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Workbook 7.Indd CSEPPCSEPP Public Affairs PLANNING GUIDANCE COMPENDIUM WORKBOOK CONTAINS MULTIMEDIA MATERIAL INCLUDES INDISPENSIBLE FOR TV ads radio spots Expanding community outreach sample news releases media material Increasing media coverage fact sheets posters Greater information accuracy newspaper inserts Higher JIC efficiency forms re! templates and mo for the Prepared ram by CSEP Prog 2 ☞ Instructions Th is Workbook CD contains the following elements. Th ere are no hyperlinks between them. Main document PDF fi le (what you are reading now). Th ere are also three kinds of supporting documents on the CD. Th ey are listed in the text with their titles in blue italics. On the CD, they are organized within folders that are named and numbered to correspond to the sections of this main document. Supporting documents in PDF format. Th ey can be opened with Acrobat Reader (a free download from www.adobe.com). If you are reading this, Reader is already installed on your computer. Th ese documents are QuickTime multimedia fi les — audio for the radio spots and audio+video for the television spots. You must have QuickTime installed on your computer to see and/or hear these fi les. QuickTime is a free download from www.apple.com. Make sure your speakers are connected and your computer’s sound is turned on. Microsoft Word fi les. Th ey can be opened in Word and used as modifi able templates. PowerPoint presentation. Graphics fi les are provided in these formats, in addition to PDF. Th ese can be imported into art editing and page layout programs. Th e icons indicate, left to right, Adobe Illustrator, Encapsulated PostScript, Joint Experts Photographic Group (also known as JPEG, a standard format for use on the Web), and Tagged Image Format. You will also fi nd website addresses within the text, typeset in blue italics. Clicking on these will take you to those websites if you are connected to the Internet at the time. 3 Ta b l e of Contents Click on any chapter heading to jump to that section Introduction: A Guide to This Workbook A. The Role of CSEPP Public Affairs. 6 B. The Purpose and Rationale of the Workbook . 7 C. National-level Planning and Guidance Applicable to CSEPP Public Affairs . 8 National Incident Management System National Response Plan CSEPP Programmatic and Planning Guidance Step One: Pre-incident Community Education 1.0 The Importance and Goals of Pre-incident Education . 10 1.1 Coordination Among Agencies and Jurisdictions During the Community Education Phase. 11 1.2 Development of Community Outreach Plan . 12 Identifi cation of Target Audiences Strategic Identifi cation of Methods of Communication Special Events and Milestones 1.3 Development and Production of Community Education Materials . 17 Guidelines for the Production of the Community Education Materials Information Accessibility Repetition and Revision of the Community Outreach Eff ort 1.4 Community Outreach Materials Library . 20 Sample Community Outreach Efforts “Ready, Set, Act!” Week Schools Campaign “Are You Ready?” Multimedia Spots Sample Brochures and Newsletters Sample Fact Sheets Sample Posters Sample Pre-incident News Releases and Media Material Sample EAS Announcements Sample Special Needs Outreach 1.5 Media Relations . 23 1.6 Congressional Relations . 24 1.7 Use of New Technologies . 25 4 Step Two: Pre-incident Planning and Coordination 2.0 The Goals of Pre-incident Planning and Coordination . 26 2.1 Public Information Systems . 26 2.2 Coordination Among Agencies and Jurisdictions During the Planning and Coordination Phase . 27 2.3 Development of the Joint Information System . 28 2.4 Development of the Joint Information Center. 29 Site Planning and Security Logistics and Equipment Activation and Deactivation Protocols Alternate, Mobile and Virtual JICs 2.5 Functions of the Joint Information Center . 32 Information Management Step 1: Gather Step 2: Analyze Step 3: Organize, Write, Produce Step 4: Review Step 5: Document Step 6: Dissemination Step 7: Monitor of Contents of Contents Model Joint Information Center Lead Incident Public Information Offi cer Ta b l e Information Gathering and Production Group Information Dissemination Group Field Operations Group JIC Facilities Liaison 2.6 Development of Emergency Alert System Plan . 39 2.7 Development of Emergency Public Information Plan . 39 Identifi cation of Target Audiences Identifi cation of Methods of Communication Identifi cation of Information to be Communicated Development of Emergency Public Information Plan 2.8 Production of Emergency Public Information Materials . 42 Guidelines for the Production of Emergency Public Information Materials Developing Site-Specifi c Media Products 2.9 Library of Pre-scripted Emergency Public Information Materials . 44 News Releases EAS Messages 5 2.10 Community Training and Exercises . 45 Spokesperson Training Joint Information Center/System Training Other Public Affairs Training FEMA and the Emergency Management Institute National Highway Traffi c Safety Administration/Dept. of Transportation CSEPP Exercises Step Three: Emergency Public Information 3.0 The Goal of Emergency Public Information . 