EPR-Public Communications L-06

1. EPR-Public CommunicationsL-06 Public Information/Communications Organization

2. Objective • To understand the Incident Command System (ICS) used to respond to a nuclear or radiologicalemergency; • To understand how the Public Information Officerroleisorganized and its place in the overallresponsesystem.

3. Outline • Incident Command System • Public Information Centre • Public information activities • Organization and planning

4. Incident command system • Most widely used structure for emergency response; • Consolidates emergency planning and decision making; • Consistent terminology; • Integrated communications; • Scalable according to the size of the emergency; • Recommended by the IAEA.

5. Incident command system Basic Structure of an ICS organization

6. Organization and planning Sample PIO structure

7. Incident command system • Public Information Officer (PIO)/Group may involve an individual or group: • Reports directly to the Incident Commander; • Responsible for keeping media and public informed during an emergency; • Coordinates information with all other official sources; • Ensures information provided is consistent, accurate and timely.

8. Incident command system • Two types of emergency facilities or locations: pre-established and those established at the time of the emergency; • For PIO, this may involve working from multiple locations: • Emergency centre • Existing offices • Public Information Centre (PIC).

9. Public information centre • A public information centre (PIC) may be used as the centralized hub for all communications with the public and media; • Those states with nuclear power plants may already have PICsestablished; • Establishing a PIC during an emergency response will help facilitate interactions with the public and media.

10. Organization and Planning • The PIO structure should also include liaison officers– PIO staff who are assigned to sit in on meetings and discussions in the Planning and Operations Sections; • The PIO will also need access to technical experts, so at least one expert will need to be assigned as an advisor to the PIO; • The designated spokesperson or spokespersons will also report and work within the PIO structure.

11. Discussion • Develop an appropriate structure for the PIO according to activities to be undertaken and the geographical location; • How would you organize your PIO using emergency response structure that is currently used?

12. Discussion Key PIO activities • Strategic Planning • Media Relations • Media Monitoring • New Media • Liaison and Coordination • Public Relations • Internal Communications

13. Organization and planning • Plans and procedures will need to be developed to guide the public information activities during an emergency response; • Existing plans could be used as appropriate but may need to be revised; • Changes will be needed to reflect whoever is responsible for approving the release of all public information products in an emergency.

14. Organization and planning • Plans should also be in place to coordinate public communications activities with regional and or local authorities; • Procedures will also be required for practical arrangements specific to the PIO: • Staff roster • Activation procedures • Dissemination of information • Media monitoring • Translation • Templates for holding statements and news releases • Toll free public line.

15. Summary • In a complex emergency, the PIO will require a team of experienced public information staff organized into an appropriate structure; • Plans, procedures and practical arrangements will need to be established in advance in order for the PIO to undertake key activities to inform the public and media; • These plans, procedures and arrangements should be exercised on a regular basis.