Compliance Inspection and Compliance Inspection and YouYou

Presented by Julie DeBardelaben, Presented by Julie DeBardelaben, NHQ/PANHQ/PA

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Norma Moreno, IG Shop, CAP-USAFNorma Moreno, IG Shop, CAP-USAF

Did You Submit Did You Submit Deliverables?Deliverables?

Did you submit your answers to the Did you submit your answers to the CI Guide and did you submit your CI Guide and did you submit your biography?biography?

Are You Prepared?Are You Prepared?

Do you have a continuity or brag Do you have a continuity or brag book? book?

Do you have publications – Do you have publications – newsletters, CDS to share with the newsletters, CDS to share with the inspector?inspector?

Are You Providing Are You Providing Training?Training?

Are the units provided professional Are the units provided professional development?development?

Do you have training materials Do you have training materials available for the inspector to review?available for the inspector to review?

Are You Managing the Are You Managing the ProgramProgram

How do you know what your units are How do you know what your units are doing?doing?

Are they being published; have they Are they being published; have they been on TV, radio or social media?been on TV, radio or social media?

Do you have a process in place for Do you have a process in place for units to report their activities units to report their activities monthly or quarterly?monthly or quarterly?

Is Branding a Priority?Is Branding a Priority?

Do you have a process in place to Do you have a process in place to ensure your materials are in good ensure your materials are in good taste, accurate, and reflect a positive taste, accurate, and reflect a positive image of CAP?image of CAP?

Are units publishing a newsletter?Are units publishing a newsletter?

Program WeaknessesProgram Weaknesses

1. Too many commanders serving as 1. Too many commanders serving as PAO.PAO.

2. Wing PAOs should encourage 2. Wing PAOs should encourage subordinate PAs to enroll in the subordinate PAs to enroll in the Public Affairs Specialty Track and to Public Affairs Specialty Track and to pursue professional development in pursue professional development in general.general.

3. Trying to do it all…seek help!3. Trying to do it all…seek help!

Critical NeedsCritical Needs

1. Build a relationship with the CC.1. Build a relationship with the CC.

2. Build a relationship with local 2. Build a relationship with local media.media.

3. Take care of the small stuff.3. Take care of the small stuff.

4. Don’t forget about cadets – a 4. Don’t forget about cadets – a valuable resource!valuable resource!

Proposed Changes to Proposed Changes to 190-1190-1

a. Planning. a. Planning. PAOs at the unit, wing PAOs at the unit, wing and, region levels and, region levels willwill develop an develop an annual public relations plan to annual public relations plan to promote CAP, its goals and missions promote CAP, its goals and missions for internal and external audiences, for internal and external audiences, and a crisis communications plan to and a crisis communications plan to deal rapidly and effectively with deal rapidly and effectively with crisis situations. crisis situations.

Proposed Changes to Proposed Changes to 190-1190-1

Step-by-step instructions on how to Step-by-step instructions on how to write each plan are provided on the write each plan are provided on the National Public Affairs website. National Public Affairs website.

PA PlanningPA Planning

Go to PA page; click on PAO Go to PA page; click on PAO Toolkit. Toolkit.

There you will find PA Planning There you will find PA Planning Guidelines:Guidelines:

CAP Public Awareness Plan Crisis Communications Planning Crisis Communications Planning Public Affairs PlanningPublic Affairs Planning

Region and Wing PA Plans Region and Wing PA Plans

Proposed Changes to Proposed Changes to 190-1190-1

The public relations plan will follow the The public relations plan will follow the four-step planning process for public four-step planning process for public affairs: Step 1 Determine PA needs and affairs: Step 1 Determine PA needs and opportunities; Step 2 Establish opportunities; Step 2 Establish objectives designed to fulfill needs and objectives designed to fulfill needs and opportunities identified in Step 1; Step 3 opportunities identified in Step 1; Step 3 Establish goals and action strategies for Establish goals and action strategies for each objective; and Step 4 State the each objective; and Step 4 State the desired impact envisioned for each goal desired impact envisioned for each goal provided in Step 3.provided in Step 3.

Proposed Changes to Proposed Changes to 190-1190-1

b. The unit PAO will submit a PA plan b. The unit PAO will submit a PA plan annually, including an evaluation of the annually, including an evaluation of the effectiveness of the previous year’s goals, effectiveness of the previous year’s goals, to the wing PAO for review and input. The to the wing PAO for review and input. The wing PAO will submit a PA plan annually, wing PAO will submit a PA plan annually, including an evaluation of the effectiveness including an evaluation of the effectiveness of the previous year’s goals, to the region of the previous year’s goals, to the region PAO and to National Headquarters Public PAO and to National Headquarters Public Affairs for review and input. Affairs for review and input.

Proposed Changes to Proposed Changes to 190-1190-1

The region PAO will submit a PA plan The region PAO will submit a PA plan annually, including an evaluation of annually, including an evaluation of the previous year’s goals, to the previous year’s goals, to National Headquarters Public Affairs National Headquarters Public Affairs and to the National Volunteer Team and to the National Volunteer Team Leader, including an evaluation of Leader, including an evaluation of the previous year’s goals, for review the previous year’s goals, for review and input.and input.

