This is a sample functional annex for the Emergency Public Information Coordinator in the All-Hazard EOP Template.  Green text represent links to parts of the EOP when used on the computer. Any part of the EOP can be modified to fit local needs.

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Job Description
Emergency Public Information
Coordinator

Emergency Operations Center MISSION: Centralize and coordinate response activities and resources to best protect residents and property of the jurisdiction, so that emergency field forces can concentrate on essential, on-scene activities.

GENERAL DUTIES:
Plan, provide &
1) Manage all aspects of Emergency Public Information (EPI) on behalf of “CEO.”.

2) Give the public accurate, timely, and useful information and instructions from one release point throughout the emergency.

3) Deal with the wider public’s interest and desire to help or seek information.

4) Develop productive relationship with the news media.

Read these SPECIFIC DUTIES later: (See Responsibilities matrix on Tab D, Basic Plan, later)
Policy:  It is this jurisdiction’s policy to have a single release point for EPI (such as a public information center), to focus EPI on specific emergency-related information, and to provide positive and reassuring information when possible.

Disseminate EPI materials in a timely manner, gather & produce information including news releases, monitor and control rumors, respond to public inquiries, and manage media relations

Approve implementation of any special provisions for media convergence: Designate location for media briefings (e.g.,  conference room); Schedule news conferences, interviews, and other media access (subject to any special media convergence provisions); Supervise the media center; Assign print and broadcast monitors to review all media reports for accuracy.

Coordinate with appropriate officials (Mass Care Coordinator, Health and Medical Coordinator, etc.) to obtain necessary information. At the request of the Transportation & Resources Coordinator, obtain media assistance in disseminating information to potential donors on unmet needs, items that are not needed and should not be donated, cash donations policy, and other donations-related matters.

Set priorities for EPI activity: production and dissemination of EPI, response to public inquiry, monitoring and rumor control, and media relations.

May establish center for disaster welfare information, and cooperate with any Disaster Welfare Information (DWI) services provided by the American Red Cross.

Brief public affairs officers who go to incident sites.

Checklist
for
Emergency Public Information
Emergency Operations Center Coordinator

I have read Annex C, Job Description, and understand that this checklist is only a guide for emergency response coordination.

This Checklist will be collected at the end of the emergency for record keeping purposes.

I also understand that I must place a check mark in each [ ] in the following checklist after I have performed the checklist task. ( If a task is not applicable, write N/A near the task box)

Print name:
Date:

Signature:

Mobilization Phase

1.[ ]Print a Log of Actions Taken form to hand-record anything not covered in this Checklist (forms in Tab C, Basic Plan)

2.[ ]Determine the nature and scope of the disaster or incident by consulting with the Direction & Control Coordinator.  See page17 of the Basic Plan to determine the implications of the current Emergency Action Level.

Contents LOG

3.[ ]Consult the appropriate Tab below for the following emergency situation

    a.[ ] Hazardous Materials, Tab C

    b.[ ] Flooding, Dam Failure, Winter Storms, Tab D

    c.[ ] High Winds, Tornado, Tab E

    d.[ ] Earthquake, Tab F

    e.[ ] Terrorism, Tab G

    f.[ ] Hurricane, Tab H

    g.[ ] Nuclear Attack, Tab i

4.[ ] Issue any immediate Emergency Public Information approved by the Direction & Control Coordinator to the public, if necessary. Tab J to Annex C, contains public announcement scripts from FEMA.

5.[ ] If more than one day’s notice is available to warn the public, see Tab C of this Annex for action guidelines.

6.[ ] Review chart Tab D , Responsibilities, in the Basic Plan for Emergency Public Information responsibilities and Tab A this Annex for coordination with others.

Contents LOG

7.[ ] Anticipate potential Emergency Public Information needs or problems and begin alerting appropriate Emergency Public Information resources in Tab B, this Annex or GO TO DATABASE.  (See Tab D , Annex B)

8.[ ] Report Emergency Public Information status and potential problems to the Direction & Control Coordinator. entitled Warning Systems for preplanned methods of warning the public).

Emergency Actions Phase

9.[ ] Consult the file of emergency mutual aid agreements for Emergency Public Information. (File location :                                                                                           )

10.[ ] Is the scope of the incident beyond the capabilities of this Emergency Operations Center’s Emergency Public Information resources?  If yes, time & date Direction & Control Coordinator was notified

Direction & Control Coordinator Name:

Time & date notified:

11.[ ] Check the Emergency Operations Center Staff Present wall poster.

