SECURITIES AND EXCHANGE BOARD OF INDIA

Working of Communication Division

Operating Manual



Activities
1. News Paper Clipping
2. Press Release
3. News Digest
4. Media List
5. Media Queries
6. LCD Monitor
7. Chairman Interview Request
8. Chairman Clipping
9. Social Media
10. Press Conference
11. Media Interaction of Chairman / WTM
12. News Analysis
13. SEBI Photo Library
14. Weeding out of Old Documents



News Paper Clipping

Activities to be performed and the expected turnaround time

S. No Task name
Activity Detail
1 Marking of News Items
Officers are required to read and mark the news items
appearing in the news paper relevant from SEBIs
perspective
2 Cutting
The marked items needs to be cut by the support staff
after the marking is over
3 Sorting
The paper cutting needs to be sorted so that all news
item relevant a particular news are arranged in one
place
4 Pasting The clippings should be pasted on blue A4 sheets
5 Stamping
All the sheets should be stamped with the current
date on top of the sheet and the stamp of the
respective news paper on top of each news clippings
6
Priority Assignment &
review
The sheets needs to be arranged according to the
importance & relevance to SEBI
7 Cover letter
The cover letter should comprise of the headlines of
the news clipping in the priority order
8 Xerox copies
Xerox copies should be taken out for sending to
Board Members, ED and Secretary to the chairman
and a copy for Communication Division
9 Scanning
The news item needs to be scanned in sequence for
archival and uploading on intranet
10
Signoff ( Arrangement &
stapling)
The Xerox copies needs to be arranged and stapled
in order along with the original
11 Highlighting
The Original copy needs to be highlighted so that the
chairman can know the important points of the news
item easily

The below mentioned grant chat shows the sequence of events and the expected turnaround time for each task

Gantt chart

Time
S.
No
Task name 9:30 9:35 9:40 9:45 9:50 9:55 10:00 10:05 10:10 10:15 10:20 10:25 10:30 10:35 10:40 10:45 10:50 10:55 11:00 11:05 11:10 11:15 11:20
1
Marking of News
Items

2 Cutting

3 Sorting

4 Pasting

5 Stamping

6
Priority
Assignment &
review
7 Cover letter

8 Xerox copies

9 Scanning

10
Signoff (
Arrangement &
stapling)
11 Highlighting


PROCEDURE FOR ISSUING PRESS RELEASES

1) Concerning dealing officer will prepare Press Release and sign on it and Put up
to Division Chief.
2) Then Division Chief and Head of the Department (if any) will also approve and
sign the said press release.
3) Then press Release will be sent to Communication Division for approval.
4) Communication Division will suggest/make the correction if any required and
recommend/ forward to concerning ED/WTM for approval.
5) After approval, the ED/WTM will send back the press release to Communication
Division.
6) Communication Division will upload the press release on website:
www.sebi.gov.in and inform the ITD to approve the same.
7) Process of uploading press release on sebi website is as under:-
a. Login at website: http://www.sebi.gov.in/webcms1
b. Click entryavsrao@sebi.go.iv
c. Avsrao12345
d. Click add
e. Go to section and select news and publication
f. Go to sub-section and select press release
g. Go to report date- select today date
h. Go to place type name of place viz. Mumbai/Delhi etc.
i. Go to heading paste text of heading in heading column
j. Click -msword icon below heading column paste all text/content/facts of
press release in this msword.
k. Click some word and give link of the concerning order/ circular/ report etc.
l. Click -insert after pasting text in msword icon

8) After approval of ITD, Press Release will appear on sebi website:
www.sebi.gov.in.
9) After uploading the press release, a mail must be sent to all_press@sebi.gov.in
from Press email ID for forwarding the said press release to media.
10) The Press Release should preferably be sent by the Divisions, so as to reach the
Communications Division latest by 4.30 p.m.
11) If there is a Press Release to be issued after office hours, the concerned division
may alert the Communications division latest by 5.30 p.m., indicating the subject
matter of the Press Release and the officer who will be coordinating for issuing
the Press Release.



Note:
In case of Press Release for order passed by Chairman/Whole Time Member,
The press Release should be uploaded on sebi website after uploading of the
order and a hyperlink should be given in the press release for the order.
Press Release should be uploaded after 4:00 p.m.
Press Release must be issued after receipt of original Press Release signed
/approved by ED/WTM/Chairman. Original Press Release will be kept in record
of Communication Division.

