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PUBLIC AFFAIRS PROGRAM - NYGD 5400

PREFACE

BY ORDER OF THE COMMANDER

OFFICIAL:

JOHN F. BAHRENBURG
Major General, New York Guard
Commander

1. Purpose. This publication establishes the principles and objectives of Public Affairs
activities; establish the policies governing the clearance and release of information beyond
operational channels; outline the areas of responsibility for planning and prescribe Public Affairs
procedures during aid to civil authorities and humanitarian support.

2. Application. The policies and procedures established in the publication applies to all public
affairs activities of the New York Guard.

3. Scope. This publication describes the public affairs program of the New York Guard and the
relationship of the program to the Division of Military and Naval Affairs (DMNA) Public Affairs
Office.

4. Basis. DMNA Office of the Adjutant General Policy Memorandum, Subject: Public Affairs
Procedures and Guidance Regarding News Media Relations Operations and Contact, dated 9
November 1999.

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PUBLIC AFFAIRS PROGRAM - NYGD 4500

TABLE OF CONTENTS

CHAPTER PAGE

I OVERVIEW….………………………………………………………………….. I-1
1. Policy………………………..…………………..…………………..……… II-1
2. Objectives………………………………………………………..…..……… II-1
3. Coordination…………………………………..………………..…………… II-1

II RESPONSIBILITIES………………………………………………..…………… II-1
1. Commander, New York Guard…………………..……………..………….… II-1
2. The NYG Public Affairs Officer……………………………..…..…..……… II-1
3. Commanders of New York Guard Components…………….……………..… II-1
4. Component Public Information Officers………..…………………………… II-2

III PROCEDURES
1. Release of Information……………………………..………………………… III-1
2. Impartial and Objective Dissemination of Information……..……..………… III-1
3. Authority to Release Information………………………………..…………… III-1
4. Destruction of Property or Injuries..………………………………..………… III-2
5. Expression of Personal Opinions………………………………………..…… III-2
6. Public Affairs Areas of Concern……………………………………………… III-2
7. Phasing……………………...………………………………………………… III-2
8. Preparation Phase…………...………………………………………………… III-2
9. Alert and Mobilization……...………………………………………………… III-4
10. Employment of Troops and/or other Resources..…………………………… III-4
11. Withdrawl of Military Forces and Demobilization.………………………… III-6
11. Safeguarding Information…………..………………..……………………… III-6

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CHAPTER I

OVERVIEW

1. Policy. Although release of information and general coordination of the public affairs
program are responsibilities of the Public Affairs Office, Division of Military and Naval Affairs,
the cooperation and assistance of the New York Guard and its MACOMs is absolutely essential.

2. Objectives.

a. To increase/enhance public understanding and support of state military forces' activities


through a proactive public affairs program, which emphasizes the accomplishments of the New
York Guard in its service to the state and nation.

b. To assure complete troop awareness, reasons for their employment and the impact and
importance of their behavior.

c. To enhance public confidence in the esprit, efficiency and diligence of the state military
forces.

d. To record and document actions of military personnel for historical and testimonial
purposes.

3. Coordination. Division of Military and Naval Affairs Public Affairs Office, will routinely
coordinate with the Executive Chamber Press Office, SEMO Public Affairs Officer and the NYG
Public Affairs Officer on the release of any information about unusual preparedness postures,
alerts, activations, missions and the like. The NYG PAO will seek to ensure that the MACOM
PIO's receive timely (and, if possible, "advance") notice of public statements and press releases
from DMNA when those statements or releases concern or reflect on the New York Guard
MACOMS and their duties.

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CHAPTER II

RESPONSIBILITIES

1. Commander, New York Guard. will be responsible for the preparation of information,
records and material for Division of Military and Naval Affairs (DMNA) Public Affairs for
dissemination to the public.

2. The NYG Public Affairs Officer, has the staff responsibility for all Public Affairs actions to
include but not limited to:

a. Assess, plan, and conduct Public Affairs policies and procedures for the New York
Guard.

b. Manage the New York Guard Public Information Security Review Program.

c. Manage the review and release of all information prior to submission to DMNA Public
Affairs.

d. Serve as the proponent for all Public Affairs issues across doctrine, training, leader
development, organization and material.

3. Commanders of New York Guard MACOMs, Commanders of the Army Division, Air
Division and Civil Military Affairs Brigade will;

a. Fully comply with the intent of this directive.

b. Dissemination of this directive to all subordinate units and/or make available to New
York Guard members.

c. Publish additional implementing directives or instructions as deemed necessary


exercising judgment in implementing and adding to requirements. This directive will be followed
except when exceptional circumstances dictate otherwise.

d. Designate Public Information Officers (PIO's) at all levels to interface with the NYG
Public Affairs Officer concerning the gathering, organizing, and releasing of any information
relating to their respective organizations.

e. Insure that no information is released directly to the Public or DMNA PAO unless
exceptional circumstances dictate otherwise. If such circumstances occur insure that NYG PAO
receives courtesy information.

