Description of document: Federal Bureau of Prisons (BOP) Public Information Officer’s Handbook 2004

Released date: 01-June-2011 Posted date: 06-June-2011 Title of document Public Information Officer’s Handbook 2004 Source of document: FOIA/Privacy Act Requests

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Public

Information

Officer’s

Handbook

2004

Prepared by:Office of Public AffairsInformation, Policy, and Public Affairs Division

Contents

Introduction

1. The Function of the Public Information Officer.................................................... 1

Institutions/Field Offices

Evening/Weekend Hours

Regional Offices

Central Office

The Department of Justice’s Office of

Public Affairs

Orientation of Staff

Union Officials Interviews

Orientation of Inmates

2. Who Are the Media?............................. 3News Media

Non-news Media/Book Authors

Foreign Media

Tabloid Media

Network News Magazine Shows

Syndicated Shows

Cable Network News Shows

Entertainment Cable Networks

Satellite Broadcasts/Live TV

3. Professionalism..................................... 6Keys to Success

Being Proactive

Confrontations

“Off the Record”

Deadlines and “Exclusives”

Being Responsive

4. Media Mechanics.................................. 8 Initiating Contact

Equipment Needs

Background/Security Checks

Processing into the Institution

Multiple Inmate Interview Requests

News Releases vs. News Statements

Talking Points

Record keeping

5. Interviews.............................................. 11In-Person Interviews

Telephone Interviews

Attorney Involvement in Interviews

Correspondence

Staff Interviews

Presentence/Pretrial Inmate Interviews

Competency Studies/Commitments

Holdover Interview Requests

Federal Boarders

State Boarders in BOP Custody

Witsec Inmates

501 Rule Cases/Special Administrative Measures

High Profile Inmates

Juvenile Inmates

501 Rule Cases

High-Profile Inmates

Juvenile Inmates

6. Public Information............................... 15Freedom of Information/Privacy Act

What is Public Information?

-Inmates

-Staff

National Inmate Locator Services

Use of Inmate Photographs

Use of BOP Logo/Institution Name

Public Information Transaction (PPPI)

Investigative and Legal Concerns

Inquiries on Designations

Inquiries on Inmate Health

Research Inquiries

7. Meet the Press...or the Public............. 18 Tours

Employee Speeches and Publications

Speaking Engagements

Congressional Visits Involving Reporters

8. Emergency and Unusual Situations... 19Media Emergency Plan

Deaths of Inmates or Staff

Escapes/Assaults

Staff Misconduct

Staff Testimony

AppendicesA. News Media Contacts Program Statement

(P.S. 1480.05)

B . M e d ia Representatives Agreement/

News Interview Authorization

C. Guidelines for Local Institution

Media Emergency Plan

D. Checklist for Inmate Interviews

E. Checklist for Staff Interviews

Introduction

Media interest in the Federal Bureau of Prisons (BOP) has continued to grow since the last edition of thePublic Information Officer (PIO) Handbook. As a public agency, the Bureau has a responsibility toprovide the public with information about its programs and operations; and public informationconcerning inmates in its custody. Equally important is its responsibility to ensure that institutionsecurity and public safety is not compromised, or inmates’ rights to privacy. Whether it is to dispelmyths, clarify unfounded perceptions, or to further educate and inform, the BOP wants to ensure thegeneral public is better acquainted with the agency through the news media.

The guidelines in this handbook are not changes to our News Media Contacts Program Statement (P.S.1480.05). Rather, these guidelines are an effort to explain how this national policy is to be implementedto ensure Bureau-wide consistency in its application. A consistent approach to handling media requestsis especially important because there are many factors that need to be considered as a part of each mediarequest (e.g., policy, past practices, Regional and Central Office concerns, and the specific issues in therequest).

Television, radio, the print media, and the Internet all have a tremendous impact on public perceptions. Because it is so important to maintain our credibility with the public, Bureau PIOs have an importantrole in working closely with the media to ensure the media understand and accurately represent ourpolicies and practices.

While some institutions generally attract more media attention than others, all PIOs must remain alert tothe possibility that an unexpected event (e.g., the arrival of a high-profile inmate) could suddenly thrusttheir institution into the limelight. An event like this has the potential of placing a PIO in the spotlightanswering a barrage of questions from reporters. In an institution emergency, such as a disturbance orhostage situation, immediate and ongoing media coverage will likely occur. With an effective institutionmedia emergency plan, PIOs can more effectively respond to public and media inquiries.

In order to portray the Bureau accurately, PIOs must be prepared, must have a clear understanding ofagency policies and procedures, must dedicate the time and resources necessary to do their job, and mustbe ready to react responsibly. The PIO Handbook can serve as a useful reference guide for PIOs in thedevelopment of public affairs strategies that balance the needs of the media with the institution’sresponsibility to maintain security and order.

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1. The Function of the PublicInformation Officer

In the BOP’s Central Office, day-to-day contactswith the media and general public are delegated tothe Office of Public Affairs (OPA), a branch of theInformation, Policy, and Public Affairs Division. This office also serves in an advisory role to theRegional and Institution Public InformationOfficers (PIOs).

Responsibility for carrying out the Bureau’sinformation policies rests with the RegionalDirector on the regional level, and with the Wardenor Chief Executive Officer at the institutional level.These administrators may retain day-to-dayresponsibility for information programs, ordelegate it to another staff member. In most cases,the Executive Assistant is the designated PIO.Only PIOs should respond to the news media;otherwise, conflicting, inconsistent, inappropriate,and erroneous information may be disseminated.

Institutions/Field Offices—When a field PIObelieves that an institutional issue or event willattract national or negative media attention, afterconsultation with the Warden, he or she shouldimmediately contact the Regional PIO and CentralOffice, OPA staff. This will allow them to provideadvice about handling the situation and prepare aconsistent response should the media contactRegional or Central Office personnel. All PIOsmust be completely familiar with and have aworking knowledge of the News Media ContactsProgram Statement (see Appendix A).

The responsibilities of the institution PIO usuallyinclude:

P Acting as official spokesperson for thefacility (but referring questions about highprofile inmates, national policy, or aboutissues that may receive national or negativemedia attention to the Central Office).

P Maintaining close communication with the

Warden on all matters of potential mediainterest.

P Maintaining a high degree of familiaritywith BOP policies and how they areimplemented through insti tut ionsupplements.

P Review daily newsclips, posted by OPA onSallyport, to maintain current knowledge ofnewsworthy issues related to the BOP orcorrections in general.

P Conducting tours of the facility for thegeneral public and for reporters who aredoing stories about institution programs oroperations.

P Coordinating requests to interview inmatesor staff, ensuring that required proceduresare followed and that appropriate forms aresigned by reporters and inmate(s). Beforecontacting the Regional PIO and CentralOffice, Office of Public Affairs staff torequest assistance in addressing a specificmedia request, PIOs need to ensure theyhave a clear understanding of the potentialstory’s scope (who will be involved) andfocus (what issues will be addressed) –always ask the reporter for more detailswhen necessary.

P Preparing and distributing news releases.In the event of a serious incident, it isnecessary to fully coordinate all newsreleases with both the respective RegionalOffice PIO and the Central Office, OPAstaff. This particularly applies to thosecases where national media attention orbureau-wide impact could possibly resultfrom a local incident.

P Providing an overview of media policiesand procedures to all staff during institutionfamiliarization or annual training.

P Developing a local media emergency plan,

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using guidelines distributed by CentralOffice, OPA.

P Being proactive in developing a positiverelationship with local media.

P Submitting published news articles aboutthe facility in a timely manner to theRegional PIO and Central Office, OPAstaff for their review and information.

P Maintaining a high degree of familiaritywith information included on the BOP’swebsite (www.bop.gov). This informationcan serve as a useful public informationresource. For example, PIOs can directnews media representatives to the websiteto review the BOP’s News Media Contactspolicy.

Evening/Weekend Hours:

PIOs need to establish procedures for adequatelyaddressing media inquiries after normal businesshours. There are situations when reporters willneed to speak with an institution spokespersonduring evening or weekend hours. Institutionprocedures should clearly outline the steps staffshould take if a reporter calls the institution tospeak with a spokesperson after normal businesshours.

Regional Offices—Each Regional Office has a PIO(usually the Executive Assistant to the RegionalDirector) who responds to inquiries from the mediaand the public. Institution PIOs should maintainregular contact with Regional PIOs to ensure thatthey are aware of events that may generate local,regional, or national media interest.

Central Office—Since the Central Office is thenational headquarters for the Bureau, the Office ofPublic Affairs PIOs are responsible for respondingto all media inquiries that effect or involve theBureau as an agency. The Central Office PIOs actas official spokespersons for the agency, handling

the stories that are negative or may have nationalimplications. The Central Office PIOs inform theDirector, divisions, regions, institutions, or otherBOP staff of media inquiries on a daily basis or asneeded, and notify the Department of Justice (DOJ)Office of Public Affairs of any issue that mayreceive national media interest. For this reason, itis important that Regional or institution PIOs notifythe Central Office, OPA (202-307-3198) whenevera potentially negative or national story may bebroadcast or published*. This allows DOJ andCentral Office, OPA staff to prepare for additionalinquiries and eliminates any embarrassment thatmay arise from not knowing about a significantissue.

In addition, Office of Public Affairs PIOs serve asa resource to BOP staff (particularly in regions andinstitutions) regarding media-related questions orprocedures. Responses to particular inquiries willordinarily be researched in collaboration withcentral office, region, and institution staff and willreflect the Bureau’s public position about a subject.

