Marketing &Public RelationsDirectorate

NHQ CAP/PA105 S. Hansell Street � Maxwell AFB, AL 36112-6332334-953-5320 � 334-953-4245 � http://www.capnhq.gov

OPR: PA

Guide toCivil Air PatrolPublic Affairs

Volume I

CAP PAMPHLET 190-1 (E)

1 May 2000

Chapters 1-8

Table of Contents

This pamphlet would not be possible withoutthe contributions from many dedicated CivilAir Patrol Public Affairs Officers through-

out the country. The National HeadquartersMarking/Public Relations Directorateextends its gratitude to each and every

contributor.

CAPP 190-1(E)

VOLUME I

Introduction 1-1Mission Statement .............................................. 1-1National Objectives ............................................. 1-1Functions of Public Affairs .................................. 1-1The PAO Team ................................................... 1-3Goals for Public Affairs Officers ......................... 1-4Specialty Track Overview ................................... 1-5

Civil Air Patrol Missions 2-1Aerospace Education .......................................... 2-1Emergency Services ........................................... 2-3Cadet Programs .................................................. 2-5

Promoting Civil Air Patrol 3-1Courting the Media ............................................. 3-1Publicizing Special Events ................................. 3-4Public Release of Informationon Accidents ....... 3-7Interviews ............................................................ 3-8The Successful Interview .................................. 3-11Media Message Worksheet .............................. 3-19

Organizing and ReportingRequirements 4-1

Reporting Requirements ..................................... 4-5Civil Air Patrol News .......................................... 4-7

Community Relations 5-1Terms ................................................................... 5-1Becoming a Better Speaker ................................ 5-3Suggested Speech .............................................. 5-4Outline for Speech .............................................. 5-5Manuscript Brief .................................................. 5-9

Unit Communications 6-1Recruiting Materials Request Form ................... 6-4

Your Unit Newsletter 7-1How To Set a Perfect Paragraph of Type .......... 7-6

Photography 8-1

VOLUME II

Mission Roles 9-1Mission Information Officer ................................. 9-1What Every MIO Needs To Know ...................... 9-2How to Set Up MIO Files .................................... 9-5MIO Coordination With Family Liaison .............. 9-7Critical Incident Stress Management Plan ...... 9-11Daily Mission MIO Data Sheet ......................... 9-14Mission PAO Checklist ..................................... 9-15Daily Mission MIO Telephone List ................... 9-16Media Release Daily Log .................................. 9-17Media Resource File ......................................... 9-18Mission Personnel Functional Designations .... 9-19The Mission Kit .................................................. 9-20Biographical Information Form ......................... 9-21

News Release 10-1Tools of the Trade: News Releases ................. 10-1Sample News Release ...................................... 10-5Special Activities for Cadets ........................... 10-13Award Descriptions ......................................... 10-15

Fund Raising 11-1Fund Raising,Donations, and Grants ............... 11-1Sample Letters .................................................. 11-4Successful Grant Writing .................................. 12-1Sources for Grants ............................................ 12-2Where to Begin .................................................. 12-2Before You Begin .............................................. 12-3Writing Your Proposal ....................................... 12-4Organization & Components ............................ 12-5Plan of Operation .............................................. 12-8Checklist for Grant Writers ............................. 12-10Sample Table of Contents .............................. 12-12Evaluation Plan-Foundation ........................... 12-12

1-1

IntroductionCAPP 190-1 (E)

Introduction

Duties & Responsibilities1No area of CAP activity is more vitalto the success of the organization than

the public affairs function.

The basic need of every nonprofit organization is gaining public understanding and

support. It is a never-ending job. This area should not be neglected because the publiccan be very unforgiving when problems arise. Your efforts will directly affect the degreeof public acceptance and support generated for CAP and the U.S. Air Force.

In today�s competitive environment, an effective, aggressive marketing/public relations pro-gram is absolutely vital to survive, and it must begin at the grassroots level!

Mission StatementTo inform internal and external audiences of Civil Air Patrol�s national importance; enable the

organization to grow; protect the image and assets of the corporation; and strengthen relation-ships with key audiences and customers.

National Objectivesv To bring about a greater appreciation and better understanding of CAP missions, objec-

tives, requirements, programs, and accomplishments among members of the generalpublic and members of CAP.

v To promote cooperation between CAP and other aviation organizations, aviation industry,and civic groups.

v To acquaint the public, through a program of general aerospace education, with theimportance of aerospace power as a prime element of our national security.

Functions of Public AffairsThe public affairs officer bears responsibility for managing external and internal communica-

tions. The following is a list of several significant publics and duties associated with them.

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IntroductionCAPP 190-1 (E)

Significant Audiences

General Public

v Plan and organize events/campaigns that have broad appeal to promote CAP to thepublic.

v Recruiting new members.

National Headquarters Marketing & Public Relations Directorate (NHQ CAP/PA)

v Submit articles for publication in CAP News.

v Coordinate with Wing/Region/National Headquarters staff on missions that potentially mayhave a national impact.

v Participate in national public relations campaigns.

Local News Media

v Build and maintain a database of media contacts.

v Develop rapport with local media representatives.

v Schedule radio and TV interviews.

v Pitch stories to local media.

v Research, design, and write copy for timely news releases.

v Develop story lines and write feature articles for periodicals and magazines that have anaffinity with CAP missions.

v Devise systems of disseminating information to external audiences.

Local Legislators, Civic Leaders and Industry Representatives

v Provide regular updates on CAP missions and activities.

v Invite to unit events such as open houses, ribbon-cuttings and award presentations.

v Participate in community affairs.

v Give presentations to civic groups.

v Schedule orientation flights.

v Extend honorary memberships.

Military Leaders

v Arrange introductions for commander with appropriate base leadership.

v Schedule an introductory briefing on CAP at local military facility.

v Provide updates of local CAP events to base newspaper.

Affiliated Organizations

v Develop rapport and establish mutual support.

v Plan events in conjunction with other affiliated organizations.

v Volunteer to support their events.

v Include in database for news release distribution.

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IntroductionCAPP 190-1 (E)

Unit Responsibilities�Duties

Advisor/Communicator

v Advise commander on all matters relating to community relations and media relations.

v Keep unit members informed of unit activities.

v Encourage members to participate in unit activities.

v Produce a monthly newsletter and distribute to all unit members.

Photographer/Videographer

v Produces a visual record of important unit events: awards, presentations, distinguishedvisitors, activities, exercises, and missions.

Protocol Advisor

v Coordinates arrangements for all Distinguished Visitors.

v Advises on seating and flag protocol for CAP events.

Fund-Raiser

v Prepares and implements fund-raising campaigns.

The PAO TeamOne person volunteering his time cannot possibly accomplish all the public relations tasks

necessary to achieve the goals of CAP. It can only be done with a team approach. Your teammay include the following:

Public Affairs Officer (PAO)

v Ensures all PAO functions are carried out within the unit.

v Provides guidance and oversight to PAO team members.

Deputy Public Affairs Officer

v Assists PAO with all responsibilities, including the recruitment of other team members.

Media Relations Officer

v Manages the Media Relations function of the PAO.

Photographer/Videographer

v Photographs and/or records unit award presentations, activities, exercises, and missions.

v Follows up with interviews and photographs of survivors.

v May also produce video news releases for distribution to local media.

Newsletter Editor

v Edits and produces unit newsletters under guidance of PAO. You are the hub for internalinformation.

v May sell local advertising to offset cost of publication.

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IntroductionCAPP 190-1 (E)

Goals for Public Affairs OfficersEvery public affairs officer in CAP should set goals for himself/herself that will improve his/

her own job performance and that will also help CAP to develop the kind of favorable publicityit must have if it is to survive, grow, and fulfill its Congressionally assigned missions.

You should reexamine your goals periodically � at least once a year. Study what you haveaccomplished over the past year, try to find out why you failed to meet your goals (if you did),and set new and higher goals for the coming year. You don�t even have to wait a year; youcan do this anytime.

Following are five suggested goals that you might wish to adopt for yourself. They are goodones and worth your consideration. Surely you can add more of your own.

Establish a Harmonious Working Relationship With Your Unit Commander

Check with him/her at least once a week about his/her plans for activities that may benewsworthy. Discuss with him/her your own plans for an active public affairs program.

Get Acquainted With Your Local News Media

Make a list of all newspapers and radio/TV stations in your area. The �Yellow Pages� ofyour telephone directory is one source of information. Include the names and telephone num-bers of those news media people you need to know and with whom you will be dealing. GOSEE THEM! Introduce yourself, tell them you represent CAP, tell them a little about CAP, askfor their cooperation, offer them yours. Take a press kit when you go for your first visit. Thisshould include pamphlets, folders, or information about CAP, including information about yourunit, a report to Congress, etc. Make it a habit to visit these people regularly. (They are busypeople so don�t stop just to chitchat; take them a news release.)

Make Contacts With Community Officials

This includes your mayor and other city officials, prominent members of business firmsperhaps, local civic club volunteer organizations, etc. Offer your services, or that of a well-spoken member, as a speaker at community events, civic organization meetings, and educa-tional institutions. A prepared speech is included in Chapter 5 of this pamphlet. Prepare slidesto enhance your talk or order a PowerPoint presentation from National Headquarters.

Talk to Your Media Contacts Often

This could be as simple as an announcement of your next meeting. (Some newspaperspublish lists of such club meetings, etc.) (NOTE: Deliver your news release/announcement in

Legislative Officer

v Serves as key liaison with local elected and appointed officials. Lobbies for local andstate support of CAP units.

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IntroductionCAPP 190-1 (E)

person.) Your fellow members like to read about themselves. This helps build morale and stirsinterest within the unit. In addition, it helps advertise CAP to the general public. Also, send atleast one news release per month to Civil Air Patrol News.

Start a Unit Publication Newsletter

Make sure it is published at least once a month. Newsletters are a wonderful way to buildinterest among your members, motivate them to greater activity, and help bring back inactivemembers. When you publish your newsletter, send a copy to National Headquarters Marketingand Public Relations Directorate.

Specialty Track OverviewThe Public Affairs Officer Specialty Track Study Guide outlines requirements for individuals to

progress from the entry level of technician to the intermediate level of senior and the highestrating of master. The technician level provides the individual with basic information to use inperforming duty as a public affairs officer at the unit level. The senior level prepares the publicaffairs officer to serve as a functional public affairs officer and also in an expanded role as anadvisor to the commander. The master level provides requirements to advance to the highestlevel by gaining comprehensive knowledge of all phases of the public affairs program. Thepublic affairs officer will then be qualified to serve in any capacity within the public affairsprogram throughout Civil Air Patrol. Upon completion of each level, the public affairs officer isauthorized to wear a progressive element of the PAO pin.

Complete requirements for obtaining specialty rating in CAP public affairs are listed in CAPP201.

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Mission

CAPP 190-1 (E)

Civil Air Patrol Missions

Where imagination takes flight ...2W

hat began on December 1, 1941, as a civilian effort to augment America�sdefenses has become a multifunctional volunteer organization that servesAmerica today with the same spirit of dedication and commitment. Since 1948,CAP has worked arm-in-arm with our Air Force partners and each year provides

more than 85% of all inland search and rescue support as tasked by the Air Force RescueCoordination Center at Langley AFB, Va.

In addition, CAP volunteer members repeatedly respond to calls from the Federal EmergencyManagement Agency (FEMA) and the American Red Cross when disaster strikes in the form offloods, hurricanes, forest fires, or other natural and man-made disasters. They perform valiantlyand selflessly with little thought for their own comfort and well-being, spending endless hoursaway from family and jobs to serve their fellow Americans.

Equally important is the work we do with the youth of America. Civil Air Patrol Cadet Pro-grams provides young men and women, ages 12-20, with a safe and motivating environment inwhich to grow and explore opportunities in the military and aviation industries. CAP presents analternative life-style to drugs and teenage violence, thus giving thousands of young people theopportunity to embrace the leadership roles of the 21st century with confidence and determina-tion.

Each year presents many memorable challenges and opportunities for CAP in all three of ourmission areas: Aerospace Education, Cadet Programs, and Emergency Services. Our volunteermembers answer every challenge and meet each opportunity with an unparalleled strength ofcharacter.

Aerospace Education CAP has a proud tradition of humanitarian and educational service to all who want to learn

about the wonders of aerospace. CAP continues to fulfill its 1946 charter from Congress toenhance Aerospace Education for CAP members, for America�s schools, and for the generalpublic. CAP carries out its Aerospace Education mission with curriculum tailored for its regularmembership (internal) and educators (external). The internal programs ensure that all CAPmembers (adults and cadets) have an appreciation for and knowledge of aerospace issues.CAP�s external Aerospace Education initiatives are designed for educators in school systemsthroughout the nation.

Mission

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CAPP 190-1(E)

Internal Aerospace Education

The internal program is concerned with two factors: (1) the Aerospace Education portion ofCAP Cadet Programs, and (2) Aerospace Education activities for the senior members of CivilAir Patrol. Within Cadet Programs, Aerospace Education is accomplished through self-studyand instructional sessions using the textbook, Aerospace: The Flight of Discovery and throughaerospace current events reports and activities during unit meetings. Cadets must pass com-prehensive aerospace education exams as they advance through each award: Mitchell, Earhart,Eaker, and Spaatz.

For the senior membership, a voluntary self-study program is available to those individualswho want to increase their understanding of aerospace-related activities. This voluntary programis the Aerospace Education Program for Senior Members (AEPSM). The AEPSM is based onstudy of the textbook, Aerospace: The Challenge, and use of the accompanying study guide.When a senior member completes his or her study of these materials, a comprehensiveexamination is administered. Successful completion of the AEPSM earns the Brigadier GeneralCharles E. �Chuck� Yeager Aerospace Education Achievement Award.

Senior members with an Aerospace Education avocation can fulfill their staff and specialtyservice within CAP by becoming Aerospace Education specialists. The Aerospace Educationspecialists support Cadet Programs, Senior Programs, and external programs through variousinstructional means.

External Aerospace Education

CAP�s Aerospace Education membership is an exclusive category for education profession-als. A professional Aerospace Education staff develops textbooks, lesson plans, and schoolcurriculum in support of its Aerospace Education members. In addition, CAP hosts a number ofworkshops throughout the country, as well as the National Congress on Aviation and SpaceEducation.

CAP is extremely proud to help our nation�s schools. Each year, thousands of free educa-tional products are distributed to teachers across the nation. These products also are used tosupport other educational activities such as teacher workshops, educational conventions,conferences, air shows, and aviation days.

Teachers may order additional classroom support materials through a 48-page catalog.Educational products can be ordered with a special discount for teachers and shipped fordelivery within 48 hours.

In addition, many of CAP�s educational resources can be accessed on line atwww.capnhq.gov.

Developing and enhancing the educational skills of teachers is an ongoing and significantportion of Civil Air Patrol�s Aerospace Education program. Each year, CAP promotes basic andadvanced graduate-level Aerospace Education workshops for hundreds of teachers. Instruc-tional modules prepare teachers to use aerospace themes and techniques to teach science,

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CAPP 190-1 (E)

mathematics, geography, history, social science, art, literature and music. Civil Air Patrol spon-sors field trips to historic aviation sites, aerospace research laboratories, and air and spacefacilities to augment these workshops. To complement the workshops, orientation flights areoften arranged with the U.S. Air Force. These flights expose teachers to the challenges ofaerospace missions and help promote an understanding of the career opportunities available intoday�s Air Force so they may better inform their students.

Each year, CAP hosts the National Congress on Aviation and Space Education. The Con-gress is the premier Aerospace Education event in the nation and is one of CAP�s majorcontributions to aviation and space progress in America. Teachers receive information andpractical training on how to more effectively motivate their students and prepare them for anincreasingly complex world.

One of the main purposes of the Congress is to generate an appreciation and understandingof how aviation research and space exploration have contributed to technological developmentin our society. Space is a frontier that mankind has barely pierced, and CAP believes thecontinuation of America�s supremacy in this arena will require the support of a well-informedand educated citizenry.

Presented annually since 1968, this educational symposium brings together educators fromaround the nation to enjoy a diversity of gifted speakers and motivational teachers. Aerospace-oriented hands-on/minds-on classroom activities for all grade levels are offered in a variety ofbreak-out sessions. Educators enhance their careers and benefit their students by exploring thelatest tools, topics, and techniques in the field of Aerospace Education.