Proposed Changes to Proposed Changes to 190-1190-1

(1) External. (1) External. PAOs PAOs willwill develop goals develop goals and initiatives that help build and initiatives that help build relationships with external relationships with external constituencies of Civil Air Patrol and constituencies of Civil Air Patrol and emphasize its importance in the emphasize its importance in the performance of its three congressionally performance of its three congressionally mandated missions of Emergency mandated missions of Emergency Services, Aerospace Education, and Services, Aerospace Education, and Cadet Programs.Cadet Programs.

Proposed Changes to Proposed Changes to 190-1190-1

(2) Internal. (2) Internal. PAOs PAOs willwill develop develop strategies that emphasize CAP’s strategies that emphasize CAP’s importance, member recognition, importance, member recognition, retention, and encouragement of retention, and encouragement of member participation in member participation in unit/wing/region and national unit/wing/region and national activities and training. activities and training.

Proposed Changes to Proposed Changes to 190-1190-1

(3) PA Crisis Plan. (3) PA Crisis Plan. In consultation In consultation with with theirtheir commander, PAOs at all commander, PAOs at all levels levels willwill develop a crisis public develop a crisis public affairs plan to ensure a rapid and affairs plan to ensure a rapid and effective response during crisis effective response during crisis situations. situations.

Proposed Changes to Proposed Changes to 190-1190-1

The crisis public affairs plans The crisis public affairs plans willwill reflect guidance outlined in the CAP reflect guidance outlined in the CAP National Headquarters National Headquarters “Writing a “Writing a Crisis Communications Plan”Crisis Communications Plan” posted posted at at http://members.gocivilairpatrol.com/http://members.gocivilairpatrol.com/cap_national_hq/public_affairs/cap_national_hq/public_affairs/. .

Crisis PlanningCrisis Planning

Go to PA page;Go to PA page;

Click on PAO Toolkit;Click on PAO Toolkit;

Crisis CommunicationsCrisis Communications Sign in to eservices to Sign in to eservices to

see sample crisis communications planssee sample crisis communications plans Public Affairs Crisis PolicyPublic Affairs Crisis Policy

Writing A Crisis Communications PlanWriting A Crisis Communications Plan -- -- pdfpdf

190-1190-1

All crisis communication plans will be All crisis communication plans will be approved by the commander or approved by the commander or designated representative. designated representative. Unit crisis Unit crisis plans will be submitted to wing PAOs for plans will be submitted to wing PAOs for review and input. Wing and region crisis review and input. Wing and region crisis plans will be submitted to National plans will be submitted to National Headquarters Public Affairs and to the Headquarters Public Affairs and to the National Volunteer Team Leader for National Volunteer Team Leader for review and input.review and input.

PlanningPlanning

WHYWHYIsIs

Planning Planning

so so important?important?

Planning ensuresPlanning ensures

GuidanceGuidance

Leadership, team unity, common Leadership, team unity, common goalsgoals

Best use of resourcesBest use of resources

Time, money and talentTime, money and talent

Improved outcomesImproved outcomes

Accurate coverage, better publicity, Accurate coverage, better publicity, more cooperationmore cooperation

The 4-Step ProcessThe 4-Step Process

1. Identify a PR need or problem1. Identify a PR need or problem

2. Decide how to fill the need or solve 2. Decide how to fill the need or solve the problem (set goals)the problem (set goals)

3. Plan the details (action strategies)3. Plan the details (action strategies)

4. Did your ideas work? (evaluate 4. Did your ideas work? (evaluate what went well and what didn’t)what went well and what didn’t)

PA PlanningPA Planning

Keep It Simple:Keep It Simple:

1. Write down what you are already 1. Write down what you are already doing! (filling a PR need or doing! (filling a PR need or opportunity)opportunity)

2. Why are you doing this? (your goal)2. Why are you doing this? (your goal)

3. What are you doing to make it 3. What are you doing to make it happen? (action strategies)happen? (action strategies)

4. Did you ideas achieve desired 4. Did you ideas achieve desired results? (evaluation)results? (evaluation)

Elements of a Crisis Elements of a Crisis Communications PlanCommunications Plan

1. List team contacts & role1. List team contacts & role

2. Command center location2. Command center location

3. Crisis contact list3. Crisis contact list

4. Scenarios & action plans4. Scenarios & action plans

5. Crisis kit content list5. Crisis kit content list

Types of CrisisTypes of Crisis

1. Sudden & unpredictable, requiring 1. Sudden & unpredictable, requiring immediate action: hurricane, wildfire, immediate action: hurricane, wildfire, flooding, tornado, tsunami, flooding, tornado, tsunami, snowstorm, earthquakesnowstorm, earthquake

2. Smoldering, which can drag out and 2. Smoldering, which can drag out and generate bad publicity for weeks, generate bad publicity for weeks, months or years: cadet protection months or years: cadet protection violations, fraud, sexual harassmentviolations, fraud, sexual harassment

3. Bizarre, unusual or unexpected crisis3. Bizarre, unusual or unexpected crisis

Crisis ManagementCrisis Management

When crisis strikes, it is essential to When crisis strikes, it is essential to quickly gather & confirm facts, quickly gather & confirm facts, distribute the information & prepare distribute the information & prepare to address the situation, i.e., follow to address the situation, i.e., follow your plan!your plan!

AvoidAvoid confusion! confusion!

GetGet results! results!

Have a plan!Have a plan!

Any Questions?Any Questions?