The Department of Justice’s Office of PublicAffairs—The Office of Public Affairs in theDepartment of Justice expects the BOP’s CentralOffice, OPA staff to keep them informed regardingany media issues that may be of national interest.The Department’s Office of Public Affairs keepsthe Attorney General advised of significant mediaissues, just as the Central Office, OPA staff keepsthe Director informed.

Within DOJ, several offices have been set aside formedia representatives use. Many of these officesare occupied daily by reporters assigned to coverDOJ issues and events. For example, theAssociated Press, Los Angeles Times, and ABCNews have offices at the Department of Justicestaffed with reporters who can immediately report

*Note: As a point of contact during weekends, holidays, or eveninghours, in addition to the Central Office Duty Officer, theDepartment of Justice’s 24-hour Operator can reach the BOP’sPublic Affairs Staff at any time should an emergency arise. TheDOJ Operator can be reached at (202) 514-2000.

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on DOJ related matters. Some reporters havepermanent DOJ IDs, allowing them access to theDepartment at any time. Because of thisarrangement, DOJ staff are routinely questioned bythe media about late-breaking news stories thatoriginate from anywhere in the country.

Additionally, since these reporters primarily coverDOJ issues, they routinely contact BOP OPA staffseeking comments about specific agency issues.

Orientation of Staff—One of the roles of theinstitution PIO is to provide staff with an overviewof media policy. (Annual training or institutionfamiliarization would be a good time for thisoverview to occur.) Several specific points shouldbe highlighted:

P Only the Chief Executive Officer (ordesignee) is authorized to talk to the mediaon behalf of the institution.

P Staff should be cautious about openlydiscussing inmates or institution businessduring off-duty hours (particularly in publicplaces).

P Staff should notify the institution PIOwhenever they are contacted by a mediarepresentative regarding corrections-relatedissues, either on or off the job site.

P Administrative action could be takenagainst staff who ignore policy andwillingly become anonymous sources forthe media—particularly when they discloseinformation related to an ongoinginvestigation or the security of theinstitution.

P Staff can be prosecuted for unauthorizeddisclosure of sensitive or protectedinformation, or could find themselvespersonally liable if they violate an inmate’sor staff member’s right to privacy.

P Staff may speak freely to the media without

prior authorization when the topic orcircumstances are unrelated to their workfor the BOP.

P Union officials representing the BargainingUnit (in their official capacity) can interactwith the media (e.g., providing interviewswith print or broadcast media, placingadvertisements in newspapers, appearingon public talk shows and radio stations, andspeaking at conferences and conventions)without approval from the agency.However, they are subject to the samelimits as other staff regarding the disclosureof sensitive information.

Orientation of Inmates—Inmates should also beinformed of policy and procedures on mediacontacts to avoid any misunderstandings. A basicoverview of these procedures should be presentedby the PIO during the Administration andOrientation process; more detailed informationshould be provided in the institution’s inmatehandbook.

This information sharing benefits staff as well asinmates; a thorough understanding of policy andprocedures enables staff to more effectivelyschedule, control, and document media requestsand interviews.

Ultimately, the PIOs objective is to keep everyonewho needs to know informed about significantevents or issues. This will provide them with anopportunity to formulate accurate, appropriate,consistent, and timely responses, thereby enhancingthe BOP’s credibility and that of the Department ofJustice.

2. Who Are the Media?

News Media—Representatives of the news mediaare those whose principal employment is gatheringand reporting news for a newspaper, newsmagazine, national or international news service,radio, television program, or internet news site.

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News media representatives are clearly defined inthe BOP’s News Media Contacts ProgramStatement 1480.05 to eliminate any confusionabout who qualifies for access into BOPinstitutions. By limiting media contacts to newsmedia representatives, the Bureau enables thepublic to learn about the BOP without disruptingthe orderly or safe operations of the institution oradversely impacting staff resources.

Non-news Media/Book Authors—ProgramStatement 1480.05, Section 8e, makes provisionfor interviews by reporters not specificallyconnected with commercial news organizations.These are permitted “only by special arrangementand with approval of the Warden.” This sectionalso outlines the criteria PIOs should consider as apart of their review of any book author’s requestfor an inmate interview.

Traditionally, film makers, freelance reporters (notunder contract with a recognized mediaorganization), independent production companies,and other “non-news” reporters are typically deniedaccess because they do not meet the establishedcriteria outlined in the policy.

As internet news services (e.g., Slate Magazine,ABC.com) continue to increase, PIOs may receiverequests for interviews from these web-basedsources. As an evolving news source, carefulattention should be given before PIOs authorizeany interviews with a web-based source whoclaims to be a news representative. Normally, theonly recognized “on-line” services that PIOsshould consider as legitimate news organizationsare either those linked to a legitimate newsorganization (e.g., ABC.com, CNN.com, etc.) orspecific sites that publish material with editorialcontrols over what they publish (e.g., SlateMagazine, Salon Magazine, etc.).

PIOs should not approve interview requests fromentertainment-based internet organizations, orauthorize inmate participation in “live” internetinterviews, including “live” discussions onlegitimate news media web sites.

PIOs should contact Central Office, OPA staffwhenever they need assistance in determining thelegitimacy of any on-line requestor who claims tobe a news representative, or in developing astrategy to respond to these types of requests.

Foreign Media—Foreign journalists continue toplay a significant role in today’s world of globalcommunications, especially in regard to criminaljustice issues. Like their domestic counterparts,members of foreign media organizations also haveshown increased interest in the Bureau over thepast several years.

While foreign media requests are handled in thesame manner as requests from U.S. media, theremay be diplomatic or security concerns about aspecific foreign journalist visit. In addition,attempting to verify the authenticity of a foreignnews organization and its staff can take aconsiderable amount of time. Thus, before grantinga request, PIOs should contact the Central Office,OPA* (in coordination, as always, with theirRegional Office PIO) to advise staff of the request.In conjunction with the U.S. Information Agency’sForeign and International Press Centers, PublicAffairs staff can verify the authenticity of the non-U.S. media outlet the reporter claims to berepresenting, as well as the reporter’s credentials.

When necessary, foreign news agencies may beasked to provide a copy of their publication/newsprogram so that PIOs can familiarize themselveswith the foreign news organization before makinga final decision on access.

The type of credentials foreign journalist have willvary based on their respective duty assignments -some are U.S.-based (work primarily in thiscountry), while others are not. Thus, in order toconduct routine law enforcement backgroundchecks on foreign journalists, PIOs will need to

*Central Office, OPA staff coordinate national briefings and visitsof foreign dignitaries, provide international technical assistance, andhelp coordinate various foreign media activities in BOP institutions(e.g., documentary filming).

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verify the type of credentials, including photoidentification, that these journalist have (e.g.,driver’s license, passport, or media credentials.)

Tabloid Media—Occasionally, institution PIOswill receive requests for information or interviewsfrom “tabloid media.” These organizations areentertainment or “infotainment” based, and existboth in print and television network format. Forexample, common newspapers tabloids on the market include The Globe and The NationalEnquirer. Similar television programs are oftensyndicated shows (e.g., Jerry Springer Show), andrarely focus on reporting the news of the day.Although the BOP’s News Media Contacts policydoes not exclude these organizations fromconsideration, careful review should occur beforegranting inmate interviews with these groups.Central Office OPA staff can assist institutionPIOs with the close scrutiny needed for these typeof requests. Of course, public information isprovided to the groups as to any public request.

Network News Magazine Shows—Network newsmagazine television shows do meet the BOP’sdefinition as “news media organizations.” Forexample, requests from ABC’s Primetime orNBC’s Dateline shows should be processed in amanner consistent with the BOP News MediaContacts policy. Any requests for BOP staffinterviews from these groups should beimmediately directed to Regional PIO and CentralOffice OPA staff.

Syndicated Shows— Often, BOP PIOs will receiverequests from syndicated television shows (e.g.,America’s Most Wanted, Oprah Winfrey Show.These type of programs are sometimesinterconnected to traditional news sources.Depending on the specific project, PIOs mayconsider them under the BOP’s definition as a“news media organization.” However, since theseshows are often broadcast nationwide, RegionalPIO and Central Office, OPA staff must beconsulted prior to deciding how to handle suchrequests.

Cable Network News Shows—On occasion,institution PIOs will receive requests from newsprograms at cable networks (e.g., PublicBroadcasting Station, Learning Channel, DiscoveryChannel.) News shows on cable networks do meetthe BOP’s definition as “news mediaorganizations.”

Entertainment Cable Networks—Normally,entertainment cable networks (e.g., HBO,Showtime) do not meet the BOP’s definition as a“news media organization.” However, if thesenetworks are producing an educational-orientateddocumentary, (e.g., story regarding BOP’s drugabuse programs) the Bureau has considered themas a “legitimate news organization.” PIOs strategyfor responding to entertainment cable networkrequests should be made on a case-by-case basis,and only after consulting with Regional PIO andCentral Office, OPA staff.

Satellite Broadcasts/Live TV—Requests fromlocal and national television companies tobroadcast inmate interviews “live” via satellitetransmission have also increased as this technologyhas expanded.

Normally, “live” satellite interviews (where thesegment actually airs simultaneously with theinterview) requests should be denied for securityreasons.

Taped Satellite Interviews (where the segment issent via satellite to a studio and recorded and airedon a later date) are permissible as long as theinmate agrees, and no institution security concernsexist. Since these type of interviews also requireextensive planning and coordination, PIOs need toensure that no operational problems exist beforeadvising a reporter that their taped satelliteinterview has been approved. Remember to notifyRegional PIO and Central Office, OPA staff priorto approving any taped satellite interview that maybe broadcast nationally.