50 3.1 Coordination Among Agencies and Jurisdictions During the Emergency Public Information Phase . 50 3.2 Guidelines for the Implementation of the Joint Information System Operations Plan . 51 3.3 External Communication From the Joint Information Center . 52 3.4 Transition From Response to Recovery . 52 Step Four: Post-incident Information and Analysis 4.0 The Goals of Post-incident Information and Analysis. 53 4.1 Evaluation: Pre-incident Community Education of Contents of Contents . 53 4.2 Evaluation: Pre-incident Planning and Coordination . 54 4.3 Evaluation: Emergency Public Information . 54 Ta b l e Acronyms & Abbreviations . 56 Glossary . 61 Glossary of Media Terms . 75 Public Affairs Resources . 87 6 Introduction: A Guide to This Workbook A. The Role of CSEPP Public Affairs A crucial measure of any emergency preparedness program is the public’s ability to respond to an emergency and its willingness to participate in decisions about public n oitcudortIn n safety. In the Chemical Stockpile Emergency Preparedness Program (CSEPP), the responsibility for the community’s ability to respond rests squarely on the shoulders of public aff airs and community education staff . An aggressive public information and education campaign is an essential part of an eff ective emergency preparedness program. Emergency public information identifi es information that needs to be communicated to the public in the event of a chemical release and formulates a strategy for its rapid dissemination. Before an emergency, community education raises public awareness of the hazards associated with a chemical stockpile and advises residents of actions they can take, both before and during an emergency, to reduce personal risks and protect property. Additionally, community education informs individuals of the progress of chemical destruction and reports if there is a reduction in the level of threat to the community. Information during an emergency can be as critical to life and safety as food, water, shelter and medical care. Th e goal of CSEPP public aff airs is to protect the lives of those in the community through the dissemination of accurate, timely and well-coordinated information. Th e importance of this eff ort cannot be overstated. All phases of the community education and public information eff ort must fi t with other elements of a community’s emergency preparedness program. Decisions made through the CSEP Program that are incorporated into local emergency operations planning will infl uence both the information needed by the public and the ways that information will be communicated. For example, the design of protective action and alert notifi cation systems will directly aff ect the recommendations and instructions that will be included in public education and information materials, as well as the strategy for disseminating those materials. 7 Th e CSEPP public aff airs program is fundamentally diff erent from typical, non- emergency community education and public information eff orts. Th e primary goal of the program is to minimize casualties in the event of a chemical release. Other public information activities, such as cultivating a positive public image for the program, are secondary and appropriate only insofar as they contribute to the overriding goal of protecting the community and saving lives. Planning to address a potential chemical emergency will help provide the framework for development of a comprehensive, all-hazards public aff airs program in CSEPP communities. At every stage in the design, implementation and execution of a public aff airs program, strong support is required from management-level staff at federal, state and local CSEPP jurisdictions. B. The Purpose and Rationale of the Workbook Th e CSEPP Public Aff airs Planning Guidance Compendium Workbook provides the local, state and federal public aff airs offi cers (PAOs) and public information offi cers (PIOs) who make up the public aff airs staff in CSEPP communities with a comprehensive guide to developing an eff ective community education and emergency public information program. Th e Workbook includes useful tools that will help in successful program development. It will be revised and reissued periodically with updated CSEPP public aff airs information. Th e Workbook is interactive, bringing together many of the documents needed by CSEPP public aff airs staff . Th ese documents may be reference documents providing detailed information, examples of work from around CSEPP communities or templates that can be used to create products for use by local agencies. Th e Workbook features four general steps to take users through the process of developing a community education and emergency public information program. Introduction Introduction Steps one and two should be taken concurrently, and must be completed before steps three and four. Each step listed below refers to a section in the Workbook: Step One: Pre-incident Community Education: Public aff airs staff will establish and implement a comprehensive program to educate members of the community, including the media, about the CSEP Program and prepare them to respond appropriately to an emergency.
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