Emergency ServicesSince 1941, Civil Air Patrol has strived to save lives and alleviate human suffering through a

myriad of emergency services missions � Search and Rescue, Disaster Relief and Humanitar-ian Services. CAP also carries out Counterdrug Operations and Drug Demand Reductionprograms under the auspices of its Emergency Services mission.

Search and Rescue

Perhaps best known for its search and rescue effort, CAP flies more than 85 percent of allinland search and rescue missions in the continental United States as tasked by the Air ForceRescue Coordination Center, based at Langley AFB, Va.

Civil Air Patrol volunteers are on call 24-hours a day, 7-days a week, to provide search andrescue services to the Air Force Rescue Coordination Center, the U.S. Coast Guard, rescuecoordination centers in Alaska, Hawaii and Puerto Rico, and state and local agencies. Missionsare initiated to locate missing aircraft, aid aircraft crash victims, search for missing persons,rescue people in distress, locate the source of emergency locator transmitter signals, transportblood or organs, and transport search and rescue dog teams. Each year, CAP is credited withsaving about 100 lives.

Mission

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CAPP 190-1(E)

Disaster Relief

Civil Air Patrol plays a vitally important role in disaster relief operations, providing air andground transportation and an extensive communications network in times of disasters. CAPoften works alongside other agencies in the disaster-relief business to improve responsivenessand to minimize human suffering.

Following disasters, volunteers provide damage-assessment services for state officials, U.S.Army Corps of Engineers, National Guard, and state and county emergency managementagencies. CAP volunteers support flood-relief operations, monitoring water levels, stream flowsand flooding projections. Ground operations include sandbagging, dike patrol, managing emer-gency shelters, and staffing disaster-relief hotlines.

CAP aircrews also provide real-time, slow-scan television images of flood-ravaged areas. Theimages can be transmitted directly from an aircraft to an emergency operations center, whichgreatly augments a center�s ability to coordinate with other relief agencies. Aircrews alsotransport medical supplies to county health departments and fly medical doctors over floodedareas so that they can assess potential health problems.

Through memorandums of understanding, CAP supports many humanitarian relief andemergency management agencies. These include the National Weather Service, American RedCross, Federal Aviation Administration, U.S. Forest Service, Federal Emergency ManagementAgency, the National Oceanic and Atmospheric Administration, and the Salvation Army. Theseagreements outline services each agency may provide to the other in times of disaster or otherhumanitarian crises. CAP is also part of the FAA�s SARDA (state and regional disaster airlift)program. SARDA organizes private industry, government, and the general aviation community toprovide emergency evacuation of communities.

Counterdrug Operations

Civil Air Patrol provides its immense infrastructure to support the federal and state war ondrugs. CAP provides transportation, communications, reconnaissance, and eradication supportfor the Department of Defense, Drug Enforcement Administration, U.S. Customs Service, U.S.Forest Service, and state and local law enforcement agencies. CAP has been tasked toprovide rapid-response reconnaissance for the Southwest border. CAP supports these effortswith more than 5,000 volunteers, who go through a security check and training by either theU.S. Customs Service and/or the Drug Enforcement Administration. Each year, CAP interdictionefforts assist in confiscating or eradicating billions of dollars worth of illegal drugs. Becausehighly trained volunteers provide CAP services, the agency�s costs are minimal and the returnto the taxpayer is immense.

Drug Demand Reduction

In addition to its drug interdiction efforts, Civil Air Patrol is involved in an education programto encourage America�s youth to remain drug free. The program, led by volunteers, is costeffective, placing the limited funds CAP receives for this effort where it will accomplish thegreatest good � in the local communities. CAP�s Drug Demand Reduction program providesalternatives to drug use through senior leadership, mentoring, training, alternative activities, and

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programs to prepare youth for success in life. CAP�s Drug Demand Reduction program isfunded by and is in direct support of the U.S. Air Force Drug Demand Reduction initiatives.

Cadet ProgramsCivil Air Patrol�s Cadet Programs provides young men and women, ages 12-20, with a safe

and motivating environment in which to grow and explore opportunities in the military andaviation industries. Civil Air Patrol cadets participate in a tiered program of progression. Theprogram consists of 16 achievements including the Gen Billy Mitchell, Amelia Earhart, Gen IraC. Eaker, and Gen Carl A. Spaatz awards.

The Military Experience

CAP�s Cadet Programs has a strong impact on the youth of America, especially those withan interest in the military and, in particular, the U.S. Air Force. The Cadet Programs providesthe training necessary to excel in the military and the opportunity to apply it to real-life situa-tions.

The U.S. Air Force recognizes the high standards CAP cadets must meet. For that reason,cadets who earn the Gen Billy Mitchell Award in the Cadet Programs are eligible to enlist in theAir Force, Air Force Reserve or the Air National Guard in the advanced pay grade of E-3(airman first class) instead of airman basic. Cadets reaching this level are also entitled totraining credit when applying for entry into the Air Force Reserve Officer Training Corps.

Civil Air Patrol cadets who earn the Gen Carl A. Spaatz Award often receive preferencewhen applying for Air Force commissioning or entry into the Air Force Academy. Each year,approximately 10 percent of the student population at the U.S. Air Force Academy are formerCAP cadets. These cadets experience a slightly higher graduation rate overall than otheracademy cadets. Other CAP cadets interested in a military career elect to attend the U.S.Military Academy at West Point or the U.S. Naval Academy at Annapolis.

Special Activities

Each year, almost 8,000 cadets attend wing and regional special activities and almost 1,500cadets attend activities at the national level. Additional opportunities for cadets to learn to flyare continuously pursued by CAP�s National Headquarters Cadet Programs staff.

Civil Air Patrol provides more than 20,000 orientation flights to cadets during the year.Through a series of structured flight sessions, cadets are exposed to flight and the generalaviation environment. Cadets are offered the opportunity to fly solo in gliders and poweredaircraft.

The highlight of CAP�s national activities is the International Air Cadet Exchange (IACE).Each year, more than 100 CAP cadets visit one of 18 participating countries in Europe, Austra-lia, and the Pacific Rim. At the same time, foreign cadets and escorts visit CAP wings andsquadrons throughout the United States. The 2½-week visit provides many opportunities forparticipants to learn and experience the host country�s customs. Through IACE, cadets developan understanding of other cultures and help promote international goodwill.

Mission

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CAPP 190-1(E)

Academics and Scholarships

CAP affords cadet members many opportunities to explore exciting career possibilities in thefield of aviation through special programs and academic scholarships. CAP provides scholar-ships to cadets to further their studies in areas such as engineering, science, aircraft mechan-ics, and aerospace medicine, among others. Scholarships leading to solo and private pilot flighttraining are also available.

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CAPP 190-1 (E)

Promoting CAP

Promoting Civil Air Patrol

Why You Must Engage the Media3ivil Air Patrol cannot accomplish its missions without the support of an informedpublic. As a public affairs officer you will deal with several publics: the generalpublic, government and military officials, emergency management agencies,education systems, youth programs and general aviation. When promoting Civil Air

Patrol to your local media, you should evaluate how your message may affect eachof your publics. You should also view each interview as an opportunity to send Civil Air Patrolmessages clearly, concisely, and positively to the American people. With the right attitude andproper preparation, you can have a positive influence on the outcome of stories about the CivilAir Patrol. The bottom line is: Without your support, Civil Air Patrol will miss important opportu-nities to present its messages to its various publics.

Courting the MediaThe media relations program generally refers to any activities that help foster understanding,awareness, support of and confidence in CAP by the American people, and includes thecontinuous issuing of news releases, photographs, feature stories, and other materials to thepublic. In conducting your public affairs program, remember that any information given to newsmedia (newspapers, magazines, television, radio) should be newsworthy, factual, within thelimits of policy and propriety, and timely.

Know Your Product

If you are to be successful in telling the world about CAP, you must know and understand itshistory, accomplishments, programs, missions, affiliation with the Air Force, and broad objec-tives. You must be prepared to give accurate answers to questions about Cadet Programs,Aerospace Education, and Emergency Services, including Counterdrug Operations, specialsummer activities, and qualifications and requirements for membership. You must be thoroughlyfamiliar with all of the information in Chapter 2 of this pamphlet.

Know Your Public

Study the people and groups in your community. Soon you will learn that different groupshave different channels of communication through which you can best reach them. You mayeven want to conduct a survey of community attitudes and expectations.

C

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CAPP 190-1 (E)

Select the Media

Once you identify those with whom you will be dealing, the general public and its differentgroups, you must decide how you can best reach them. Whatever methods you choose, planyour public affairs program carefully.

Compile Your Media List

You should keep an up-to-date list of all your local news media. This list should containnames, telephone and fax numbers, and e-mail addresses of local newspapers, press associa-tions, service publications, radio and TV stations, and Civil Air Patrol News.

After you establish your list, visit the publishers, executives, or editors on your list. Solicittheir support. Visit the editors of newspapers or news broadcasters and schedule brief, informalchats with them, but do not ignore the frontline reporters with whom you may be dealing.Personally deliver a media kit.

Getting Your Story in the Newspaper

NOTE: Any news release sent to a newspaper or which a reporter writes is called a story or a news story.

Your Duty

As a unit PAO, it is your duty to see that publicity about your unit, its personnel, and itsactivities, appears regularly in your local newspaper. You have a valuable commodity to sell �a nonprofit, humanitarian, and community service organization � and the newspaper editor isusually an advocate for the community.

Timely News Leads

Here is a partial list of CAP unit activities that usually can be developed into timely news orfeature stories:

¨ Assignment of a new commander or staff officer.

¨ Ground-breaking for a new facility.

¨ Nominations and appointments to service academies (West Point, the Naval Academy, theAir Force Academy).

¨ A CAP cadet joining one of the military services. (Check with the recruiter to avoidduplicate effort.)

¨ Speaking engagements.

¨ Selection of cadets for scholarships or special CAP activities, such as the International AirCadet Exchange, or participation of adult members in special schools or workshops.

¨ All promotions.

¨ Awards. (These often generate two news stories�one announcing the award, a secondabout the presentation, when it occurs.)

¨ Announcing visits by VIPs, such as congressmen, state officials, CAP national com-mander.

¨ Announcing social events planned by the unit.

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CAPP 190-1 (E)

Promoting CAP

¨ Recruiting drives, sports events, drill competitions, etc.

¨ Announcing search and rescue or disaster missions, or test and practice missions.

¨ CAP participation in community projects, such as parades and exhibits.

Feature Stories

There is another kind of story that has no time element: that is, it will make interestingreading anytime. Examples:

➤ A famous figure or prominent citizen who is a member of the unit.

➤ Entire families who are all members of CAP.

➤ A historical story about how the unit has developed over the years.

➤ Annual summary of unit�s accomplishments.

➤ Outstanding or unusual achievement by an individual member.

➤ Any type of human interest story.

Know Your News Representatives

You should know the important people on the staff of the local newspaper. First, know theperson who is responsible for handling the news of the local area, usually the city or metroeditor. Call on them at a time when they are not too busy. Do not take up their time needlessly.

Trust Your News People

Remember, the editors decide what is news as far as their paper is concerned. If they do notprint something you have given them, then it just was not news to them on that particular dayor there was limited space and your story was the one omitted. Do not expect all your releasesto be published and do not question their judgment.

Twelve Ground Rules

Here are some guides that will help you in planning your public affairs program:

1. Define Your Objective. Before you begin any public relations or public affairs project�whether it is a news release or special event � determine your purpose.

2. Use Your Allies. Newspaper reporters and editors, radio and TV news directors, andinfluential local citizens are your friends and allies in telling the story of CAP.

3. Know What�s News. Everything you do is news to somebody. But it may not be news toyour local newspaper. Try to align your unit activity and its news with community interests�the local angle. Never attempt to force your material on anyone, whether they are a newspa-per editor or a Rotary Club member.

4. News Is Perishable. Keep in mind that news is news only for today. Tomorrow it is history.

5. Be Honest and Accurate. Make your stories as interesting as possible and keep themaccurate and factual. Confirm all ranks and names, affiliations and location names. Bespecific.

6. Spread the News. You may get your news out in many ways: tell the person on the streetor your neighbor, make a speech or buy advertising. But, most often, you will be using

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established news outlets in your area � daily and weekly newspapers, national pressassociations, radio and TV stations, industry and company publications, and public andprivate organizations of significance.

7. Play It Fair. There is no place for partiality among your responsibilities as a PAO. Allmedia�large and small, daily or weekly�deserve and have the right to expect equal atten-tion.

8. Exclusives. If a reporter comes to you for help with a feature or story idea, respect theirright to that story as an exclusive. You are not at liberty to discuss their exclusive with othernews people, unless it is an important story that should be released to all media at once orif you are asked about it. In the latter case, tell the second reporter that someone else isalready working on the story. If they request the facts, give the facts to them and immedi-ately inform the first reporter of your action. No other person or organization, whether it isanother reporter or a civic organization, should be told about the exclusive story before it ispublished unless they ask.

9. Media Queries. Media representatives will sometimes call to ask you for information. If youknow the answer and no regulation or order prevents you from giving it � answer immedi-ately. If you don�t know the answer, don�t try to guess, hedge, or speculate. Say you don�tknow. If the information can be located and the request is reasonable, say so, and take theirname and telephone number. Then find out the facts, return the call and release the infor-mation as soon as possible.

10. Know Your Organization. Be familiar with your unit, the people in it, and its activities andprograms.

11. Establish Many Contacts. The more news people you know the better your chances ofgetting your news published or put on the air.

12. Contacting You. Be sure all local media people know where and how to get in touch withyou � at any time, day or night. Give them telephone numbers to your home, business,personal pager, and cell phone. You may also wish to provide them your e-mail address.

Publicizing Special EventsA special event may be any news making situation � an open house, ribbon-cutting for a

new facility, search-and-rescue exercise, DDR activity, orientation flights, visits by celebrities,and politicians. The publicity for each event requires its own unique handling, but a few basicrules apply to virtually every case.

The Mechanics

First... Establish a timetable because so many events have to dovetail. The timetable shouldinclude the dates for the first announcements, which must be coordinated with any specialinvitations and advertising.

Second... Mailing lists must be prepared for both special activities and the news media. Youmust start early and set firm policies on handing out news media credentials.

Third... The promotion campaign itself must be planned in detail, with a theme selected thatwill carry through all advertising, publicity, letterheads, invitations, and posters.

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Media Kit

A media kit should be prepared for the event, and it should be one of the most carefullythought out pieces of the entire promotion. Media kits are mailed in advance to people whomay not attend the special event but who may write something about it. They are also handedout at the event itself.

Because the kits must serve a variety of media � specialized and mass, print and broad-casting � parts of the kits will differ. Kits for publications may include 8 X 10 glossy photo-graphs with captions glued to the bottom or back. Those for broadcast media may includecassettes with important information spoken by the central figures involved in the news event.Broadcasters may use these as �actualities� (recorded quotes). Brief stories written in broadcaststyle and format, with a suggested release date should accompany your tapes. Television kitsshould include a list of specific activities that have visual appeal as well as videos (VNR),16mm film or slides.

Media kits should be tailored to each occasion; if mailed, they should also include a coverletter that briefly explains the event. Suggested materials to include in media kits:

¨ A basic facts sheet that details the news making event and explains its significance usingfactual terms. Include important dates, times, participants, and relationships (for example,CAP�s relationship to the U.S. Air Force). Be sure to include your name, address, phonenumbers, and e-mail where you can be reached for additional information.

¨ A historical facts sheet that gives background information on the event and identifies theindividual or organization involved. Use a simple date-event format.

¨ A program of events or schedule of activities, including detailed time data. Provide ascript, when possible, for the broadcast media.

¨ A straight news story, never more than a page and half of double-spaced typescript forprint media and one or two short paragraphs for broadcast media. Give both print andbroadcast versions to broadcast news people. The print news media need only the printversion.

¨ A complete list of all participants, with accompanying explanation of their connection withthe event.

¨ Biographical background information on principals, updated with emphasis on currentinformation.

¨ Visual materials, consist of black and white gloss prints for newspapers and magazinesand 35-mm color slides for television and publications using color. Many publications nowaccept scanned images. Check to make sure they are scanned at a resolution, linescreen, and format compatible with the publication�s computer equipment. Be sure allimages are of good quality, have significance, have an identification attached.