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3. Professionalism

“The media” are individuals trying to make a livingand get ahead in their professions, just like Bureaustaff. They are not to be regarded as either friendsor adversaries, but as professionals trying to do ajob.

Keys to Success—The way the PIO handles themedia is vital to creating a positive image of theFederal Bureau of Prisons. A large measure of thePIOs success can be measured by how well theydevelop and maintain their individual credibilityand demonstrate the agency’s credibility. All PIOsmust ensure they present accurate, consistent, andtimely information. Finally, PIOs must becognizant of providing appropriate information. All PIOs must live by the motto: Be Prepared.

Credibility is critical to sustainingprofessional relations and effectivecommunication with reporters.

To develop and maintain individual credibility:

P Be knowledgeable about the BOP.P Keep it short and simple (KISS).P Tell the truth.P Avoid technical jargon.P Make your points - get your message out

first.P Being clear, reliable, concise, patient, and

pleasant.P Do not make promises you can’t keep.P Call back if (and when) you say you will.P Tell a reporter why (whether for security,

personnel regulations, investigative, orother reasons) you can’t provide certaininformation.

P Exude confidence and be positive.P Express genuine concern at all times.P Never speak “off the record.”P Always say “I don’t know” when unsure of

any answer and offer to get back with ananswer.

P Dress professionally.

P Look at the reporter - not the camera.

To demonstrate the agency’s credibility:

P Present information about BOP operationsand programs which demonstrates thesuccess of the agency (TRIAD, PrepStudies).

P Discuss agency policy.P Discuss agency internal and external

monitoring processes (e.g. ProgramReviews, ACA accreditation).

Consistency of the information you provideis another critical part of professionalism.Reporters will quickly pick up oninconsistencies; this can seriously damageyour credibility. Suppose a reporter calledan institution, a Regional Office, and theCentral Office to ask how many institutionsthere are in the BOP, and received threedifferent answers. This inconsistencywould definitely reflect on theprofessionalism of the agency. Thus, PIOsshould always focus on:

P Consistency in stating our position onissues (PIOs should always check withRegional PIO or Central Office, OPA staffif unsure of the agency’s position on aspecific issue).

P Consistency in our interpretation of mediapolicy. Regional PIO and Central OfficeOPA staff can assist institution PIOs whohave technical policy questions regardingthe BOP’s News Media Contacts policy.

P Consistency in the statistical informationwe provide. Since circumstances andnumbers can change quickly, PIOs mustensure they have the most currentinformation available when responding tothe media.

Additional steps that PIOs can take to

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ensure their consistency in responseinclude:

P Having a trained primary and alternate PIO.This enhances the agency’s ability torespond with “one voice” in addressingspecific institution matters.

P Gathering and organizing information in away that does not contradict previouslygiven information. Many PIOs maintain afile of previously issued information whichthey routinely review for accuracy andconsistency in response.

P Remember your responses should focus onDEFINING AGENCY POLICY, MORETHAN DEFENDING SPECIFICACTIONS. By defining policy standards,we can avoid appearing defensive, and canfully educate the public regardinginstitution operations and programs, as wellas the rationale for any actions taken byBOP staff related to a specific incident.

P Briefing the Warden and other key staff on

the information given out, so they canrespond correctly if interviewed later onthe same subject.

P Keeping copies of all news releases forfuture reference.

Always ensure the information you provideis accurate.

Within the rapidly growing BOP, even basic factsand figures change constantly. It is every PIO’sresponsibility to read BOP-related reports,newsletters, and other publications to stay currenton basic statistical information and specific issuesaffecting your facility or office.

Timeliness of information is critical.

While they may not always be objective, the vastmajority of reporters attempt to be fair. They work

in a highly competitive business; they must workhard to provide a story that is interesting and sellstheir product. Thus, they find it hard to forgiveunfairness. To reporters, unfairness meansdeliberately giving competitors a break on a goodstory, or refusing to answer or call back in a timelymanner when responding to a legitimate question.(see “Deadlines and Exclusives” Section for moredetails on this matter).

Finally, be aware of the appropriateness of theinformation you provide. Be sensitive to the “bigpicture” and contact the Regional PIO and CentralOffice OPA Staff if you have any doubt.

Being Proactive—Often times, the public and themedia generally do not find correctionsnewsworthy except for assaults, disturbances,escapes, or other emergency situations. Therefore,it is your responsibility to proactively present thepositive programs and activities offered at yourinstitution.

Establish a local media network that includes radio,newspapers, and television. Don’t wait forsomething bad to happen to make contact. Keepthe media informed of all newsworthy events atyour facility. “Be proactive, not reactive.” Takethe time to meet the editor of the local newspaper,or local TV and radio producers.

Confrontations—Often, reporters will raisecontroversial issues, or use inaccurate orinappropriate terminology in phrasing a question.If this occurs, do not argue or react angrily, andnever repeat incorrect or inappropriateterminology. Reporters are experts inconfrontation; if you join in an argument withthem, it will remove you from the professionalstandard you are attempting to establish, andportray the wrong image to the public (especiallyon TV). Always remain calm and take your timewith tough questions. In fact, this would be anexcellent opportunity to “bridge-over” to a morepositive aspect of the topic being discussed.Therefore, develop a strategy for dealing with eachmedia session prior to responding to negative

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issues or events.

“Off the Record”—There is no such thing as “offthe record.” In communications with the media, ifyou say it expect to be quoted. The PIO should notparticipate in any conversations with reporters thatare considered to be “off the record.” Be wary ofallowing yourself to be approached in an informalsetting by reporters—you are more apt to say thingswithout thoroughly thinking the issue. If youapproach every media contact as official business,there will never be a misunderstanding of thepurpose of the contact.

Deadlines and “Exclusives”—One crucial aspectof the reporter’s job that a PIO needs to understandis deadlines. It is a serious matter if a reporter onan afternoon daily paper calls at 10:00 a.m. forinformation and you don’t call back until 3:00 p.m.The paper’s deadline may be noon; it’s probablyon press or in the hands of the delivery crew by3:00 p.m. The reporter is going to look bad if thesame information you couldn’t obtain in timeappears that evening on TV or in the rival morningpaper.

If several reporters call for the same information,call them back, when you have the facts, in thesame order they called you. Pay no attention toattempts by a reporter to land an “exclusive” byrequesting that you delay providing the facts toothers. Every reporter who calls deserves acallback and is entitled to the information.

Whenever there is a potential news story at theinstitution, all reporters deserve an even break. Ifthe Warden, for example, has an announcement tomake about an escape, you should develop a newsrelease and, after consultation with the RegionalPIO and Central Office, OPA staff, give copies toall reporters simultaneously (possibly through useof a FAX machine or via e-mail). If this is notpossible, call them in sequence (or have someoneassist) as rapidly as possible, and read the newsrelease to them over the phone. Avoid spendingtoo much time with one reporter while trying todisseminate this information, so that all reporters

may receive the release in a timely manner.

You should never play favorites among the media.It might be worth remembering, however, that wireservices and television reporters can get on the airfaster than newspapers can get printed and on thestreets, and radio and internet are even faster. Thusit might work to your advantage, when issuingnews releases, to begin with newspapers, then TV,and conclude with radio and internet sources.

Being Responsive—Most reporters understand ifyou are unable to respond to a question for privacyor security reasons. Don’t abuse goodwill,however, by using these to cover confusion, lack ofknowledge, or unwillingness to dig forinformation. If you don’t know the answer to aquestion, admit it—tell the reporter you will lookinto the issue and respond later.

In some situations—particularly when dealing withhigh-profile offenders—you simply cannot satisfyreporters. Often these offenders are anxious toavoid reporters both when entering prison andwhen being released. It is Bureau practice not toreveal the exact time of a high-profile inmate’sarrival or departure from an institution. In rarecases the Bureau permits high-profile inmates todepart by exits that are not in view of reporters.

The BOP has no control over what reporters do offinstitution property. If they wish to positionthemselves near the facility’s entrance to try tointerview or photograph an inmate entering orleaving, that is their right. Staff should becourteous to reporters in such situations; they aresimply doing their jobs.

4. Media Mechanics

Initiating Contact—Building a positiveprofessional relationship begins with the PIO’sinitial contact. Prior to initiating contact, youshould:

P Identify all reporters in your local area

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(listing phone numbers, addresses, e-mailaddresses, etc.)

P Telephone each reporter on the list, sendinga follow-up letter to introduce yourself.

P Provide each reporter with your name,position and duties, the name of thefacility, and a brief description of theinstitution’s operations (particularlyimportant in newer facilities).

This initial contact can include an invitation to tourthe facility (preferably without cameras orrecorders during the initial visit). First meetings,like first impressions, set the tone. If the invitationto meet or tour the facility is accepted, schedule theday to ensure that you have sufficient time to spendwith the reporter.

Equipment Needs—The BOP’s News MediaContacts policy specifies that PIOs can limit theamount of audio, video, and film equipment ornumber of media personnel entering the institutionif the Warden determines that the requestedequipment or personnel would create a disruptionwithin the institution. For example, in the case ofinterviews conducted in visiting rooms which arefrequently crowded, or in visiting rooms ofmaximum security institutions, the Warden maylimit the equipment to hand-held cameras orrecorders.

The equipment needed for an interview depends onthe type of media. The amount of equipmentallowed into a facility should be limited to thatwhich can be properly inventoried, inspected forcontraband, and monitored by staff. This is usuallyan issue only when video is involved.

