Capability Cliff Notes Series PHEP Capability 4—Emergency Public Information and Warning What Is It And How Will We Measure It?

Learning Objectives Become familiar with Capability Functions Become familiar with Tasks that complete the Functions Understand how these Functions and Tasks are measured or may be measured in the future (Performance Measures)

Emergency Public Information and Warning Emergency public information and warning is the ability to develop, coordinate, and disseminate information, alerts, warnings, and notifications to the public and incident responders. How can health departments efficiently disseminate critical information to the people who need it?

Emergency Public Information and Warning Functions What Can Health Departments Do to Share Important Information With People? 1.Activate the emergency public information system 2.Determine the need for a joint public information system 3.Establish and participate in information system operations 4.Establish avenues for public interaction and information exchange 5.Issue public information, alerts, warnings, and notifications

Capabilities and Measures Resources The presentation will be an overview of the functions and tasks. There are no performance measures linked with this capability. One can refer to the Budget Period 2 performance measures for continued voluntary measurement. The BP3 Performance Measures Specifications and Implementation Guidance and BP2 past measures can be found at the following link: capabilities

Function 1: Activate the emergency public information system How can health departments prepare public information? 1.Before an incident, identify Public Information Officer, support staff, and spokespeople to convey information to the public. 2.Before an incident, identify a primary and alternate physical and/or virtual structure to support public information operations. 3.Before the incident, ensure identified personnel are trained in the functions they may be asked to fulfill. 4.At the time of an incident, notify public information staff of the need to either be on-call or to report for duty when requested within the appropriate timeframe. 5.At the time of an incident, assemble public information staff at the physical or virtual location, debrief on the incident, and assign duties. 6.Assist local public health systems in implementing emergency communication abilities.

Task Elements There are elements that health departments should keep in mind to address different aspects of the tasks: Role of Public Information Officer, support staff, and potential spokespersons Message templates addressing jurisdictional vulnerabilities Primary and alternate physical and/or virtual structure for alerting and public information operations Roster/call down list with pre-identified staff to participate in communications Job action sheets for staff and volunteers Protocol for staff notification and reporting Process to activate research, media operations, and logistics roles Process for State to provide support and assistance to local public health systems NIMS training for public information staff Crisis and emergency risk communication training PIO responsibiliites and competencies Essential services and emergency service designation Dedicated phone line for inquiries 24/7 alerting capacity Redundant power supply to support 24/7 alerting and messaging capacity Walkie talkies, ham radios, or other wireless devices

Function 2: Determine the need for a joint public information system Tasks: How do health departments decide the need for a joint center for information? If so, what are the steps for setting one up? 1.Set up a Joint Information Center (JIC), if needed. If a physical location is not possible for a JIC, set up a virtual JIC. 2.Identify a health department representative cover public information tasks at the emergency operations center, if a JIC is not needed or possible. 3.Assign tasks to staff to coordinate messages and information for at least these three areas: Research, Media Operations, and Administration, if needed.

Task Elements There are elements that health departments should keep in mind to address different aspects of the tasks: Decision matrix for scalable joint information system operations Process to establish a virtual joint information center SOP for requesting additional alerting resources Awareness-level training specific to media operations Minimum components of a virtual joint information center Recommended support materials for jurisdictions to send and receive information

Function 3: Establish and participate in information system operations Tasks: How should health departments plan to disseminate public information? 1.Develop, recommend, and execute approved public information plans and strategies on behalf of the Incident Command or Unified Command structure. 2.If there is a JIC, provide a single release point of information for health and healthcare issues through a pre-identified spokesperson. 3.Maintain rumor control for media outlets, such as television, internet, radio, and newspapers.

Task Elements There are elements that health departments should keep in mind to address different aspects of the tasks: Media contact list and procedure to keep list up to date and accurate Procedures for media operations and tracking NIMS training for public information staff Equipment to receive messaging from public alert system

Function 4: Establish avenues for public interaction and information exchange Tasks: How can health departments get public information out to the people who need it? 1.Establish mechanisms (e.g., call center, poison control center, and non-emergency line such as 211 or 311) for public and media inquiries to get critical information. 2.If health department websites exist, post incident-related information on health department website as a means of informing and connecting with the public. 3.Use social media (e.g., Twitter and Facebook) when and if possible for public health messaging.

Task Elements There are elements that health departments should keep in mind to address different aspects of the tasks: Procedure activate designated inquiry line Identification of community partners and creation of call center concept of operations Utilization of CDC-INFO to increase response capacity Social networking tools Guidelines for message development when utilizing social media Scripts and message maps for call center staff Social media and health communications training NIMS IS-704 IT or telephonic equipment to support scalability of the inquiry line

Function 5: Issue public information, alerts, warnings, and notifications Tasks: How and to whom should health departments provide public information? What should the messages say? How quickly can they share this information? 1.Prior to the incident, comply with established jurisdictional legal guidelines to avoid communication of information that is protected for national security or law enforcement reasons or that may infringe on individual and entity rights. 2.Disseminate information to the public using pre-established message maps, in languages and formats that take into account jurisdiction demographics, and at- risk populations, persons with disabilities, economic disadvantage, limited language proficiency, cultural or geographical isolation. 3.Transmit health-related messaging information to responder organizations through secure58 messaging platforms.

Task Elements There are elements that health departments should keep in mind to address different aspects of the tasks: Clearance/approval process to address information verification and approval of documents Translation of materials/resources for populations with limited language proficiency Creation of low literacy/easy to read printed materials Materials for the visually or hearing impaired Process and protocol to reach rural/isolated populations Process to provide information to at-risk individuals Identification of legal authorities IT skill set to support health alert system Health communication and cultural sensitivity training

Questions? Please contact: Rachel Coles Program Evaluator--CDPHE