STATE EMERGENCY PUBLIC INFORMATION PLAN …€¦ · STATE EMERGENCY PUBLIC INFORMATION PLAN May...

WESTERN AUSTRALIA

STATE EMERGENCY PUBLIC INFORMATION PLAN

INTERIM

June 2016

PREPARED BY THE PUBLIC INFORMATION REFERENCE GROUP (PIRG) OF THE

STATE EMERGENCY MANAGEMENT COMMITTEE

APPROVED AT PIRG DATE OF APPROVAL:

29 June 2016 REVIEW DATE: December 2018 (Extension granted by SEMC – Resolution No. 24/2018)

STATE EMERGENCY PUBLIC INFORMATION PLAN May 2016 Page 2 of 31

STATE PUBLIC INFORMATION EMERGENCY MANAGEMENT SUPPORT PLAN

AMENDMENT RECORD Proposals for amendment or additions to the text of this plan should be forwarded to the Chair of the Public Information Reference Group (PIRG).

AMENDMENT

DETAILS OF AMENDMENT

AMENDED BY

NO.

DATE

INITIALS/DATE

1

May 2016

Initial Issue – transformed from

Westplan Emergency Public

Information

2 June 2016 Minor amendments

4 October 2017 Extension of review date granted by SEMC (resolution number 42/2017)

OEM

5 May 2018 Extension of review date granted by SEMC (resolution number 24/2018)

OEM

6

7

8

9

10

11

12

13

A copy of this State Emergency Public Information Plan is available on the State Emergency Management Committee internet site: www.semc.wa.gov.au/resources/policies-and-plans

http://www.semc.wa.gov.au/resources/policies-and-plans


STATE EMERGENCY PUBLIC INFORMATION PLAN

TABLE OF CONTENTS

Description Page No

Part 1 – Introduction General Emergency Public Information Function Aim Scope Objectives Title Related Documents Activation Arrangements – State Level Authority and Planning Responsibility SEMC Public Information Reference Group (PIRG)

5

Part 2 – Concept Introduction Management and Coordination Concept Operational Concept

9

Part 3 – Organisation and Responsibilities Introduction Controlling Agencies Emergency Management Agencies and Public Authorities

Government Media (GM) WA Police Forensic Division Department for Child Protection

Emergency Public Information Coordinators State Emergency Public Information Coordinator (SEPIC) Emergency Public Information Coordinator (EPIC)

Emergency Public Information Groups Activation Composition Function Contact List

Media and Public Information Officers

13

Part 4 – Preparedness Introduction State Level

Planning Protocols and Procedures for Management of Public Information Capability Development and Maintenance Training and Exercises

District and Local Level Planning Capability Exercises

18

Part 5 – Response Arrangements Introduction Management of Emergency Public Information

21


Activation State Level District Level Local Level

Assistance to Controlling Agencies Media & Public Information Officers Media Centre Broadcast Levels Standard Emergency Warning Signal (SEWS) State Public Information Line (SPIL) Media Access System (MAS) Community Warning System Media Monitoring Disaster Victim Identification System (DVIS) State Registration and Inquiry System (SRIS) Web Services Social media

Incident Area Organisation Financial Arrangements for Response Debriefing/Post Operations Reports

Part 6 – Recovery Introduction State Recovery Arrangements Public Information Arrangements

26

Annex A – Distribution 27

Annex B – Glossary of Terms 29

Annex C – Abbreviations 31

Annex D – PIRG Composition, Role and Functions 32


PART 1

INTRODUCTION

GENERAL 1.01 Communities threatened or impacted by emergencies have an urgent and vital

need for information and direction. Such communities need to know what is likely to happen (or has happened), what to do and what to expect thereafter. They expect to know, where appropriate, what the responding authorities are doing, how, when, where and why.

1.02 The provision of this information and direction from the authorities is an integral

part of the State’s emergency management arrangements. It is known as the emergency public information function.

EMERGENCY PUBLIC INFORMATION FUNCTION 1.03 Emergency Public Information (EPI) is information provided to the community

during emergencies with instructions on how to get assistance to protect personal health, safety and property. Information can be provided through the media and a range of other tools to reach intended stakeholders.

1.04 The emergency public information function is a “response” and “recovery”

activity whereby information relating to a specific emergency, including actions that need to be taken by the public as a whole, is disseminated to the community. It is also a "preparedness" activity, as it establishes protocols and procedures prior to an emergency.

1.05 The purpose of the public information function is to furnish the public with

consistent, adequate and timely information and instructions, in order that people will be aware of the situation and take appropriate actions to safeguard life and property.