¨ A longer general news story that ties in background information.

¨ Two or three feature stories of varying lengths.

¨ A page of special isolated facts that are interesting and will stand alone. These often arepicked up for incorporation into copy written by news people or used as fillers.

¨ Any brochures that are available about the event or organization or person, preparedeither for the event or earlier (if the latter, be sure to update in pen).

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¨ A list of useful additional information, with telephone numbers and addresses of newsorganizations receiving the kits. Have releases and photos (stills and slides) ready for thenewswire people, and have actualities on cassettes for the radio networks as well asvideos for television people. Also include a map and detailed directions.

Media Tips

The word �press� should never be used in a media kit. Press relates only to the print media;a PR person who thinks only in print terms is in the dark ages. Some organizations printsuggested headlines on their envelopes.

The Day Before

The day before your event, call local media as a reminder. Not only will this prod theirmemory, it will give you the opportunity to provide a brief update on the activities. Use this callalso to confirm that you�re set up to handle any technical considerations.

Tie-Ins

Motels and business are usually willing to display special messages on their marquees,especially if the event is an annual attraction of has some civic interest. Banks, utility compa-nies, schools, and libraries often permit exhibits and displays.

Extending Publicity Coverage

To get as much mileage as possible out of your publicity, send clippings and stories tospecial publications such as trade magazines and newsletters as well as to other media thatserve special publics. If possible, get a mayor, governor, or state legislator to issue a proclama-tion to mark the event.

(Excerpts from �This IS PR�; fifth edition; Newsom, Scott, Turk; Wadsworth PublishingCompany; Belmont, California.)

Making Contact

1. Fax or mail news release or advisory 2 weeks in advance.

2. Follow up with phone calls within the next day or two. Schedule appointments with assign-ment editors. If the editors are reluctant to meet with you, tell them you�ll only need about 5minutes of their time.

3. Be punctual and keep all appointments. Take along a media kit to hand-deliver to theassignment editor. Be sure your kit includes a copy of your news release or advisory. (Formore information on media kits, see �Publicizing Special Events� on page 3-4.) Find outwhat time news people have their budget meetings. These meetings are where journalistsare assigned stories to cover each day. They often have input into their assignments andcan sell your story to the assignment editor.

4. Call the assignment editor either the day before the event or the day of the event as areminder. Try to call about an hour or half hour before the budget meeting.

5. Call the assignment editor about an hour or two after the meeting. Ask him if he plans tosend a news crew, and if so, what time they will arrive.

6. Notify potential interviewees beforehand and be sure they are readily available at the scene.

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At the Scene

1. Personally greet news crew and escort them to where the action takes place. Haveinterviewees close by.

2. TV crews like action. They�ll probably want to do their interviews with activity in the back-ground.

3. Newspaper journalists and interviewees need a bit of seclusion. Escort them to a quietplace. If the journalist brings along a photographer, escort him to places of activity.

Follow Up

1. Watch newscasts and read the paper.

2. Hand deliver a thank-you note and a CAP memento.

Public Release of Information on AccidentsWe�ll talk about CAP accidents first, then move on to other types of accidents.

CAP Accidents

Prepare news releases concerning CAP accidents as follows:

No Fatalities

If no one dies in the accident, you may release the following:

➤ Statement that the accident occurred.

➤ Location and time of the accident.

➤ Time and place of aircraft or vehicle departure and destination.

➤ Biographical information about persons involved.

➤ Type of aircraft or vehicle.

➤ Purpose of the trip, if known.

➤ Pictures of persons involved in the accident, if available. These should be photographstaken before the accident. Do not release any photographs with grisly or gory scenes.

➤ Do not speculate or comment in any way on the probable cause of the accident. If youare asked questions about the cause, reply that �a board of qualified officials will investi-gate the accident and results will be available when the investigation is completed.�

Accidents Involving Fatalities

The above applies, except the names of fatalities will be released as follows:

When a CAP aircraft crashes in a civilian community causing significant property damage orcausing injury or death to persons in the community, the commander will not normally releasethe names of members killed in the accident before their next of kin have notified. This may bedone when, in judgement of the commander, the needs of the public far outweigh any potential

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distress of the victims� next of kin. This may be necessary when the commander needs toimmediately reassure the community that the members were well qualified and experienced, orwhen information on the members is needed by civilian authorities to identify the accidentvictims� remains.

If the accident involves an aircraft that crashes in a remote area, does not involve injury ordeaths to persons in the locality, and does not cause appreciable property damage, the namesand addresses of the casualties will be withheld until the next of kin have been officially notifiedby the unit commander. The names and addresses of the injured may be released.

Other Civil Accidents

If the accident involves commercial aircraft or private aircraft not connected with CAP, youmay not release information about the accident, whether casualties occur or not. If the newsmedia inquires about such an accident, refer them to whatever authority has jurisdiction of thevehicle or aircraft involved. However, this does not preclude you from releasing informationabout CAP�s involvement in the search for a missing aircraft.

Military Accidents

CAP personnel or PAOs will not release information about military accidents unless theappropriate military authority specifically requests CAP to do so. As in the preceding section,however, this does not prevent you from releasing information about CAP search activity.

If your unit is involved in a search-and-rescue effort following a plane crash or other disaster-relief mission, get the facts of your unit�s participation to the news media immediately. Confineyourself to the facts concerning your CAP unit�s endeavor, coordinate your releases with localcivilian and/or military officials, and above all, DON�T SPECULATE ON THE CAUSE or otheraspects of the tragedy. Many other rescue agencies are usually involved. So don�t exaggerateCAP�s participation.

At the scene of the accident, PAOs and other CAP personnel do not have the authority tointerfere with news people or photographers covering accidents and may not engage in anyform of law enforcement activity at the scene.

InterviewsGetting Ready

Your success in an interview is directly tied to the quality of your preparation before and thelevel of control you exercise during the interview process. Don�t think an interview is a conver-sation and that you can �wing it.� View it instead as an opportunity for you to make a well-developed presentation reflecting research, preparation and enthusiasm. (See also, �TheSuccessful Interview� on page 3-11.)

Messages

You should never do an interview unless you know exactly what you want to say and howyou want to say it. You should anticipate the issues and questions an interviewer will present,and be equipped with short, memorable, positive messages with which to respond.

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Use the �Inverted Pyramid� to structure your interviewanswers.

Beware of space and time constraints journalists face. Inthe majority of interview scenarios it is crucial for you to distillyour messages down to 12-15 second sound bites of one or twodozen quotable words.

Given that you have no control over what answers an interviewerwill use in the final story, it is equally essential that each one of youranswers be a �home run.�

Tools

Here are some basic techniques you can use to control an interview and get your messagesacross:

Bridging is smoothly transitioning from the question asked to your messages. A directquestion deserves a direct answer. But then, after briefly touching upon the answer,bridge to your messages and your agenda.

Hooking is taking advantage of opportunities before and during the interview to help focus onwhat you want to talk about. The idea is to entice the interviewer into your agenda. Tellthe interviewer what is on your mind � in most instances, your interviewer will be recep-tive.

Flagging is simply a way to underscore, verbally and nonverbally, what�s important within youranswers during the course of an interview. You can use voice inflection, a hand gesture,eye contact, body language, or a phrase, such as, �What is really critical to know aboutthis issue ...,� to ensure the interviewer and audience have a clear understanding of whatyou think is important.

Personal credibility is never forgetting that you are the expert � that�s why the media hascome to you for the interview. Use your personal knowledge and experience to avoidspeaking about Civil Air Patrol in the abstract.

Repeating Your Messages

An interview has a purpose and so should you. During an interview, repeat your messagesover and over to increase your audience�s retention of them. Repetition also is important toensure that your messages are remembered clearly by your interviewer.

Your Appearance on Television

Television has a tendency to flatten your personality and animation. When appearing ontelevision, remember to �punch yourself up� to compensate for the flattening effect.

Research shows that the average audience will remember only 7 percent of the words yousay. The balance of their impression will depend upon your voice, face, uniform, and thepersonal charm and credibility you bring to the interview.

Thesis

Conclusion

Facts

SupportingArguments & Data

Inverted Pyramid

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Don�t slouch, rock back and forth, swivel, twitch, or twiddle. Make sure your facial expres-sions and hand gestures are appropriate to your words and the seriousness of the issue beingdiscussed. Concentrate on your interviewer, maintain eye contact, and convey conviction andenthusiasm. Also, don�t forget: if you�re boring, the viewers at home will begin to channel surf,and you�ll lose a valuable opportunity.

Rules of Engagement

The Interviewer and the Audience

Prior to any interview, you should find out as much as you can about your interviewer andyour audience. But don�t confuse the two. The former is only a conduit to the latter, and youshould tailor your messages accordingly.

The Record

Always consider yourself �on the record� and never say anything you don�t want to see inprint or broadcast.

Language

Always remember to speak the public�s language and avoid acronyms, jargon, or technicalterms. Your messages should be clearly understood by every member of your audience.

Keep Up With the News

Be sure that you are aware of what has been on the evening news and in the morningpapers prior to doing an interview. Reporters and interviewers will know what�s in the news,and so should you.

Arguments

The old saying goes: �You won�t win an argument with someone who buys ink by the barrelor videotape by the case.� Never argue. Simply state that you understand the person�s concernand try to answer the question.

Protect the Record

Bad information has a way of propagating and taking on a life of its own unless challenged.If an interviewer asks you a question based upon false data, be sure to protect and, if neces-sary, correct the record.

Honesty

Last, always answer honestly, but without saying �no comment.� If you don�t know the answerto a question or if the answer would invade someone�s privacy, it�s okay to say so. And thenbridge to one of your messages.

Print Interview Reminders

1. Develop your messages. Make them short, positive and memorable, and repeat themthroughout the interview. It�s imperative that you know what to say and how to say it beforegoing to an interview.

2. Know your interviewer and your audience. Round up articles penned by the interviewerand talk to people the reporter has interviewed.

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3. Know the reporter�s deadlines.

4. Provide photos or graphic materials to accompany a story.

5. Consider yourself always on record.

6. Never forget that you�re in control of the interview and that you have an agenda. Makesure you get your message across.

The Successful Interview(Written for the commander or spokesperson. Demonstrates the PAO�s role in preparing the

interviewee for the television interview.)

by MSgt Valerie McGovern, USAF/ACC Public Affairs(edited by CAP Marketing & Public Relations Directorate with ACC permission)

Why Be Interviewed? No doubt you�ve heard the expression, �You get what you pay for.� Ifyou�re paying dearly, you surely want to know everything about your purchase � both the goodnews and the bad news.

Americans feel the same way about their Civil Air Patrol (CAP). They�ve invested their taxdollars in CAP�s missions. As stakeholders, they want to know what they�re getting for theirinvestment � and they have the right to know. Without the support of a well-informed Americanpublic, the future of CAP could be at stake.

We must all make every effort to inform the public � commanders and public affairs expertsalike. That�s where you come in. As CAP leaders and experts in your field, you should viewradio, television and newspaper interviews as opportunities to tell the CAP story.

With assistance from your public affairs officer, the right attitude and proper preparation, youcan clearly and positively convey CAP�s messages to Americans � through the media.

Your success during an interview is tied to the quality of your preparation and the level ofcontrol you exercise. Although you�ll probably be asked about your job, don�t think an interviewis a casual conversation you can just �wing.�

For the unprepared, being questioned by the media can be stressful and embarrassing. But ifyou�re prepared, the interview will be an opportunity to make a presentation reflecting profes-sionalism, knowledge, and enthusiasm.

This material will help prepare you to do just that. It covers:

¨ composing messages.

¨ rules of engagement.

¨ answering difficult questions.

¨ successful communication.

¨ do�s and don�ts.

¨ and nonverbal communication.

Your preparation (and that of your public affairs officer) and this material will lead you tosuccessful media interviews.

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Prepare To Succeed

Preparation is the key to any interview, especially one in front of a camera.

You�ll have just seconds to professionally state your position while the cameras are rolling. Itisn�t the time to formulate quick answers to serious questions. Public affairs can help youanticipate questions and develop messages to respond with.

Before the interview, work with public affairs to know everything possible about the interview,what you want to say and how to say it.

Know About the Interview

Get answers to the who, what, when, where, why, and how from public affairs.

Who will interview you? What is their background? Do they often interrupt? Are they priormilitary? Do they know much about the military? Who is the audience? Who are the otherguests? Who is your point of contact?

What is the subject of the interview? What type of program are you appearing on? What isexpected of you? What should you do specifically?

When is the interview? When will it air? When should you arrive?

Where will the interview take place? Where will you sit? Where should you look? Where willthe program air?

Why do they want you? Why are they interested in the subject? What�s been the slant of thestory so far?

How will the interview be conducted? How will it end? How should you dress?

Know What You Want To Say

You may know the subject well, the topic may even be your job, but don�t assume everyquestion you�re asked will be easy to answer.

The public wants answers to the hard questions, so it�s the reporter�s job to ask. With publicaffairs assistance, anticipate the hard questions and plan your answers.

Make a list of all the questions you could possibly be asked. Then attempt to answer thequestions using messages � short sound-bites of key information you feel the public needs toknow.

For example: If you�re being interviewed about a CAP crash, you�ll want to stress that theNTSB and CAP are conducting an investigation and its results will be used to ensure such anaccident doesn�t happen again. This is one of your messages. Also, go into an interview withsomething to say. Know the points you want to make, know what you want the headline or leadto be. Don�t rely on the reporter to steer the interview in the direction you�d like. Sure, answerthe questions, but also have your own agenda. For example: You may want to talk about an airshow CAP will be participating in, but the reporter covers it lightly and then starts asking aboutthe loud level of aircraft noise. Answer the question, then plug the air show.

Tell the reporter the public is invited out to enjoy the show and learn about your mission, sothey can better understand the reason for the noise. This is called bridging. You�re bridging towhat you want to talk about. Finally, you need to practice. Have your public affairs office set up

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a mock interview or press conference. At least have someone play the role of interviewer soyou can rehearse your delivery. Know how to say it. Never give simple yes or no answers. Ifyou do, you�re missing your opportunity to deliver a positive message about CAP. For example:�Is it true one of your members was reprimanded for sexual harassment?� �CAP has zerotolerance for this type of behavior, so we did reprimand an officer who made intolerable com-ments to a co-worker. We do everything possible to ensure our people work in a friendly,professional atmosphere.� Notice the admission of a problem. It�s perfectly all right to admit aproblem � just make sure to state the steps being taken to fix the problem. Get your messageacross, but don�t be long-winded. Your answers should be 15 to 30 seconds long, with yourpositive message up front. Any longer, and you�ll lose your audience. But take a second or twobefore you respond to the question. Rapid answers could sound rehearsed. Be personable.Answer questions and deliver messages with interest, passion, and conviction. If you don�tsound interested, the audience won�t be either.

Get Your Message Across

Once again, before doing any interview, you should know what you want to say. In addition tobeing knowledgeable about CAP issues and messages, you should also be prepared with a fewmessages of your own. Public affairs can help you with both. Messages are your �commercials�for use throughout an interview. They can be about the interview subject or other CAP issues.Make sure your messages are short, memorable, and positive. Think of them as sound bites.Use crisp, high-impact words in statements that emphasize the positive. Here are some ex-amples of CAP messages you can use for many occasions:

¨ CAP is prepared to respond to a crisis anywhere, anytime.

¨ CAP performed 86 percent of all SAR as tasked by the AFRCC last year.

¨ CAP�s Counterdrug reconnaissance flights were responsible for the eradication of billionsof dollars in illegal drugs last year. CAP is a proud, motivated, mission-ready team.

¨ CAP doesn�t tolerate drug use, sexual harassment, or discrimination of any kind.

Remember, positive messages can come out of negative events. If you�re getting to thebottom of an issue, or fixing the problem � that�s positive. Use it for a message.

Use the �Media Message Worksheet� example on page 3-19 to prepare for media interviews.

Nonverbal Communication

Your nonverbals are also important in getting your message across.

Research shows that the average audience remembers only 7 percent of the words you say.The audience perception of you and CAP depends on your voice, face, uniform, personalcharm, and credibility. Also, television has a tendency to flatten your personality and animation,so you�ll need to exaggerate your nonverbals a little. Following are tips about appearance andnonverbal communication:

➤ Wear service dress (civilians wear the equivalent business attire).

