l
l
l
l
When did it happen?
Why did it happen?
What action is ongoing?
What future action is planned?
When drafting a unit SITREP, you may not report
sensitive personal information that might cause an
unwarranted invasion of personal privacy of the
individuals involved in the incident. These incidents
include reports of spouse/child abuse, assault or rape of
a service member or dependent. In sensitive cir-
cumstances where disclosure of the identity of the
individuals involved might cause embarrassment or
inconvenience, the personal identity of those involved
should be withheld. A generic identification, such as
“PO1” or “20 YR OLD FEMALE E-3” will do.
The general guideline with regard to the release of
information applies to a unit SITREP: DO NOT
DELAY AN INITIAL REPORT TO GAIN
ADDITIONAL INFORMATION. Remember, you
have 20 minutes to get the initial message out. The
assigned precedence depends on the situation at hand.
A sample unit SITREP is shown in figure 1-8. More
specific information and guidelines on the unit SITREP
may be obtained in the OPNAVINST 3100.6 series
(Special Incident Reporting).
NEWS RELEASE IN MESSAGE FORM
A proposed news release or statement with
questions and answers for response to query in message
form may accompany or immediately follow a unit
SITREP. This type of release amplifies the information
contained in the unit SITREP.
The proposed news release should leave the ship
within one hour of the time of the incident. As with the
unit SITREP, the initial release must NOT be deferred
until the full story is available. An initial release, no
matter how sketchy or incomplete, alerts public affairs
personnel ashore at the earliest possible moment and
allows them to begin preparing to assist you.
Ideally, the initial news releases and follow-up news
releases should answer the same questions addressed in
the unit SITREP. Some others which may come to mind
(if applicable) include the following:
l What is the number of personnel injured/killed?
. How many personnel are still missing?
l
l
Has the situation been brought under control by
the time of the release, or is it still out of control?
Were news media present? If so, provide names
and affiliations. If not, so state.
As additional information becomes available and,
as appropriate, submit follow-up message news
releases. These releases need not be completed stories;
outlines of pertinent information will assist public
affairs personnel at a higher command level in handling
media interest.
A sample message press release is shown in
figure 1-9.
PUBLIC AFFAIRS GUIDANCE (PAG)
Public affairs guidance (PAG) is a source on what
to say and what not to say on a particular issue. It is
intended to convey the official Navy or command
position and to anticipate any possible questions with
appropriate answers.
Any issue or topic that is either likely to be of
interest to the media, either external or interred, or to
generate questions should have corresponding PAG
written. Examples include a civilian hiring freeze at a
shore facility or a ship’s public visitation. The more
controversial the issue, the more PAG is needed.
Information derived from memoranda, tips, meetings
and messages will help you decide whether or not PAG
is required.
PAG relating to national or Navywide issues are
written by the CHINFO Plans, Policy and Community
Relations Division (01-5). You will come across
CHINFO-generated PAG in your message traffic.
Before you sit down and draft PAG, you should take
the following planning steps:
1.
2.
3.
4.
Gather information from the people involved in
the issue and from official Navy sources
(messages, memoranda, etc.).
Develop key points of contact and work closely
with them.
Work with your points of contact, not against
them. Make them understand in a tactful manner
that the PAG is intended to help their mission by
informing interested parties. Try to be a part of
the team and take their goals and constraints into
consideration.
Ask questions. If a question occurs to you, it will
most likely occur to someone else.
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