PRESS RELEASE FORMAT

PR No: (To be given by
Commn. Div.)


Headline
The headline shall be as brief as possible (ideally not
more than six or seven words) which shall highlight
the important point in the Press Release ( for eg: M/s
XYZ barred from trading.)
The headline shall have a verb.


Intro
The first paragraph (intro) shall be the main point of the Press Release. (For eg: if it is an
order against an entity, the intro may be M/s XYZ has been barred from trading in stock
exchanges from period A to period B. The order was passed by Shri ABC, Designation,
on date)
The intro paragraph shall ideally not exceed 20 to 30 words.


The Press Release can have one or more paragraphs depending on the subject matter and
the importance of the subject. Ideally we may have only two or three paragraphs
including the intro in the Press Release.

The last paragraph can give the web link when the matter related to the subject in the
Press Release (like orders, reports etc.) is available in our website:
For eg: The above order is available in our web site: www.sebi.gov.in
(the exact link will be given by IT Department while uploading the press release)



Place of issue
Date of issue
News Digest
News digest should be prepared in the following manner
1. Front page should give the market snapshot of the day at BSE NSE & USE
2. It should also contain the snapshot of the important bourses around the world
3. The second page should be make a brief snapshot of the market during the day
and a snapshot of important news items occurred during the day
4. There should be proper signing place for CGM Communication Division at the
bottom of the front page.
5. Copies of the news items should be taken and attached to the front page in order
6. Highlighting should be done for the important news items in chairmans copy
7. The below list mentions the list of website to be checked for preparing the news
digest
S.No Website
1 http://www.business-standard.com/india/index2.php
2 http://www.moneycontrol.com/news/
3 http://news.google.co.in/nwshp?hl=en&tab=wn
4 http://www.firstpost.com/
5 http://www.moneylife.in/
6 http://www.suchetadalal.com/
7 http://pib.nic.in/
8 http://www.ptinews.com/
9 http://www.finmin.nic.in/
10 http://www.mca.gov.in/Ministry/latest_news.html
11 http://www.rbi.org.in/scripts/BS_PressReleaseDisplay.aspx
12 http://www.bloomberg.com/news/
13 http://www.sec.gov/
14 http://www.ft.com/home/asia
15 http://www.finra.org/Newsroom/
16 http://www.fsc.go.kr/eng/
17 http://www.sfc.hk/sfc/html/EN/
18 http://www.iosco.org/news/
19 http://www.mas.gov.sg/
20 http://www.fca.org.uk
21 http://www.sc.com.my/index.asp
22 http://www.nytimes.com/pages/business/global/index.html
23 http://sec.gov/news/press.shtml
24 http://online.wsj.com/public/page/news-business-us.html
25 http://www.washingtonpost.com/business

26 http://www.assocham.org/prels/index.php
27 http://www.asc.gov.au/asic/asic.nsf
28 http://cii.in/NewsRoom.aspx?enc=SO0wa+TYDvk3FXKFO1bn1Q==
29 http://www.esma.europa.eu/
30 http://www.ficci.com/media-room.asp
31 http://world-exchanges.org/
32 http://www.bloomberg.com/markets/stocks/world-indexes/asia-pacific/
33 http://www.bseindia.com/
34 http://www.nseindia.com/


8. User ids' and password for accessing newspapers and magazines that are
subscribed in the library.

a. Financial Times: www.ft.com
User id: trial5@sebi.gov.in
Password: trial5

b. Wall street Journal: www.wsj.com
User id: library1@sebi.gov.in
Password: library23

c. The Economist: www.economist .com
User id: library1@sebi.gov.in
Password: library1

d. Harvard Business Review: http://www.hbrsasia.org/
User id: sebi123
Password: library12

e. Sloan Management Review: http://sloanreview.mit.edu
User id: library
Password: 5f905312

f. Journal of security Operations & Custody: http://henrystewart.metapress.com
User id: SEBI2013
Password: JOSOAC12



Media List
The media list should contain the contact details of the people covering SEBIs news in
print, electronic & digital media.
It should be regularly updated as and when new info is available by checking the
newspapers, Magazines, Websites or personal interaction / mail received at press id.
A sample format for the media list is given below
S.N
o
Name
of the
News
Agency
Name Designation Office
Telephone
Mobile E-mail
address
Address
1 News
Agencie
s Name
Journal
ists
Name
Journalists
Designation
Journalists
Office
Telephone
No
Journa
lists
Mobile
No
Journalist
s E-mail Id
Journalis
t
address