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4. Component Public Information Officers, will;

a. Advise the Commanders regarding the Public Affairs needs of the command.

b. Assist in formulation and release of information to the NYG Public Affairs Officer.

c. Develop Command Public Affairs programs.

d. Serve as the Commander's Liaison to the NYG Public Affairs Officer

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CHAPTER III

PROCEDURES

1. Release of Information. DMNA policy requires any official information intended for public
release that pertains to military matters, state security, issues or subjects of significant concern to
DMNA must be cleared by appropriate security review and Public Affairs Offices prior to
release. This includes materials placed on the Internet or released via similar electronic media.
Only DMNA PAO has the authority to release information to wire services, networks, or any
other statewide or nationwide news media concerning domestic emergency operations.

2. Impartial and Objective Dissemination. information about policies of the State of New
York Division of Military and Naval Affairs will be disseminated impartially and objectively
according to DMNA PAO guidance.

3. Authority to Release Information.

a. General Procedures. The Public Affairs Office of the Division of Military and Naval
Affairs normally releases general military information on the overall plans, policies, programs of
the Division of Military and Naval Affairs or the State of New York. Information that meets any
of the criteria below will be submitted to the NYG Public Affairs Officer for review and
submission to DMNA PAO clearance prior to release. Doubtful cases must be submitted for
clearance. Prior unofficial publication of information does not constitute authority for official
release:

(1) Information that originates from or is proposed for release from the Office of the
Governor of the State of New York.

(2) Information that is or has the potential to become an item of DMNA or NYG
interest.

(3) Information and public statements concerning DMNA or NYG policies.

(4) Information on subjects of potential controversy among components of DMNA or


other State agencies.

(5) Initial announcement of General Officer assignments.

(6) List of names and/or addresses of New York Guard personnel. Typically Privacy
Act Laws prohibit release of personal data under any circumstances.

(7) Casualty information about New York Guard members.

(8) Information on New York Guard aid to civil authorities and humanitarian support
activities.
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(9) The existence of specialized units and details of any specialized training or
equipment.

(10) The amount and quantity of any military equipment.

(11) Specific strength of New York Guard Units assigned to aid to civil authorities
operations.

(12) Details of aid to civil authorities techniques; results of training exercises;


deficiencies caused by equipment shortages and special control reorganization or any
other unit problems.

(13) Movement of troops.

(14) Any information that will endanger or compromise accomplishment of an assigned


mission..

(15) Organization of any special units.

(16) Existence, location and use of certain facilities, equipment or ammunition.

(17) On the spot interviews by news media of wounded or injured New York Guard
personnel.

(18) Information on civilian detainees during aid to civil authorities operations.

b. NYG Public Affairs Officer. The NYG PAO has the sole authority to provide
information about the NYG to DMNA PAO for approval and dissemination. Such information is
usually obtained from Command PIO's. Command PIO's in very unusual circumstances may
communicate directly with DMNA PAO, in which case a courtesy copy of information submitted
will be sent to the NYG PAO immediately. Such circumstances are expected to be rare. Matters
that may be discussed are:

(1) Designation, type, and general capabilities of the unit.

(2) Human interest stories about unit personnel, their civilian employment, and their
families, with their consent, and when there is no violation of good taste.

(3) General description of training preparations. However, details, specific techniques


and utilization of specialized equipment will not be mentioned.

(4) Personnel actions, such as promotions, awards and commendations.

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4. Destruction of Property or Injuries. In the event of action or incidents involving New York
Guard personnel where there is destruction of civilian property and/or injuries or fatalities to
either military or civilians, details and names will be released ONLY through the DMNA PAO.
In the latter instance, names will not be released until confirmation has been received that the
next of kin has been notified

5. Expression of Personal Opinions. under no circumstances will members of the New York
Guard express to media representatives, personal opinions on any classified material,
controversial subjects, policy matters or incidents that might reflect unfavorably on the unit and
the state military forces.

6. Public Affairs Areas of Concern. Public Affairs responsibilities in an aid to civil authorities
operation will be concerned with two primary areas of concern:

a. The area of operations. This is the active area which presents an uncontrolled Public
Affairs situation. It will be extensively and closely covered by news media. A misjudgement or
malfeasance by ANY member of the state military forces would be widely publicized and create
an unfavorable impression that would taint the entire operation. To avoid this possibility,
preventive measures must be thorough and effective to include training and close command
supervision and firm discipline during the specific type of operation.

b. Secure area. This includes headquarters, armories, bivouac areas, command posts and
other troop facilities which present a controlled public affairs situation. News media will be
interested in recording activities in these areas and interviewing personnel. Such contacts can be
organized and coordinated with the personnel involved and therefore present opportunities for
favorable coverage. Procedures to be followed are outlined in this directive.