1.06 For the purposes of this plan the emergency public information function

includes the following activities:

a. management and dissemination of appropriate information to the news media before emergencies, including the establishment of protocols and procedures for the dissemination of information and instructions to the public;

b. management and dissemination of appropriate information to the news media during emergencies, including provision of information to meet their news needs, and for the dissemination of information and instructions to the public; and

c. management and dissemination of appropriate information and instructions to the public before, during and after an emergency using means other than the news media, including emergency imminent alerting systems, the web, social media, public meetings and other

STATE EMERGENCY PUBLIC INFORMATION PLAN June 2016 Page 6 of 31

mechanisms, systems or tools. AIM 1.07 The aim of the plan is to detail the emergency management arrangements and

responsibilities for the emergency public information function, relating to emergencies in Western Australia.

SCOPE 1.08 The plan sets down arrangements for both management and coordination of

the provision of the emergency public information function during emergencies, at the local, district and State levels. It outlines how the provision of support to the controlling agency and other emergency management agencies will occur.

1.09 It provides for emergency management agencies and non-government organisations, through prior agreement, to operate in a cooperative and coordinated manner in accordance with agreed roles, responsibilities and procedures.

1.10 The plan deals with “response” and “recovery” and only deals in a limited

capacity with “public education/awareness.” "Prevention" and “preparedness” activities are the responsibility of each HMA and emergency management committees at the local, district and State levels.

1.11 The plan supports the education of the public and the media in advance of

emergencies to ensure effective communications when emergencies occur. OBJECTIVES

1.12 The objectives of the plan are to:

a. prescribe the organisation, role and responsibilities for the management and coordination of the emergency public information function during emergencies;

b. establish the basis for coordination between emergency management agencies and, where agreements have been reached, parts of the private sector involved in the provision of the emergency public information function;

c. establish a basis for cooperation with the media during emergencies;

d. provide the basis for the provision and coordination of public information resources during emergencies to assist the relevant controlling agency and emergency management agencies in the provision and management of public information;

e. provide the basis for planning for the emergency public information function at the district and local level;

f. provide guidelines for the operation of the plan following its activation.


g. provide the basis for monitoring and review of incidents, with a view to continual improvement of the capability of emergency management agencies.

TITLE 1.13 The Plan shall be titled the “State Emergency Public Information Plan”. RELATED DOCUMENTS 1.14 This Plan may be utilised to support any hazard management plan. 1.15 This document is consistent with, and should be read in conjunction with the

following suite of State Emergency Management (EM) documents:

Emergency Management Act 2005 (EM Act);

Emergency Management Regulation 2006 (EM Regulation);

State Emergency Management Policy (State EM Policy);

State Emergency Management Plan (State EM Plan);

Relevant State Hazard Specific Plans (Westplans);

State Emergency Management Procedures (State EM Procedures);

State Emergency Management Guidelines ( State EM Guidelines); and

State Emergency Management Glossary (State EM Glossary). ACTIVATION ARRANGEMENTS – STATE LEVEL 1.16 In line with the principle of graduated approach, the contents of State

Emergency Public Information Plan may be applied at any time during an emergency by a controlling agency to support and inform its public information response.

Triggers for activation of State Emergency Public Information Plan:

a. Convening of a State Emergency Coordination Group (SECG);

b. Declaration of an emergency situation; and/or

c. The State Emergency Public Information Coordinator (SEPIC), in consultation with the controlling agency and SEC/SECG, consider that the plan would assist with management and coordination of emergency public information.

AUTHORITY AND PLANNING RESPONSIBILITY 1.17 The authority to plan for this support function stems from the Emergency

Management Act 2005 Section 18 and the State Emergency Management Policy (State EM Policy) Statements 1.5.6 and 4.1.2, which ensures appropriate planning and response capabilities are in place to support the HMA in response to an emergency.


1.18 The responsibility for the development and maintenance of the Plan is allocated

to the Public Information Reference Group (PIRG). SEMC PUBLIC INFORMATION REFERENCE GROUP (PIRG) 1.19 Role: To develop and maintain arrangements for the provision of public

information and public education related to emergencies in accordance with SEMC policy.

1.20 Refer to Annex D for full details of the composition, role and function of the

Public Information Reference Group (PIRG).


PART 2

CONCEPT INTRODUCTION 2.01 The scope and complexity of the emergency public information function will be

determined by the magnitude of the emergency. In small and localised emergencies affecting smaller communities, the controlling agency may be able to manage this function with its own resources. In larger, more complex, emergencies, involving an increased number of combat and support agencies, a greater degree of coordination will be required and a whole-of-emergency strategy developed to guide the public information function.

