 2007;

b) the directive of October 15, 2008, of the Fri-Info Commission concerning the websites of the State of Fribourg, which are managed with CMS Contens.

1. This directive enters into force with the approval of the State Council.

2. No approval is required for

a) the appendices in accordance with Articles 12, paragraph 3, and 20, paragraph 1;

b) subsequent amendments to this directive, if they are of a minor nature.

3. Since this directive is of general interest, it will be published, excluding the appendices, in the Official Collection of the Canton of Fribourg; the appendices can be viewed on the website of the State Chancellery or at the Information Office.