➤ Women shouldn�t wear more than their usual amount of makeup and men shouldn�thesitate to ask for makeup at the studio � it helps control perspiration and glare.

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➤ Wear over-the-calf socks so your shins don�t show when you cross your legs.

➤ Keep jewelry simple.

➤ Shave just before you go to the studio.

➤ Pull the back of your jacket down and sit on it so you don�t look like you�re wearingshoulder pads.

➤ Wear glasses if you need to, but tilt them downward very slightly to eliminate glare.

➤ Don�t wear sunglasses.

➤ Sit up straight and don�t rock or swivel in the chair.

➤ Make frequent hand gestures and facial expressions, but make sure they�re appropriateto the subject matter.

➤ Don�t rest your elbows on the arms of the chair; you�ll find them locked there and youwon�t be able to make natural hand gestures.

➤ Bring hand gestures up to your chest, not at your lap or in front of your face.

➤ Maintain eye contact with the reporter; looking at the floor, shifting your eyes back andforth, or avoiding eye contact will make you look dishonest.

➤ Show interest in the program, subject, reporter, and interview - convey enthusiasm.

➤ Restrain from making nervous gestures such as looking at your watch or pulling at yoursocks.

Rules of Engagement

An interview with the news media can be polite and conversational if you follow a few basicrules of engagement.

Set the Ground Rules

First, agree on the ground rules before the interview. Your public affairs officer should talk tothe reporter about the agenda, and explain yours. If you can�t talk about an issue because it�sclassified (truly classified and not just embarrassing), tell the reporter. You may still be askedabout the issue on the air, but at least now the reporter is prepared not to do an entire showon something you can�t discuss. If you�re asked a question on the air that you earlier told thereporter you couldn�t talk about, don�t get upset. Don�t say, �You said you wouldn�t ask meabout that.� You�ll sound like you�re hiding a secret. Instead, answer by saying, �I�m not pre-pared to talk about details of the subject, because they�re classified (or whatever), but I candiscuss...� The second part of the response is called a bridge. With practice, you�ll find it easyto bridge from the reporter�s question to your message.

Know the Definitions

Here are the definitions to terms you�ll hear often when working with the media:

On the Record

The reporter can use everything you say and attribute it to you by name and title.

Off the Record

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The reporter can�t use anything you say. Go �off the record� only if the information is vital tothe reporter�s full understanding of an issue.

Background

The reporter will use the information but won�t directly attribute it to you. �CAP spokesperson�might be used � you and the reporter agree what�s best. It�s best to always consider yourself�on the record.� Don�t say anything you wouldn�t want to see on the news. If you feel thereporter needs �background� or �off the record� information, tell him before you�re near amicrophone. Make certain the reporter understands the information is �background� or �off therecord� before you tell him.

Crisis Communication

Don�t ignore the media during or just after a crisis. Get bad news out all at once, right away.If you don�t, you�ll appear to be hiding something or you�ll appear guilty of everything. If you oryour public affairs officer doesn�t talk to the media, someone will. If the media uses othersources you�ll lose credibility with the media and the public. You�ll also run the risk of the mediagetting the wrong information. Public affairs is responsible for releasing information to the mediain the event of a crisis. This first release (written or televised) doesn�t need to answer everypossible question concerning the crisis; however, it should at least answer: who (not necessarilyby name), what, when, and where. It should also contain a statement expressing concern orregret and a sentence explaining that an investigation into the incident will take place. Theinformation released should be clear and accurate. Of course the facts should be correct at thetime of release but expect the facts to change during the confusion of a crisis. Just be honestand update the media often.

Speak Their Language

Avoid CAP or military acronyms, jargon, and technical terms. Use analogies to explaintechnical information in a way we can all understand. Your messages should be clear andunderstandable to every member of your audience.

Arguments

Don�t lose your cool if the reporter starts arguing with you during the interview, keep yourcomposure. You�ll appear defensive if you argue. Instead, state your point again and bridge toone of your messages. There are times, however, when you�ll need to step up to a situationand maintain control of the interview. Don�t be passive if the reporter is being confrontational.Try to use personal experiences that the reporter can�t argue with. If you say, �I�ve flown theaircraft several times and it handles perfectly,� there�s not much for the reporter to argue about� unless they�ve also flown it.

Honesty Is the Best Policy

Always answer honestly. If you don�t know the answer to a question, if the answer is classi-fied or would invade someone�s privacy, say so. Then bridge to your message. Never say �nocomment.� To the public, �no comment� means you�re hiding something.

Answering Questions

There are several types of questions a reporter can ask. Some, like the easy �softball�question or the �tell me what you do� question, offer you time to stress messages and positivepoints.

Others, like the �loaded� or the �forced choice� questions, can be tougher to answer. A

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technique you�ll find very useful is bridging. It�s a way of downplaying the question, then sayingwhat you really want to talk about � your messages.

Phrases like, �Let�s not lose sight of the real concern...,� �More important...,� �That�s not thereal issue. The real issue is...,� are examples of bridges. Briefly answer what you can of thereporter�s question then bridge to your message.

Watch the evening news to see how the pros use bridging. Check out how many of thereporters� questions are actually answered.

You�ll also want to answer your question in the form of a news article. State the most impor-tant information first, then fill in the details. In case the reporter interrupts you, you�ll havealready stated the important information.

Following are common types of questions, techniques to answer them, and examples. Youand your public affairs officer should anticipate these types of questions when you�re preparingfor an interview.

Softball

Q: What�s it like to be a commander in CAP? This question gives you a great opportunity toexpound on all your messages.

Take advantage. Answer with great enthusiasm. Smile. Use expressive hand gestures. Praiseyour people � the volunteer membership. This is the only type of question where your answercan be more than 15 to 30 seconds. Don�t ramble, but don�t stop until you�ve covered all ofyour positive points and messages.

A: Commanding a CAP unit is a fantastic job! It�s wonderful to work with such talentedpeople...

Hypothetical

Q: Do you think CAP will survive this? Don�t ever answer hypothetical questions; don�tspeculate. Discount the question and bridge to a message.

A: I can�t see into the future, but I can tell you CAP has been around for more than 50years, etc�

False Facts or Assumptions

Q: So, the Environmental Protection Agency has fined XYZ squadron for violating regula-tions? Don�t repeat the false information in the question. For example, don�t say, �No, the EPAhasn�t fined us for violating regulations.� Correct the record and bridge to a message.

A: That�s not correct. XYZ squadron did very well during the recent EPA inspection. The EPAinspector made a few suggestions on how we can better our�

Leading

Q: In a recent news article, you were quoted as saying it will be several months until all yourpilots will be trained on the new equipment. Are you saying you can�t conduct any SAR mis-sions until then?

Again, don�t repeat the question, set the record straight, then bridge to a message.

A: Absolutely not. Our Wing is fully capable of launching a search. There are a few peoplewho require training on the new equipment, but we are still able to fulfill our mission.

Forced Choices

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Q: Did the crash occur because a pilot lacked the required training? Obviously, don�t agree ifthe choice is incorrect. Tell what you can. If the incident is still under investigation, then attempta positive message.

A: The incident is under investigation, so at this time we don�t know the cause.

However, I can tell you that our pilots go through continuous training in order to stay profi-cient.

Factual About Bad News

Q: Can you confirm that two people were seriously injured in an accident? Don�t ever try tohide or gloss over bad news. Admit to the accident, problem, or mistake, state your concern,then say how you�re going to fix it.

A: Yes, right now two of our people are recovering in the hospital. We�re doing all we can tohelp them and to ensure this kind of accident doesn�t happen again.

Can�t Answer

Q: What were the events leading up to the accident? What was the cause of the accident? Ifyou don�t know the answer say:

A: I�m not sure of the details, but I will get that information for you. If you know but can�tanswer because the information is classified or the issue is under investigation, say so:

A: I can�t answer that question because the information is classified.

A: I can�t answer that because the issue is still under investigation. Then, don�t forget tobridge to your message.

A: I can tell you...

Your Opinion/Another�s Opinion

Q: What is your personal opinion about the incident? What do you think the mayor will say?How do you think the jury will respond? On CAP/Air Force or government matters, you don�thave a personal opinion when it comes to talking to the media. You speak on behalf of yourorganization � not because you�re not entitled to a personal opinion, but because whatever yousay will be taken as a CAP opinion � the CAP position.

A: My personal opinions aren�t the issue here, but I can tell you that CAP believes in... Youshouldn�t speak for others or speculate on how they may respond.

A: I can�t speak for the mayor, but I can say our National Commander will ensure we do ourpart. ... Of course you can give your opinions when you are really asked personal questions. Ifyou�re asked about your family, home, and hobbies, then by all means, have a personal opin-ion.

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CAPP 190-1 (E)

Do�s

4 take every opportunity to tell the CAPstory

4 find out all you can about the inter-view

4 establish ground rules

4 determine your audience

4 anticipate the questions you�ll beasked

4 write out the messages you want toconvey

4 practice answering the questions

4 wear service dress (or equivalentbusiness attire)

4 arrive at the studio early

4 ask for makeup if needed

4 wear glasses if you can�t see withoutthem

4 use frequent, but natural handgestures

4 sit up straight in the chair

4 assume everything you say, evenwhen off camera, will be broadcast orprinted

4 bridge to your messages

4 relax

4 smile when appropriate

4 convey enthusiasm

4 talk about personal experiences

4 use simple, understandable languagethat your audience is sure to under-stand

4 set the record straight

4 stay calm

4 always be honest

Don�ts

7 fail to prepare

7 cover or gloss over the truth

7 speculate

7 smile or grin at inappropriate times

7 make nervous gestures

7 roll or shift your eyes

7 say anything you don�t want on the airor in print

7 use acronyms or technical jargon

7 answer hypothetical questions

7 use �no comment�

7 argue

7 let the reporter put words in your mouth

7 just answer yes or no

7 assume you won�t be asked aboutimportant CAP issues

7 assume the reporter knows nothingabout CAP

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CAPP 190-1 (E)

Promoting CAPExample

Media Message Worksheet

Media Event: Channel 4 News

Date: Tues., 14th Time: 3:00 p.m.

Interviewer: Ms. Erica Smith, Ch. 4 Anchor

Issue: Aircraft accident, no injuries

Message 1: Investigation is under way to determine the cause to ensure this

doesn�t happen again.

Message 2: Civil Air Patrol has an excellent safety record; our accident rate is

much lower than that of general aviation.

Message 3: No one was hurt and property damage was minimal.

Other Issues: To fly a Civil Air Patrol mission, a pilot must have at least

200 flying hours and complete a check ride. Our pilots also train continuously

throughout the year. Through a combination of experience and training, our pilot

avoided injury and minimized property damage.

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CAPP 190-1 (E)

Organization

Organization& Reporting Requirements4

o do an effective job, a CAP public affairs officer must know how the CAP publicaffairs program is organized and understand the responsibilities of its various levels

and positions

National Headquarters Marketing & Public Relations

This office is a staff agency of National Headquarters Civil Air Patrol. The director of Market-ing and Public Relations is directly responsible to the executive director for operating thenational public affairs program. The Marketing and Public Relations Directorate is comprised ofthree sections: Marketing, Public Relations, and CAP News. The address is NHQ CAP/PA, 105S. Hansell St., Bldg. 714, Maxwell AFB, AL 36112-6332.

Field Service Assistance

The Marketing and Public Relations Directorate is here to serve you. To the extent travelfunds permit, it will provide representatives at region conferences. The directorate can alsofurnish you, free of charge and in reasonable quantities, various types of materials in support ofyour public affairs and recruiting/retention programs.

In the event, you find your unit facing a public relations crisis, call the Marketing and PublicRelations Directorate for assistance. Please remember the field service assistance is a two-waystreet and the directorate staff depends on you to keep them apprised of your needs.

Region Public Affairs Officer

The region PAO serves mainly as an advisor, acting as a field representative for NationalHeadquarters Marketing and Public Relations and as a staff assistant and advisor to the regioncommander on public affairs matters. The region PAO keeps the region commander informedof wing public affairs activities within the region and uses the services and experience of thewing public affairs officer to advise and guide PAOs at lower levels in solving problems andovercoming weak areas, as requested.

In addition, the region public affairs officer is the PAO for the region staff, conducting asound public relations program with all news media at that level. The region PAO is not re-quired to submit activity reports to National Headquarters.

The channel of communications is direct from National Headquarters to wing public affairsofficers and vice versa. It is not required to go through the region PAO. Since the region public

T

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CAPP 190-1 (E)

affairs officer must keep the region commander advised of wing PAO activities, wing publicaffairs officers must submit a copy of their quarterly activity report to the region PAO. Thisshould be mailed at the same time the original report is mailed to NHQ CAP/PA.

The Region PAO and Region Conferences

One of the primary jobs of the region PAO is planning a public affairs section of the annualregion conference and coordinating plans with the host wing public affairs officer and NationalHeadquarters Marketing and Public Relations Directorate. The region PAO serves as moderatorfor the public affairs section of the meeting and carries out other information activities beforeand during the conference. The region public affairs officer serves as field representative forNational Headquarters Marketing and Public Relations, prepares an agenda, and in cooperationwith the host wing PAO, conducts the meeting according to the desires of the region com-mander.

The Wing Public Affairs Officer

From an administrative standpoint, the success of the national public affairs program restsalmost entirely on the wing PAO.

The wing public affairs officer�s primary responsibilities are as follows:

¨ To advise the wing commander on all public affairs matters;

¨ To organize and conduct an effective public affairs program for the wing;

¨ To support and implement at the wing level, national marketing and public relationsprograms and/or campaigns

¨ To encourage the assignment of qualified and effective public affairs officers in eachgroup, squadron, and flight within the wing;

¨ To train and assist them in carrying out their information duties;

¨ To evaluate their efforts and make any necessary reports to National HeadquartersMarketing and Public Relations.

In addition, the wing PAOs perform duties of working public affairs officers at the wing level,publicizing the activities of the wing.

The Wing PAO Workshop

One of the major duties of the wing public affairs officer is to conduct wing PAO workshops,which should be held at least twice a year and no less than one per year. The PAO workshopat the wing conference may qualify as one of these so long as the workshop is at least 90minutes. Planning is key to a successful workshop and, in planning one, the public affairsofficer should consider the following:

The Place

The wing PAO should hold the workshop at a location that is most convenient to the mostpeople and should arrange well ahead of time for an adequate space and location.

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CAPP 190-1 (E)

Organization

The Date

Those who will attend should be queried as to the most convenient date and, when the dateis selected, should be notified at least a month in advance.

Who Will Attend

All public affairs officers in the wing should attend. Wing public affairs officer should invite theregion PAO and public affair officers from other wings in the region. In addition, they shouldinvite the wing commander, the wing headquarters staff, the wing liaison officers, and unitcommanders.

The Program

Wing PAOs should ensure that the workshop is a working meeting and not just a socialoccasion. They should arrange a suitable program, perhaps to include a guest speaker who isprominent in the fields of public relations, the news media, education, aviation, or business.They should not overlook the possibility of using editors of weekly newspapers. The speakershould be briefed well ahead of time about CAP and its public affairs program.

The Wing PAO and the Region Conference

Each wing can expect to be the host for the region conference at some time or other. Thismakes the wing PAO responsible for acting as the host for the public affairs section of theconference. The region PAO conducts this section of the conference but the wing PAO shouldwork closely with the region public affairs officer in order that wishes of both region and wingcommanders concerned are considered. The host wing public affairs officer will be responsiblefor planning publicity and for adequate news coverage of the entire conference.

The Group Public Affairs Officer

The group PAO acts as advisor to subordinate squadron and flight PAOs in much the samemanner as wing public affairs officers advise units under their jurisdiction. Group PAOs:

¨ Act as staff advisor to the group commander on all public affairs matters.

¨ Support the wing PAO in implementing national marketing/public relations programs andcampaigns within their group.

¨ Responsible to the group commander for an effective public affairs effort throughout theirgroup. The group public affairs officers coordinate efforts of all squadrons and flight PAOsto ensure that the unit public affairs officers are not working independently on projects ofmutual interest.

¨ Make frequent visits to squadrons and flights within their group to assist public affairsofficers and to hold group PAO meetings which inform, instruct, and advise squadron andflight PAOs. They should not take over functions of the squadron and flight public affairsofficers, however.