Media Queries
The communication department owns a press id (press@sebi.gov.in) to which the
journalists send their questions. The Officer at communication division needs to
maintain and update the media query list according to the process mentioned below
1. Generally, Media queries are received in Press Mail ID.
2. The media Query should be forwarded to Executive Directors of concerning
department making CC to concerning Division Chief.
3. The print out of query should be filed in media query file.
4. An entry of the said query should be made in media query excel file available in
Share folder. Serial Number of Excel sheet should also be given at Hard copy of
Media Query print out and hard copy of should be filed. Following are the
column of excel sheet:
S.
No
DATE SUBJECT FROM PUBLICATION
Forwarded to Reply

1
Date
of
receip
t
Area to which the
question pertains
to
Journalist
Name &
designation
Publications
Name
Name of
concerning
ED DC &
department
Date of
receipt
of reply
if any &
date of
forwardi
ng

5. If any reply comes from concerning department for the media query, it should be
forwarded to media person and a copy of same should be annexed with the said
media query print out.


LCD Monitor
The monitor has reception needs to carry a welcome message for the Visitors and SEBI
staff. The presentation slide for the monitor needs to be prepared by the officer at
communication in both English and Hindi. The presentation should have a welcome
note and a guide for dos and donts for visitors when they are inside SEBI premises.
Also it should have messages of importance to the investing community.
The presentation also needs to be updated from time to time for messages related to
Important national / Sebi events like independence day, republic day, Sebi foundation
day etc,

Chairman Interview Request Handling Process

1. After receipt of Chairman Interview Request, Entry of the same should be done in
the Excel Sheet. And a serial number should be given to the said interview
request from the Excel sheet.
2. Print out of request should be taken, if the request is made by email. And the
print out of request should be forwarded to Chairman. And one copy of print out
should be filed in Chairman Interview request file. Serial number of excel should
be mentioned in both the print out (one which is being filed and other which is
being sent to Chairman)
3. If Chairman approve the request, then Time and venue should be informed to
media person who has made the request.
4. Probable Questions for interview should be taken from media person. The
question should be forwarded to ED of concerning department for providing reply
/ data/ comments.
5. Replies/data/ comments received from concerning department should be
complied and forwarded to Chairman.
6. The media person coming for taking Chairman Interview should be received by
Communication Division officials.
7. After Interview, an entry should be made in excel sheet regarding date and
venue of the interview.
8. The date and Venue should also be mentioned on Print out available in
Chairman Interview file.
9. If it is a print media interview, the copy of interview should be kept in Chairman
Interview file. It should be uploaded on portal in Chairman Interview.
10. If it is electronic media interview, we should order to Esha News to provide video
of the said interview. And video should be uploaded on portal and an email
should be sent to all_ho@sebi.gov.in for information about uploading of
interview.









1. This activity is to be done daily using the original clippings file.
2. Filter the news items as SEBI related and non SEBI related and discard the
latter.
3. Sebi related items further needs to be analysed on various parameters like
context of news capturing the comments made as positive, neutral, negative and
suggestions.
4. Also to segregate news based on news items in public domain and non public
domain.


Chairman Clipping

The communication division needs to maintain a copy of news items appearing about
SEBI Chairman in print and electronic media. The archival of these items would help the
department in handling the request mainly from chairmans office about media coverage
of chairman interview, speeches and informal talk with the media.

The Items appearing about chairman needs to be photocopied and arranged in a
separate box file named chairman clippings date wise.



Social Media

Social media has become an important tool in shaping public perception nowadays.
Sebi on its part needs to constantly monitor social media about the comments
appearing in social media about Sebi, its rulings, any other comments about securities
market about SEBI.
The officer needs to be vigilant and constant search the websites like Twitter,
Facebook, comments page of digital edition of print and electronic news publications.
The analysis of the comments needs to be reported in the below mentioned format.
S.No. Comments Count
1 Positive SEBI
2 Negative SEBI
3 Skeptical
4 Advice SEBI
5 Total

Also a tabular chart might be prepared for the better understanding of the top
management.



