(A version of this article was originally published in Current in 2002. Since that time, this planning model has been updated to include multimedia platforms. You can find that updated version of the plan here at the Public Radio News Directors Guide.)
By Michael Marcotte, KPBS News Director
The terrorist attacks on New York and Washington jolted Americans awake to many new realities – plus one that should come as no surprise: that public radio plays a crucial role during times of crisis.
Not long ago, NPR News was ill equipped to do what it is doing now. But it is a testament to the vision, growth and maturity of the entire NPR system – and the abandonment of news by commercial radio -- that NPR and its member stations now serve as a primary news source for America.
Local stations are following NPR’s lead, investing in news formats and local news departments. Increasingly, they see a vacuum in their markets and are emerging as primary news providers.
There is no more crucial time to have developed your local news muscles than at times of crisis. And if you haven’t started, you should get busy.
Take it from personal experience.
At KPBS-FM in San Diego, we got a surprise wake-up call earlier this year, when a 15-year old student took a rifle to school and blasted more than a dozen classmates, killing two of them. The Santana High School shootings didn’t compare to Columbine in terms of national impact, but you can imagine what a shock they were to local San Diegans, particularly to thousands of parents in Santee.
KPBS has a robust department (even with several positions currently frozen) and practices a rather aggressive daily news regimen. On the morning of the shootings, we mobilized the entire newsroom to cover the story in news updates. But it became apparent that we hadn’t fully planned for something of this magnitude.
After each breaking news update, we returned to regular format only to hear talking heads going on about what now seemed totally irrelevant – the search for an AIDS vaccine and, later, foreign policy issues.
I remember the troubling conversation I had with managers that afternoon – me, defending our decision to go with breaking news updates rather than “wall-to-wall” coverage like the TV stations do. I explained that the news was fragmented, that we were being diligent in confirming facts, that we were being sensitive not to thrust shocked children onto the air live, and so on.
There were plenty of good reasons to justify our approach – but there was no good reason for this: when concerned listeners rushed to KPBS with high expectations of breaking news coverage – on a momentous local story -- they got an NPR foreign policy discussion instead.
Many folks did compliment us for our coverage – that day and during the many days to follow – but we all knew we have to do better. From that mantra grew a task force on crisis coverage… and the decision-making model that follows.
I share this plan by request, knowing it is only a framework, a beginning step, requiring adjustments and refinements. I’d be interested in your comments and suggestions.
I presented this working plan to the PRNDI conference in San Diego in July. Afterward, some 25 news directors requested copies. Apparently, there are many stations taking up the challenge to become more than a pass-through for NPR programming… preparing for the day when they too must rise to the occasion as a primary source of information -- and comfort -- during times of crisis. Let’s hope none needs to use it.
-- MVM
KPBS CRISIS COVERAGE PLAN
Contents
• Principles
• Four Key Functions in Times of Crisis
• ASSESS—MOBILIZE—AIR
• Five Emergency Response Levels
Level One -- Low, No Change
Level Two – Medium-Low, Updates in Format
Level Three – Medium-High, Updates Break Format
Level Four – High, Limited Extended Coverage
Level Five – Ultra-High, Unlimited Ongoing Coverage
• Staff Roles & Responsibilities
• Next Steps
Key Principles
• KPBS Radio is a primary news source in San Diego County.
• At all times, KPBS maintains its journalistic values of accuracy, fairness and independence.
• KPBS strives to imbue all coverage with context, civility and craftsmanship.
Four Key Functions in Times of Crisis
1. Vital Information Resource: KPBS provides calm, factual accounts of what is happening, where it is happening, who is affected, how things are changing, and explains why.
2. Communication Lifeline: KPBS saves lives by relaying critical information to and from affected parties.
3. Early Warning Beacon: KPBS saves lives and property by transmitting timely, reliable information that prevents harm.
4. Community Forum: KPBS connects citizens, giving them a way to come together, share concerns and support one another during difficult times.
ASSESS – MOBILIZE -- AIR
When a crisis breaks, there is a simple sequence for immediate decision-making:
ASSESS scope and gravity;
MOBILIZE the necessary staff;
AIR appropriate information.
ASSESS
• First person aware notifies news management.
• Management sets appropriate response level.
MOBILIZE
• Studio staff is the first need – to feed air.
• Newsroom staff is the second need – to feed studio.
• Field staff is next – to feed newsroom and studio.
AIR
• Provide summaries promptly.
• Present facts calmly, carefully.
• Repeat as necessary.
• Adjust coverage proportionately to severity, interest, resources.
Five Emergency Response Levels
1. Low, Normal Format
2. Medium-Low, Updates in Format
3. Medium-High, Updates Break Format
4. High, Limited Extended Coverage
5. Ultra High, Unlimited Extended Coverage
Emergency Level One
• Lowest Response Level
• Normal Format
• Localized Situation
• Air Can Wait
ASSESS (Yes to These Questions)
Does the emergency directly affect few people (1-4)?
Is it clear the emergency isn’t becoming worse?
Can public curiosity wait until a scheduled newscast?
MOBILIZE
News Director assesses response.
News Anchor feeds air in newscasts.
News Reporter covers if assigned.
AIR
Regularly scheduled newscasts.
Examples: fatal fires, severe accidents, some crimes, minor storms, minor flooding, remote quakes
Emergency Level Two
• Medium-Low Response Level
• Stay in Format, Use Special Updates
• Some Urgency
• Localized Situation
ASSESS (Yes to these Questions)
Does the emergency directly affect relatively few people (5-20)?
Are the impacts severe or potentially severe?