¨ Arrange for speaking engagements for CAP group personnel before civic organizations,schools, and local groups.

¨ Maintain close liaison with the PAO to ensure uniform information efforts throughout thewing.

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CAPP 190-1 (E)

¨ Communicate directly with National Headquarters Marketing and Public Relations Direc-torate, as necessary, sending copies of correspondence to the wing PAOs to keep themadvised.

¨ Responsible to the group commander for publicity for their group only. They coordinatethe efforts of their squadrons and flights and assist the unit PAOs as requested, but theyare not to assume responsibility as the sole authority for releasing news stories, photos,etc., for their squadrons and flights.

¨ Encourage unit PAOs to exert maximum efforts in all phases of the public affairs programand encourage them to send news releases or articles regularly to Civil Air Patrol News.

The Squadron (or Flight) Public Affairs Officer

The squadron PAOs in CAP are the backbone of the national program. The major efforts ofNational Headquarters Marketing and Public Relations Directorate are directed in their behalf,and this pamphlet is intended as a tool to help them do an effective job. The basic responsibili-ties and duties of the squadron public affairs officers are to:

¨ Act as advisor to the squadron commander on all public affairs matters.

¨ Be responsible for an effective program for the squadron and for publicity on squadronactivities.

¨ Implement national marketing/public relations programs and campaigns in their commu-nity.

¨ Establish and maintain contacts with local news papers, wire services and radio and TVstations to promote good public relations and ensure that a constant flow of good newsstories and photographs on squadron activities reaches the local media and is sent to theeditor of Civil Air Patrol News.

¨ Communicate directly with National Headquarters Marketing and Public Relations asnecessary and send news stories, photographs, copies of unit publications, specialreports, and clippings of exceptional news coverage (full and half-page features, etc.) tothat office.

¨ Arrange speaking engagements for CAP personnel, including cadets, before civic organi-zations, schools, and municipal and local gatherings.

¨ Participate in the national public affairs program, comply with all existing regulations andsending reports on all squadron information activities to the wing PAO, along with backupmaterial, in accordance with the wing directives.

¨ Seek help and guidance from the wing PAO and from National Headquarters Marketingand Public Relations Directorate as necessary in solving problems.

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CAPP 190-1 (E)

Organization

Reporting RequirementsThis section outlines the reporting requirements for public affairs officers. These reports are

used each year in rating the various wings in the public affairs function.

Region PAOs

Region public affairs officers are not required to send any reports to National Headquarters.However, they may, if they wish, send informational reports each quarter or from time to time,on public affairs activities at region level and on the effectiveness and/or problems of the publicaffairs program within the wings of their region.

Wing PAOs

Wing PAOs are required to report to National Headquarters on public affairs activities withintheir wings. They are the only PAOs required to report directly to National Headquarters. Eachwing PAO is responsible for advising National Headquarters Marketing and Public Relations oftheir appointment to this position. The wing PAO will submit CAP Form 190-1 to NationalHeadquarters on a quarterly basis. Wing PAOs are also responsible for providing report formsand other guidance to subordinate unit PAOs within their wing.

Four times a year, at the end of each quarter, each wing PAO is required to submit a reportcovering public affairs activities within their wing to National Headquarters. Wing PAOs mustcomplete and submit CAPF 190-1, Public Affairs Officer�s Quarterly Report, directly to NHQCAP/PA. The form may be e-mailed, completed on-line, faxed or mailed to National Headquar-ters Marketing and Public Relations Directorate. A copy of the report is to be sent to the regionpublic affairs officer.

Each report should contain a brief narrative description of public affairs activities within theareas of newspaper/printed media activities; radio/TV activities; community relations activities;internal information activities; and miscellaneous activities.

Twice each year, with the first and third quarter reports, wing public affairs officers will sendNational Headquarters Marketing and Public Relations a roster of all PAOs within the wing,listing names, units to which assigned, home addresses, telephone numbers and e-mail ad-dresses. A copy of the roster is to be sent to the region PAO.

Reports that are mailed must be postmarked not later than the following dates:

First quarter report: 30 April

Second quarter: 31 July

Third quarter: 31 Oct

Fourth quarter: 31 Jan

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CAPP 190-1 (E)

Contents of the Report

Reports may be submitted electronically via e-mail to pa@capnhq.gov. The format of CAPF190-1 must be followed. The preceding dates will be the deadline for submitting electronicreports. Wing PAOs should submit quarterly reports on CAPF 190-1. The form consists of aheading and five sections:

Printed Media

Electronic Media

Community Relations

Internal Information

Miscellaneous

Wing public affairs officers should provide dates, media outlet name, topic and other informa-tion provided for on the form.

Printed Media Section

Include activities generated by PAOs within the wing.

Electronic media.

List TV, radio, and Internet broadcasts, noting the topic and time covered.

Community Relations

Include talks or speeches, slide presentations given to civic clubs, schools, or other outsideorganizations by any CAP member (not just PAOs), and participation in civic events.

Internal Information

Include activities within the unit which serve to inform, educate, and motivate members of theunit, such as publication of newsletters, bulletin boards maintained, presentation at squadron orunit meetings on CAP topics, etc.

Subordinate Unit PAOs

Unit PAOs

Unit PAOs below wing level are responsible for reporting their public affairs activities directlyto their wing PAOs only. These reports must conform to the policies and procedures estab-lished with each wing. Subordinate unit PAOs are not required to send reports to NationalHeadquarters.

Each unit PAO below wing level is required to submit whatever kind of narrative and/orstatistical report, and/or backup materials on their public affairs activities which their wing PAOmay require on a schedule that the wing PAO may set or that wing officials or directives mayrequire. It is not necessary to send copies of these reports to National Headquarters. Eachwing PAO must set up some kind of system by which subordinate unit PAOs report to them.

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CAPP 190-1 (E)

Organization

National Awards

Each year, the wing PAO reports will be used in judging the effectiveness of the variouswings in relation to each other. National Headquarters will select the one judged most outstand-ing and that individual will be presented the Col Robert B. Payton Public Affairs Officer of theYear Award at Civil Air Patrol�s Annual Convention and National Board meeting. Criteria to beused in the judging will include the completeness of the reports, the timeliness, the variety anddiversity of public affairs projects undertaken throughout the year, the success of these efforts,the number of PAOs in the wing, etc., as reflected in these quarterly reports. Also to be consid-ered will be the activities of units in each wing in submitting news release for publication in CivilAir Patrol News and in sending copies of their newsletters to National Headquarters Marketingand Public Relations Directorate. Wing PAOs who do not submit their reports on time will notbe considered as a candidate for the national award.

Wing Awards

In the fourth quarter of each year, wing public affairs officers should select a PAO fromsubordinate units as the Outstanding Unit PAO. The wing public affairs officer should submit thewinner�s name to National Headquarters Marketing and Public Relations Directorate along withthe fourth-quarter report. National Headquarters will then forward a certificate to the wing publicaffairs officer to present to the Outstanding Unit PAO.

Civil Air Patrol News

Introduction

Civil Air Patrol News is the official newspaper of the CAP organization. The National Boardauthorized it and the first issue was published in November 1968. Prior to that time, an unoffi-cial newspaper � CAP Times � was published by the Army Times Publishing Company inWashington, D.C. Civil Air Patrol News has been published continuously since 1968 and is sentto every member of CAP, national legislators, military leaders and friends of CAP.

Mission of Civil Air Patrol News

Civil Air Patrol News has two missions:

� To enhance the morale of the organization it serves by telling its members about the doingsof their comrades and neighboring units and providing information about the organization.

� To serve as a main channel through which CAP officers get their messages to the mem-bers. The Civil Air Patrol News reflects the policies and programs adopted by the volunteerleadership and implemented by the staff at National Headquarters.

Policy and Responsibility

The director of Marketing and Public Relations is responsible for the policies of Civil AirPatrol News and its publication. Publishing responsibility is carried out by assigning an editor

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CAPP 190-1 (E)

and by arranging for printing and mailing. The editor�s job is to prepare the editorial and newscontent of the paper, to prepare the layout and to proofread the final page makeup. The editorrelies heavily on unit PAOs to supply news stories and photographs of CAP activities withintheir respective areas.

Functions of Civil Air Patrol News

Informing Readers

Newspapers are published primarily to inform their readers and, to a lesser degree, toentertain them. The news reports and special features in Civil Air Patrol News deal with events,happenings and personalities related to the organization for which the paper is published. It isalso one of the chief means for keeping members informed of CAP policy.

Lending a Hand

There is also the function of �lending a hand.� When projects or new programs are launched,Civil Air Patrol News will support them.

Spirit and Reputation

An official publication should reflect the spirit of the organization that publishes it. Therefore,the editor of Civil Air Patrol News constantly seeks stories that reflect the traditions of CAP, aswell as the stories of valiant actions, deeds and accomplishments of its personnel and units.The editor relies on the input of the unit PAOs to keep informed on these stories. Withoutthem, the editor is at a loss to know what is being accomplished in the field by units or indi-viduals. Stories of this type help instill in CAP readers a pride in the unit to which they belongand in CAP as an organization.

It�s Your Publication

One thing all CAP members should keep in mind is that Civil Air Patrol News belongs to theCAP members for whom it is published. You can help make it your paper by sending in stories,photos and features to the editor.

Striking a Balance

The readership of the Civil Air Patrol News is wide. Therefore, the editor tries to givereaders as much CAP news as possible and seeks to balance the coverage so that CAP unitactivities across the nation are represented. News, editorials, feature articles, and photographsshould never deal with controversial subjects. Political issues, religious questions and suchtopics as labor versus management are not within the area of coverage for Civil Air PatrolNews. Stories that criticize government agencies or established CAP policy should be avoided.

Staff

The operating staff of the Civil Air Patrol News consists of an editor and an editorial assis-tant. The director, Marketing and Public Relations is responsible for publishing Civil Air PatrolNews and delegates this responsibility to the editor, who supervises the editorial activities.

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CAPP 190-1 (E)

Organization

Procedures

Writing for Civil Air Patrol News

Most editors, including the Civil Air Patrol News editor, do not expect all material that comesto them to be finished and ready to print. All the editor asks is that the material is factual andreasonably well organized. In short, an opening should be given and then a logical sequence ofevents. Rewriting of copy submitted to Civil Air Patrol News is often done to ensure that thestory adheres to news style or to fit the available space. Always identify your stories with theauthor�s rank and name.

What Happens to Your Story

All material sent to the editor is carefully read and evaluated for its news and interest value.If the story contains all the facts, complete information, full names, grades, organizations, etc.,and is deemed of sufficient interest to CAP members, then the chances are it will find its wayinto print. The same holds true for photographs. If your story or photo is not used in a particu-lar issue, any number of things may have happened:

1. The editor may need more information before running the story.

2. Space limitations prevent your story from being printed.

3. Timeliness of your submission prevented publication. The story is too old and nolonger considered �news.�

4. The story and/or photo do not meet the submission requirements as found on pagetwo of the newspaper.

If your story is not used, do not be discouraged. Review the submission requirements andcontinue to send in your material. If your story is above average, it will probably be used.

Deadlines

The deadline for the Civil Air Patrol News is the third Monday of the month for the nextmonth�s newspaper. But don�t wait until the third Monday to send your story! Send it when it isnews.

Changes of Address

All changes of address should be directed to National Headquarters. Do not send yourchange of address to the publisher since this will delay getting your address corrected.

Additional Publishing Information

If possible, send your submissions via e-mail. If you don�t have e-mail capability, ask some-one in your unit if they can help you.

Everything you send in should contain your name, unit, wing and telephone number. Ideally,your story will be the body of the e-mail message as opposed to an attachment. If you do senda story as an attachment, include a brief synopsis of the story in the body of the e-mail alongwith your name, unit, wing and phone number.

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CAPP 190-1 (E)

One e-mail address is used for �Coast to Coast� and main-section stories �capnews@capnhq.gov.

When you submit a news story about a unit event, identify people in your stories using theirfull ranks and names rather than, �In all, nine cadets and four seniors participated in the fundraiser.� Most units are doing the same things on a tour or an exercise, so use the space torecognize the unique aspects of your news event such as who was involved.

Remember that �real estate� in the Civil Air Patrol News is extremely limited. The trick togetting published is to keep your news stories short and to the point.

Limit news releases and other story submissions to one activity per release. Be sure toinclude �who, what, when, where, why, and how� for each submission and avoid superfluousdetails.

If you want to submit a feature story, contact the newspaper editor to discuss the details oftiming, focus, photo selection, etc.

Guidelines for Editing Copy

Brevity. Cut every word that adds nothing to meaning. Change �during the course of� to�during� and �few in number� to �few.�

Clarity. Don�t use vague adjectives when you can be specific. Say �We received 145 inquir-ies� instead of �We received numerous inquiries.�

Variety. Avoid starting each sentence with the same part of speech, such as a noun orpronoun. Strive for variety.

Content. Make your purpose clear. Don�t force your reader to wade through several para-graphs before understanding why you wrote the piece.

Paragraph strength. See that each paragraph contains only one topic. Too many topicsmake readers work too hard.

Reprinted from Communication Briefings, Volume XVII, No. II

Tips for Better Photography

¨ There is a different style of photography required by the Civil Air Patrol News. The stan-dard award photo, commonly called the �grip and grin,� is great for morale, but newspapereditors look for pictures that show action and tell a story.

¨ Be sure to add a caption to every photograph you submit. Captions are one or twosentence stories that explain the photo. Include who, what, when, where, and why �especially if you aren�t sending a story with the photograph. It is vital to include eachperson�s rank, full name and title. Editors usually won�t call you to track down missinginformation - they just won�t use the photograph. Be sure to include the full name of theperson who took the photo.

¨ A quality action photo is worth a thousand words. Not only does it compliment a well-written story, but it can stand on its own, and often tells the story better than the craftedwords of a journalist.

¨ When you send in photographs via the U.S. Postal Service, send them along with a copy

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CAPP 190-1 (E)

Organization

of the story they are associated with. Identify each photo on the back with a story slugand include your name, unit, wing and phone number. The safest way to do this is to printthe information on a separate piece of paper, and attach it to the back of the photo withtape.

¨ When you send photos via e-mail, make sure they are of a high enough quality forprinting in a national publication (e.g., not blurred, grainy, bad resolution, etc.).

¨ Scan your photographs at no less than 203 dots per inch. Send the image as an attach-ment using the JPG or JPEG format via e-mail or on disk via the U.S. Postal Service.

Use a 35mm camera as opposed to a Polaroid or 110, and use proper lighting and framingtechniques. If you�re unsure about �proper� photography techniques, pick up a beginner�s bookand fine-tune your skills.

¨ If you are �going digital,� be sure to shoot your pictures at a resolution of no less than 1.2million pixels.

¨ When using a digital camera, ,select one with a pixel resolution greater than 800 x 600and submit your photos as JPGs or TIFs via e-mail or on disk. Make sure they are sizedabout the same as they would appear in the newspaper (on average, about 3" x 5").Please do not send in GIFs or BMPs. Color is preferred, however gray scale (black andwhite) is acceptable.

Civil Air Patrol members being photographed for the CAP News mustmeet weight and grooming standards, and their uniforms must be inconformance with CAP regulations. For an editor, there is nothing morepainful than having to pull a great photo because of grooming or uniformviolations.

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CAPP 190-1

Community Relations

Community Relations

Cultivating Relationships WithCivic Organizations

5he overall objective of a community relations program is to make CAP a part of

community life through positive and friendly relations among CAP and other civilianassociations, based on the understanding that CAP and the community have a responsi-bility to each other and are interrelated. A community relations program is not the sameas a media relations program. A good community relations program results from having all

CAP members thoroughly understand CAP. This can be achieved through a good internalinformation program. If each member of CAP takes an active interest in the community, thecommunity, in turn, will become interested in CAP.

Terms

Community Relations

Those actions and attitudes of a community and a CAP unit which are the result of mutualassociations and the feelings and reactions which these associations generate.

Community Relations Program

The command function that evaluates community attitudes, which seeks out and relatescommon interests, and which plans a course of action that will create, develop, guide, andmaintain mutual favorable feelings and reactions. Simply put, CAP is part of the community.

Image of CAP

A community�s image of or ideas about CAP are built on favorable responses to actions andattitudes of CAP members. Each member of CAP has a responsibility to learn about andunderstand CAP policies and directives so that misinformation and contradictions to official CAPstatements, and confusion about CAP�s missions, objectives, capabilities, and limitations will bekept to a minimum.