MANAGEMENT AND COORDINATION CONCEPT 2.02 The concept for the management and coordination of the emergency public

information function is based on the following:

a. the public is provided with consistent, accurate and timely information about the emergency, what actions to take, and the measures established to minimise the impact on the community, property and the environment.

b. the media is provided with consistent, accurate and timely information about the emergency so it may disseminate that information to the public. Where an emergency broadcaster(s) is being utilised, that organisation’s service should be identified and promoted to the community.

c. the designated controlling agency is responsible for the provision and management of the emergency public information function with support provided by the appointed Emergency Public Information Coordinator (EPIC), as required.

d. emergency management agencies may speak publicly on their respective activities and tasks during an emergency, consistent with their areas of expertise.

e. the appointment of EPICs, as required, to ensure effective coordination across multiple agencies and make arrangements for emergency public information support to emergency management agencies as required.

i. the SEPIC, appointed by the SEC, is the Director of Media and

Corporate Communications, Western Australian Police.

ii. EPICs may be appointed by the SEPIC to assist the SEPIC at a State, district or local level, as required.

f. Emergency Public Information Groups (EPIGs) may be activated and chaired

by an appointed EPIC during an emergency to coordinate emergency public information delivery by the controlling agency and other emergency


management agencies.

g. education of the media and the public about the emergency public information function. An education program for the media and the public advising how the emergency public information function will operate is to be carried out periodically, as determined by the PIRG.

OPERATIONAL CONCEPT 2.03 The following operational concepts are relevant to this plan:

a. the controlling agency will manage the public information function for the emergency.

b. the appointed EPICs will coordinate the public information response

across the emergency in order to achieve a synchronised and cooperative unity of action by the controlling agency and emergency management agencies. The appointed EPICs will also coordinate the provision of additional public information resources (e.g. the State Public Information Line, Emergency Media Centre or staff).

c. when requested by the controlling agency, or in consultation with the

controlling agency, the appointed EPIC will manage the public information function as part of the controlling agency’s response to the emergency.

d. all controlling agencies agree to the deployment of their Media and

Public Information Officers to assist each other during major events, where practicable.

e. accurate, regular and timely information provision to the media and

public is essential to the overall response. The controlling agency and emergency management agencies may address the public and the media on matters for which they are responsible and in which they have expertise. (eg: Only the Department of Health will comment on the nature and type of injuries resulting from an emergency and hospitals to which injured are taken. Only Western Australia Police will confirm deaths and provide death-toll information).

f. the controlling agency and emergency management agencies will clear

their own public information according to their own processes and procedures. Matters that are not their direct responsibility should be referred to the appropriate agency or to the appointed EPIC for consideration.

g. all agencies are to be kept informed in a timely manner of public

information provided to the media and public (ie: effective information sharing occurs).

h. the controlling agency and other emergency management agencies

agree to provide media and public information officers to participate


(either face to face or otherwise) in meetings of an EPIG, if convened by the relevant EPIC.

Agencies shall consider the communication needs of people with disabilities and culturally and linguistically diverse (CaLD) elements within the particular community affected by the emergency. All controlling agencies, except Brookfield Rail, are prescribed agencies under the Disability Services Regulations 2004 and therefore required to make their information accessible. This includes emergency public information. During emergencies, controlling agencies may consider:

provide information in both written and verbal formats;

request in writing that TV stations run crawlers;

request in writing that online media provide a link to controlling agency website;

request in writing that open captions be ‘switched on’ during rolling coverage of a life threatening emergency*;

seek the services of a qualified AUSLAN interpreter for planned public meetings that will be broadcast; and

ensure documents provided as pdfs online are also provided in Word format. Communicating with people with a disability. One in five West Australians has a disability and the overall population is ageing. Many West Australians are from culturally diverse backgrounds where English is not a first language. For some who are deaf, Auslan (sign language) is a first language. Emergency public information needs to be available in a range of formats so that people can hear or see it. Alternate formats need to be proactively pursued by authorities who know an emergency exists. Information can be provided in a range of written formats:

webpage alerts;

media releases on controlling agency website;

TV crawlers;

online news media;

Twitter;

Facebook; or

* Closed captions are used for television programs. They are described as “closed” due to the need for teletext equipment to view them. Open captions are used for DVDs. They are described as “open” because they are always on screen and do not require any special equipment to watch them.


via community warning system – text, fax, email, RSS

Information can be provided in a range of spoken formats:

broadcast media;

via community warning system – recorded message;

recorded phone messages;

call centre; or

“listen to this page” application for websites.

Plain-text (ie: Word) versions of information are essential during emergencies, as they are more easily read by people using screen-reader technologies. When providing images online, agencies should use meaningful alt attributes and any video should be captioned where possible. Auslan interpreters or captioning should also be used whenever information is recorded by the controlling agency for streaming online.