Is it clear the emergency won’t become worse (anytime soon)?
Does public interest/curiosity warrant timely updates?
Can the facts be summed up in brief?
MOBILIZE
News Director assesses response, makes assignments.
Program Director advised.
Air Host or Metro Traffic may provide info in breaks.
News Anchor may provide added newscasts.
News Reporters cover as assigned.
AIR
Use regularly scheduled breaks.
Use scheduled newscasts or unscheduled newscasts (in format).
Examples: Major storm watches, major highway tie-ups, large fires (smoke visible, no imminent threat), major crimes or events of public interest (no imminent threat).
Emergency Level Three
• Medium-High Response Level
• Break Format for Special Updates
• High Urgency/Wide Interest
• Serious Situation/Potential for Escalation
ASSESS (Yes to these Questions)
Does the emergency directly affect or potentially affect many people (20+)?
Are the impacts severe or potentially severe?
Is it possible the emergency will become worse?
Does public concern or curiosity warrant immediate updates?
Can the facts be summed up in brief?
MOBILIZE
News Director assesses response/makes assignments.
Program Director advised.
News Anchor provides special updates as soon as possible.
Air Host and/or Metro Traffic and/or Talk Host may also provide info in breaks.
Available News Reporters check-in for duty.
Talk Staff on Stand-By for Level Four
AIR
Break in with special updates.
Return to regular programming after update.
Examples: Severe storm warnings, extreme highway closures with casualties or risks, large fires with smoke and potential threat, major crimes with potential threat, isolated civil disturbance, local but minor earthquakes.
Emergency Level Four
• High Response Level
• Break Format/Use Extra Staff
• High Urgency/Wide Impact or Concern
• Serious Situation Requiring Extensive, but not On-Going Coverage
ASSESS (Yes to these Questions)
Does the emergency directly affect many people (100+)?
Are the impacts severe?
Does public interest/curiosity override most other programming options?
Is the emergency or its aftermath continuing?
Can you sustain extended coverage?
MOBILIZE
News Director assesses response.
Program Director advised.
News Editor makes assignments.
News Anchor provides special updates as soon as possible.
Talk Producer mobilizes team.
Talk Host helps anchor extended coverage.
All News Reporters check-in for duty.
AIR
Break in with special updates.
Mount extended coverage regardless of format
Significant natural disasters, singular events with widespread casualties, riots, war or military attack or major event with widespread implications or overriding public concern.
Emergency Level Five
• Highest Response Level
• Break Format/Use All Staff
• Extreme Urgency/ Disastrous Situation with Widespread Impact
• Events Require On-Going Coverage
ASSESS (Yes to these Questions)
Does the emergency directly affect most or all people in San Diego?
Are the impacts severe or momentous?
Is the emergency or its aftermath continuing?
Does public interest/curiosity override all other programming options?
Can you deploy all available resources to support coverage?
Can you sustain non-stop coverage?
MOBILIZE
News Director assesses response.
Program Director advised.
News Editor makes assignments.
Talk Producer mobilizes team.
Talk Host helps anchor extended coverage.
News Anchor provides special updates.
All News Reporters check-in for duty.
Extra Station Staff may be necessary.
AIR
Go to non-stop coverage
Examples: Catastrophic local natural disaster, unfolding event with major casualties or potential for casualties, widespread civil disturbance, war or attack or events of universal public concern.
Staff Roles and Responsibilities
• News Director
• Senior Producer
• Program Director
• News Anchor
• Reporters
• Talk Host
• Producers
• Technical Director
• Researchers/Bookers/Screeners
• Other Staff
NEWS DIRECTOR (All Levels)
– Lead authority on key decisions
– coordination of reporters in the newsroom
– coordination of reporters in the field
– running update of what we know/need to find out
– On site monitoring of standards and practices
– Contact with Programming, Operations, Station Departments
NEWS ANCHOR (All Levels)
– regular updates on what we know,
– a break for "host(s)"
– writing
– taping
– may also serve as co-host
REPORTER (All Levels)
– Q&A with anchor
– Frequent updates
– 45 second voicers or wraps from field
– tape from field
– phone tape from newsroom
– packaged spots from newsroom
– Quick turnaround features
PROGRAM DIRECTOR (Levels 3-5)
– Access to air time.
– Knowledge of programming.
– Key Staff: announcers, operations, technical directors.
– Liaison to NPR programming.
– Liaison to Radio Engineering.
SENIOR PRODUCER (Levels 3-5)
– Coordination of talk show team
– Call-in programming
– Actualities for news reports
– Extra help gathering information for newsroom
TECHNICAL DIRECTOR (Levels 3-5)
– Studio support taking feeds
– Studio support directing talk show team
– Studio support helping make calls
– Studio support screening calls
– Production support as requested
RESEARCHER/BOOKER/SCREENER (Levels 3-5)
– Context for hosts and reporters
– Possible contacts for talk shows and newsroom
– Guests for talk shows
– Contacts for newsroom
– Additional help as needed
HOST (Levels 4-5)
– News
– Air presence.
– Continuity.
– Conversations with reporters and experts and callers.
Other Staff
– Logistical Support
– Food
– Money
– Personal Needs
Next Steps
• Look at ways to incorporate NPR & other network needs into plan
– Assume all networks want news in Levels 4 & 5
• Look at role of KPBS TV & KPBS.ORG in coverage plan
• Establish multiple scenario staff training program
• Review Field Equipment Needs & Address Them
• Review Back-up Power & Back-up Communication Systems
• Review Food, Water, Cash & Personal Safety Concerns in Catastrophic Scenarios – Plan Accordingly
