EXERCISE EVALUATION GUIDE: Emergency Public Information and Warning
The Exercise Evaluation Guide has been customized for the 2013 California Medical and Health Exercise including added and deleted Activities and Tasks. The
numbering remains consistent with the Homeland Security Exercise Evaluation Program. The complete EEG can be found at http://hseep.dhs.gov
Capability Description:
Develop, coordinate, and disseminate accurate alerts and emergency information to the media and the public prior to an impending emergency and activate warning systems to
notify those most at-risk in the event of an emergency. By refining its ability to disseminate accurate, consistent, timely, and easy-to understand information about emergency
response and recovery processes, a jurisdiction can contribute to the well-being of the community during and after an emergency.
Capability Outcome:
Government agencies and public and private sectors receive and transmit coordinated, prompt, useful, and reliable information regarding threats to their health, safety, and property,
through clear, consistent information delivery systems. This information is updated regularly and outlines protective measures that can be taken by individuals and their communities.
Jurisdiction or Organization:
Name of Exercise: 2013 California Statewide Medical and Health Exercise
Location:
Date: November 21, 2013
Evaluator:
Evaluator Contact Info:
Note to Exercise Evaluators:
Write a description of how the task was done.
(Only review activities to which you are assigned)
Activity 1: Manage Emergency Public Information and Warnings
Activity Description: In response to need for public notification, provide overall management and coordination of Emergency Public Information and Warning capability.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task /Observation Keys
1.1
Observations
Activate plans, procedures, and policies for coordinating, managing, and disseminating public information and warnings.
1.1a. Public information is disseminated according to Incident Action Plan
Time to activate Public Affairs surge plans
Time to develop initial communications strategy in collaboration with interagency partners
1.2
TARGET
Within 1 hour
ACTUAL
TARGET
Within 20 minutes
ACTUAL
Identify public information needs of the affected area.
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1.3
Coordinate internal information programs.
1.3.a. Critical incident information is obtained from Incident Commander/Unified Commander or Emergency Operations
Center staff
1.4
Coordinate external information programs.
1.4.a. Staff instructed on procedures for release of information
1.5
Coordinate public emergency information.
1.5.a. Staff instructed on procedures for Protective Action Decisions
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
Activity 2: Activate Emergency Public Information, Alert/Warning, and Notification Plans
Activity Description: Activate key personnel, facilities, and procedures.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task/Observation Keys
Observationss/ Task
2.1
Assign Public Information Officer.
2.1.a. Public Information Officer activated
2.1.b. Joint Information Center staff notification
2.1.c. Joint Information Center activated and assigned personnel that are briefed on incident details
2.1.d. Emergency Response agencies notified and appropriate Public Information Officer personnel partnered with Joint
Information Center personnel
2.1.e. Public and private sector agencies notified and mobilized to support Joint Information Center/Rumor Control
2.1.f. Rumor Control notified and activated
2.2
Identify appropriate spokesperson(s).
2.2.a. Recognized technical experts mobilized
2.2.b. Key public information positions filled
2.3
Notify both public and private partner agencies of Joint Information Center activation.
2.3.a. Partner agencies notified and mobilized to support Joint Information Center operations
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Time for notification of partner agencies by the public information officer (PIO) for the initial responding agency
2.4
TARGET
Within 1 hour of
Incident
Notification
ACTUAL
Ensure appropriate representation of all relevant public affairs entities, including nongovernmental organizations and the
private sector, in any Joint Information Center that is established by the government.
2.4.a. All partner agencies mobilized to support in Joint Information Center
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
Activity 3: Establish Joint Information System
Activity Description: Upon assigning Public Information Officer, activate and implement the Joint Information System/Joint Information Center and disseminate information to the
public.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task /Observation Keys
Observations
3.1
Coordinate the provision of timely and accurate emergency public information through the Joint Information System (JIS).
3.1.a. The Joint Information System is coordinated with States, tribal, and local officials to determine required assistance
3.1.b. The Joint Information System is coordinated with Emergency Operations Center to publicize Protective Action
Decision (e.g., Personal Protective Equipment, isolation, shelter-in-place, etc.)
3.2
Activate Joint Information Center to include nongovernmental and private sector partners as appropriate.
3.2.a. Joint Information Center facility opened
3.2.b. Joint Information Center Staff mobilized
3.2.c. Facility operational
Time to establish a Joint Information Center
3.3
TARGET
Within 2 hours
ACTUAL
Coordinate and integrate the resources and operations of external affairs organizations to provide accurate, consistent, and
timely information through the Joint Information Center.
3.3.a. External affairs organizations are integrated into Joint Information Center
3.3.b. Coordinated and consistent messages are released through Joint Information Center
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3.4
Provide a central contact for the media through the Joint Information Center, ensuring “one accurate message, many voices”
approach to information dissemination.
3.4.a. Consistent message is provided to all spokespersons
3.4.b. Spokespersons and technical experts from stakeholders are incorporated into the Joint Information Center
3.5
Implement routing and approval protocols for release of information.
3.5.a. Information is routed appropriately for approval prior to release
3.6
Disseminate crisis and emergency risk communication information to media, public, partners, and stakeholders.