PART 3

ORGANISATION AND RESPONSIBILITIES

INTRODUCTION 3.01 The organisation for the provision of the emergency public information function

is based on the following:

a. The controlling agency will manage the emergency public information function during the response phase of the emergency.

b. The controlling agency will also manage the public information function during the recovery phase of the emergency, unless and until that function is handed over.

c. The appointed EPIC is responsible for coordination of the multi-agency public information response and ensuring this is commensurate with the level, type and impact of the emergency.

d. EPIGs may be formed at the State and, where appropriate, district and local levels to assist the EPICs with their responsibilities.

e. Agency media and public information officers are available to manage the media and emergency public information function.

CONTROLLING AGENCIES 3.02 The controlling agency, along with emergency management agencies

responsible for recovery, are responsible for the provision and management of public information during emergencies.

3.03 The responsibilities of the controlling agency and other emergency

management agencies include:

a. establishing procedures and protocols for the provision of information to the public during emergencies for which it is the controlling agency.

b. ensuring the media is aware of the procedures and protocols that will be

in place to ensure the provision of timely information to the public during emergencies.

c. ensuring they have access to the services of appropriately trained media

and public information officers (or equivalent).

d. ensuring the provision of consistent, appropriate and timely information to the public during emergencies.

e. managing the provision of information to the media to meet their needs

and for the dissemination of information and instructions to the public.


f. liaising effectively with any EPIC or EPIG.

g. reviewing public information activities post-emergency, as part of the controlling agency’s debriefing process and providing a report to the PIRG, where required by PIRG.

EMERGENCY MANAGEMENT AGENCIES AND PUBLIC AUTHORITIES 3.04 Emergency Management Agencies supporting the controlling agency are

responsible for:

a. providing information to the public and the media on issues that are directly their responsibility only.

b. referring any requests for information or comment outside their

responsibility to the controlling agency, appropriate agency or relevant EPIC.

c. providing media and public information officers (or equivalent) where

possible to assist the controlling agency, when requested by the SEPIC.

d. ensuring that the controlling agency and other involved agencies are kept informed of information they provide to the media and public.

e. liaising effectively with the controlling agency and providing

representation to any EPIG if requested by the relevant EPIC. Government Media (GM) 3.05 The Director, GM, when requested by the SEPIC, is responsible for:

a. monitoring information disseminated by the electronic and print media and providing this material to the controlling agency and emergency management agencies to enhance the emergency response; and

b. disseminating media releases received from the SEPIC to the media when requested.

WA Police Forensic Division 3.06 The Superintendent, Western Australia Police Forensic Division (contactable

through the Police Operations Centre [POC]) is responsible for ensuring that the interface arrangements and procedures between this Plan and the Disaster Victim Identification System (DVIS) are in place.

Department for Child Protection and Family Support: 3.07 Work cooperatively with the controlling agency and emergency management

agencies to provide information to the public and media at reception centres. 3.08 Establish and manage the provision of the National Register.Find.Reunite, as


required and work cooperatively with the controlling agency and support agencies in providing information to the public and media at reception centres.

EMERGENCY PUBLIC INFORMATION COORDINATORS State Emergency Public Information Coordinator (SEPIC) 3.09 The SEPIC, appointed by the SEC, is the Director Media and Corporate

Communications, Western Australia Police. The SEPIC is required to appoint two Deputy SEPICs.

3.10 The responsibilities of the SEPIC are to:

a. ensure that emergency management agencies and public authorities are aware of their responsibilities under this Plan;

b. assess the capabilities of emergency management agencies and public

authorities to discharge their responsibilities and advise the PIRG of any deficiencies identified;

c. maintain a contact list of key media and public information officers (or

equivalents) for controlling agencies and emergency management agencies;

d. produce, maintain and disseminate multi-agency talking points for

distribution to appropriate managers of emergency management agencies involved in the emergency response;

e. exercise the State Emergency Public Information Plan on a regular

basis, as determined by the PIRG;

f. convene (when required during an emergency) and chair the State Emergency Public Information Group (SEPIG) for the purpose of ensuring effective coordination of information dissemination to the media and public and developing a concomitant whole-of-government public information strategy for the emergency;

g. activate the State Emergency Public Information Plan where required

and immediately notify the controlling agency and relevant emergency management agencies when this occurs;

h. undertake activities to ensure effective coordination over the public

information function, including:

i. providing advice and support to the SECG and SEC as required

ii. calling and scheduling multi-agency media conferences, in close consultation with the controlling agency and relevant emergency management agencies;


iii. enhancing existing media-monitoring services to aid the controlling agency and relevant emergency management agencies;

iv. providing media and public information officers to support the

controlling agency, combat agencies and support organisations as required;

v. activating and ensuring the continued availability of the State

Public Information Line (SPIL) as required; and

vi. providing media and public information support services to the controlling agency and State Recovery Coordinator, as required;