Most television reporters can complete their workwith one video camera, one hand-held microphone,and a single light kit. Generally, more equipmentis cumbersome and a potential security hazard.

Prior to any scheduled visit, you should request thereporter provide an inventory of all equipment to

be used. This will help the front entrance officerinventory the equipment prior to entry.

In the past, reporters have requested to bring theirpersonal computers (PCs) into institutions to takenotes during the inmate interviews. Since PCshave evolved into a common journalist tool,Wardens may approve these type of requests.However, if security concerns exist these requestscan be denied.

Background/Security Checks—You must beabsolutely sure of the identity of the reporter priorto his/her entry into the institution.Background/security checks are advised whenevera reporter is not known by institution staff. Checkscan be completed by several methods:

P Along with a request to visit, a reportershould provide ID information on all thosewho plan to enter the facility. IDinformation allows an NCIC check to becompleted. Normally, a driver’s license issufficient. In addition, reporters mustproduce an appropriate ID issued by theirnews organization.

Today, foreign journalists are given mediacredentials by the Foreign Press Centers (FPCs) ofthe U.S. Department of State. The FPCs arelocated in Washington, D.C., New York, and LosAngeles. Ordinarily, it is easier for PIOs toconsider foreign news representatives requests whohave U.S.-based media credentials–primarilybecause the FPCs issuing the media identificationshave completed a comprehensive review of thejournalists employment affiliations and journalistbackgrounds. Normally, PIOs can verifyinformation with the respective FPCs.

In situations where foreign journalists have noU.S.-based media credentials, a more detailedreview must be undertaken by PIOs to verify theauthenticity of the non-U.S. media outlet thereporter claims to be representing, as well as thereporter’s credentials. PIOs should contact CentralOffice, OPA staff who can speak directly with

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appropriate FPC Desk Officers to verifycredentials.

Processing into the Institution—Processingprocedures are probably unfamiliar to reporters andshould be explained prior to a reporter’s arrival.When reporters arrive at an institution, thefollowing procedures are suggested:

P Make proper notifications to staff workingin areas to be toured (if applicable),advising them of the scheduled media visit,including names of reporters, inmates to beinterviewed (if applicable), and any specialinstructions.

P The PIO should arrange a meeting time andmeet the reporters and technical staff at thefront entrance to introduce him/herself.Take the time to highlight processingprocedures again before entering theinstitution.

P The lobby or entrance officer shouldprocess the reporter as any other visitor,including, at a minimum, an ID check,inventory and inspection of all equipmentfor contraband, signing of all visitor formsand logbooks, processing through the metaldetector, and hand stamping (if required).

Remember: Reporters must familiarize themselveswith the News Media Contacts policy in advance ofconducting any interviews. A reporter’s signatureon the Media Representative’s Agreement form(BP-A232.014) contained in the BOP’s NewsMedia Contacts policy reflects that they arefamiliar with the policy standards governing theirconduct during interviews and visits within theinstitution.

Press Pools—In certain rare circumstances theBOP may establish a press pool to allow for thedissemination of information. A press pool is onlyestablished in extraordinary circumstances and inall cases the Central Office, Office of PublicAffairs should be consulted prior to

implementation.

Multiple Inmate Interview Requests—Whenhandling numerous media requests for interviewswith high profile inmates, staff may have to makespecial arrangements that are within policyguidelines and are responsive to the media, but donot place an unreasonable burden on staffresources. For example, staff may limit thenumber of interviews to those which areadministratively feasible for the institution toaccommodate at a particular time.

News Releases vs. News Statements—Somesituations may be better responded to using a“news statement” rather than a “news release.” Ina news statement, copies of what is stated are notdistributed to the media, and in most cases, noquestions are taken. This method is usually usedwhen, during an emergency, something significanthappens abruptly. To prevent rumors, a simplestatement is read, giving whatever information isavailable and appropriate. This gives reporterssome limited information, yet allows staff time toanalyze what has occurred before issuing a fullnews release.

The most important factor in preparing a newsrelease is how much information it should contain.The first paragraph of a news story tells the readerthe major facts by answering the six criticalquestions: Who? What? When? Where? Why?How? As much as possible, so should the newsrelease.

In the event of an emergency or serious incident, itis important to note that what occurs at oneinstitution may trigger an incident at anotherinstitution, depending on the issue and how it isreported by the media. Care should be taken,therefore, in developing news releases androutinely routing them through the Regional PIOand Central Office, OPA staff prior to issuing therelease to the media.

When preparing a news release or statement, usethe institution’s letterhead for the first page, so

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there is no confusion about the source of theinformation. Remember, most reporters willconsider a release simply as the starting point for amore detailed story. But don’t be surprised if awell-written release is used word for word orquoted extensively in a story.

News releases should be typed on standard sizepaper and they should be faxed or e-mailed to radioand television stations, weekly and dailynewspapers, and appropriate magazines.

Talking Points—In certain situations, you mayelect to speak directly with a reporter. In this caseyou must, after determining the informationrequested by the reporter, develop written talkingpoints, which have been approved throughappropriate channels for use in talking with thereporter. It is important that the PIO not deviatefrom the approved talking points during theirdiscussion with the reporter. This strategy forresponse affords PIOs the opportunity to respond tomultiple media representatives in a consistent andaccurate manner and ensures that the PIO conveysthe intended message.

It is also suggested that when issuing a newsrelease, PIOs develop talking points that can assistthem in responding to questions that may followthe issuing of the release.

Record keeping—All forms required by ProgramStatement 1480.05 must be completed andmaintained.

One of the most important is the MediaRepresentative Agreement (BP-A232.014), whichdocuments that the reporter is familiar with Bureaupolicy governing contact with the media and willabide by the rules. It also provides notice that theBureau has the right to search the reporter (and anyequipment) while on the institution grounds. Itestablishes that an inmate will not receive anycompensation (directly or indirectly) for interviewsor correspondence, and advises the media thatcertain risks or hazards must be assumed whenvisiting a correctional facility. See Appendix B

for a copy of this form.

Another important form is the News InterviewAuthorization (BP-A233.014), which must besigned by the inmate prior to any interviews orphotographs. It also serves as an official release ofinformation, allowing staff to respond to anyinmate allegations or comments. Specifically, itallows staff to use an inmate’s record to respond tomedia inquiries. No photograph or video should betaken of an inmate unless he or she signs thisauthorization form. See Appendix B for a copy ofthis form.

Keep in mind that this form requires the inmate’ssignature (and that of a witness) whether or not theinmate agrees to an interview. The form is thendistributed as required, with a copy to the reporter.This procedure verifies that the PIO did, in fact,inform the inmate of a specific media request. It issuggested that copies of signed forms be placed inan inmate’s central file and in the PIO file.

5. Interviews

Interviews are the most common situation in whichPIOs will deal with reporters. As mentioned,reporters have no special right of access to inmatesor institutions. As a public agency the BOP takesa balanced approach to media access, allowing themedia access if they follow specific procedures andregulations—although access may be limited toensure that there is no adverse effect on institutionoperations.

In-Person Interviews—If a media request involvesan inmate interview, the staff member processingthe request should ask the inmate (prior toconfirming the interview date) if he or she wants tobe interviewed. A signed consent (News InterviewAuthorization form: BP-A233.014) must beobtained prior to an interview.

The inmate’s central file should be checked, or acheck should be made with the Case ManagementCoordinator, to determine whether an interviewthat generates media attention could create any

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institution security concerns.

If the inmate refuses to grant an interview, thesigned consent form will document his or herrefusal, and the reporter will be provided a copy.If the inmate refuses to sign the form, staff shouldnote this and affix their signature(s) to the form.Both parties (the inmate and the reporter) mustunderstand that the inmate may not becompensated in any manner for an interview.

In accordance with the News Media Contactspolicy interviews are not subject to auditorysupervision. However, inmate interviews will bevisually supervised in accordance with operationalprocedures and visiting policy.

Inmates are not permitted to give newsconferences. Inmates must be interviewed alone.Normally, no other inmates or guests should bepresent for the interview and only one organizationshould interview an inmate at any one time. If interviews impose a serious drain on staff or onthe facility, the Warden may limit the length orfrequency of interviews. For example, inaccordance with the News Media Contacts policy,the Warden may limit an inmate housed in aspecial housing status to one 1-hour interview permonth, or limit the amount of equipment ornumber of individuals entering the institution foreach interview. Special security, custodial, orsupervisory needs allow Wardens to place areasonable limit on interview frequency andlengths.

Occasionally, institution PIOs have receivedrequests for reporters or book authors to conductlengthy interviews with inmates – e.g., a newspaperreporter requests several eight hour days tointerview an inmate. Interviews of this durationshould not normally be granted. In most cases, thelength for an in-person inmate interview shouldrange from one to two hours. All institutionsadhering to this same standard will ensure agency-wide consistency in the manner in which in-personinmate interview requests are addressed.

Telephone Interviews—Inmates are required tosign a News Interview Authorization form (BP-A233.014) before staff arrange for them to speakwith a reporter over the telephone. Obtaining thissignature will authorize PIOs to release documentsor information relating to comments or allegationsthat may arise as a result of an interview.

Although auditory supervision of telephoneinterviews is not permissible, PIOs should ensurethat direct visual supervision occurs when specialcalling arrangements are made for inmatetelephone interviews. When necessary, PIOs orother institution staff members can remain in theoffice (e.g., counselor’s office) where the call tothe reporter is being made. Staff presence in theroom is solely for supervision purposes, not to takenotes or record inmate comments made over thetelephone. Additionally, when circumstancespermit, staff can stand directly outside an officethat has adequate window viewing space forsupervision purposes, to afford the inmate a greaterdegree of privacy for their interview.

