IAEA International Atomic Energy Agency EPR-Public Communications L-06 Public Information/Communications Organization.

IAEAInternational Atomic Energy Agency

EPR-Public CommunicationsL-06

Public Information/Communications Organization

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Objective

• To understand the Incident Command System (ICS) used to respond to a nuclear or radiological emergency;

• To understand how the Public Information Officer role is organized and its place in the overall response system.

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Outline

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

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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.

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Incident command system

Basic Structure of an ICS organization

Incident Commander

Public Information

Officer/Group

Safety Officer Planning Section

Operations Section

Finance/Administratio

n Section

Logistics Section

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Organization and planning

Sample PIO structure

Lead Public Information Officer

Liaison Officers to

Planning and Operations

Media Relations

and Monitoring

Internal Communi-

cations

Strategic Planning

and WritingNew Media

Spokesperson

Public Relations

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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.

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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).

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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 PICs established;

• Establishing a PIC during an emergency response will help facilitate interactions with the public and media.

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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.

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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?

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Discussion

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

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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.

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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.

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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.