Participate in worthwhile community activities, avoiding those that the community considers tobe antisocial, immoral, prejudicial to good order, or not adding to the community welfare, sothat the public will react in a positive way to CAP.

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CAPP 190-1

Community Relations

The Value of External Communications

In the gamut of public affairs efforts, those targeted to improve community relations areperhaps the hardest to gauge. Your community is, in a sense, a captive audience, linked toCivil Air Patrol by the bonds of mutual gain. But many CAP units often have ambiguous rela-tionships with the communities in which they work.

Because good community relations undeniably benefit CAP, it�s imperative that your unitactively and aggressively reach out to other civic groups, government agencies, and schools.

As a service organization, the missions of Civil Air Patrol are designed to fulfill certain nicheEmergency Services and educational needs. However, Civil Air Patrol volunteers are perfectlypoised and organized to contribute to their communities in a myriad of ways.

The trick to dealing with the community is to get beyond the quick fix of single large-scaleevents and to create a long-term working relationship. Many executives explain that companiesonly exist because the public allows them to exist. This also applies to any group or organiza-tion. Without the will of the public, which must be courted continuously, Civil Air Patrol cannotsurvive, let alone flourish. The success of your efforts to court these communities takes plan-ning and patience and, most of all, finesse.

Objectives

v To make CAP part of the community life through positive, friendly associations with othercivilians and other civilian organizations.

v To gain prestige, stature, and understanding for CAP by influencing the attitude of peoplein communities where there are CAP units, thereby gaining acceptance, respect, andsupport for CAP.

v To inform members of the community about CAP, its members, policies, missions,operations, capabilities, and limitations.

v To provide CAP members with accurate, up-to-date information about the history, cus-toms, economy, resources and problems of the community in which it is located, therebyestablishing mutual understanding and acceptance.

v To establish CAP as an important part of the community encouraging members to takean active part, as private citizens and as CAP members, in community affairs, such asreligious, educational, civic, youth, health, recreational, and welfare activities.

v To help CAP members understand that, if the community relations program is to be asuccess, they must accept a share of the responsibility for it.

Responsibilities of PAOs

v Provide advice and counsel to the commander and his/her staff about community rela-tions; evaluate the impact of CAP activities and decisions on the local community so thatthe best possible relations exist between the two, consistent with the mission of theorganization.

v Ensure that each CAP member understands the importance of community relations toCAP and impress on those under their jurisdiction the importance of taking a personalinterest in building good community relations.

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Community Relations

v Develop a working relationship with local news media in order to make the public awareof the unit�s community relations program.

v Develop plans and procedures for special events, consistent with National Headquarterspolicy. Special events should include such things as: open houses, tours of unit facilitiesand operations briefings for civilian groups. (See �Planning Special Events� in Chapter 3and CAP�s Anniversary Planning Guide.)

v Participation in significant national, state, and local public events and activities. (ArmedForces Day, Veterans Day, and Independence Day are examples of suitable occasions forcommunity relations projects.)

v Develop a speakers bureau made up CAP members who are qualified to speak tointerested groups (Rotary and Kiwanis Clubs, Elks,) about CAP activities. (See �Becominga Better Speaker� and �Who is Civil Air Patrol?� later in this chapter.)

v Establish friendly relations with appropriate community sources to obtain civilian guestspeakers for CAP programs.

Becoming a Better SpeakerIf you�re not accustomed to public speaking, the following observations and suggestions may

help:

n Most people should speak a bit louder than normal and use larger gestures than they doin normal conversations.

n Invest quite a bit of time in analyzing the audience. Be sure to tell the audience some-thing it doesn�t know.

n Avoid reading a speech with eyes glued to the lectern. If you want to read to people, justremember your parents read to you to put you to sleep. Work from an outline and trustyourself.

n Move away from the lectern. Establishing rapport with the audience is vital.

n Videotape rehearsals of your speech. Evaluate your strengths and weaknesses.

n Spend 5 or 6 seconds looking at each person in the audience. Shorter times can makeyou look like a scared rabbit.

n Pause instead of inflicting �uhms and �ahs� on the audience.

Get Their Attention

To get the attention of your listeners:

n Do something different. Wear an outfit that ties into the topic. One speaker at a nationalconference �roller-bladed� to the lectern.

n Communicate excitement and enthusiasm about your subject. People will want to knowhow they can acquire some of this enthusiasm.

n Try to involve your audience early in your presentation. Here are some suggestions:

t Announce a test in your first minute. Explain immediately that the people won�t begraded. The word �test� will gain attention.

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CAPP 190-1

Community Relations

t Share an anecdote that relates to the topic you�re discussing.

t Refer to members of the audience by name.

t Refer to a survey you did of the audience before your meeting with them. People willbe likely to listen to the results.

Hand Signals

n If you are conscious of your hands when speaking, realize that you�re focusing on yourselfrather than on your audience.

n If you concentrate on your message and your audience, chances are your hands will takecare of themselves.

n Don�t stand with your feet spread and your hands clasped behind you as though you�re asoldier ordered to stand at ease.

n Don�t stand with your hands in your pockets.

n Don�t clasp your hands in front of you as though they were a fig leaf.

n Don�t place your hands on your hips as this indicates aggression.

n Don�t stand with arms folded in front of you as it makes you seem unapproachable.

Suggested SpeechScheduling speakers to talk to other groups and organizations is a valuable community

relations tool. To help you take advantage of speaking engagements, National Headquartershas prepared the following outline and speech to aid you in telling the CAP story.

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CAPP 190-1

Community Relations

�Who Is Civil Air Patrol?�

I. Introduction

a. Thanks

b. Perceptions of CAP

Flying club

Search and rescue (SAR)

II. History

a. ___th Anniversary

b. 150,000 aviation enthusiasts wanted to aid the nation

c. Creation of CAP � Dec. 1, 1941

d. Under the office of Civilian Defense

e. �Flying Minutemen�: Volunteering time, resources, and talents todefend the nation�s borders

f. 1943 � Put under jurisdiction of Army Air Forces

g. Missions: Coastal Patrol, SAR, cargo & courier flights, and towingtargets for Army Air Force

h. Record: Half a million hours, sinking two enemy subs, and savinghundreds of crash victims

i. Story: German naval officer

j. Pres. Truman signed public law May 26, 1948 - CAP a benevolent,nonprofit organization

k. May 1948 � the Auxiliary of the U.S. Air Force

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CAPP 190-1 (E)

III. Three missions: Aerospace Education, Cadet Programs, EmergencyServices

IV. Aerospace Education

a. Give Americans an understanding of the importance of aviation andspace exploration to our society and national security

b. Conducted through workshops, conferences, publications andtraining programs

c. 300,000 students through in-school presentations or teachereducation

d. National Congress on Aviation and Space Education

V. Emergency Services

a. Includes: SAR, civil defense, disaster relieve

b. 85% of all inland search and rescue missions directed by Air ForceRescue Coordination Center (AFRCC)

c. Corporate aircraft: 530 fixed wing aircraft, 35 gliders, 2 hot airballoons

d. Approximately 4,000 member-owned aircraft authorized for missions

e. CAP logs approximately 50,000 mission flying hours each year

f. CAP activities

1) Oklahoma City bombing

2) Texas and Florida forest fires in 1998/99

3) Hurricane Andrew, South Florida

4) JFK Jr. search

g. Communications systems: 6,000 fixed land, 10,000 land and air-mobile radios operated by 20,000 trained communicators

h. 950 ground vehicles

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i. Humanitarian missions � Red Cross, transport time-sensitivemedical materials

j. Counterdrugs (CD): CAP joined �War on Drugs� 1986

1) Agreement with the Air Force and U.S. Customs

2) Today similar agreements with DEA and U.S. Forest Service

3) Aerial reconnaissance, airborne communications support, andairlift of law enforcement personnel

4) CD flying hours exceeds 40,000 hours each year

k. Savings to taxpayers: More than 100 million dollars

l. Flying costs

1) Air Force C-130 � Approximately $2200 hour

2) Helicopter � Approximately $1600 hour

3) Other federal aircraft � Approximately $350 hour

4) CAP � Approximately $75 hour

VI. Cadet Programs

a. Young people age 12-20 opportunities for learning, maturing, anddeveloping their leadership skills

b. �A way of life�

c. Cadets entering the military

1) Approximately 450 at the U.S. Air Force Academy

2) Approximately 200 at the U.S. Military Academy (West Point)

3) Approximately 170 at the U.S. Naval Academy (Annapolis)

4) Scott O�Grady/Frank Borman/Gen. Mike Ryan

d. Cadet activities: Broaden their scope of thinking and experiences

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CAPP 190-1 (E)

1) National Cadet Competition

2) Cadet Officer School

3) National Blue Beret

4) National Flight Academies

5) Ground Search and Rescue School

6) Pararescue School

7) International Air Cadet Exchange

e. CAP cadet scholarships

f. Drug Demand Reduction program (drug prevention)

VII. Close

a. CAP: Volunteers performing sacrificial services to benefit theirfellow Americans.

b. Attracts all age groups

c. Volunteers offer time, resources, and skills

d. Volunteer spirit - based on principles that made this country great

e. Thank you again!

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CAPP 190-1 (E)

MANUSCRIPT BRIEFING ONCIVIL AIR PATROL

Speech for presentation to Civic Organizations

Revised: 23 Nov 1999

By Marketing & Public Relations Directorate, NHQ CAP

Length for entire speech: 45 Minutes

First allow me to thank you for the opportunity to come and speakto you about one of the finest volunteer organizations in the world �Civil Air Patrol. If you�re like many people you have not heard of the CivilAir Patrol or you�re unaware of what the organization does. I�m heretoday to tell you a little about our service-oriented, volunteerorganization, what we do for the general public, and possibly what wecan do for you.

When we think of volunteer organizations that provide support tothe public, two names normally come to mind, the American Red Crossand the Salvation Army. While we may not be as well known, Civil AirPatrol provides services and support every bit as broad based andeffective as these two outstanding volunteer organizations.

Over the next several minutes I�d like to share with you how CAPcame into being. Then, I�ll quickly transition and get into a little more ofthe details of our three major missions: Aerospace Education, CadetPrograms and Emergency Services.

This year Civil Air Patrol celebrates its ____th Anniversary. Most ofyou recall that Pearl Harbor propelled the U.S. into World War II, but longbefore Dec. 7, 1942, there was a group of men and women whorecognized the AXIS threat to the U.S. They numbered more than 150,000and as early as 1938 were arguing for the creation of an organization �a civil defense organization � to harness their aviation resources andflying skills to aid the nation in the event America was pulled into thewar. Their efforts became a reality in the creation of Civil Air Patrol onDecember 1, 1941, just 1 week before the bombing of Pearl Harbor.

CAP was first organized under the Office of Civilian Defense.During the war years, the members of CAP became known as the �FlyingMinutemen� and volunteered their time, resources, and talents to defend

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the nation�s borders and fill the gaps as men and resources were beingmobilized to fight abroad. In 1943, CAP was reassigned from the Officeof Civilian Defense to the War Department and placed under thejurisdiction of the Army Air Forces.

CAP volunteers performed many missions during World War II,including coastal patrol to search for enemy submarines, search andrescue missions throughout the U.S., cargo and courier flights to transfercritical materials and personnel, and even towing targets so Army AirCorps personnel could practice air-to-air gunnery techniques.

These volunteers amassed a stunning record � flying more thanhalf a million hours, locating 173 German submarines, attacking 57, andsinking two. In effect, CAP pilots were responsible for saving hundredsof lives.

After the German surrender, one of Hitler�s high-ranking navalofficers was asked why the Nazi U-boats had been withdrawn from U.S.coastal waters early in 1943. The answer was exploded in a curtguttural: �It was those damned little red and yellow planes!�

Because of their valiant efforts during the war, a thankful nationrecognized the vital role CAP played during the war and understood theorganization could continue to provide invaluable help to both local andnational agencies. On July 1,1946, President Truman signed a law thatincorporated CAP as a benevolent, nonprofit organization.

After the creation of the USAF in 1947, Congress passed a law onMay 26, 1948, which permanently established CAP as the Auxiliary of theAir Force. The law also gave the Secretary of the Air Force the authorityto provide financial and material assistance to the organization.

For more than a half-century, Civil Air Patrol has aggressivelyperformed the three missions mandated by Congress: AerospaceEducation, Cadet Programs, and Emergency Services. Today there aremore than 60,000 CAP volunteers performing sacrificial missions for thecitizens of this country.

AEROSPAEROSPAEROSPAEROSPAEROSPAAAAACE EDUCACE EDUCACE EDUCACE EDUCACE EDUCATION: TION: TION: TION: TION: The Aerospace Education mission isdedicated to giving all Americans an understanding of the importance ofaviation and space exploration to our society and national security. Thisis accomplished through workshops, conferences, publications, and

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various training programs. We provide Aerospace Education to theclassrooms of more than 300,000 students each year, either through in-school presentations or by educating their teachers. Plus CAP providesmore than 20,000 pieces of free aerospace education material toAmerica�s teachers each year.

Each year CAP hosts the premier Aerospace Education conferencein the entire world � National Congress on Aviation and SpaceEducation. More than 1,000 educators, school administrators, andbusiness people attend this conference each year to learn how toincorporate Aerospace Education into their curriculum and listen tonational experts speak on aerospace issues of the day.

EMEREMEREMEREMEREMERGENCY SERGENCY SERGENCY SERGENCY SERGENCY SERVICES:VICES:VICES:VICES:VICES: Perhaps the mission CAP is best known for �includes search and rescue, civil defense, and disaster relief operations.However, the primary mission of CAP volunteers is to save lives andalleviate human suffering.

CAP flies more than 85% of all inland SAR missions directed bythe Air Force Rescue Coordination Center at Langley AFB. Our corporateaircraft fleet numbers 530 fixed-wing aircraft, 35 gliders and 2 hot-airballoons. There are another 4,000 member-owned aircraft authorized tobe used on CAP missions. With the largest fleet of civilian aircraft in theworld, CAP logs more than 50,000 actual mission flying hours each yearwith one of the best safety records in general aviation. This is achievedthrough hands on experience and continuous training.

But CAP�s services to America are not limited just to the air.Members are trained in ground SAR techniques. How many of you knewthat CAP was the first rescue agency to arrive at the Oklahoma Citybombing site? Or that CAP volunteers played a vital role in helping theU.S. Forest Service fight the devastating fires that ravaged Florida andTexas in 1998/99? Or that CAP volunteers led damage-assessment teamsimmediately following the deadly tornadoes in Oklahoma in May 1999? Orthat volunteers worked around the clock in the aftermath of HurricanesGeorges, Opal, and Hugo, helping those who had lost everything theyowned? Or during a devastating ice storm in 1998, CAP volunteers fromsix Northeastern states helped save lives, and brought warmth andcomfort to thousands of citizens left powerless, freezing, and hungry? Orthat CAP launched 24 aircraft in the search for JFK Jr. The fact is CAP iscapable of quickly responding in times of disaster, in part because CAP

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maintains one of the most extensive communications systems in theworld with 6,000 fixed land stations and more than 10,000 land and air-mobile radios operated by over 20,000 trained communicators � CAP isoften put in charge of airspace operations in disaster areas.

CAP owns more than 950 ground vehicles to support our missionsand many of these are equipped with sophisticated communicationsequipment that becomes invaluable during disasters or extended SARmissions.

Closely related to disaster relief is CAP�s support of humanitarianmissions. Usually in support of the Red Cross, CAP aircrews transporttime-sensitive medical materials including blood and human tissue insituations where other means of transportation are not possible.

CAP joined the �war on drugs� in 1986 when they signed anagreement with the U.S. Air Force and U.S. Customs Service offeringCAP resources to be used to stem the flow of drugs into and within theU.S. Today, we have similar agreements with the DEA and the U.S. ForestService.

CAP has made major contributions to the Counterdrug fight byproviding aerial reconnaissance, airborne communication support, andairlift of law enforcement personnel. Trained CAP Counterdrug pilots nowlog as many as 40,000 flying hours each year in this effort.

By using CAP volunteers and CAP aircraft, more than 100 milliondollars of taxpayer money is saved each year. It cost the Air Forceapproximately $2,200 an hour to fly a C-130, $1,600 an hour to fly ahelicopter, and other federal aircraft average $350 an hour, compared to$75 an hour for CAP Aircraft.