Attorney Involvement in Interviews—If an inmaterequests to have his/her attorney present during aninterview, the final decision is at the Warden’sdiscretion. Such requests can be approved as longas there are no institution safety, security or otheroperational concerns. Additionally, PIOs need toavoid involving an inmate’s attorney in the directcoordination of news media requests. Once PIOsbecome aware of a news media request for aninmate interview, any communications (written orverbal) regarding the request should be solelybetween institution staff (normally the PIO) and thenews media representative. Thus, if an inmate’sattorney indicates that he/she wants to facilitate anews media interview with his/her client (inmate),you should specify that once you receive a requestdirectly from the news media organization, youwill handle the inquiry in accordance with theBOP’s News Media Contacts policy and will becontacting the inmate directly about the interview.

Correspondence—Unless under special or specificrestrictions, an inmate may correspond with

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reporters without prior approval.

Inmates can also send “special mail" torepresentatives of the news media in accordancewith the BOP’s News Media Contacts andCorrespondence program statements.

Staff Interviews—The Warden and PIO are thetwo staff members who the media most often seekto interview. The image they give of the Bureauand the institution is key to making a favorableimpression on reporters and the public.

Bureau employees who are not authorized spokes-persons should avoid direct contact with reporters.Off-duty staff are not authorized to participate ininterviews about issues related to the BOP. Insome cases, reporters may request to interviewother employees. In these instances, the purpose ofthe interview should be determined before decidingwhether to grant it. If an interview is deemednecessary, the interview should be conducted at theinstitution during normal business hours. The staffmember should also receive a briefing from thePIO prior to the interview, outlining what is knownabout the subject of the interview, the limits of thePrivacy Act, and any other relevant information.

Additional points to keep in mind include:

P Anticipate questions and answers anddevelop talking points for use in theinterview. Do not deviate from approvedlanguage.

P If the subject is controversial, make anaudio recording of the interview—thenthere will be proof of what was actuallysaid. The reporter will know the recordingis being made and will probably be morecareful about the way the information isused. If the interview is being videotapedfor television, it is advisable that institutionstaff also videotape the interview. Thisenables staff to critique the interviewafterwards for content and style—and makeadjustments for future media contacts.

P Don’t feel obligated to fill a silence byvolunteering information—it is perfectlyacceptable to remain quiet and wait foranother question.

P Never be afraid to say, “I don’t know theanswer, but I’ll check and get back to you.”

Presentence/Pretrial Inmate Interviews—Manyinstitutions house inmates who are involved in thetrial process or in some related legal action afterconviction, or require additional specialconsideration before granting a media interview.While standard procedures should be followedregarding completion of appropriate forms, thereare certain restrictions on some inmates in thesecategories. The following points will help whenreporters request interviews with them:

P The PIO should not offer any opinionsabout inmates in these categories, butshould be prepared to respond to inquirieswith releasable official information.

P Use caution when arranging for interviewsof inmates who are still involved in courtproceedings. The court having jurisdictionmay have issued an order limiting orforbidding interviews. The U.S. Attorney’sOffice should be contacted to determinewhether such an order is in force or if thereare any other objections to this inmateparticipating in a media interview.

Competency Studies/Commitments—Under 18USC 4244 and 4246, interviews are not authorizeduntil cleared with these categories of commitments.The authorization is generally through the U.S.Attorney’s Office.

Holdover Interview Requests—Before arrangingan interview for a holdover inmate, the PIO shouldcall the inmate’s previous institution regarding anyconcerns or problems they may have had. The U.S.Marshals Service should also be notified; it mayhave security concerns about an inmate speaking tothe media while in transit.

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Federal Boarders (In Public or PrivateFacilities)—On occasion, reporters will ask tointerview BOP inmates who are housed in publicor private contract facilities. In these situations,the interview requests should be directed to theinstitution of confinement. When necessary, theinstitution will consult with BOP communitycorrections staff. The interviewer must abide bythe rules of the local, state, or contract facility. Incoordinating these requests, it is important to keepin mind that when a federal prisoner is confined inany non-BOP facility, the local, state, or contractfacility rules and regulations regarding mediaaccess will govern.

State Boarders in BOP Custody—Reporters mayrequest to interview inmates who are housed inBOP facilities that are state boarders (non-federalinmates housed under agreement [e.g., contractualor intergovernmental] with state governments), forthe service of their state sentences. PIOs can easilyidentify these inmates via SENTRY since theyhave been classified by the BOP as Central InmateMonitoring cases. While BOP rules and regulationsregarding media access will govern in thesesituations, PIOs are encouraged to advise StateDepartment of Corrections officials of any mediarequests involving their state boarders.

Witsec Inmates—Many times, Witsec inmatesshow little concern regarding their protectionstatus. Nevertheless, Witsec inmates are not to beidentified, interviewed, or photographed. If mediashow interest in a Witsec inmate, the Regional PIOand Central Office, OPA staff must be notifiedimmediately.

501 Rule Cases – Special AdministrativeMeasures—In certain cases, special administrativemeasures may be imposed on inmates to protectnational security (28 CFR § 501.2) or to preventacts of terrorism or violence (28 CFR § 501.3). Inthose cases, inmate communications can belimited, including restricting inmates’communications with the media and others. PIOsshould notify the Regional PIO and Central Office,

OPA staff of any media inquiry related to a 501Rule case.

High-Profile Inmates—In order to ensure BOPstaff have a standard to use in determining if an inmate is a “high-profile” case, OPA suggestsadhering to the Bureau’s Central InmateMonitoring System policy definition of “broadpublicity” cases: “Inmates who have receivedwidespread publicity (for example, national mediacoverage) as a result of their criminal activity ornotoriety as public figures.”

It is important for PIOs to remember that mediainterest in “high-profile” inmates begins at the timeof arrest and intensifies throughout the trial andsentencing. Once a “high-profile” inmate issentenced, the media will normally focus on twoprimary areas for future stories: where the inmatewill be designated (which is not public informationuntil their arrival at a BOP facility), and theirconditions of confinement once in a Bureauinstitution.

PIOs are reminded of the importance of notifyingtheir Regional PIO and Central Office, OPA staffwhenever a high-profile interview request isreceived. This action is critical since OPA staffhave the responsibility to keep the Department ofJustice and other affected Federal agencies fullyinformed on media contacts involving theseinmates.

Juvenile Inmates—BOP’s Juvenile DelinquentsProgram Statement specifies that no informationcan be provided to the public/media regardingthese type of cases. The release of juvenileoffender information is normally limited to onlylaw enforcement officials and immediate familymembers. BOP’s News Media Contacts policy indicates thatinterviews with juveniles (under age 18 andsentenced under the Federal Juvenile Justice andDelinquency Prevention Act [JJDPA]) are notpermitted until written consent has been obtainedfrom the inmate’s parent or guardian. The BOP’s

Office of Public Affairs should be notified prior tothe granting of juvenile interviews.

6. Public InformationAs the BOP has grown, so too has media andpublic interest in our agency—prompting anincrease in the number of requests for informationabout inmates, staff, facilities, and programs.

The BOP wants to be open and responsive;however, releasing information that is not legallyreleasable could result in lawsuits, disciplinaryaction, or both, while not releasing informationthat is within the public realm could result incriticism of the agency and accusations that theBOP is unresponsive and is “hiding something.”Therefore, it is important to know the rules forreleasing information. When in doubt, contact thelegal counsel in your institution or Regional PIOsor Central Office, OPA staff.Remember that one of the best resources forproviding the public and news media with publicinformation is the BOP’s website atwww.bop.gov. Referencing this site provides awealth of information regarding the BOP’smission, operations, programs, and services. Thissite can also serveas a quick reference forreporters seeking information about BOP policy.For example, a reporter looking to review theBOP’s News Media Contacts policy can bedirected to access the BOP’s website.

Freedom of Information/Privacy Act—TheFreedom of Information Act (FOIA) of 1966 andits subsequent amendments were created to allowthe public access to information regarding theexecutive branch of the Federal Government.FOIA thus allows the public access to agencyrecords that do not fall within one of theexemptions to its provisions*.

The Privacy Act of 1974 was created to limitaccess to information contained in Governmentfiles about individuals.

Death, however, extinguishes the privacy rights ofan individual. Therefore, in the case of an inmatewho has died, after next-of-kin notification, staffare no longer limited by the Privacy Act. Anexception to this rule may be in situations wherepotential litigation exists related to the inmate’s death. PIOs need to work closely with Regional PIOs andCentral Office, OPA staff whenever addressingrelease of information requests in these type ofsituations.

What is Public Information?—The list of publiclyreleasable information regarding an inmate can befound on Sallyport in the Office of General Council,FOIA, and Privacy Act Quick Reference Guide.

If additional information, other than what has alreadybeen given, is requested about an inmate, therequestor should be directed to submit their request tothe FOIA office. PIOs who have questions regardingthe release of information should contact theirRegional PIOs or Central Office, OPA staff.

National Inmate Locator Services—The two types ofnational inmate locator services include: 1) BOP’snational telephone (202-307-3126) inmate locatorservice; and, 2) BOP’s website inmate locator service(www.bop.gov).