i. coordinate the provision of emergency public information support during

the response and recovery phases of emergencies;

j. manage the provision of emergency public information when requested by the controlling agency;

k. arrange a multi-agency public information de-brief following the conclusion of the response phase of an emergency in which the SEPIC role is activated and submit a report to the PIRG;

l. arrange a public information briefing, with those emergency

management agencies involved in recovery at the commencement of the recovery phase of an emergency in which the SEPIC role is activated and submit a report to the PIRG;

m. appoint and maintain two Deputy SEPICS to undertake the coordination

function in the absence of the SEPIC. Deputies will be provided with appropriate training and information to undertake the role and shall be members of the PIRG;

n. appoint, during an activation of the State Emergency Public Information

Plan, one or more Emergency Public Information Coordinators (EPIC).

Emergency Public Information Coordinator (EPIC) 3.11 During an activation of State Emergency Public Information Plan, the SEPIC

may appoint one or more EPICs, as required.

3.12 The role of an EPIC includes:

a. providing local and/or district level advice and support to the SEPIC as required; and

b. providing media and public information support services to the controlling agency and SEPIC as required.

EMERGENCY PUBLIC INFORMATION GROUPS (EPIGs)


Activation 3.12 EPIGs may be established at the State, and where appropriate, district and

local levels by the appointed EPIC, at the request of, or in consultation with, the controlling agency. At the State level, the EPIG will meet at a venue as determined by the SEPIC.

3.13 Composition 3.14 Chaired by the appointed EPIC and to include media and public information

officers from the controlling agency and other emergency management agencies involved in the emergency.

Function 3.15 To assist the EPIC in ensuring multi-agency coordination of public information

dissemination, development of an appropriate communications strategy and the provision of support, as required, to the controlling agency and emergency management agencies.

Contact List 3.16 Contact details for controlling agencies’ and emergency management

agencies’ key media and public information personnel are to be maintained by the SEPIC and published on the SEMC website.

MEDIA AND PUBLIC INFORMATION OFFICERS 3.17 Media and public information officers attached to the controlling agency and

emergency management agencies are responsible for:

a. the media and emergency public information function for their agency during an emergency; and/or

b. assisting another controlling agency during its response to an emergency,

upon request of the SEPIC.


PART 4

PREPAREDNESS INTRODUCTION 4.01 In the context of emergency public information, preparedness activities include:

a. preparing public information emergency management support plans; b. educating the media regarding protocols, procedures, information-

dissemination system and tools to be used during emergencies;

c. developing and maintaining the capability to carry out the requirements of the public information plans; and

d. testing, exercising and reviewing public information plans.

4.02 This part of the Plan details the arrangements for the preparedness element of public information. As specified below, district and local plans should apply the principles to their level as far as is practical.

STATE LEVEL Planning 4.03 The PIRG is responsible to the SEMC for the preparation, maintenance and

review of State Emergency Public Information Plan. 4.04 The Chairperson, PIRG, is responsible for ensuring that the State Emergency

Public Information Plan is reviewed at least every 5 years and amended as necessary.

Protocols and Procedures for Management of Public Information 4.05 HMAs for response are responsible for:

a. developing and maintaining procedures and protocols for the provision of emergency public information for the hazards for which they are responsible.

b. ensuring the media are aware of the procedures and protocols that will

be in place to ensure the provision of appropriate and timely information to the public during emergencies.


Capability Development and Maintenance 4.06 The SEPIC is responsible for:

a. ensuring that controlling agencies, other emergency management agencies and designated individuals are aware of their responsibilities under this Plan;

b. assessing the capacity of controlling agencies, other emergency

management agencies and designated individuals to discharge their responsibilities;

c. advising the PIRG of any deficiencies that are identified.

4.07 Controlling agencies are responsible for ensuring they have access to the

services of appropriately trained media and public information officers. Training and Exercises 4.08 Controlling agencies are responsible for ensuring appropriate media and public

information officers within their agency are trained to provide public information during an emergency.

4.09 The SEPIC is responsible for exercising the State Emergency Public

Information Plan annually. The exercises may be conducted in conjunction with or as part of exercises for hazard management plans. An activation of the State Emergency Public Information Plan during an emergency may be considered an exercise of the Plan.

DISTRICT AND LOCAL LEVEL Planning 4.10 District Emergency Management Committees have a responsibility to assist

local governments within their jurisdiction to establish and maintain local emergency management arrangements;

4.11 Local Emergency Management Committees have a responsibility to advise and

assist local governments within their jurisdiction establish and maintain local emergency management arrangements;

4.12 These local emergency management arrangements should consider local

emergency public information planning that, as far as is practical, reflects the principles and content of this plan.