CADET PROGRAMS:CADET PROGRAMS:CADET PROGRAMS:CADET PROGRAMS:CADET PROGRAMS: Understanding that the future well being of Americais within its youth, we are exceptionally proud of our Cadet Programs.For more than half a century, CAP�s Cadet Programs has provided youngpeople in the sixth grade through age 20 the opportunity for learning,maturing, and developing their leadership skills.

The structured, disciplined approach to achievement that CAPcadets experience and learn leads to the comment made by so manycadets that the �program becomes a way of life.� This is demonstratedby the potential displayed by CAP cadets entering the military service.

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Today there are approximately 450 CAP cadets at the U.S. Air ForceAcademy, more than 200 at the U.S. Military Academy at West Point and175 at the U.S. Naval Academy in Annapolis. CAP cadets are withoutexception the �cream of the crop� in any group of young people. (Useexample of picture of Capt Scott O�Grady and the Air Force general �today, Air Force Chief of Staff Gen Mike Ryan � who greeted him whenrescued from Bosnia, saying both were former CAP cadets.)

CAP cadets have the opportunity to participate in many activitieseach year that broaden their scope of thinking and experiences, andcontribute directly to their knowledge of career opportunities in themilitary or civilian aerospace career fields.

Each year, Civil Air Patrol sponosors two National Cadetcompetitions. Two teams from each of the eight CAP regions compete inAerospace Education, precision drill, physical fitness, as well as colorguard. The top two teams receive the Air Force Chief of StaffSweepstakes Trophy presented to them by the Air Force Chief of Staff atthe Pentagon.

The Cadet Officer School offers qualifying cadets the opportunityto participate in an 8-day program at Maxwell featuring the developmentand application of basic leadership, and management skills.

The National Blue Beret, held each year at Oshkosh, Wisconsin,during the Experimental Aircraft Association�s air show, offers the cadetstraining in flight operations, communications, air traffic control, safety,drug operations, and much more.

Several 2-week national flight academies are held each year atstrategic locations throughout the U.S. Cadets gain experience in generalaviation flight operations as well as many solo an airplane for the firsttime at the end of the academy.

Many other activities such as Ground Search and Rescue School,encampments, and Pararescue School are available to cadets.

The premier activity available to cadets is the International AirCadet Exchange Program. Cadets from 18 countries are hosted by CAPunits throughout the U.S. and more than 100 CAP cadets are guests of

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participating countries for over 2 weeks. Visiting cadets from CAP staywith a �host family� which enhances understanding and culturalexchange.

Each year CAP provides many deserving cadets scholarships tosupplement college or vocational-technical school education.

Through an agreement between the Air Force and CAP, cadetsparticipate in a drug demand reduction (drug prevention) efforts.

The Civil Air Patrol is an organization of volunteer membersperforming sacrificial services to benefit their fellow Americans. It is anorganization that attracts those from all age groups wanting to offer theirtime, financial resources, and skills to make a real, active contribution tothe betterment of their fellowman and America. Civil Air Patrolvolunteers today, employ the same sacrificial, volunteer spirit as theirforebears during World War II who contributed time, energy, and theirresources � and many their lives � based on the principles that madethis country the greatest country in the world!!

If you would like more information on CAP, I�ve brought copies ofsome of our literature. Thank you again for the opportunity to be withyou today.

NOTE: Depending upon the amount of time allotted for you to talk with an organization, youmay edit the preceding speech to suit your needs. For example, if you are asked to speak onCAP�s Cadet Programs, you may want to include an introduction, a brief history, list the threemissions, and expand upon the Cadet Programs. Additionally, you will want to include actualexamples of service performed in the local community and/or state. And, above all, you want tomake the speech YOURS!

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CAPP 190-1 (E)

Unit Communications

UnitCommunications6

art of public affairs officer�s responsibility is to keep unit members informed andeducated about activities and local, state, and national issues affecting Civil AirPatrol.

To do this, you have many tools at your disposal:

n Unit meetings.

n Unit Internet web site.

n E-mail list.

n Commander�s Call programs.

n CAP publications and information flyers.

n Posters.

nOral presentations, briefings, speeches.

n Bulletin boards.

n Unit publications.

Many units have established their own homepage on the Internet to help keep members andthe public informed about unit activities. These Internet sites should contain links to CAPhomepages for National Headquarters (http://www.capnhq.gov), wing and region headquartersand other units around your state. Many local webmasters also include links to state emergencyservices agencies and partner organizations. Be mindful that not all unit members have accessto the Internet so information posted there should be distributed by other means as well. SeeCAPR 110-1 and local directives for guidelines regarding web pages.

E-Mail Lists

E-mail is a fast and reliable mode of communications. Most e-mail programs contain mecha-nisms to group e-mail addresses. You should compile a list of members� e-mail addresses andgroup them for expedient release of information. Again, be mindful that not all members haveready access to e-mail so information should be distributed by other means as well.

P

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CAPP 190-1 (E)

Commander�s Call

The Commander�s Call program provides an opportunity to present policies, objectives, andproblems to members of the unit and to disseminate information from the National Headquar-ters, region and wings. The Commander�s Call can be included in regularly scheduled meet-ings with all members encouraged to attend. This is an ideal time to inform unit members ofpublic affairs initiatives and garner their support.

Publications and Fact Sheets

These items serve a dual purpose in informing the public and members about CAP. NationalHeadquarters Marketing and Public Relations Directorate produces fact sheets, fliers, andrecruiting brochures for use by local CAP units. You may submit your order via CAP�s nationalwebsite, e-mail to pa.capnhq.gov, faxing the request to 334-953-4245, or mailing your requestto NHQ CAP/PA, 105 S. Hansell St., Bldg. 714, Maxwell AFB, AL 36112-6332. (Order formprovided on page 6-4. Please duplicate for future use.)

You are free to reproduce any publications or fact sheets published by National Headquar-ters. You are encouraged to use excerpts from them in your public affairs program activities.

Posters

Multicolored posters are produced by National Headquarters, subject to funding limitations.When you receive such posters, place them where they will gain maximum public exposure.As unit PAO, you are encouraged to produce your own posters relevant to your unit activities.

Oral and Visual Presentations

As a unit PAO, you should schedule regular presentations to your unit by outside speakers.A speaker from another group or outside organization can provide a fresh and stimulating pointof view and complement understanding of CAP missions. If your unit is located near an AirForce base, Air National Guard facility, or Air Force Reserve unit, you can probably arrange ofseries of interesting speakers. Also consult state agencies, partner organizations, and aviationenterprises for available speakers.

Bulletin Boards

Do not overlook the value of a good bulletin board, located strategically in your unit meetingarea. This is a good way to keep your members informed. Keep your bulletin board currentwith local news clippings, photos, a copy of your unit publication, letters from commanders,private and public officials, etc.

Last Words

The inside job of squadron communications is just as important as the outside. Rememberthat internal information is achieved by three means:

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CAPP 190-1 (E)

Unit Communications

Lateral Communications

This simply means providing a way for everyone in the squadron to let everyone else knowwhat�s going on. It means you need a system that will let the unit�s staff and members commu-nicate with each other.

Explaining the Mission

You also have the responsibility of providing communication solutions to other staff mem-bers. This means helping them explain their mission and the objectives to the public and to theCAP members in their own sections

Keep Personnel Informed

Whatever size your unit, it is important that all your members know what�s going on, andthey be kept informed about policies and programs that affect them. People work best whenthey know what the score is and why it is so.

6-4

Civil Air PatrolMarketing & Public Relations 105 S. Hansell Street, Bldg. 714, Maxwell AFB, AL 36112-6332

Recruiting Materials Request FormRank and name of requestor ____________________________________________________________________________(Must be a senior member)

Social security number ___________________________ Telephone number _____________________________________

Squadron name and wing _______________________________________________________________________________

Shipping address _____________________________________________________________________________________

City, State, ZIP _______________________________________________________________________________________

Requestor�s account number for over night delivery service (if applicable) ___________________________________________________Your credit card number can also be used to pay for over night delivery. Specify the card type, card number and expiration date.

Fax completed form to (334) 953-4245 or mail to the address at the top of the page.Items may not be available when requested * Out-of-stock items are not placed on backorder * Quantities shipped are subject to stock on hand* Items are shipped via UPS ground * Allow up to 30 days for receipt of materials * Rush orders require requestor�s account number for overnight delivery service * Incomplete forms will not be processed * This form may be copied for future requests

Form revised September 1999

_____ SENIOR MEMBER BROCHURE

Color, 4-panel recruiting brochure; includes descriptionand benefits of membership and detachable reply card

_____ CADET BROCHURE

Color, 4-panel recruiting brochure, includes programbenefits, activities and detachable reply card

_____ ASSOCIATE MEMBER BROCHURE

4-page brochure describing Civil Air Patrol supportoptions; includes an associate membership application

_____ CAP FACT SHEET

One-page description of the corporation, aerospaceeducation, cadet programs and emergency services

_____ SENIOR MEMBER FACT SHEET

One-page synopsis of emergency services, communica-tions, counterdrug and aerospace education support

_____ CADET FACT SHEET

Lists the variety of experiences youth can enjoy whenthey become members of Civil Air Patrol

_____ PRIVATE PILOT REPRINTS

8-page color reprint of the February 1995 Private Pilotarticle on �Aviation�s Best-Kept Secret�

_____ POSTER PACKAGE

Includes 15 posters depicting three different Civil AirPatrol scenarios

_____ POSTCARD PACKAGE

Postcard-size posters; includes 15 postcards depictingthree different Civil Air Patrol scenarios

_____ AD SLICK

One-page advertisement for Civil Air Patrol; includesspace for squadron information

_____ VIDEO PSA (IF AVAILABLE)30-second video describing aspects of the Civil AirPatrol

_____ RADIO PSA (IF AVAILABLE)30-second radio spot describing aspects of Civil AirPatrol

_____ PAO HANDBOOK

Requires a copy of CAPF 2a (assignment to PAOposition)

SPECIFY QUANTITIES

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CAPP 190-1 (E)

Newsletters

YourUnitNewsletter

7very unit in Civil Air Patrol, large or small, should publish a newsletter to keep itscurrent and prospective members informed as to what is going on in their localsquadron; educate them on CAP�s history, purpose, objectives, operations andplans, etc.; motivate them to greater interest in Civil Air Patrol; and attain greaterparticipation in squadron activities.

Distribution

Squadron newsletters should be distributed to every member of your unit. Wing newslettersmay be distributed only to squadron commanders if postage cost is an issue.

Be sure to include the wing public affairs officer on your mailing list, as well as CAP NationalHeadquarters, your mayor, city officials, and civic leaders.

Make certain that your mailing list is updated and accurate. Nothing turns a recipient offfaster than seeing mail addressed to a person that has been gone for 3 years.

Content

As the name indicates, your newsletter should contain news. Tell the recipients what yoursquadron has done recently, what you plan to do, who got promoted, who won an award,announce new members, write about your current members. Keep it informative and be sure itis useful to your members.

Since the newsletter will be sent to people outside of your organization, be specific aboutnames, ranks, places and events, and always use complete and proper names. Spell outacronyms on first references. (Check The Associated Press Stylebook and Libel Manual forrules and exceptions.)

Consistently adhere to the �who, what, when, where, why/how� system of writing. Answeringthese five �questions� with complete, descriptive sentences will improve the coherency of yournewsletter articles and help your readers grasp and retain your message.

Avoid writing one-sentence �stories� for your publication. Instead of saying �Congratulations toCadet Jones on his recent promotion,� give your readers the full story by stating his or her fullrank and name, explain the cadet�s position in the squadron, and explain how the cadetachieved the new rank (participation in CAP activities, exams, chairing special projects, etc.).Additional information such as what the cadet plans for the future and why CAP is an importantfactor would provide the human interest angle that make your readers read your newsletterinstead of just skimming it.

E

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CAPP 190-1 (E)

As the PAO and/or newsletter editor, do not assume you have to provide all of thepublication�s articles. Encourage the cadets and senior members to write about their experi-ences in CAP, explain the responsibilities of the positions they hold, and what motivates themas members of an organization that emphasizes Cadet Programs, Aerospace Education, andEmergency Services. Look at the big picture when you are deciding what to include in nextmonth�s newsletter.

While you and your squadron members write, keep your focus on your reader. Continuallyask yourself if the topic is relevant to the organization and its missions � will it grab and holdthe reader�s attention? Does it provide enough information for the reader to �see� what you arewriting about? Does it encourage the reader to inquire further about your squadron and CivilAir Patrol?

All of these elements give your readers the opportunity to understand the requirements andachievements encountered by members of CAP and may intrigue potential members enoughto join a squadron and use their skills for the benefit of the community.

Newsletter Length

The most important point to remember when determining the length of your newsletter is�grow as your need grows.� Start out with a one-page newsletter and pack as much news asyou can into that page. When you run out of room, add another page. Be mindful to keep itmanageable. Avoid committing yourself to a newsletter that you can�t keep up with on aregular (weekly, monthly, quarterly) basis.

The Masthead

Don�t leave your recipients, especially those outside your squadron like the mayor and cityofficials, wondering what they are receiving in the mail and who sent it.

Characteristics of a bad newsletter

Unreadable typeface. That fancy type style might look classy, but it can beso hard to read that your prospective customers could toss your newsletter inthe trash. Keep your type simple enough and large enough to get yourmessage read.

Too wordy. You may have a lot to offer, but don�t get carried away. Yourprospective reader leads a busy life. Make it simple for him or her to graspyour message.

Poor design. Nothing turns off a reader faster than long, dull columns ofgray type. Focus your readers� attention with creative graphic elements - art,photos, boxes, screen tints.

Bad artwork. The best layout and writing can be undone by poor artwork.Too many newsletters wander away from their purpose and are cluttered withtoo many graphics.

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CAPP 190-1 (E)

Newsletters

Make your publications profes-sional looking by avoiding thesecommon design errors:

✑ Too much white space on thepage.

✑ Too little white space on thepage.

✑ Inconsistent width of columnswithin a document.

✑ Long lines of small type andshort lines of large type.

✑ Awkward word spacing.

✑ Using two spaces after theperiod at the end of a sentence.

✑ Starting columns of text atdifferent distances from the topof the page.

✑ Graphic accent overkill: toomany boxes, rules and screens.

✑ Excessive use of underlining.

✑ Captions with long lines insmall type.

✑ Inappropriate hyphenation.

✑ Headlines and subheads setat the bottom of a column.

✑ Too many small photos.

✑ Text and background that runtogether due to lack of contrast.

✑ Mixing too many typefaces.

Professional Tips

A squadron newsletter logo should contain the name of the newsletter, the official squadronname (do not use nicknames unless you have already announced who you are), address andphone number. Include the month and year in which it is being published.

An important, yet often overlooked, detail of a newsletter is a contact name and phonenumber. Whether it will be the newsletter editor, PAO or squadron commander, include theperson�s rank, name, address, phone number and e-mail address.

Printing Your Newsletters

Once you decide to publish a squadron newsletter, commit to printing it on a regular basisand stick to that schedule. Announce submission deadlines and printing dates in your newslet-ter. If a story isn�t submitted by press time, save it for the next issue. Don�t delay your news-letter for the tardiness of others.

n Be consistent. In regard to both your publication schedule and graphic look, consistencyis the key. This level of commitment shows your readers (and squadron members) thatyou provide the same level of attention in everything you do as a public affairs officer.

n Keep your newsletter manageable for the size of your staff. Producing a newslettershould not be a tiresome task. Rather, you should enjoy the opportunity to communicatesquadron accomplishments through your publication.

n Exploit your strengths (e.g. talking to people, desiring to make your squadron known) andlearn how to improve on your weaknesses (e.g. computer phobia, software learningcurves). The determination to attain a professional-looking newsletter will be reflected inyour final product.

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What To Leave Out of a Newsletter

Just as important as what to include in a newsletter is what not to include.

Rumors and gossip have no place in your publication. Never print deroga-tory remarks about anyone or anything. Omit superfluous information aboutother organizations unless they have a direct correlation to your squadron.Leave out jokes, cartoons, and puzzles that simply take up space. Your readerswant useful news about Civil Air Patrol and the community benefits provided byyour squadron.