12.[ ] If more than one shift of Emergency Operations Center coordinators is needed, check the Emergency Operations Center Shift Schedule, posted on the Emergency Operations Center wall.

Contents LOG

13.[ ] Prepare an oral increased readiness report for the first coordination meeting with the Direction & Control Coordinator

14.[ ] When relocating to the alternate Emergency Operations Center (or other location), ensure that all current communications are established and tested at the new location, if possible, before notifying Emergency Public Information resources, especially the following Emergency Public Information personnel:

a.[ ] Field personnel,

b.[ ] Affected jurisdictions and

c.[ ] Higher levels of government.

(Continued Next Page)

Contents LOG

Recovery Phase

15.[ ] Plan Emergency Public Information recovery, reconstitution, mitigation and other long-term actions.

16.[ ] Plan for the gradual shut down of Emergency Public Information operations.

17.[ ] Prepare Emergency Public Information After Action Report, (format Tab T, Annex A).

Notes:

(End of Annex)

Contents LOG

Tab A to Annex C, Updated:

Emergency Public Information Coordination

Contents LOG

General Rule: The Direction & Control Coordinator must approve all contact with the public or media.

EOC: Emergency Operations Center

epi-diagram













The All-Hazard EOP format gives you a choice of either listing resource contacts in a separate table as shown below, or in the EOP Database.

Tab B to Annex C, Updated:

Media Resources Serving the Jurisdiction

Contents LOG

Radio Stations

OR GO TO DATABASE


Station

City

EAS

Frequency

Hours

Telephone

Contact/ Address

Contact Status (Fill in during Emergency)









































































































































1 EAS: Emergency Alert System


TV Stations

OR GO TO DATABASE


Station

City

EAS

Frequency

Hours

Telephone

Contact/ Address

Contact Status (Fill in during Emergency)









































Newspapers

Contents LOG

OR GO TO DATABASE


Publication

Local Area Circulation

Location

Phone

Distribution Frequency

Contact Status (Fill in during Emergency)












































Tab C to Annex C, Updated:

(Title)

Contents LOG


(to be developed for local situation)



Tab D to Annex C, Updated:

Emergency Public Information

Floods & Dam Failure

Contents LOG

Before an Emergency (See Public Announcement Scripts, Tab J, Annex C)

[ ] Communicate flood risks to the community, to potential home buyers, and to applicants for construction permits.

[ ] Educate the public about

[ ] What the levels of warning imply
[ ] How to interpret a predicted flood level as it relates to their property
[ ] Expedient loss-reduction measures they can apply to their property

For flood emergencies that develop slowly enough to permit evacuation, provide the public information (see also front of local telephone directory for instructions to telephone owners) and instruction on:  (See Public Announcement Scripts, Tab J, Annex C)

[ ] Expected elevation of the flood waters, and instructions on when to evacuate.
[ ] Where to obtain transportation assistance to evacuate.
[ ] Designated travel routes and departure times.
[ ] Status of road closures (what routes must be avoided due to probable inundation).
[ ] What to take or not to take to shelters (include companion animal options).
[ ] Location of mass care shelters and other assistance centers.

As the initial response shifts to recovery, provide residents returning to their homes information on safety precautions associated with: (See Public Announcement Scripts, Tab J, Annex C)

[ ] Sanitary conditions
[ ] Unsafe drinking water
[ ] Use of utilities
[ ] Dangerous electric fields created in water by downed power lines.


Tab E to Annex C, Updated:

Emergency Public Information

High Winds & Tornadoes

Contents LOG

Prepare and disseminate notifications, updates, and instructional messages (see also front of local telephone directory for instructions to telephone owners and

(See Public Announcement Scripts, Tab J, Annex C) to follow up on the initial warning including:

[ ] Survival tips for people on what to do

[ ] During a tornado or destructive high winds
[ ] Immediately after a tornado or destructive high winds

Expected Damage from High Winds: Tab L, Annex A

[ ] Warnings and advice on the continuing threat of

[ ] Storms
[ ] Unsafe areas
[ ] Buildings and structures
[ ] Other hazards


During a Tornado Watch disseminate information to the public on the appropriate protective actions to take if a Tornado Warning is issued (e.g., encourage people without underground shelter to seek out an interior room or hallway on the lowest floor and there to seek cover under something sturdy, like a table, etc.

(See Public Announcement Scripts, Tab J, Annex C)


Tab F to Annex C

Emergency Public Information

for Earthquakes

Contents LOG

Prepare and disseminate notifications, updates, warnings, and instructional messages (see also front of local telephone directory for instructions to telephone owners) with special consideration for

(See Public Announcement Scripts, Tab J, Annex C)


[ ] Survival tips for people on what to do

[ ] During an earthquake
[ ] Immediately after an earthquake.