The national telephone inmate locator is availableduringregular business days from 8:00 a.m. to 3:45p.m. EST. Requests for information on five or moreinmates or for historical inmate data should be sent totheFederal Bureau of Prisons, Attention: FOIA, Room738, 320 First Street, NW, Washington, DC, 20534,or via the BOP’s website.___________

*Freedom of Information requests, which can be made by any person,can be submitted in writing and addressed to the Freedom ofInformation/Privacy Act Section, Office of General Counsel, 320 FirstStreet, NW., Washington, DC, 20534. In the lower-left-hand corner ofthe envelope, the requestor should clearlymark “Freedom ofInformation Request.” These letters are then forwarded to the Office ofGeneral Counsel. Additionally, requests can also be made by anelectronic form via the BOP’s website at www.bop.gov.

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The national locator database contains informationon the current prison population and on inmatesreleased from 1982 - present. For information oninmates released prior to 1982, the public/reporterscan write to the Office of Communications andArchives, Office of Public Affairs, Federal Bureauof Prisons, 320 First Street, NW, Washington, DC,20534; Attn: Historic Inmate Locator Request.

Use of Inmate Photographs—Institutionphotographs of inmates, ordinarily taken duringinitial intake screening by Receiving and Discharge(R&D) staff, are considered Government documentsand are not releasable. Even with the inmate’swritten consent accompanying a FOIA request forthe photograph, the original photograph cannot bereleased. Only a photocopy of the originalphotograph is releasable under FOIA (as long as theinmate has provided written consent.)

During an emergency situation involving an escape,however, photocopies of an escaped inmate’sphotograph can be furnished to law enforcementofficials and media representatives in order tofacilitate apprehension of the inmate.

Use of BOP Logo/Institution Name—Productioncompanies and other public entities occasionally askpermission to use the BOP’s logo and/or a specificinstitution name (e.g., FCI Danbury) in connectionwith a motion picture or a special communityproject. Because the names of BOP institutions arewithin the public domain, the Bureau is without theauthority to grant or deny private entities the rightto use such names. However, permission toreproduce the BOP seal is made on a case-by-casebasis by Central Office, OPA, after consultationwith the BOP’s Office of General Counsel andReview. P u b l i c I n f o r m a t i o n T r a n s a c t i o n(PPPI)—SENTRY transaction, PPPI, is available todisplay or print all public information concerning aninmate’s record. Normally, the PPPI transactionwill not display any data not considered “public

information.” However, PIOs must be careful intheir review of the information that appears on thePPPI screens to ensure that they only release whatis considered “public information.”

PPPI data includes inmate profile information (dateof birth, age, sex, FBI number, etc.); currentinstitution location and past movement within theBOP; and current and past sentence computationdata. This transaction is a quick resource for PIOsto use in addressing requests for information.

Investigative and Legal Concerns—The PIO maynot be able to respond to questions that involveinvestigative or legal issues. All responses toquestions of this type should be cleared through theWarden, Regional Counsel/PIO, and Central Office,OPA staff.

Ordinarily, information gathered in an internal orexternal investigation cannot be released. However,under some circumstances, basic facts about aninvestigation are releasable.

Example: An inmate was found dead on therecreation yard, and the local news becameaware of it by monitoring institution radiotransmissions. The institution quicklybegan receiving calls. Upon the next of kinbeing notified of the death, the PIOconferred with the Warden and prepared anews release. While reporters hadinformation they wanted to confirm, the PIO released only basic facts, confirming thedeath, the inmate’s name and registernumber, type of sentence, sentencingdistrict, and other information covered bythe Freedom of Information Act. The PIOemphasized that the case was underinvestigation and that was why no furtherinformation could be released.

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This latter point underscores the fact that muchinformation related to criminal investigations orlitigation may not be discussed with reporters.

Often, a local PIO will not be aware of the Bureau’sapproach to a specific legal issue or the facts of acase, and comment would be inappropriate. In allcases of tintype, responses to media requests mustbe coordinated in advance through Regional PIOsand Central Office, OPA staff.

Inquiries on Designations—Media interest inhigh-profile inmates begins at the time of arrest andintensifies throughout the trial and sentencing,ultimately leading to an inquiry about where thesepersons will serve their time in the BOP.

While reporters may be aggressive in their pursuitof this information, PIOs must remember that, forsecurity and privacy reasons, designations are notordinarily releasable until after an inmate arrives athis/her destination. In a self-surrender situation,consideration should be given to inmate requests tomake special arrangements for arrival, thuslessening the probability of unwanted mediaattention outside the main entrance of theinstitution.

Whenever a high-profile inmate is sentenced, themedia will speculate about where the inmate will bedesignated and to which institution they should sendtheir cameras and reporters. Some institutions havehad reporters positioned outside their facilities daysin advance of an inmate’s reporting date; in somecases, editors may send reporters to severalinstitutions at once in fear of missing the story.

Whatever the case, PIOs must be on guard whenspeaking with reporters about designations, becausethey will print or report any hint of confirmationabout a specific site. Best advice: don’t speculate,be professional, and avoid hypothetical questions.

Inquiries on Inmate Health—Normally, specificinmate health issues are not public information. However, there may be situations (especially if

responding to media inquiries related to a highprofile case) where after obtaining an inmate’ssigned release, PIOs can provide thepublic/media with specific inmate healthinformation. PIOs need to carefully evaluatewhen this action may be warranted and ensurethat the information being released is accurate.

Research Inquiries—PIOs who receive calls orcorrespondence from non-news media sourcesrequesting information for the purpose ofresearch and/or survey responses need to directthose requesters to the BOP’s Office ofResearch and Evaluation at 202-307-3871.

7. Meet the Press...or thePublic

Tours—Tours are an excellent way for theinstitution to gain favorable media coverage—theBureau’s programs and staff speak well for theagency. Tours are not granted just to satisfypublic curiosity, but to inform the public morefully about the Bureau and the facility.

Each institution has an established procedure fortours which considers the specific security needsof the institution. PIOs must be familiar withthese procedures and convey them to individualsor tour groups. In addition to reporters andmembers of the public, community groups maywish to tour. Others who may tour includeMembers of Congress and their staffs, judges,probation officers, and individuals interested inthe criminal justice community. These visits canbe arranged when appropriate. The institutionalways has the option of inviting responsiblemembers of the community to see our operationsand meet key staff. Before the tour:

• Determine by phone the date and time ofthe tour, the size of the group and anyspecial interests the group may have.

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• Arrange for other appropriate staff to assistin escorting the group, and in particular ifmedia are involved, have staff at the front,middle, and end of the group to preventindividual media representatives fromwandering without an escort.

• Send a confirmation letter that includesinformation on any special requirements(identification, etc.) for the group members,directions to the facility, check-inprocedures the group will encounter, andwho the tour guide will be (if someone otherthan the PIO).

• Send a memo to all areas on the tour(department heads, control center, etc.),describing the date, time, person supervisingthe tour, areas to be toured, and any relevantinformation about the group.

• Make any special arrangements (such aslunch) that may be needed.

For the tour itself, the following steps generallyapply:

• Greet the group at the front entrance uponarrival.

• Take the group into a meeting room for abrief introduction and discuss the tourguidelines. The Warden may wish to meetwith the group at this point if he or she isnot going to accompany the tour.

• Pass out a plan of the facility that willenable tour members to visualize wherethey’re going to go.

• During the tour, it’s effective to havedepartment heads or unit managers give abrief talk when the group is in their area.

• Reporters and photographers (or other groupmembers) who arrive together still may

have individual agendas, and may attempt togo their separate ways. If the PIO feels atour is not under complete control, stop andreemphasize the tour guidelines. Ifnecessary, have another employee assist insupervision.

After the tour, reassemble the group in the meetingroom for a question/answer period. The Wardenmay wish to rejoin the group at this stage.

The Regional PIO and Central Office OPA staffshould be consulted when media tours are beingconsidered.

Employee Speeches and Publications—BOP’sEmployee Speeches and Publications ReviewProcess policy provides guidance for Bureau staffto obtain approval to make public speeches orpublish material developed as a personal orindependent project by an employee, i.e. not part ofthe employee’s job duties.

Speaking Engagements—Wardens, AssociateWardens, and other staff are often invited to speakto community groups about their institutions andother activities related to corrections. All speakingengagements must be approved by the CEO.Speakers should review the Release of Informationsection of this handbook prior to the engagement. Inaddition, Central Office, OPA staff can furnishupdated information about the BOP for overviewsof the agency.

Congressional Visits Involving Reporters—Onoccasion, Members of Congress have requested tohave reporters accompany them on visits toinstitutions. While elected officials can visitinstitutions or interview inmates (if the inmateagrees), BOP practice has been to not allowreporters to accompany these officials while theyare inside BOP institution. The reason for thisaction is that reporter access in these situations

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resembles a news conference. Wardens have theoption of allowing reporters to meet with electedofficials after their institution visits (e.g., in theinstitution’s administration building, conferenceroom, or training center). PIOs should contactRegional PIOs and Central Office, OPA staff if asituation arises were they feel an exception to thisprotocol may be warranted.

8. Emergency and UnusualSituationsAn emergency or crisis is perhapsthe most difficultsituation a PIO can encounter. The atmosphere ofa news briefing, conference, or large-scale interviewcan be very intense, and the PIO’s response canhave a major impact on not only the manner inwhich the story is conveyed to the public, but also,in some cases, on events inside the institution. While each emergency seems to move on its ownunpredictable course, certain general principlesapply in working with reporters during thesesituations.

The media will report the story with or withoutBOP input. It is better to offer them what we can toensure accuracy and demonstrate our willingness toopenly communicate with the public.

While a crisis or emergency situation can seemoverwhelming, it can be taken in stride with someplanning in the initial stages.

Media Emergency Plan—For general principles,please refer to “Guidelines for Local InstitutionMedia Emergency Plans” in Appendix C.