Capability 4.13 Controlling agencies should ensure that an adequate public information

capability exists within their areas of responsibility or that arrangements are in place to access public information resources from other localities, at District or State level.


Exercises 4.14 DEMCs and LEMCs have a responsibility to assist local governments within

their jurisdiction in exercising their local emergency management arrangements, including emergency public information arrangements, as part of district and local level exercises, to ensure the adequacy of the plans and arrangements.


PART 5

RESPONSE ARRANGEMENTS INTRODUCTION 5.01 Response arrangements are those urgent actions taken during and

immediately after the impact of an emergency. The response element is generally short in duration, lasting from several hours to several days in most emergencies, however can extend to long periods in some emergencies.

5.02 Public information activities during the response phase relate primarily to the

provision of information regarding the event for dissemination by the general media and in response to inquiries from the public.

5.03 The information provided may include:

a. holding statements, including general or specific warnings to the public generally, or to a specific part of the public;

b. advice as to actions members of the public should take to protect life and property and assist authorities in managing the emergency;

c. what information authorities do, or do not, know and what authorities are

doing in response to the emergency; and

d. general information about the event.

MANAGEMENT OF EMERGENCY PUBLIC INFORMATION 5.04 The controlling agency is responsible for managing the provision of emergency

public information during the response phase of an emergency. 5.05 Where a controlling agency does not have the capability to fulfil this

responsibility, the SEPIC may be requested by the controlling agency or SEC to assist the controlling agency in undertaking this role.

5.06 The controlling agency may also request additional support as detailed in this

Plan through the SEPIC.

5.07 The controlling agency may, in some circumstances, elect to integrate media representatives into the relevant multi-agency support structure to enhance timely information flow to the public.

5.08 In order to maintain public confidence in the authorities’ capacity to deal with

an emergency, all agencies must adopt strategies to ensure effective coordination of media and public information prior to that information’s release.


ASSISTANCE TO CONTROLLING AGENCIES 5.09 The SEPIC will coordinate the provision of personnel and facilities to assist the

controlling agency in the provision of public information during an emergency. This assistance may take the form of:

a. Provision of media and public information officers

b. Activation of the Emergency Media centre

c. Standard Emergency Warning Signal (SEWS)

d. State Public Information Line (SPIL)

e. Media monitoring services

f. Web and social media services Media and public information officers 5.10 Trained media and public information officers will be provided upon request

through the SEPIC to assist the controlling agency. These officers may be located with the controlling agency management team or other location.


Emergency Media Centre (EMC) 5.11 The SEPIC may establish a dedicated Emergency Media Centre (EMC) to

provide a central point of information dissemination to the media, depending on the nature of the emergency. The location of this centre may alter, according to the scale, nature and location of the emergency. The controlling agency and other emergency management agencies may continue to disseminate information concurrently with the EMC.

Broadcast Levels 5.12 When issuing a request to broadcast a warning to the public, the controlling

agency will assign a broadcast level based on the assessed imminence, likelihood and scale of the threat to life and property. Requests are to be issued in accordance with the National Guidelines for the Broadcast of Emergency Public Warnings.

Standard Emergency Warning Signal (SEWS) 5.14 SEWS shall be used by the controlling agency in imminent life-threatening

circumstances only. The conditions and procedures for the use of the SEWS are detailed in State EM Response Procedure 3.

State Public Information Line (SPIL). 5.15 The SPIL will be established and maintained by the SEPIC when required, in

order to provide a large-scale telephone call-centre facility for general information to the public regarding the emergency. In order to allow the SPIL to operate for the duration of the emergency or part thereof, call-takers will be arranged by the SEPIC. Note: The critical document relating to the SPIL is the Memorandum of Understanding between the Department of Transport (Driver and Vehicle Services) and the State Emergency Management Committee.

5.16 The controlling agency and relevant emergency management agencies are

responsible for the effective flow of emergency information into the SPIL. 5.17 The SEPIC and the Police Forensic Division are jointly responsible for the

development and use of procedures within the SPIL to ensure that calls regarding persons affected by, or who are casualties of, the emergency are processed by either the Disaster Victim Identification System (DVIS) or the Register.Find.Reunite System.

5.18 The public will be notified via the mass media of a contact phone number(s) for

the SPIL as soon as it is operational.

Media Access System (MAS) 5.19 Access to the WA Police Media Access System (MAS) will be provided through

the POC and/or Police Media Unit to allow rapid information updates to the


media via phone. The MAS may be used in conjunction with the community warning system.

Community Warning System 5.20 The State operates a community warning system which may be utilised to

deliver voice and text messages about the emergency to members of the public in geographically-determined locations, as well as to other specified groups.

Media Monitoring 5.21 At the request of the SEPIC the Government Media Monitoring Unit will monitor

media on behalf of the SEPIC or controlling agency and provide regular summaries to all agencies involved.