[ ] Warnings and advice on the continuing threat of

[ ] Fire
[ ] Unsafe areas
[ ] Building collapse
[ ] After shocks
[ ] Other hazards



For earthquake Emergency Action Levels 3 or 4, the State Emergency Operations Center will coordinate local public affairs.



Tab G to Annex C, Updated:

Terrorism

Contents LOG

Reminders:

Media control is extremely important during Terrorism emergencies.

The jurisdiction must speak with “one voice.”

If the incident involves a Weapon of Mass Destruction (WMD), expect national media attention.

A Weapon of Mass Destruction (WMDnuclear, chemical or biological warfare) can be 1,000 times more lethal than industrial hazardous materials.

Select a media briefing area that is large enough to accommodate potential national media coverage from TV Networks and stations, radio and print media.

Broadcast Public Service Announcements that inform the public about what is going on, and what to do or where to get help, if they believe they are victims.

(BACK)





Tab H to Annex C, Updated:

Hurricane

Contents LOG

Boxes contain recommended Public Announcement Scripts (from FEMA). See Severe Storms/Wind, Tab J, Annex C,  according to Time Phase.



Time Phase

Initial Actions

Awareness

Stand-by

Response

Hours before arrival of gale force winds ( 32-63 mph)

> 72 hours

72-60 hours

60-48 hours

48 hours

Instructions for preparing homes & businesses to weather storm

p. 19, no. 38

p. 22, no. 47


p. 20, no. 43

p. 22, no. 48

p. 23, no. 49


Hurricane specific survival tips for those who choose not to evacuate

p. 19, no. 37

p. 20, no. 42

p. 20, no. 40

p. 24, no. 51


Evacuation instructions: when & where to go



p. 19, no. 39

p. 20, no. 41

p. 21, no. 44

(when & where)

p. 24, no. 52

p. 25, no. 53

p. 21, no. 45

Locations of Mass Care Facilities that are open



p. 21, no. 46

(list of open locations)

p. 23, no. 50



Check the Assessment of Risk by Hurricane Category, Annex A, Tab L , and Critical Actions By Time Phase for this function, next page.


Emergency Public Information Critical Actions By Time Phase

Initial Actions Time Phase

1. [ ] Disseminate hurricane preparedness information via the broadcast and print media outlets.

Awareness Actions Time Phase

1a. [ ]  Check “Assessment of Risk by Hurricane Category” in Contents for Annex A, Tab L.

1b. [ ] Activate the Emergency Hotline capability of the information network.

2. [ ] Issue public information statements, as applicable.

3. [ ] Establish initial coordination with the assigned manager and coordinators of the jurisdiction’s information hotline and brief staff.


Stand-by Actions Time Phase

1. [ ] Check “Assessment of Risk by Hurricane Category” in Contents for Annex A, Tab L.

1a. [ ] Activate the jurisdiction’s public information officer (PIO).

2. [ ] Issue public information statements, as applicable.

3. [ ] Coordinate with Communications & Warning and advise boat owners to secure and prepare their property for severe weather conditions and for a possible marine evacuation of  the coastal waters.

4. [ ] Advise island residents to secure their property for severe conditions and for a possible boat evacuation off coastal islands.

5. [ ] Advise area businesses to secure their property against displacement by wind forces.


Response Actions Time Phase

1a. [ ]  Check “Assessment of Risk by Hurricane Category” in Contents for Annex A, Tab L.

1b. [ ]  Issue public information statements or announcements, as necessary.

2. [ ] Advise against visiting the islands.

3. [ ] On order from Direction & Control, issue the “ALL CLEAR” announcement for designated areas.


Tab I to Annex C, Updated:

Nuclear Attack

Contents LOG

Emergency Public Information Considerations

Prepare and disseminate notifications, updates, announcer scripts for radio and TV, and instructional messages to follow up on the initial warning including.  (see also front of local telephone directory for instructions to telephone owners).

[ ] Survival tips for people living in areas vulnerable to nuclear effects who choose to shelter themselves in their homes on what to do

[ ] During the attack

[ ] Immediately after the attack


[ ] Warnings and advice on the continuing threat of

[ ] Radioactive fallout

[ ] Unsafe areas

[ ] Buildings and structures

[ ] Other hazards


Tab J to Annex C, Updated:

Public Service Announcements from FEMA

Contents LOG

(Go to Tab J to Annex C)