If an emergency occurs, thefollowing steps shouldbe taken immediately regarding mediainquiries/contacts:

• Develop a brief news release and afterappropriate approvals (e.g., Warden,Regional PIO, Central Office, OPA staff),

distribute it as soon as possible.

• Defer media inquires until the news releaseis complete; respond to only those questionsthat will not adversely affect security or thestatus of the emergency situation.

• Contact Regional PIO and Central Office,OPA staff for assistance. Remember, intoday’s news culture, local stories canbecome national issues very quickly. OPAstaff are available 24 hours each day, andcan be contacted during evening andweekend hours by calling the Department ofJustice Operator at 202-514-2000.

Deaths of Inmates or Staff—If an inmate or staffdeath occurs at the institution, either in anemergency or non-emergency situation, great caremust be taken to not release information untilfamily members are notified. Additional care mustbe taken if an investigation is to be conducted.Under these circumstances, Regional PIOs andCentral Office, OPA staff should be contacted priorto releasing any news statement.

Escapes/Assaults—As in any emergency situation,an escape (either walkaway or break of secureperimeter) or serious assault should be made publicas soon as possible, to alert the public anddemonstrate our commitment to the safety of thecommunity by being open and responsive during anemergency. In addition, reporting such incidents iscritical to maintain the public’s trust.

News releases should be short but to the point andinclude all available information that would notcompromise security, violate privacy laws, orjeopardize an investigation.

As noted earlier, inmate photographs may bereleased to law enforcement officials and mediarepresentatives in order to facilitate apprehension ofan escaped inmate.

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PIO Handbook

Staff Misconduct—Occasionally, staff may becomethe focus of news stories because of misconduct,either on or off the job. Great care should be takenbefore releasing a staff member’s name, informationabout the incident, or any pending or imposeddisciplinary action. The possibility of criminalprosecution reinforces this point. Consultation withRegional PIOs and Central Office, OPA staff isrecommended prior to releasing any information.

On occasion, reporters will ask PIOs to confirm thatstaff have been placed on home duty oradministrative leave(paid or unpaid ) from work asa result of their alleged involvement in criminalactivity. Generally, in terms of employment status,we can release whether someone is currentlyemployed by the Bureau. However, additional workstatus information, such as maternity leave, AWOL,home duty, etc., are not normally releasable. PIOsshould contact Regional PIOs and Central Office,OPA staff if a situation arises where the release ofthis type of information may be warranted.

Guidelines for the release of BOP staff namesrelated to a newsworthy event are included in theBOP’s News Media Contacts Policy.

Staff Testimony—Normally, (unless in a Grand

Jury Investigation), a staff member’s comments incourt are considered in the “public domain” and willbe available for a reporters review. After a judicialhearing, the news media may contact PIOs toarrange an interview with the staff member whoprovided comments to the court. Since all PrivacyAct provisions are back in place after the courtproceedings, PIOs normally would not grant thistype of request. In addition, in most cases at thisjuncture, the basis for the court hearing are matterswhich are still under investigation; thus, any publiccomments would be inappropriate. PIOs shouldnotify the Regional PIO and Central Office, OPAstaff of such interview requests.

*****

The contents of this handbook provide only ageneral guide for handling media activities. Foradditional information or assistance regarding anysubject in this publication, or regarding a specificmedia-related issue or problem, feel free to contactthe Bureau’s Office of Public Affairs at 202-307-3198.

20

APPENDIX A & B

NOT REPRINTED HERE

See Program Statement 1480.04 and its associated attachment.

APPENDIX C

Federal Bureau of Prisons Page 1

Local Institution Guidelines for Media Emergency Plan

Guidelines for Local Institution Media Emergency Plans

These guidelines will assist local institution staff in responding effectively to emergencies thatgenerate significant media interest, and to effectively coordinate local activities with theCentral Office’s Office of Public Affairs (OPA) and public information activities of otheragencies that may be involved in managing the crisis.

General:

The Warden has the responsibility for the overall implementation of a local institutional media emergency plan; references to the Warden in this plan also refer to a RegionalDirector who may be delegated responsibility as on-site commander. The institution’sdesignated Public Information Officer (PIO), who ordinarily is the Executive Assistantto the Warden, will have the principal operational responsibility for implementing thisplan. A copy of this plan will be on file with other institutional emergency plans.

Designated PIO

The Warden will designate one spokesperson for the institution during the crisis, inaddition to himself/herself. In the case of a prolonged crisis that necessitates 24-hourPIO coverage, a secondary spokesperson will be identified. In that case, specialattention should be paid to thoroughly briefing the oncoming PIO at the designated shiftchange times.

If a situation requires national level coordination of information and issues on site, andas a result, Central Office, Office of Public Affairs (OPA) staff are detailed to the facility,the senior Central Office, OPA staff member serves as chief spokesperson during thecrisis and assumes the lead in coordinating media operations related to the crisis at thefacility.

In all institution emergency plans, the PIO will be included in the chain of supervisorynotification, including, his or her name, title, phone number in the institution and athome, and pager/cell numbers.

Federal Bureau of Prisons Page 2

Local Institution Guidelines for Media Emergency Plan

Initial Response

Staff communicating with the media must avoid releasing too much information duringthe early hours of a major crisis. Initial statements to the press should be limited tobasic information and not contain details that might be subject to change as additional information is developed.

The initial press release must be approved by the Warden before it is disseminated,either directly to reporters on site, or via phone and fax. A copy should be sent to theCentral Office, OPA as well. Where national attention is likely, even this initial pressrelease should not be disseminated without Regional PIO and Central Office, OPAcoordination.

It is advisable to issue a memorandum to all staff early in a crisis, reminding them theyare not authorized to speak to the media.

Media Center

One of the first tasks to address in the early phases of a major crisis is determiningwhether a 24-hour Media Center is necessary. If so, it should be established in a location that provides adequate space, electrical power, and telephone access forreporters. Reporters from any one particular news organization may wish to remain onsite in shifts throughout the crisis or use the area to prepare related stories for their next report, etc. Ordinarily, this will be outside the perimeter of the institution in the[specify location]. Additionally, if possible, a separate office area should be madeavailable, where individual media interviews can be conducted, as needed and requested. This area, however, should be cleared of all BOP records, sensitivedocuments, computers, etc.

[If special equipment is to be relocated to the Media Center for the duration of theemergency (e.g., chairs, PA system, etc.), the ordinary location for those items will bespecified in the specific institution emergency plan, so they can be retrievedimmediately.]

The Media Center will not be accessible to the public or to inmates, and staff will controlmedia personnel access. A parking area should be designated for the media, as well asrest rooms and a storage area for media equipment that might be left in the area while thereporter is away from the Center. If this storage area is made available, it must be made clear that the Government is not responsible for items stored.

Federal Bureau of Prisons Page 3

Local Institution Guidelines for Media Emergency Plan

If it is not possible to hold briefings in this location, then it should be close to wherethe briefings are held. Staff will continue to control media access to other areas on theinstitution grounds, as well as to any area where hostage families are located.Likewise, if possible, the Media Center should not be in an area that provides visibilityof tactical preparation areas, in order to prevent untimely release of information aboutstaff actions.

A sign-in log will be established for media representatives, to include the name andphone number of their news organization. This will facilitate contacting reporters forspecial briefings and other official purposes, as needed.

The following equipment items should be available in the Media Center:

Podium Amplification Equipment

Chairs Phones

Video Camera

Electrical outlets for portable computers, lights, cameras, etc.

PIO Office Area

In addition to the Media Center, and separate from it, there should be an area ofconference room size made available for PIO/OPA staff to use for briefing preparationand other activities. Access to this area will be limited only to specific staff, and othergovernment representatives directly involved in the public information process.

In addition to clerical support needed, the following equipment items should beavailable in the PIO office area:

Fax Office Supplies

Computer (with internet & GroupWise access)/ Copy MachinePrinter

Portable Radio on Institution Frequency Phone(should not be carried into the Media Center)

Television and Video Recorder Tape Recorder

Appropriate Keys to Areas used by PIO Staff

Federal Bureau of Prisons Page 4

Local Institution Guidelines for Media Emergency Plan

News Releases

The confusion of a crisis situation makes it likely that conflicting information will ariseon many issues. In compiling news releases, staff should avoid including statisticsunless totally confident they are accurate.

As mentioned earlier, where national attention is likely, no news releases should bereleased without Regional PIO and Central Office, OPA staff coordination. Whenever anews release is prepared by the Central Office (including after any initial release), therelease shall be reviewed with the on-site commander prior to issuance, to ensure thereare no unfavorable institution-level implications for the release. Hostage negotiatorreview is recommended, but is at the discretion of the on-site commander.

News Statement and Briefings

Issuing news releases and holding briefings comprise key activities during the media-related management of a prison crisis. While the following general structure isconsidered to be a functional starting point for establishing briefings, localcircumstances may dictate some deviation from the following points:

C Institution staff should issue an initial media statement within 2-3 hours of theonset of the crisis in order to keep the community fully informed, and to offsetrumors.

C Ideally, the initial statement should reflect that Bureau staff are in control and thatthere is no risk to the public, however, depending on the situation, this type ofstatement may not be immediately appropriate.

C It is likely that only minimal information will be available at this stage of thecrisis, so this initial release probably will contain only basic information, whichshould be absolutely accurate and verifiable.

C Avoid early statements that contain too much information or the release of namesof hostages or those injured, before next of kin can be notified. Guidelines relatedto the release of staff names to the media in relation to a newsworthy event areincluded in the BOP’s News Media Contacts policy.

