l l l l When did it happen? Why did it happen? What  action  is  ongoing? What future action is planned? When drafting a unit SITREP, you may not report sensitive  personal  information  that  might  cause  an unwarranted   invasion   of   personal   privacy   of   the individuals involved in the incident. These incidents include reports of spouse/child abuse, assault or rape of a  service  member  or  dependent.  In  sensitive  cir- cumstances  where  disclosure  of  the  identity  of  the individuals involved might cause embarrassment or inconvenience,  the  personal  identity  of  those  involved should be withheld. A generic identification, such as “PO1” or “20 YR OLD FEMALE E-3” will do. The general guideline with regard to the release of information  applies  to  a  unit  SITREP:  DO  NOT DELAY   AN   INITIAL   REPORT   TO   GAIN ADDITIONAL   INFORMATION.   Remember,  you have 20 minutes to get the initial message out. The assigned  precedence  depends  on  the  situation  at  hand. A sample unit SITREP is shown in figure 1-8. More specific information and guidelines on the unit SITREP may  be  obtained  in  the  OPNAVINST  3100.6  series (Special  Incident  Reporting). NEWS RELEASE IN MESSAGE FORM A  proposed  news  release  or  statement  with questions and answers for response to query in message form  may  accompany  or  immediately  follow  a  unit SITREP. This type of release amplifies the information contained in the unit SITREP. The proposed news release should leave the ship within one hour of the time of the incident. As with the unit SITREP, the initial release must NOT be deferred until the full story is available. An initial release, no matter how sketchy or incomplete, alerts public affairs personnel  ashore  at  the  earliest  possible  moment  and allows them to begin preparing to assist you. Ideally, the initial news releases and follow-up news releases  should  answer  the  same  questions  addressed  in the unit SITREP. Some others which may come to mind (if  applicable)  include  the  following: l  What  is  the  number  of  personnel  injured/killed? .  How  many  personnel  are  still  missing? l l Has the situation been brought under control by the time of the release, or is it still out of control? Were news media present? If so, provide names and  affiliations.  If  not,  so  state. As  additional  information  becomes  available  and, as  appropriate,  submit  follow-up  message  news releases. These releases need not be completed stories; outlines  of  pertinent  information  will  assist  public affairs personnel at a higher command level in handling media interest. A  sample  message  press  release  is  shown  in figure 1-9. PUBLIC AFFAIRS GUIDANCE (PAG) Public  affairs  guidance  (PAG)  is  a  source  on  what to say and what not to say on a particular issue. It is intended  to  convey  the  official  Navy  or  command position  and  to  anticipate  any  possible  questions  with appropriate  answers. Any  issue  or  topic  that  is  either  likely  to  be  of interest to the media, either external or interred, or to generate questions should have corresponding PAG written.  Examples  include  a  civilian  hiring  freeze  at  a shore facility or a ship’s public visitation. The more controversial  the  issue,  the  more  PAG  is  needed. Information  derived  from  memoranda,  tips,  meetings and messages will help you decide whether or not PAG is required. PAG relating to national or Navywide issues are written by the CHINFO Plans, Policy and Community Relations  Division  (01-5).  You  will  come  across CHINFO-generated PAG in your message traffic. Before you sit down and draft PAG, you should take the following planning steps: 1. 2. 3. 4. Gather information from the people involved in the  issue  and  from  official  Navy  sources (messages,  memoranda,  etc.). Develop  key  points  of  contact  and  work  closely with them. Work with your points of contact, not against them. Make them understand in a tactful manner that the PAG is intended to help their mission by informing interested parties. Try to be a part of the team and take their goals and constraints into consideration. Ask questions. If a question occurs to you, it will most  likely  occur  to  someone  else. 1-29