OG 4037 Media Information at Emergency Scenes

Issued By: Peter Andrews, Deputy Chief    
Approved By: Ken Stuebing, Executive Director / Fire Chief    
Date of Issue: 2009/12/03
Revision Date: Draft 2021-05-05

BACKGROUND:
Members of local media are an important part of the community we serve. The media provides information to HRM citizens which is beneficial in many ways:

•    The media can provide information vital to public safety, such as hazardous areas to be avoided, evacuation areas, evacuations routes, and location of evacuee centres for example.
•    The media can assist our emergency response efforts by reducing the volume of public requests for information and advising the public to stay clear of emergency response routes.
•    The media can provide citizens with fire safety and public safety information which they can use to reduce the frequency and severity of fires and other emergencies in HRM.
•    The media can help the public understand the services we provide.


PURPOSE:
To provide guidance to members when working with representatives of the media. 


OBJECTIVE:
HRFE members will follow proper procedure to follow when speaking with representatives of the media.


SCOPE:
This operating guideline applies to all members.


ROLES AND RESPONSIBILITIES:

•    All members are responsible to understand the type of information that is authorized for release to the media. 
•    District Chiefs are responsible to reply to routine media inquires and provide basic information updates on emergency operations when requested.
•    Incident Commanders are responsible to provide media information about ongoing emergencies by making media statements or assigning a Public Information Officer (PIO) to make such statements.
•    The Deputy Chief, Performance & Safety, in consultation with HRM Corporate Communications, is responsible to coordinate the release of information to the media which is outside the scope of emergency operations.

PROCEDURE:

1.    HRFE has established a “media information” telephone line (902.490.5666). Media are encouraged to call the media line at any time to get information about our operations. On-duty District Chief Officers will receive these calls, provide information where appropriate and refer callers to the Deputy Chief, Performance & Safety or the FST On-Call Chief Officer when required.  When directing media to HRFE Officers, District Chiefs shall not disclose cellular phone numbers.

2.    Incident Commanders are expected to provide information about their incident operations to media representatives present at the scene or by telephone.  ICs may request PIO assistance through the On-Call Chief Officer.

3.    Upon arrival at an incident scene, a PIO will immediately check in to accountability and report to the IC.

4.    HRFE members designated by the IC only shall make statements to the media. At most incidents, the IC shall make periodic media statements, as operations permit. All statements must be based on facts, from evidence, observable events or experience regarding operational procedures. Speculation, assumption or hypothetical scenarios must be avoided.

5.    HRFE members shall not make statements regarding ongoing or previously attended incidents that may be under investigation. Statements regarding fire cause / origin shall only be commented on by the I/C or PIO.

6.    Questions about fires of a suspicious nature, identity of fatalities, motor vehicle collisions or suspected criminal activities must be referred to Halifax Regional Police or RCMP.

7.    Questions about the medical condition of patients must be referred to Emergency Health Services.

8.    Members who are not authorized to provide media statements should politely direct reporters to a safe location where they can await the IC or PIO. Media representatives should be gathered in a location that is easily accessible by the IC, but not so close that the IC and Command Staff are being overheard or distracted as they manage the emergency scene. If duties permit, summon the PIO or IC, and inform them where the media/reporters are being gathered. 

9.    When providing statements on camera, personnel should wear a complete uniform or turnout gear, including uniform hat or helmet. If specifically requested by the media, the hat/helmet may be removed.

10.    Statements may be prepared in advance, using this format:

a.    Introduction- State who you are, including name, rank and assignment.
b.    Who- Describe who has responded, including the number and types of apparatus and the number of firefighters if you can.
c.    What- Describe what we were called to, and what we did/are doing. For example, report of a house fire, sight of smoke, hazardous material incident, etc. You may describe conditions firefighters encountered on arrival (smoke/flame showing, presence of persons needing rescue, etc.) You may describe what firefighters did or are doing (rescue operations, offensive/defensive fire attack, etc.).
d.    Where- Provide the address to which we were dispatched. You may also provide information about street closures (which streets, how long, etc.).
e.    Why- Usually this is a given, in response to a 911 call.
f.    When- On scene, provide the dispatch time (if available) only. Additional questions about response times should be referred to the Deputy Chief of Performance & Safety.
g.    How- If the cause is known and there is no suspicion, the suspected cause as given by the investigating officer may be provided. Otherwise, advise that the cause is under investigation.
h.    How much- If known, state the amount (i.e. litres of material spilled, area of land burned, , number of people dislocated, etc.). It may be useful to use a term such as “believed to be” when approximating. For example, “it was believed to be 25 litres of material that spilled”. 

11.    When making a statement, avoid acronyms, slang and abbreviations that the public will not understand (i.e. HazMat, Decon, Quint, Tact Unit, Rehab, etc.).


12.    Before the interview or statement begins, consider an appropriate backdrop for the interview. It may be helpful to briefly discuss the situation with the reporter(s) and make it clear what information you may, and may not, provide. This can help the reporter(s) frame their questions in a way that you can answer more easily, and makes the interview better for everyone. Remember that any information you provide, even “off camera”, may be reported.

13.    If asked a question that you can’t answer, avoid “no comment”. Advise the reporter that you do not have that information and suggest that they follow up with the Deputy Chief of Performance & Safety.

14.    Refer questions not directly related to your incident to the Deputy Chief of Performance & Safety. Decline questions regarding administrative practices or personnel issues.

OPERATING GUIDELINE REVIEW:

This operating guideline shall be reviewed when/if there are changes/amendments to the procedure to be followed when HRFE members are communicating with the media.