C Once this initial statement is released, a regular briefing schedule should beestablished, at least three times a day. A suggested schedule is mid-morning, mid-afternoon, and early evening. Consideration should be given to the Warden holding one of these briefings. In addition, special briefings should be scheduledafter major events (e.g., conclusion of emergency situation).

Federal Bureau of Prisons Page 5

Local Institution Guidelines for Media Emergency Plan

When present, on-site OPA staff will take a lead role in managing thenews release and briefing processes at the local level. Their involvementshould include:

C Preparing news releases to be used in briefings, in coordinationwith Regional PIO and Central Office, OPA staff; all staff involvedin the preparation of the briefing statement should work to ensurethat process is as smooth and timely as possible, to avoiddisrupting the briefing schedule at the local site.

C Working with the on-site commander to obtain negotiation teamapproval for all news releases.

C Briefing the spokesperson (whether an OPA staff member or theWarden) on key issues, prior to each appearance before the media.

C Developing standard responses to questions that cannot bediscussed, such as hostage-related information.

C Developing additional prison-related information, fact sheets, andmaterial on “sidebar” issues that can be provided to the media atbriefings.

C Responding to questions for about 10 minutes, and whenappropriate, granting short interviews after the briefing, to clarifyissues without giving additional information beyond the scope ofthe release.

C Declining to respond to hypothetical questions, keeping the focusof the briefing on issues chosen by the Bureau for that forum.

C Ensuring briefings are recorded, and if possible videotaped.

C Ensuring there is foreign language capability (includingtranslations of the releases) at all briefings if a significant numberof reporters present are non-English-speaking.

C Ensuring that the media is briefed in advance regarding majorevents with no tactical significance, to avoid mis-reporting.

C Conducting media pool tours as needed. PIO’s need to ensure thatthe media pool selection process in conducted in accordance withthe BOP’s New Media Contacts policy.

Federal Bureau of Prisons Page 6

Local Institution Guidelines for Media Emergency Plan

Advance preparation is important for news briefings. Preparatory activity may include:familiarizing the spokesperson with the content of the formal release; providing thespokesperson with all applicable information on internal and external events that may bethe basis for questions; developing and posing to the spokesperson possible questions,and preparing answers to those questions; conducting role play exercises; familiarizingthe spokesperson with an alternate briefing statement in case the primary statement is notapproved for release.

C The spokesperson should be carefully coached to stay with prepared information,and to not go beyond the scope of that material.

C PIO staff should distribute the prepared statement after the actual briefing.

C The spokesperson and other staff present should meet after the briefing, in thePIO office area, to evaluate the session and review the video tape of thesession. The information gained by this process will prove valuable inpreparing for the next news release and briefing.

C Unusual content/events/information that might have an operational impactshould be conveyed to the Warden or on-site commander.

Press Pools

Guidelines for establishing press pools are included in the BOP’s News Media Contactspolicy.

Press pools are to be considered when a large number of reporters are interested in covering a story in the institution and a tour of part or all of the facility for all media isnot feasible.

Bureau staff should not select members of the pool. Ideally, the members of the mediapresent should form a prospective pool (with alternates) early in the situation, to allowa prompt response if a pool situation develops on short notice.

Pools should represent each of the major types of media represented on-site: local media(based on the community where the institution is located), radio, TV, print media, andwire services; if a particular segment of the media is not present, that slot need not befilled in the pool.

Federal Bureau of Prisons Page 7

Local Institution Guidelines for Media Emergency Plan

Other

On-site command staff have the final authority for permitting mediainvolvement in negotiations or any form of direct contact with insurgentinmates. PIO/OPA staff should be careful to make no commitments to themedia regarding any level of involvement in the crisis.

In general, it is considered unwise to permit live television or radio broadcastsfrom inside an institution during the crisis itself.

PIO/OPA staff may also be involved in visiting the Family Service Center, ifone has been activated, and meeting with community members, if appropriate.

PIO’s should establish staff (Appendix A of Media Emergency Guidelines) andmedia representatives (Appendix B of Media Emergency Guidelines) contactlistings. These lists should be updated routinely.

Appendix A

Staff Phone Numbers

[List staff phone and pager numbers]

Appendix B

Media Phone Numbers

[List local media and wire service phone and fax numbers]

APPENDIX D

Media Access Checklist

Inmate Interview Requests

Over the years, news media representatives have requested access to BOP institutions to interview inmates. The elements listed below arefactors that PIOs need to consider in developing a strategy for responding to inmate interview requests.

Our Responsibility:

C To ensure orderly and safe operation of the institution.

C To ensure the safety of the interviewer.

C To protect the rights of staff and inmates.

C Not to provide publicity for the inmates or specialprivileges for he media.

C Not to restrict the union’s role in representing bargainingunit employees via the news media.

I. Required Elements of Media Request:

G Obtain written request.G Ensure requestor meets the BOP policy

definition of news media representatives. Remember, unless under contract with alegitimate news source, independentproduction companies do not meet ourdefinition as “news media representatives.” National new media requests (e.g., ABCNews) should be forwarded to RegionalPIO and Central Office, Public Affairs staffas soon possible

G Identify other media representativesaccompanying the reporter (e.g., lighttechnician) and type of equipment neededfor interview (e.g., 2 light stands, 1 cameratripod, etc.).

G Identify type of interview requested (e.g.,in-person, telephone); live or taped (fortelevision only).

G Identify if voice or film recording isrequested.

G Determine the specific nature of theinterview (e.g., regarding the inmate’scase).

G Identify requested interview date/storydeadline and how much interview time isrequested.

G Is the reporter requesting to film other areasof the institution or interview staff?

G Identify reporter contact information (e.g.,telephone and numbers, as well as e-mailaddress).

III. Considering the Requests:

G Determine if the inmate agrees to theinterview. If not, then furtherconsideration of media request is notnecessary.

G Identify if the inmate is a broad publicitycase. If so, determine if this factor createsany special concerns.

G Identify if the inmate has any restrictionfrom speaking with the media (e.g., 501Rule case).

G Determine if the inmate has requested thattheir attorney to be present during theinterview. If so, this can occur withapproval of the Warden.

G Evaluate the existing volume of mediarequests and the staff resources availableto coordinate such interviews.

G Identify if you have addressed similarmedia requests. If so, insure you areconsistent..

G Determine if the Regional PIO or Office ofPublic Affairs (Central Office) staff are theprimary point of contact for this particularrequest.

G Determine if Regional PIO and Office ofPublic Affairs (Central Office) staffnotification is necessary - which shouldoccur in situations when interviews canattract national or negative news coverage,or involve broad publicity cases.

APPENDIX E

Media Access Checklist

Staff Interview Requests

Over the years, news media representatives have requested access to BOP institutions to interview staff regarding a variety of issues,including institution mission, operations, and programs (e.g., Federal Prison Industries); specific inmate allegations (e.g., conditions ofconfinement issues); and institution emergency situations (e.g., reasons for institution lock-down). The elements listed below are factors thatPIOs need to consider in developing a strategy for responding to staff interview requests. BOP policy specifies that at the institution levelonly the Warden (or his/her designee) is the authorized media spokesperson. However, In accordance with their duties within the Union, aUnion official may speak to reporters as a spokesperson for the Union, however they do not speak on behalf of the institution or itsadministration.

I. Once a Request is Made:

G Obtain request for interview in writing.

Once you have the request, advise the media representative that youwill carefully review their correspondence, and advise them of yourdecision after this review. Be careful not to speculate about whatyour final decision will be – you need to consider a variety offactors before advising the reporter of what has been decided,including discussing the request with the Warden.

G Ensure requestor meets the BOP policydefinition of news media representatives. Remember, unless under contract with alegitimate news source, independentproduction companies do not meet ourdefinition as “news media representatives.” National new media requests (e.g., ABCNews) should be forwarded to RegionalPIO and Central Office, Public Affairs staffas soon possible.

G Ensure the request clearly identifies theissue(s) the reporter wants to discuss andany whether filming or photographing isrequested.

G Identify who the reporter is seeking tointerview (e.g., inmates, other prisonofficials).

G Identify the reporter’s deadline.

II. Considering the Request: G Evaluate the factors that may have

prompted the request (e.g., a request tointerview a staff member about high-security prison operations was promptedbased on the recent death of an inmate in anearby State prison.).

G Determine if Regional PIO or CentralOffice, Public Affairs staff are the primarypoint of contact regarding the topic of theinterview.

G Identify if request involves multiple BOPinstitutions - if this is the case,immediately notify Regional PIO orCentral Office, Public Affairs staff.

G Evaluate alternative options for responding- e.g., prepared statement, media release,telephonic response. Each staff interviewrequest must be evaluated on a cases-by-case basis. Remember, we always havethe option of declining to participatewhen circumstances warrant suchaction.

G Identify if there are any investigative orlegal issues related to the request whichwould persuade you to decline theinterview – e.g., a matter currently underOffice of Internal Affairs investigation.

Regional PIO and Central Office Public Affairs staff need to beadvised of any requests that may attract national or negative newsattention, or that are related to national policy initiatives (e.g.,privatization).

III. Emergency Situations:

Policy specifies that Wardens shall promptly make announcementsstating the facts of unusual, newsworthy incidents to local media. Examples are deaths, inside escapes, and institution emergencies(e.g., disturbance).

G Regional PIO and Central Office, PublicAffairs staff should be consulted beforeany staff interviews related to institutionemergencies.

G Information released should be short but tothe point and include available informationthat would not compromise security,violate privacy laws, or jeopardize aninvestigation.