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Home My WebLink AboutSOG 107.01 NEW 6-2013_Public Info DisseminationSII f4 11 7Mi ` 107.01 — Public Inquiries and Information Dissemination Effective: 6/5/2013 Revised: Replaces: I. Guiding Philosophy We are committed to communicating openly with the general public, news media, and other agencies. We strive to provide correct and factual information pertaining to the activities of the department to the public and news media in a timely and impartial manner, as long as these activities do not unduly interfere with departmental operations, infringe upon individual rights or violate the law. II. Purpose The purpose of this policy is to set forth uniform guidelines for the release of information and to establish responsibilities of departmental spokespersons. III. Goals The goals of this policy are to: A. Communicate general authorities and responsibilities relative to dissemination of public information. B. Provide general guidelines on handling inquiries and dissemination of information. C. Provide guidance on media relations. IV. Definitions A. Information Center — Any area set aside for media or public briefings. B. In uir — A question or series of questions relating to departmental activities, operations or personnel. C. News Media Representatives — Individuals who are directly employed by an organization of the print or electronic media such as radio, television or newspapers. Freelance workers or bloggers are to be regarded as other members of the general public unless otherwise designated by the Fire Chief. D. Public Information — Information that may be of interest to the general public regarding department responses, events, activities, policy or procedures or other newsworthy information that is not legally protected, does not unduly interfere with the mission of the department, infringe on the rights of individuals, or compromise the legitimate safety and privacy interests of officers, victims, witnesses or others. E. Public Information Officer (PIO) — Communications coordinator and/or spokesperson whose primary responsibility is to provide information to the media and the public as required by law and according to the standards of their profession. F. Spokesperson — Individual(s) given the authority to speak on behalf of the department. Unless approved by the PIO on scene, Planning Section Chief or Fire Chief, designated spokespersons will be limited to: 1. Fire Chief 2. Operations Section Chief 3. Planning Section Chief 4. Grade III PIO/Investigators assigned to the Community Risk Reduction Division. 5. Incident Commander of a particular scene. V. General Authorities & Responsibilities A. The Fire Chief has the authority to maintain an on-call Investigator/Public Information Officer to respond to all major incidents. B. The Investigator/PIO will serve as the primary department spokesperson if on scene. In his/her absence, the Incident Commander will be the primary department spokesperson for that particular incident. C. Designated spokespersons will follow guidance in SOG 703. 01Media Relations & Public Information Offlicers. D. A member who is approved to speak to news media representatives as a temporary departmental spokesperson regarding incident operations should: 1. Limit his/her discussion to response actions taken after their arrival and any his/her first-hand knowledge only. 2. Not release restricted information or personal opinions to news media representatives. 3. Be aware that what he/she says becomes public record. 4. If the member cannot accommodate the media's request for information: a. Be as courteous and professional as possible. b. Refer the representative back to a PIO or other designated spokesperson. E. Personnel who are not designated spokespersons and who are contacted by news media representatives shall: 1. Treat the reporter as a customer. Be courteous and professional. 2. Explain that they are not a spokesperson for the department and respectfully decline the request for an interview or information. 3. Obtain the following: a. Reporter's name & who he/she works for b. Phone and/or cell number SOG 107.01 — Public Inquiries & Information Dissemination Page 2 of 5 c. Topic of the story d. Deadline 4. Notify a PIO in the Planning Section -Community Risk Reduction Division and his/her chain of command as soon as possible so the most appropriate spokesperson may respond to the request. 5. After normal business hours, forward information to Fire -EMS Communications, who will notify the on-call Investigator/PIO. F. Exceptions to E. above: When receiving calls for information from media representatives, Pine Z UV f ommun4 Z !Ls will adhere to the following: 1. Keep remarks brief. Do not provide unverified details. 