Commanding Officer, Naval Academy Preparatory School NAVAL ACADEMY PREPARATORY SCHOOL'S PUBLIC AFFAIRS PROGRAM

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1 DEPARTMENT OF THE NAVY 1111,VAL ACAOE MY PREPARATORY SCHOOL 197 ELLIOT STREET. WING ONE NEWPORT, RI NAPSINST 720.lA 00 7 Jul 11 NAVAL ACADEMY PREPARATORY SCHOOL INSTRUCTION 720.lA From: Subj: Commanding Officer, Naval Academy Preparatory School Ref: (a) SECNAVINST (b) USNAINST 720.3E Encl: (1) News Release (2) Hometown News Release l. Purpose a. To provide public affairs policy and roles at the Naval Academy Preparatory School (NAPS) and to issue guidance for the release of information to media in accordance with reference (a). b. To outline the goals and guidelines relating to media relations, community relations, official visitors, internal information, photographic services, and publication at NAPS 1n accordance with reference (b). c. To provide the NAPS Public Affairs Officer (PAO) with responsibilities, roles and procedures when addressing public affair issues. 2. Policy. Public Affairs is a command function at NAPS. The policy is for ~he Commanding Officer (CO) to ensure d cooperative command attitude :is maintained in the.field of public affairs. 3. Public Affairs Officer (PAO) Roles and Responsibilities. The PAO is the central point of contact with regards to the public affairs program. a. The PAO is in charge of planning, coordinating, and executing a vigorous and effective public affairs program in the areas of media relations, community relations, internal information, publicatio~s. and photographic services. b. The PAO will ensure all information that is released to the media is both accurate and timely.

2 c. The PAO will support the CO by maintaining the information flow for a NAPS event by: (1) Identifying any public information requirements (2) Participating in all phases of a NAPS event, including the planning, execution and after action assessments d. The PAO is responsible for the planning and coordination of NAPS' guest speaker program. Responsibilities include: (1) Identify NLT than 1 JUN the speaker dates for the nexc academic year (2) Identify NLT than 30 JUN the primary and alternate guest speaker list for the next academic year (3) Iden tify on the command operations electronic calendar the confirmation status of each guest speaker as they are confirmed (4) Ensure the Media Officer releases a Visitor News Article to NAVALOG, and updates the command's Facebook page with pictures of the visit. 4. Media Officer (MO) Roles and Responsibilities. The Media Officer is the central point of contact for all written media requirements. a. The MO is in charge of identifying and supporting all electronic and written media requirements. To include local, regional and national periodicals, magazines, newspapers, etc. The MO's specific responsibility includes: (1) Generation and release of all written media articles concerning the command, to include : (i) Hometown News Releases (ii) NAPS sports events and achievements (iii) NAPS guest speakers/visitors

3 Subj: (2) Monitor daily, update and maintain as necessary the official NAPS page on Facebook. (3) Collaborate with the Information Technology (IT) Supervisor on the maintenance of the command website. (4) Report to the PAO periodic status of all written and electronic media initiatives. s. Information. All divisions, departments, and offices of NAPS must keep the PAO informed in a. timely fashion about any event:s that could generate public interest in the community or the nae ion. 6. Release of Information. All NAPS staff members, faculty and Midshipman Candidates will review both security and privacy guidelines, and the most recent NAPS public affairs instruction. 7. Media Relations a. Response to query from media representatives. The authority to release information to media rest with the CO. Military and civilian employees at NAPS are advised to refer all calls or reque: st from the media to NAPS PAO or the naval station PAO. The PAO coordinates and packages all information that is released to the media. Any information released will be per reference (a), the Freedom of Information Act: and Privacy Act. b. New Releases. News release about NAPS events, act:iv.i.ties, and personnel will be made only by the PAO. NAPS departments are encouraged to advjse the PAO of newsworthy events or breaking news. The MO will coordinate the release with the Subj: appropriate division, depart:ment, or office involved, a.long with the CO's secretary; they will coordinate the Hometown News Release program for members of the faculty, staff and Battalion of Midshipman Candidates. (1) All Navalog News Releases will be submitted to the PAO in the format: indicated in encl (1) "News Release".

4 (2) All Hometown New Releases will be submitted to the PAO in the format indicated in encl (2) "Hometown News Release". c. Naval Academy Preparatory School (NAPS) Athletics. The athletic department, sports programs and/or schedules must have the approval of the Athletic Director prior to release. d. Media Access. As a matter of policy, reporters and photographers have the same access to Navy facilities as do members of the general public. Any facility or building which is off limits to the general public is off limits to the media. Exceptions may be authorized by the CO, Executive Officer (XO) or Command Duty Officer in consultation with the affected member of the NAPS staff. Unless accompanied by an active duty military member of NAPS, the following areas of NAPS are off limits to the media: (1) Ripley Hall (2) Nimitz Hall (3) Gym 302 & Gym 1801 (Kay Hall) (4) Perry Hall 8. Community Relations. Community relations are the set of programs designed to create goodwill and maintain a positive image of the Navy and NAPS in the Newport County area. Effective community relations require a coordination effort on the part of all NAPS staff and facility to ensure the public is addressed in a consistent manner. 9. Informal Visit Services. Upon tasking by CO or XO, the PAO will ensure a NAPS military staff member is available to conduct tours of the NAPS facilities for informal visitors to the command. 10. Pass and Identification (P&I) Services. The PAO will maintain oversight on all P&I requests for any visitor to NAPS requiring naval station access paperwork. Specific responsibilities include:

5 a. Routing all P&I requests through the administration off ice b. Informing the chain of command of any senior military or government official visiting.

DEPARTMENT OF THE NAVY

DEPARTMENT OF THE NAVY NAVAL ACADEMY PREPARATORY SCHOOL 440 MEYERKORO AVENUE NEWPORT, RI 02e41-1519 NAPSINST 1740.1 CMDCS NAVAL ACADEMY PREPARATORY SCHOOL INSTRUCTION 1740.1 Subj: Ref: Encl: COMMAND SPONSORSHIP