Press Conference

Media list should be updated regularly. It should also be re-checked at the time of press
conference.
Journalists of all financial newspaper / magazine and local/regional newspapers should
be sent an invitation for attending press conference.
Invitation should be sent by email. In addition to that, communication division officials
should also call the journalist stating that invitation is sent by email and please do attend
the press conference.
An office note should also be sent to PNS, FMD for doing arrangement of press
conference. Officials of communication division should ensure that the arrangement is
done properly and timely.
A consolidated press release should be prepared and enough no of photo copies of that
should be made. The said press-release should be distributed to all media
person/journalists who have come for attending press conference.
Contact details / visiting cards should be taken from journalists while giving them photo
copy of press release. The said contact details/ visiting card details should be updated
in media list.




Media Interaction of Chairman / WTM

The details of visitors for chairman and WTM needs to be maintained in the
following format.

DETAILS OF CHAIRMAN VISITORS



1. Date of Visit : DDMMYYYY
2. Name of the Visitor :
3. Accompanied By :
4. Organisation Representing :
4. To See:-
(a) Name : Shri
(b) Designation :
5. Expected Time of Arrival : a.m/pm
6. Expected Time of Departure : a.m/pm
7. Officer Receiving the visitor :
8. Details of vehicles (Make & Regd No.) :
9. Drive in facility : Yes /No
10. Vehicle Parking Inside Compound Required : Yes /No
11. Status of visitor : Important / VIP
12. Venue of Meeting :
13. Armed Escort, if any (Please give number of escorts)
and type of weapons carried :
14. Approving Authority :





Details received by email from
Name
Designation
organization:
Contact Details:



News Analysis

News Analysis is a activity through which we try to gauge the perception of various
news paper / journalist about SEBI. It also gives an idea about which news paper /
journalist are caring out SEBIs news items.
1) News analysis has to be done on a regular basis
2) The officer needs to study the news clipping for each day and filter the news
items as sebi related and non sebi related
3) Non Sebi related items needs to be discarded
4) The segregation of news has to be done also on the basis of whether the news
items are available in public domain or non public domain.
5) Sebi related items further needs to be analysed on various parameters like
context of news, capturing the comments made as positive, neutral, negative and
suggestions.
6) Sample of the analysis format is given below

Date Publication Title Comments By Based On Source Remarks
News
Publicati
on Date
News Paper
Name
Heading Journalist Name Context of
News
Source
of News
Commen
ts on the
news
item by
the
reviewing
officer



SEBI Photo Library

The officer in charge has to maintain SEBIs digital photo library for record and archival
purpose.
The photo library should contain photographs of Chairman / WTM at important events
and functions. The regional offices should also be contacted for photographs of
important events happen at their end. Also it should contain the digital copies of
chairman video interviews.


Weeding out of Old Documents

Policy for weeding out of documents

Newspaper
Newspapers should be kept in communication division records only for the last
six months. Newspapers older than six months should be sent to library for
disposal as scrap every 3 month.

Magazine
Magazines should be kept in communication division records for last 2 years.
Magazines older than 2 years should be sent to library for disposal as scrap
every year.

Newspaper clipping
Scanning-Scanning should be done for the all the newspaper clippings in every
six months. Files should be sent for scanning to the scanning cell working under
information technology department.
Photocopy clippings: - photocopy Newspaper clipping should be kept in
communication division record for last 3 years only. Photocopy clippings older
than 3 years should be sent for weeding out in every three months after the
approval of CGM-Communication division.
Original Clipping:- original newspaper clipping should also be kept in
communication division record for last 3 years only. original clipping older than 3
years should be sent for weeding out in every three months after the approval of
CGM-Communication division.

Press Release
Both Press Release approval file sand final print of press release file should be
kept in communication division record for last 5 years only. Files for press
release older than 5 years should be sent for weeding out every year after the
approval of CGM-Communication Division.

News Digest
News Digest should also be kept in communication division record for last 3
years only. News Digest older than 3 years should be sent for weeding out every
year after the approval of CGM-Communication division.

Magazine Clipping

Magazine clippings should also be kept in communication division record for last
3 years only. Magazine clippings older than 3 years should be sent for weeding
out every year after the approval of CGM-Communication division.

All other Documents
Policy files should not be weeded out. All other files after 5 years of their closure
should be weeded out. Before weeding out, files should be scanned through
scanning cell working under ITD. Files should be sent for weeding out after the
approval of CGM-Communication Division.