3.6.a. Information is released as scheduled or as it becomes available
3.6.b. Environmental/public health and safety information is disseminated
3.6.c. Information is disseminated taking into account special needs populations and special populations (based on
demographics)
3.6.d. Volunteer and donations guidance is disseminated
3.6.e. Press packages are made available as needed
3.6.f. Technical experts provide background, context, and more detailed explanations of events, as appropriate
3.8
Provide emergency public information to special needs/disabled populations.
3.8.a. Information is provided in multiple languages, formats, and technologies
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
Activity 4: Issue Emergency Warnings
Activity Description: Upon receiving Protective Action Decisions, issue emergency public warnings through established warning systems.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task /Observation Keys
4.1
Observations
Implement communications and warning systems to include the media, the Emergency Alert System, and other warning
systems that takes into account general public, special needs/disabilities and special populations.
4.1.a. Protective Action Decision is broadcast
4.1.b. Population is notified of an emergency via multiple available warning systems (e.g., siren, TV, radio)
Time from threat notification to activation of warning systems
Evaluation Guide: Emergency Public Information and Warning May 2013
TARGET
Within 30 minutes
4
ACTUAL
2013 California Statewide Medical and Health Exercise
4.2
Ensure accurate and timely dissemination of proactive and protective action messages to general public and emergency
personnel.
4.2.a. Information is released in accordance with operational procedures
4.2.b. Information is released in time to allow people to react to the hazard
4.3
Disseminate prompt, accurate information to the public in languages and formats that take into account demographics and
special needs/disabilities.
4.3.a. Information released is in languages and formats that match the population demographics and is accessible to
persons with special needs/disabilities
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
Activity 5: Conduct Media Relations
Activity Description: Upon activation of the JIS, monitor media contacts and conduct press briefings.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task /Observation Keys
5.1
Observations
Provide periodic updates and conduct regularly scheduled media conferences.
5.1.a. Schedule of press conferences is published and adhered to
5.1.b. Additional press conferences are conducted as events require
5.1.c. Ensure policy maker (Leader) and Incident Commander are involved in media conferences, when practical and
available
Time to alert media of Joint Information System/Joint Information Center activation and how to access services
TARGET
Within 2 hours
ACTUAL
Time from the incident to the first formal news conference
TARGET
Within 3 hours
ACTUAL
Information was released as scheduled, or as it became available
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5.2
Track media contacts and public inquiries, listing contact, date, time, query, and outcome.
5.2.a. Phone line for public inquiries is established (or phone lines "are" established)
5.2.b. Phone line for media inquiries is established (or phone lines "are" established)
5.2.c. Inquiry staff have updated information
5.2.d. Staff conduct operations as one voice
5.2.e. Information and reassurance are conveyed to the public
5.2.f. Trends in public inquiries (e.g., rumors, misconceptions) are tracked
5.2.g. Incident Command is alerted to public issues affecting response
5.3
Establish relationship with non-English speaking media.
5.3.a. Non-English speaking media are identified within affected area, based on demographics
5.3.b. Non-English speaking spokespersons are available
5.3.c. Non-English news releases are accomplished as required
5.4
Monitor media coverage of event to ensure that information is accurately relayed.
5.4.a. Information is accurately relayed to public
5.4.b. Networks are monitored for information that may be misleading or misinterpreted
5.4.c. Potential misconceptions or information gaps are identified
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
Activity 6: Provide Public Rumor Control
Activity Description: Upon activation of the JIS, track inquiries for rumors.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task /Observation Keys
Observations
6.1
Track media contacts and public inquiries, listing contact, date, time, query, and outcome.
6.1.a. Track trends in inquiries to help identify rumors
6.1.b. Insure Joint Information Center Leader and Command are apprised of rumor trends
6.2
Issue corrective message when errors are recognized in previous public announcements.
6.1.a. Corrective messages issued in timely manner
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6.3
Establish frequently updated emergency information hotline and website.
6.3.a. Information on hotline recording is frequently updated as situation changes or within 30 minutes of incident staff
briefings
6.3.b. Hotline number is disseminated to media and public
Time to establish hotline
TARGET
Within 4 hours
ACTUAL
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
Activity 7: Demobilize Emergency Public Information and Warning
Activity Description: Upon deciding public information services are no longer needed, close the JIC and demobilize personnel.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
Task /Observation Keys
Observations
7.1
Disseminate notice of Joint Information Center closure to all Federal, State, local, tribal, and nongovernmental stakeholders.
7.1.a. Notice of closure disseminated to media, partner agencies and general public
7.2
Archive important records of Joint Information Center activities and NIMS compliant records.
7.2.a. Documentation of Joint Information Center activities boxed and stored appropriately
7.3
Demobilize Joint Information Center personnel and facilities as necessary.
7.3.a. Joint Information Center staff debriefed
7.4
Implement secondary public protective actions (PPA).
7.4.a. Based upon scope and nature of the event, initiate additional evacuation or protection-in-place measures
7.4.b. Joint Information Center staff released
The Exercise Design Team can edit, add or delete existing tasks and activities during the design phase
Observations
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