2. Dispatchers are authorized to release the following information: a. Call type b. Location c. Dispatch times 3. If the media representative requests more information than the Dispatcher can provide: a. Take down the representatives contact information. b. Contact the on-call Investigator/PIO. Provide him/her with a briefing on the situation and the representatives contact information. c. If an Investigator/PIO is unavailable, provide the information to the Incident Commander. d. If none of the above is available, contact the Planning Section Chief. e. If none of the above is available, contact the Fire Chief. VI. General Guidelines on Inquiries & Information Dissemination A. Inquiries from citizens, news media, agencies, or other City departments are given a high priority and should be responded to as quickly and efficiently as possible. B. The department's primary priority relative to public information is that the information released is appropriate and accurate. A secondary priority is assisting the media to meet stated deadlines. If a deadline is approaching, a designated or approved spokesperson should release the facts that have been verified, and follow up later with additional information as it is confirmed. C. All personnel are empowered and encouraged to educate the general public regarding the roles and responsibilities of the department and fire service. 1. Discussion should be general in scope and limited to departmental mission and values, services provided by the department, routine duties and safety education. 2. Information regarding specific incidents, personnel or departmental policies should not be discussed with external sources without prior approval. If unsure, forward the inquiry to a PIO. D. Personnel seeking publicity for program events or activities should submit an email detailing pertinent event information to the Investigator/PIOs in the SOG 107.01 — Public Inquiries & Information Dissemination Page 3 of 5 Planning Section -Community Risk Reduction Division as soon as possible to insure the best media coverage possible. E. Required Referrals — The following external information requests or inquiries must be referred: 1. Inquiries regarding fatalities, injured persons or incident cause will be referred to the In��rm�1m114mmm / or appropriate investigative agency. 2. Inquiries concerning citizen, other City department or agency complaints will be referred to the ap i ).p nate S�e tioii �;hief (Operations, Planning, Logistics, Administration). 3. Inquiries referring to professional standards investigations will be referred tote P nm�iii 'mc1n oihi 10 1'n ...................................... 4. Inquiries regarding pending litigation or exposure to litigation will be referred tot e a. The member making the referral will notify the Investigator/PIOs in the Planning Section -Community Risk Reduction Division of the referral as soon as possible via email. b. Requests for interviews, depositions or statements will be coordinated through the Planning Section -Community Risk Reduction Division and the individual's chain of command. c. External interviews, depositions or statements may be conducted only after approval by the City Attorney's Office and Fire Administration. 5. Inquiries referring to internal personnel matters will be referred up,�➢1�1�, °➢l� a n�n�� m h conrurmmnrurm a ill d. 6. Inquiries regarding verification of employment or other personnel - related information will be referred to the lleso 1pNace lla p nla nrmm ....... 7. Inquiries regarding obtaining copies of incident or inspection reports ➢lan��n��n�n�� m lmmmn�� ..rom nrurmnrurmm n�mmiis lledm�cl:n�oii will ere erre tot e � ppin� rm n� nim or Cil Clerk's Off i1 e (See SOG 703.02 Public Records Requests). 8. Freedom of Information Act requests will be referred to the Clerk's Office (See SOG 703.02 -Public Records Requests). II. F. Restricted Information — Do not release the following restricted information: 1. The identity of the victim of a sex crime. 2. The identity of a juvenile suspect. 3. The identity, or other identifying information (i.e. Captain offootball team, cheerleader) of an attempted suicide. 4. Information on an active fire investigation regarding the cause. 5. Information on suspects. 6. Victim information on fire or medical emergencies: a. The release of names and identifiable biographical information of victims, including minors, is not normally restricted but should be limited to information normally contained in the Fire Incident Report. SOG 107.01 — Public Inquiries & Information Dissemination Page 4 of 5 b. No information on the identity of any critically injured or deceased person will be made prior to notification of next of kin, as confirmed by the Investigator/PIO or external investigating agency. c. Individually identifiable health information obtained by the fire department is confidential (See R&R 102.04B -Protected Health Information (HIPAA)). d. The release of names of deceased persons will be handled by the Investigator/PIO or external investigating agency. 7. Home address or telephone number of any member of the department. SOG 107.01 — Public Inquiries & Information Dissemination Page 5 of 5