Disaster Victim Identification System (DVIS) 5.22 The DVIS will be activated and managed by the Western Australia Police in

accordance with the procedures detailed in the DVI Procedures Manual, to record the details of and respond to inquiries regarding persons who are casualties (deceased) of an emergency.

Register.Find.Reunite System 5.23 The Register.Find.Reunite System is a Commonwealth-owned system, which

complements the DVIS to allow for friends and relatives of persons affected by an emergency to be informed of the whereabouts and well-being of the person concerned if that person has been registered in the systems database. In WA, the Register.Find.Reunite System is operated by Red Cross on behalf of CPFS.

5.24 Arrangements for the Register.Find.Reunite System are contained in the State

Emergency Welfare Plan – Annex A. It must be noted that the Register.Find.Reunite System does not release information regarding casualties. Any inquiries regarding persons who are casualties are directed to the Police for processing through the DVIS.

Web services 5.25 Web Services may be utilised to provide information to the public via the

internet. Where possible, this information delivery should be coordinated between agencies.

Social media 5.26 Appropriate social media tools should be actively utilised where appropriate to

deliver information, particularly in a dynamic emergency. The social media function must be closely coordinated with media liaison and other public information options.

INCIDENT AREA ORGANISATION


5.27 Management of media activities within the incident area of a multi-agency response emergency is the responsibility of the controlling agency.

5.28 Close liaison and coordination must be maintained between Media and Public

Information Officers in the incident area at all times. A particular emphasis must be placed upon effective coordination of information prior to its dissemination, including coordination between agencies.

FINANCIAL ARRANGEMENTS FOR RESPONSE 5.29 In accordance with State EM Policy Section 5.12 and State EM Plan Section

5.4, all costs associated with a multi-agency response to an emergency shall be met by each individual agency, provided such costs are related to the delivery of services or resources which form part of the agency’s core function, or the agency has a bi-lateral agreement to provide such services and resources at its own costs.

5.30 Where costs are incurred in delivering services or resources at the request of

the HMA, which are not part of the agency’s core functions and there are no prior agreements as to funding responsibilities, then such costs shall be met by the HMA.

5.31 Where agency/departmental resources are inadequate, either because of

insufficient funds or lack of a suitable appropriation item on which to call, no financial commitments can be entered into or expenditure incurred unless authorised by the HMA.

DEBRIEFING/POST OPERATIONS REPORTS 5.32 At an appropriate time after the conclusion of any emergency requiring

utilisation of these arrangements, the SEPIC is to arrange a debriefing of agencies involved in State-level public information activities.

5.33 Public information activities should also be included as part of the controlling

agency’s post operations debriefing and reporting. 5.34 The results of post operation debriefings, in particular those related to the

emergency public information function should be made available to the PIRG for review and where appropriate for amendment to the State Emergency Public Information Plan.


PART 6

RECOVERY INTRODUCTION 6.01 This Part of the Plan describes the arrangements for the provision of State level

public information during the recovery phase. 6.02 Public information during the recovery phase may be related to either the

provision of information aimed at satisfying the needs of the general public or it may take the form of information or advice aimed at those persons affected by the emergency.

6.03 The efficient dissemination of information to the affected public and the public

at large in respect to recovery measures and contact point is essential. STATE RECOVERY ARRANGEMENTS 6.04 The controlling agency will manage the public information function during the

recovery phase of the emergency, unless and until that function is handed over. 6.05 Local and state level recovery arrangements are detailed in State EM Policy

Section 6 and State EM Plan Section 6.


ANNEX A

DISTRIBUTION

ORGANISATION The State Emergency Public Information Plan is distributed in electronic form. The latest version is available in the SEMC Secretariat website. Agencies below are to be advised when an updated version as approved by the SEMC is published on the website

Government Media State Emergency Management Committee members State Emergency Management Subcommittees and Reference Group members


ANNEX B

GLOSSARY OF TERMS

Terminology used throughout this document shall have the meaning prescribed in section 3 of the Emergency Management Act 2005 or as defined in the State EM Glossary. In addition, the following definitions apply.

a. DISASTER VICTIM IDENTIFICATION SYSTEM (DVIS) – provides for the identification of disaster victims and the notification of relatives. Western Australia Police manages the DVIS.

b. EMERGENCY PUBLIC INFORMATION (EPI): Information provided to the community during emergencies with instructions on how to get assistance or to protect personal health, safety and property. Information can be provided through the media and a range of other tools to reach intended stakeholders.

