Wisconsin Department of Military Affairs

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Interacting With Media – TAG Policy Memorandum 5

22 April 2020

MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Interacting With Media – TAG POLICY MEMORANDUM 5

  1. As a government agency, the Wisconsin National Guard has a duty to keep the public informed about its activities. The news media is an important component used by the WING for informing the public and its stakeholders. In addition to other platforms such as social media, the Wisconsin National Guard also relies, in part, on the news media to ensure the organization’s message is heard and understood. The Wisconsin National Guard’s news relations policy is to release all information about our activities honestly, accurately, and in a timely manner. This release of information will occur within operational security guidelines, and applicable legal guidelines such as the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) that govern the release of information about service members. The Wisconsin National Guard adheres to a policy of “maximum disclosure, minimum delay,” as it relates to interacting with media, and this policy applies equally to favorable and unfavorable information.
  2. Substantiated, unclassified information that is not protected by the Privacy Act or HIPAA will be given to the public upon request in accordance with the State Open Records law and Freedom of Information Act.
  3. In order to protect the integrity of investigations and due process for service members accused of wrongdoing or misconduct and victims, the Wisconsin National Guard will not provide comment to the public on ongoing investigations or pending legal matters until those matters are complete and a resolution is reached.
  4. Commanders at all levels must use good judgment in handling media interaction. All contact with news media must be reported to the Wisconsin National Guard Public Affairs Office (WING-PAO) or the public affairs section for the respective Major Subordinate Command (MSC) or wing.
  5. The following units have release authority via their respective public affairs offices/sections: 112th Mobile Public Affairs Detachment, 115th Fighter Wing, 128th Air Refueling Wing, 157th Maneuver Enhancement Brigade (MEB), and 32d Infantry Brigade Combat Team (IBCT), though units must ensure WING-PAO has visibility of all media interaction/releases.
  6. Serious incidents attract news media attention. When a serious incident occurs, the minutes and hours immediately following the incident can result in intense media scrutiny. Generally, the WING-PAO will develop an official statement of the facts and begin responding to media inquiries. Standing Public Affairs Guidance (PAG) is below, though the WING-PAO will generally push specific PAG for an incident or mobilization to leadership and troops via the Joint Operations Center (JOC) or chain of command.
  7. Standing PAG is as follows:
    1. You can almost always talk about yourself, your training, your experience, the hings you do, and the things you “own”
    2. You do not have to talk to the media. However, leaders who refuse to speak with the media give the impression that we are withholding information.
    3. Discuss only what you know by direct knowledge. Don’t guess or speculate about things you do not know. If you don’t know, say “I don’t know.”
    4. Never discuss classified information.
    5. Do not discuss operationally sensitive information or disclose information rotected by the Privacy Act (examples: SSNs, personal information about oth oldiers/airmen or their families
    6. Casualty information: always handled by PAO, and never discussed on social media.
    7. Do not discuss political or foreign policy matters.
    8. Don’t answer “what-if’ or hypothetical questions or give opinions, and do not speculate.
    9. Truth always. Never lie.
    10. Be brief. Use simple language. Avoid military acronyms and jargon.
    11. Everything you say is “on the record.” There is no such thing as “off the record.”
    12. Take your time; think. Questions need not be answered instantly. Answer one question at a time.
    13. Be positive. Avoid grumbling, complaining.
    14. If you accidentally disclose anything classified, ask the reporter not to use it. Report the incident to a PAO and your higher headquarters. DO NOT CONFISCATE ANY MATERIAL OR EQUIPMENT FROM THE MEDIA.
    15. Do not try to cover up embarrassing events under a cloak of security classification.
    16. Maintain a polite, calm and professional attitude during interviews — even when news media are aggressive or when questions seem silly. Do not allow yourself to be badgered or harassed.
    17. Do not schedule or give an interview when it would interfere with your mission. However, do not use unit missions as an excuse to avoid the media.
    18. Use the media opportunity to tell your unit’s and National Guard’s story.
    19. PAOs are available to assist 24/7. Call for help.
  8. Most serious incidents are followed by a formal investigation. Generally, information about ongoing investigations cannot be released. Any release of information about an investigation must be approved by legal and public affairs staff.
  9. Casualty information will not be released until 24 hours after next-of-kin notification, and only after approval by state headquarters (Army or Air) and coordinated with the WING-PAO.
  10. Any news conference would be coordinated through WING-PAO. News conferences will only be held when the situation warrants and with approval of the Adjutant General.
  11. News media activities and visits at a Wisconsin National Guard facility or installation will be coordinated via the WING-PAO or installation PAO. Any media activities planned for Fort McCoy must be coordinated with both WING-PAO and Fort McCoy PAO.
  12. Units undertaking any new major public information or internal communications campaigns within their chains of command should contact the WING-PAO to ensure there is no duplication of effort and to ensure that best practices can be shared.
  13. Unit leaders wishing to meet with local media or editorial boards should coordinate their efforts with WING-PAO for assistance, guidance, and support.
  14. Soldiers and Airmen are encouraged to interact with media with PAO guidance, support, and approval. Interacting with media is an excellent means of communicating the importance of the WING’s mission, who we are, what we do, and why we matter.
  15. Contact the WING-PAO at 608-242-3050 or 608-242-3048.

Paul E. Knapp
Maj Gen, Wisconsin National Guard
The Adjutant General