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HomeMy WebLinkAboutSOG 703.01 NEW 6-2013_Media Relations & PIOsSII f4 11 ZEi ` 703.01 — Media Relations & Public Information Officers 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 personnel who disseminate incident or other department - related information. III. Goals The goals of this policy are to: A. Discuss media relations guidelines. B. Detail general authorities and responsibilities. IV. Definitions A. News Media Representatives — Individuals who are directly employed by organizations of the electronic or print media such as radio, television or newspapers. Freelance workers or bloggers are to be regarded as members of the general public unless otherwise designated by the Fire Chief. B. 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. C. 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. V. Media Relations A. Managing Media during Routine Incident Operations: 1. At the scene of any event of public interest, news media representatives will be permitted to conduct interviews, take photographs, and otherwise perform their assigned duties, provided such activity does not interfere with fire department operations, provided that their actions are not in violation of this policy. 2. It is very important that the IC, PIO or his/her designee make arrangements to guide news media representatives to safe vantage points to get coverage without interfering with emergency operations. Failure to do this may result in freelancing by the media. 3. Large scale operations may require that an Information Center be set up in Staging or other location where transportation to the incident site can be arranged by the PIO or his/her designee. 4. Photographs and video recordings may be taken from any area where news media representatives have been authorized access by the IC or PIO. Areas of access for news representatives on the scene of an incident may include: a. Any areas open to the public. b. Designated Information Center or JIC location. c. Areas to which news media representatives are provided escorted access by the PIO, IC or his/her designee. 5. News media representatives will be permitted to interview victims of an incident who have consented to such interviews providing: a. The victim is not undergoing medical treatment. b. The victim appears to be able to make sound decisions, is not visibly upset, severely injured or emotionally distraught. c. Investigative personnel have completed their interviews. d. If the victim does not wish to be interviewed, news media representatives will be so advised. B. Managing Media during Large Scale Operations 1. When the Emergency Operations Center (EOC) is activated, it is important that PIOs in the field and EOC representatives share information and that conflicting or inappropriate information not be released from either location. 2. The following guidelines relate to EOC public information activities: a. The EOC may be contacted by the news media for information about an ongoing incident. The EOC should release information only relating to protection of the surrounding population, general background, plans and procedures relating to the incident, off-site activities and specific activities of the EOC. b. The EOC will not release information concerning details of field activities. Those inquiries should be referred to the field PIO or Fire Planning Section Chief. c. In major emergencies, a Joint Information Center (JIC) will coordinate the release of public information. In such cases, SOG 703.01 — Media Relations & Public Information Officers Page 2 of 4 comprehensive media releases, including details of field operations, may be released from the EOC in coordination with involved agencies. d. In gathering information for the above purposes, the EOC may contact the fire department's PIOs, Incident Commander or Fire Planning Section Chief. C. Media Ride Along Policy 1. News media representatives will be allowed to ride along with Chiefs, staff Officers and apparatus on special assignments, with the written authorization of the appropriate Section Chief (Operations, Planning, Logistics, Administration). 2. Prior to the ride along, the media representatives must complete and sign a hold harmless agreement form. 3. The media representatives or anyone associated with them will not be permitted to enter onto private property, constituting an invasion of personal privacy rights without the permission of the property owner, when a fire department call for service has been deployed. VI. General Authorities & Responsibilities A. The Planning Section Chief and the Program Coordinator for Public Education and Information are responsible for PIO training and maintaining a list of all members of the department qualified to fill PIO duties. B. The Incident Commander is responsible for: 1. The management of public information at the scene of an incident, unless delegated to a qualified PIO. 2. The Incident Commander will insure notification of the on-call Investigator/PIO for any of the following major incidents: a. Multi -alarm fire incidents. b. Any incidents involving fatalities of serious injuries of civilians of firefighters. c. Hazardous materials emergencies requiring call -out of HMRT members. d. Extended or complicated rescue or recovery operations. e. Any serious accidents involving fire department apparatus or vehicles. f. Serious vehicle, railroad, aircraft accidents. g. One alarm or greater responses to the Port of Beaumont. 3. When practical, the IC may establish an Information Center and advise Fire -EMS Communications and/or the PIO of this location. 4. At multi -agency incidents, the agency having primary jurisdiction will be responsible for the coordination and release of information to the media, if a Joint Information Center QIQ is not established. 5. News media representatives will often respond to a scene that normally would not require the presence of an Investigator/PIO. In such cases, the IC should be prepared to either: a. Provide a media briefing as soon as his/her Command responsibilities permit, or SOG 703.01 — Media Relations & Public Information Officers Page 3 of 4 b. Request that a PIO be dispatched to the scene. C. Public Information Officers are responsible for: 1. Assisting news media representatives in covering routine news stories and at the scene of incidents. 2. Providing effective fire prevention and survival information to the public while the news media is focused on an incident. 3. Providing safety information on a routine basis in support of public fire education. 4. Preparing and distributing news releases and media advisories. 5. Assisting news media representatives on an on-call basis. 6. Arranging for and assisting at news conferences and department events. 7. Assisting in disaster or crisis situations. 8. Coordinating the release of authorized information concerning confidential departmental investigations and operations. 9. Maintaining a positive image of firefighters, the fire department and City government. 10. Cultivating personal contacts with news media representatives to enlist positive media coverage relating to the department's mission, activities and operations. 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