c. EMERGENCY PUBLIC INFORMATION COORDINATOR (EPIC): The person appointed at State, district or local level to coordinate arrangements for emergency public information support to Hazard Management Agencies at the respective level. The State Emergency Public Information Coordinator (SEPIC) is appointed by the State Emergency Coordinator (SEC). At district and local levels emergency public information coordinators are appointed by the SEPIC, as required, during an activation of the State Emergency Public Information Plan.

d. EMERGENCY PUBLIC INFORMATION GROUP (EPIG) – a strategic public information group convened and chaired by the appointed EPIC to support the EPIC in his/her role. The EPIG is made up of a representative from the controlling agency and relevant emergency management agencies as well as other persons as required.

e. "FUNCTION" SUPPORT CENTRE - a facility from which operational management of a specific function is conducted, e.g. Welfare Support Centre. These facilities are usually at a fixed location.

f. GOVERNMENT MEDIA (GM) – GM is established by Government to disseminate public information releases to the news media. It is equipped to monitor news broadcasts made in the Perth metropolitan area. GM's function in this plan is to disseminate media releases and monitor media broadcasts, on behalf of the controlling agency or State Emergency Public Information Coordinator (SEPIC).

g. MEDIA - those organisations that disseminate information by radio, television or newsprint to the general public, also known as the 'mass media', or by other electronic means (including mobile phone and internet).


h. MEDIA ACCESS SYSTEM (MAS) – a two way phone system between the WA Police and all media in WA. The Media Access System (MAS) allows for a recorded message to be sent out to all major media outlets in Perth. The media can also ring a designated number to access current messages.

i. MEDIA AND PUBLIC INFORMATION OFFICER – a person involved in media liaison, public information and public awareness activities for an agency.

j. EMERGENCY MEDIA CENTRE – a centre established by the State Emergency Public Information Coordinator (SEPIC) for the purpose of effectively disseminating information to the media from a central location. This centre may be established at a location deemed suitable for the emergency’s needs and may be a distinct and separate entity to the forward command (incident location) media function.

k. SOCIAL MEDIA - Web-based and mobile communication technologies such as Facebook, Twitter and YouTube which allow rapid, two-way, communication between authorities and the public.

l. COMMUNITY WARNING SYSTEM – A “write-once/multiple channel” digital communication system that allows voice and text messages to be sent to publicly-listed phones, privately listed fixed, mobile phones with their billing addresses within the defined area, fax machines and other services, within a geographically-determined locality.

m. STANDARD EMERGENCY WARNING SIGNAL (SEWS) – The Standard Emergency Warning Signal [SEWS] is a warning signal that is broadcast immediately prior to major emergency announcements on the radio, television and other communication systems.

n. STATE PUBLIC INFORMATION LINE (SPIL) – a telephone call centre facility that may be established by the State Emergency Public Information Coordinator (SEPIC) to receive and respond to general inquiries from the public regarding an emergency. This centre (SPIL) may, in turn, have some of its workload distributed to and handled by further telephone call centres, such as the State Registration and Inquiry System (SRIS). The surge capability for the SPIL is the National Emergency Call Centre, by MOU through the Australian Government Department of Human Services (Centrelink).

o. REGISTER.FIND.REUNITE SYSTEM – a system that records the details of the location and well-being of persons in, or that have been evacuated from a disaster affected area. This information can be used to respond to inquiries from friends and relatives.


ANNEX C

ABBREVIATIONS

DEMC District Emergency Management Committee

DVIS Disaster Victim Identification System

EPIC Emergency Public Information Coordinator

EPIG Emergency Public Information Group

GM Government Media

HMA Hazard Management Agency

LEMC Local Emergency Management Committee

MAS Media Access System

PIRG SEMC Public Information Reference Group

POC Police Operations Centre

SEC State Emergency Coordinator

SECG State Emergency Coordination Group

SEMC State Emergency Management Committee

SEPIC State Emergency Public Information Coordinator

SEWS Standard Emergency Warning Signal

SPIL State Public Information Line


ANNEX D

STATE EMERGENCY MANAGEMENT COMMITTEE

PUBLIC INFORMATION REFERENCE GROUP

COMPOSITION, ROLE AND FUNCTIONS

Composition:

State Emergency Public Information Coordinator (Chair)

Bureau of Meteorology

Department of Agriculture and Food

Department for Child Protection and Family Services

Department of Fire and Emergency Services

Department of Health

Department of Parks and Wildlife

Government Media

Western Australia Police

State Emergency Management Committee

City of Perth

Public Transport Authority

Main Roads WA

ABC Radio

Disability Services Commission

Water Corporation

Western Australia Local Government Authority

6PR Radio

Role:

To develop and maintain arrangements for the provision of public information and public education related to emergencies in accordance with SEMC policy.

Functions:

(1) Prepare and maintain a plan for the provision of public information and public education related to emergencies;

(2) Provide advice to SEMC on all aspects of emergency public information and

education.

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