Purpose

To establish guidelines, methods, and formats for the release of information to the public.

 

Policy

CALEX Ambulance Service must actively seek to establish a mutual climate where the news media may obtain information on matters of public interest in a manner that does not hamper the department's operations. While it is the aim of CALEX to provide complete information, it is not always possible to do so. Whether to release information or grant interviews will be determined according to the facts of each incident.

 

Certain information must be withheld from the media because it is legally privileged. However, privilege shall not be abused to the deterrence of the positive media relations to be sought and maintained by CALEX.

 

The treatment of all media personnel shall be courteous, tactful, and respectful at all times. They shall be extended every courtesy that the general public receives. In dealing with the news media, members of CALEX must remember that it is CALEX's responsibility  to protect the "public's right to know" and the media's responsibility to report.

 

When a member of the media arrives at an incident, and identifies himself or herself, the person in charge will respond to the media representative in a cooperative manner. Information that is not confidential or unverified and of general nature, will be extended to the representative.

 

The provision of information to members of the media at the scene of any public safety incident will be accomplished in as timely a manner as possible, while interfering with the handling of the incident.

 

CALEX Ambulance will make every attempt to accommodate on-scene media presence, especially those incidents in the public domain, if the circumstances of the incident permit. The safety of all participants, including the media, will constitute a reason why the media may not be allowed to access all or a portion of the scene. The media may also be requested to redirect their operation if their proximity coincides with on-going stabilization of the scene, such as active extrications from vehicles, hazardous materials situations, or situations where unstable vehicles or structures exist, or other operational requirements for either space or perimeter security. In all cases, the on-scene incident commander shall be solely responsible for media staging decisions.

 

Public Information System

The Director of CALEX Ambulance Service shall be the sole authority act as the public information officer (PIO) for the agency.

CALEX Ambulance maintains the following methods of releasing information to the media:

 

On-site reporting:  On-site information is released through a public information officer (PIO) who is ideally not the incident commander (IC), thereby allowing the IC to concentrate on resolving the incident. All pertinent information about the medical aspects of the incident is channeled through the CALEX PIO for release. Under no circumstances will any CALEX member, regardless of position, release any information to the media about on-going incident details, cause of the incident, or comment on any item falling under another branch of jurisdiction.

 

News Conferences:  CALEX will work in concert with the Command Staff to arrange for a news conference when items or events of major importance occur and there is a distinct need to openly inform the public through all media sources, simultaneously and equally. The news conference will be set at a time to and place to facilitate local media attendance and access. No one media organization's deadline will drive the time and place for a news conference. The usual format will have an opening statement prepared for live delivery, and a printed copy of the same for distribution. The spokesperson(s) will be available for a short time for reasonable questions. The spokesperson(s) will make every attempt to answer questions openly and honestly but will refrain from providing commentary speculation or divulging information which will lead to the identity of classified or patient specific information.

 

News Releases: A news release will occur when a CALEX incident was handled and is of a nature as to stimulate general community interest. In these cases, the news media will be notified in a timely manner. The following list, although not intended to be all-inclusive, will trigger media notification:

 

  • Serious injury or loss of life be violence or vehicle crash, or accident
  • Fires involving death or substantial property loss
  • Plane crashes
  • Major search and rescue operations
  • Hazardous Materials Incidents
  • Multiple Agency Responses
  • Multiple Casualty Incidents
  • Water or Off-Road Rescue
  • Any other incident judged worthy by the PIO.

 

The method in which initial release will be sent is a standardized EMS Incident News Release, with agency contact information, date and time of initial release, including number of releases since original.

The incident date and original dispatch time are included, including the mutual aid companies, if applicable.

When CALEX is involved with other public safety agencies on an incident, the agency with the primary responsibility shall be responsible for coordinating any release of information.

The accountability for CALEX members following this policy is the responsibility of the Director and/or the supervisors under his direction.