7. Phasing. Public Affairs responsibilities and activities will be planned and accomplished in
phases as follows:

a. Phase I - Preparation.
b. Phase II - Alert and mobilization.
c. Phase III - Employment of troops and/or other resources.
d. Phase IV - Withdrawal of military forces and demobilization.

8. Preparatory Phase.

a. Formal instruction for all personnel on press and public relations will be completed.
Thorough indoctrination on obligations, responsibilities and conduct of individual New York
Guard members will alleviate many public relations problems that might arise in an aid to civil
authorities or humanitarian support operation. Subject matter will include:
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(1) Moral responsibilities and importance of exemplary behavior.

(2) Restrictions on discussion of the operation with civilians, including new media
representatives.

(3) Necessity for intelligent, factual replies to authorized interviews or inquiries.

(4) Type of information that is non-releasable.

(5) Consideration of public reaction to certain types of troop actions.

(6) Procedures for notification of employees and benefits provided to state military
members under law.

b. Designated Public Information Officers of each MACOM will accomplish planning for
implementation of provisions of this directive. These individuals will also be responsible for the
public affairs activities of the MACOM's in the event of mobilization for a state emergency. It is
preferable that only these designated Public Affairs Representatives be utilized where available.

9. Alert and Mobilization.

a. At the first indication of mobilization of the state military forces, the NYG Public Affairs
Officer will be notified as to the extent of New York Guard participation.

b. Announcement of the alert may result in considerable news media interest in the
communities. Other than the information outlined in paragraph 3b above, unit personnel will not
discuss or speculate on potential employment of the New York Guard in an aid to civil
authorities role. Refer all media requests for additional information to the NYG or DMNA
Public Affairs Officer

c. Conduct of the initial press conference. This should be arranged for as soon as possible at
a convenient location with full coordination with the DMNA Public Affairs Office. the governing
factor for this will be the availability of information on New York Guard Units involved and the
general mission assigned to the New York Guard. It will not be conducted without the presence
or authorization of the DMNA PAO. The senior commander present or their designee will make
a brief statement outlining the general mission of the Guard and the concern for public safety and
protection of rights and property. The commander or designee will state their willingness to work
with the media in relaying appropriate and accurate information and then give any releasable
details available at that time.

10. Employment of troops and/or other resources.

a. The NYG Public Affairs Officer will be responsible for the supervision of all public
information and related activities.

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b. Press briefings will be conducted twice daily (morning and afternoon), or as the situation
dictates.

c. PIO's of the MACOMS involved in actual operations will be present in the active area to
observe closely the actions of personnel and the activities of news media representatives. Any
incident or situation arising which relates to the provisions of this directive, will be resolved by
immediate corrective action.

d. Military photographers and camera people will be assigned to all operational areas where
troops are operating by the DMNA Public Affairs Office. A sufficient number of personnel will
be designated to take pictures during a unit's participation in any type of aid to civil authorities
or humanitarian support action for the following reasons:

(1) As historical documentation.

(2) As evidence in the event of subsequent accusation or charges. (Aid to Civil


Authorities Operations).

(3) For identification of principals in illegal acts.

(4) For press release, however, no photos will be released except through the DMNA
Public Affairs Office. (Assure that all personnel are in proper uniform and that no flaw in
procedures or techniques are portrayed.)

e. A troop information program will be implemented. Personnel must be kept informed of


developments and understand the reasons for their actions if they are to act judiciously and at
maximum efficiency. Commanders at all levels should ensure that troops are adequately
informed concerning military missions and activities. Special emphasis will be given to ensuring
all personnel are aware of their rights and responsibilities regarding civilian job security. Troops
called to duty in aid to civil authorities or humanitarian support may spend hours isolated from
the general public and normal information sources. Therefore, commanders should ensure that
troops be kept informed on the current situation. Consideration should be given to dissemination
of troop information through:

(1) Commander's call.

(2) Distribution of hometown and daily newspapers.

(3) Availability of commercial broadcasts.

(4) Centrally located bulletin boards containing all available informational material,
newspapers clippings, fact sheets and daily bulletins.

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11. Withdrawal of Military Forces and Demobilization. Details of public affairs


responsibilities following demobilization of troops will be prescribed by the DMNA Public
Affairs Office at the conclusion of military participation in the operations. However, the
following factors will be considered.

a. No advance information will be released on demobilization plans. Obvious demobilization


preparations will be held to a minimum

b. Movements of troops to home station must be closely coordinated with the governor's
demobilization announcement, which should be made immediately after the main body of troops
have cleared the area.

c. For a favorable psychological effect following aid to civil authorities operations, the
troops upon leaving, may be moved through the supported area, giving the definite impression
that their task is completed. This decision will be made by The Adjutant General.

12. Safeguarding Information. Safeguarded information will not be discussed, shown, or


made available to unauthorized personnel. Additionally releasable information must be accurate
and adhere to State of New York, and Division of Military and Naval Affairs and New York
Guard policies.

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