CHECKLIST 4-D

Public Information Officer

Name: ______________________ Date: _____________ Time: _____________

Reports to:

 Chancellor

Location:

 Grossmont Campus Emergency Operations Center (EOC)

Primary
Responsibilities:
  • Collects, prepares and disseminates information to:
  • Faculty, Instructors and Employees
  • Students
  • News Media
  • Public
  • Coordinates all news media contacts
  • Prepare news releases and employee bulletins
  • Holds news conferences and arranges for interviews
  • Implements rumor control procedures

Support
Responsibilities:
  • Joint Press Releases and Broadcasts with other agencies
  • Human Resources with messages to employees and affected families

Supplies:

 Telephone communication, media contact listings, access to County Disaster Radio, Cellular Telephone, fax, news forms

 

PROCEDURES TIME/DATE
EMERGENCY RESPONSE:  
Initiate PI duties to support the Chancellor and the EOC; initiate and maintain a news media contact log.  
Report to the EOC and set up the information center.  If possible, dedicate a special telephone line and fax number for media communication.  This will be needed if GCCCD is severely damaged or the site of a major incident.  
Serve as the official spokesperson to the news media and for all public information purposes, as designed by the EOC Manager.  
Establish contact and coordinate with the Operational Area (county) EOC and with any City of El Cajon PIOs.  
Insure that news media representatives are not allowed into the EOC, requesting security, if necessary.   This may also apply to District facilities if access has been restricted by police.   Generally, the news media is allowed access to any area open to the public, public agency facility, or with permission of the property owners.  Check with the on-site police to verify media access.  Insure that any news media representatives authorized to tour or inspect the facilities are accompanied by GCCCD staff.  
Obtain information from Situation Status, Damage Assessment, and others in the EOC.  Verify all information and obtain approval from the Emergency Operations Center Manager before release.  Attend all EOC briefings.  
Prepare news releases, have approved by the EOC Manager, coordinate with the San Diego County EOC and the City of El Cajon, and disseminate to the news media.  umber them in sequence and keep copies of everything released.  
Prepare and distribute employee information bulletins, as authorized and approved by the EOC Manager and Personnel.  
Establish ongoing coordination with EOC personnel, to determine and assist with their public information needs.  
Arrange and conduct news conferences, as needed.  Arrange for GCCCD officials to be interviewed by news media, when requested, and assist them, if needed.  
Implement rumor control procedures, coordinating closely with all EOC staff to verify and correct all misstatements and notifying employees of the corrections.  
RECOVERY:  
Provide information and recommendations to Planning and Intelligence for the After-Action Report and assist with post-event briefings and critiques.  
Maintain the complete files of released information (news releases and employee bulletins) and any clippings for future reference.  
Review the PIO procedures and operations of the COE and revise and update as needed.