Put yourself in the position of the reader � a potential member. When theyfinishing reading the newsletter, what have they learned about your organiza-tion? Does your information provide readers with an overall view of what youdo? How you do it? Who was involved and how a new member can be in-volved?

By all means, make your newsletter neat and watch your spelling and grammar. A well-written, cleanly printed newsletter will make a favorable impression on your readers. Use spell-checker, go over it with a fine-tooth comb and have someone else read it. Put it away for aday, then carefully read it again. It will be easier to catch errors if you remove yourself from thewriting for a while.

n Print only the facts. If you can�t substantiate your story, don�t print it.

n Enlist the help of others, but don�t expect them to bring the news to you. Recommendstory ideas, ask for suggestions and follow up on your requests in order to meet thenewsletter�s deadline.

n Fill the page (front and back) with news using singled-spaced copy.

n Be fair. Include news about everyone and everything, not just the most popular people or�pet projects.�

n Train someone to succeed you as the newsletter editor.

n Don�t reprint copyrighted cartoons, drawings, or articles. It is a violation of Federal law toreprint such material without permission of the copyright owner.

7-5

CAPP 190-1 (E)

Newsletters

Characteristics of a good newsletter

Keep your stories short, simple and clean. Good writing will command theattention of your readers even if your design is lacking in creativity.

Use a style book. The Associated Press Style Book and The Elements ofStyle (Strunk & White) are excellent. Have someone double check your articles forgrammar, spelling, punctuation, syntax and clarity.

Avoid cliches. Avoid expressions such as �a good time was had by all,� �itgoes without saying,� or �needless to say.�

Learn about typefaces, leading (the space between each line of type),how to layout a newsletter and how to make your copy fit your layout.

Provide a good mix of articles and visual images. Include photographsand art work as they relate to copy in your newsletter.

Avoid colored ink for text. Newsletter articles look best in black or darkblue. Use a second and/or third color sparingly. For screen tints, large drop caps atthe beginning of an article, page numbers, and any other graphic that is repeatedthroughout the newsletter.

Print your newsletter on white, off-white, light gray, beige, etc. Avoidbold-colored paper (red, green, blue, yellow, orange, etc.) to improve readability.

Be well versed in the interviewing techniques necessary to pursue theunique angle of every story.

Strive to grasp the essence of a story, write succinctly, and complete thestory on deadline.

n The newsletter editor must be able to rewrite, change the layout (if necessary)and produce the newsletter to meet the deadline.

n Choose a newsletter design that is attractive and easy to read. The best writingwill be wasted with a poor design. There are inexpensive software programsavailable to assist you in design.

n A well-written, attractively designed newsletter can be sabotaged by poorphotography.

7-6

Newsletters

CAPP 190-1 (E)

How To Set a Perfect Paragraph of TypeIt is ironic that the better your type is, the less it is noticed (because people are busy reading

it!). Beautiful type is high art and worth doing right.

The paragraph on this page was set by typing exactly as one would on an office typewriter.On the next page is how a professional typographer would set the paragraph. Compare thesamples frequently as you read. It is very satisfying to set type beautifully, and it is not difficult.Master these rules and your work will withstand the most rigorous scrutiny.

1WE ARE TEN KILOMETERS off Monterey,pitching and rolling over the canyon inMBARI�s research boat, Point Lobos.2 Minutesago technicians lowered the black-and-whiteROV3 into the water. �I�d love to have Ed Rick-etts out here with us,� says Robie, an excitablefireball of a biologist and a pioneer inexploring the fauna of Monterey Canyon withsubmersibles. �Lots of people look--Ed Rickettssaw4.�

Robie and I are about to see a few thingsourselves, things seldom observed...and neverstudied...5before the ROV. We are stalking giant,deep-water larvaceans.

1Paragraph Indents

Set the indent in the paragraph dialog rather than with the space bar or tab key. How far?Usually, whatever the point size is: 12-pt type = 12-pt indent.

2Single-Space After All Punctuation

In office typing, two spaces are used after periods and colons. When typesetting, however,only one space is used. There are not exceptions to this rule.

3Uppercase Letters

Acronyms, initials, and other capitalized words in text � IBM, RAM, CD-ROM, SCSI, and soforth �should be set smaller than text size or they will STAND OUT and draw unwantedattention. Strictly speaking, you would use small caps for this purpose, which the computer canset automatically. But small caps may be too small � they draw attention because of theirsmallness. Therefore, manually reduce text-size capital letters (strings of three or more) a pointor two, from say, 10 pt to 9 pt or 18 pt to 16 pt, depending on the font. Check your work byturning the page upside down; the caps should blend in. If they don�t, make them smaller. Dot-space-dot-space may be preferred since the extra distance ensures a more natural rhythm.

7-7

CAPP 190-1 (E)

Newsletters

4Widow

One word or part of a word that takes up an entire line at the end of a paragraph, leaving anunsightly white gap. A widow is acceptable but undesirable typography and is most effectivelyeliminated by editing the text. Worse, is an orphan, the last word of the previous paragraphalone at the top of a column.

5 Ellipsis

An ellipsis is a three-dot pause that, properly set, maintains the pace of the text. But theellipsis that the computer makes is compressed, and reading over one feels like...tripping...overone�s feet. A space-dot-space-WE ARE TEN KILOMETERS off Monterey, pitching and rolling over thecanyon in MBARI�s research boat, Point Lobos6. Minutes ago technicians lowered the black-and-white ROV into the water. �I�d love to have Ed Ricketts out here with us,� says Robie, anexcitable 8fireball of a biologist and a pioneer in exploring the fauna of Monterey Canyon withsubmersibles. 10�Lots of people look�7Ed Ricketts saw.�

Robie and I are about to see a few things ourselves, things seldom observed�and neverstudied�before the ROV. We are stalking giant, deep-water larvaceans.dot-space-dot-spacemay be preferred since the extra distance ensures a more natural rhythm.

6Bold, Italics, and Underlines

In office typing, it is customary to use an underline to emphasize a word or denote a nameor the title of a book or paper. Many typewriters and modern printers also permit the use ofboldface type. When typeset, however, neither one looks very good and either one makes aword stand out, which you don�t want. Typesetters, therefore, always use italics, which weredesigned for this purpose and which in many fonts are very beautiful.

7Hyphens and Dashes

In office typing, two hyphens -- like these -- are used to make a dash. When typesetting, along dash � called an em dash � is used instead. How long is an em? Whatever the pointsize is: 12 pt type = 12-pt long em, more or less. Another dash, called an en , is half thelength of an em but longer than a hyphen. It is properly used in dates and times, such as4:00�5:00, or April 26�May 9, instead of a hyphen.

WE ARE TEN KILOMETERS off Monterey, pitching and rolling over the canyonin MBARI�s research boat, Point Lobos6. Minutes ago technicians lowered theblack-and-white ROV into the water. �I�d love to have Ed Ricketts out herewith us,� says Robie, an excitable 8fireball of a biologist and a pioneer in ex-ploring the fauna of Monterey Canyon with submersibles. 10�Lots of peoplelook�7Ed Ricketts saw.�

Robie and I are about to see a few things ourselves, things seldomobserved � and never studied�before the ROV. We are stalking giant, deep-water larvaceans.

7-8

Newsletters

CAPP 190-1 (E)

If you are fussy, you will not interchange an en dash and a hyphen. Either dash is madeusing a combination keystroke.

8 �F� Ligatures

A ligature is an elegant combination of two or more characters in a single character. Mostdesktop publishing type font packages contain four: fi, fl, ae, oe. Of these, fi and fl appear inmany common words�office, file, flight, and so on�and should be used in everyday typeset-ting. The others are less common and rarely used.

The use of ligatures is considered very fine typography. Ligatures are especially attractive inserif type and particularly in italics. A ligature is made using a combination keystroke.

9Uniformity

Well-set type is even and rhythmic. Note your word and letter spacing and strive for asmooth, gray tone to the text. Eliminate whatever disrupts it�large or irregular gaps (usuallythe problem), uppercase or bold characters, and so forth.

10Quotation Marks and Apostrophes

Quotation marks and apostrophes that you make on the office computer with your right pinky

often create inch (´´) and foot (´) marks when typeset:

`` ´´To ensure you get typographers quote marks instead of an inch marks set the formatting

preferences in your word processing program to automatically type topographer�s quotes.

� �

8-1

Photography

CAPP 190-1 (E)

Photography8he public affairs officer has many duties to perform, but one of the least understood

functions of the PAO is what makes a �good� picture. The camera, no matter thebrand, is only as good as the person who is behind the lens. Many inexperienced

photographers never read the manufacturer�s operation guide. Spend a few minutesreading the directions to become proficient in your camera�s functions and follow the

advice that will lead to impressive photos. Common mistakes in photography include:

Failure To Ensure Proper Lighting Conditions

Make certain the subjects of your photograph are in adequate light conditions in order toavoid dark shadows. Also, be sure that your subjects do not fade into the background. Forexample dark clothes or skin requires a light background.

Not Exercising Authority

You are the photographer; you are in charge of posing the subjects of your shot for the bestpossible outcome. No matter what the rank of the person being photographed, they expect youto know your job and to politely tell them where and how to stand.

Allowing Distractions That Interfere With the Picture

Distractions can be anything from ill-placed furniture to messy desks, or a subject�s crossedarms to unauthorized uniforms.

The �Fig Leaf� Pose

Do not allow your subject�s to stand with their hands folded in front of them! Give themsomething to hold or try to come up with an action shot instead. Along the same lines, tell yoursubjects to get their hands out of their pockets for the photo.

Taking Photos During Ceremonies

The action happens too fast, the subjects are not facing you, the lighting is all wrong, thebackground is not conducive to pictures ... there are plenty of reasons to wait until the cer-emony is finished to take pictures of its participants. Plan ahead for such occasions by desig-nating an area for photography and announcing that photos will be taken at that location at aspecific time.

Taking Only One Photo

The more photos you take, the better your chances for capturing the essence of the mo-ment. If possible, alternate between flash and no flash photos to take advantage of availablelighting.

T

8-2

Photography

CAPP 190-1 (E)

Standing Too Far Away

This one is very high on the list of �most common mistakes.� Fill your camera�s frame withpeople! If you want a picture of the background, take it separately. Trying to take one photo(see item 6 above) to incorporate both the �scenic� background and the subjects of the photowill compromise both.

Failing To Tell The Story

�A picture is worth a thousand words.� You hear it all the time, but how often is it true withyour photos? If you struggle to describe what is happening in a picture you took, you missedthe photo opportunity. Ask your subject(s) to do something or instruct them to �carry on� withwhat they were doing before you walked up with a camera.

Order At Least Two Copies of Your Photographs

Getting �double prints� allows you to have an extra photo of a good shot. Send one to theCivil Air Patrol News and keep one for your scrapbook. (Don�t send a photo to any publicationand ask them to return it. It is your responsibility to reproduce the required photographs, andthe people working with the publication do not have the time to keep track of photos that needto be returned.)

Avoid shooting the backs of subjects� heads. The photographer shouldhave waited until the recipients turned around or could have asked thegroup to pose for a nice shot.

8-3

Photography

CAPP 190-1 (E)

TTTTThis photo is nicely balanced with a little fhis photo is nicely balanced with a little fhis photo is nicely balanced with a little fhis photo is nicely balanced with a little fhis photo is nicely balanced with a little forororororeeeeegggggrrrrround and dround and dround and dround and dround and dramaamaamaamaamaticticticticticlandscalandscalandscalandscalandscape in the bacpe in the bacpe in the bacpe in the bacpe in the backkkkkgggggrrrrround. Tound. Tound. Tound. Tound. The subjects� actions arhe subjects� actions arhe subjects� actions arhe subjects� actions arhe subjects� actions arouse interouse interouse interouse interouse interestestestestestand the angand the angand the angand the angand the angle ofle ofle ofle ofle of the plane adds dimension. the plane adds dimension. the plane adds dimension. the plane adds dimension. the plane adds dimension.

On first look, the photo above creates aboring picture, with subjects just standingaround listening to an instructor. To theright, the editor salvaged the photo byframing the action and enlarging thecropped image.

8-4

Photography

CAPP 190-1 (E)

The editor wascompletely thrilledwith this picture. Thephotographer chosean interesting per-spective and zoomedin on the subject,capturing the actionand the youngwoman�s determinedexpression.

Marketing &Public RelationsDirectorate

NHQ CAP/PA105 S. Hansell Street � Maxwell AFB, AL 36112-6332334-953-5320 � 334-953-4245 � http://www.capnhq.gov

OPR: PA

Guide toCivil Air PatrolPublic Affairs

Volume II

CAP PAMPHLET 190-1 (E)

1 May 2000

Chapters 9-12

9-1

CAPP 190-1 (E)

Mission Role

Mission Roles

Mission Information Officer9T

his information contained in this guide is designed to prepare a unit PAO for activeparticipation in the Civil Air Patrol Emergency Services program.To be effective, the

PAO must be familiar with this pamphlet, CAPP 3, CAPR 173-4, CAPR 50-15, andcurrent policies and activities in the unit.

The Incidence Command Structure (ICS) has been fully integrated throughout CAP.ICS requires the mission public affairs officer to be designated the �mission information officer�(MIO) on all Emergency Services missions. Therefore, in this chapter only the PAO will bereferred to as the mission information officer.

A role of an MIO is explaining to the mission base team what information is appropriate forthe media. The MIO can encourage team members to give careful interviews and, if in correctuniform, pose for pictures.

The Mission Base Management Team

Following are the first Civil Air Patrol members who are alerted when a mission is an-nounced. These Emergency Services mission specialists are tasked with setting up andrunning mission base operations.

¨ Mission Control Officer � MCO

¨ Mission Coordinator � MC

¨ Mission Base Commander � MBC

¨ Air Operations Director � AOD

¨ Director of Ground Operations � DGO

¨ Director of Communications � DC

¨ Administrative Officer � ADM

¨ Mission Information Officer � MIO

¨ Mission Chaplain � MCH

¨ Alerting Officer � AO

The expertise and professional ability of the base management team is critical to the opera-tion and efficiency of an Emergency Services mission. The team requires highly qualified CAPprofessionals who know the requirements of setting up and operating a mission base. Theyquickly evaluate the situation and assess equipment and personnel requirements for specificjobs that need to be done.

9-2

Mission Role

CAPP 190-1 (E)

The Information Officer in a Mission Context

MIOs are the �salespersons� for the missions of Civil Air Patrol. Trained, mission-qualifiedMIOs ensure Civil Air Patrol�s efforts will be recognized.

There is more to being a mission information officer than getting the phone call, grabbingyour gear and running to the mission base to meet and greet the press. Just like every mem-ber of the mission base team goes through specialized training, so does the MIO.

Mission Information Officer

In conjunction with the mission coordinator, the MIO prepares and disseminates informationabout a mission to the media, and coordinates media access to base activities.

The MIO coordinates release of all information through the mission coordinator. The MIO willhandle questions and requests with a courteous and professional attitude in order to maintain apositive impression of the Civil Air Patrol�s activities. (See Chapter 3 for information regardingrelease of sensitive information.)

An important responsibility of the MIO is to arrive at mission base in time for the first briefingby the mission coordinator. From that briefing, the MIO will prepare the first press release.When the search is under way, the MIO may communicate directly with the wing public affairsofficer. If the mission has more than a local interest, the headquarters information officer willappreciate detailed briefings.

It is important to communicate with the media. They will need accurate information byspecific deadline times. The MIO should give them as many facts and as much assistance aspossible, and should give the reporters a sterling impression of Civil Air Patrol and the job itdoes for the local community.

Accurate news coverage of mission activity is critical for telling the public about Civil AirPatrol. The experienced MIO will chronicle details of the mission and include the names andgrades of the individuals involved (double checking and spelling names correctly), and usethese details when talking to the media.

Printed handouts are an excellent way to ensure reporters receive consistent information,especially in regards to local squadron facts and statistics and the names of squadron mem-bers who are serving on the search-and-rescue mission.

The television medium brings Civil Air Patrol into the homes of thousands of people in yourcommunity. Therefore, the MIO must provide the most up-to-the-minute visual information on asearch-and-rescue mission by deadline. It is the MIO�s job to ensure that the CAP image andmessage is positive.

What Every MIO Needs To Know

Media Contacts

A successful mission information officer must know each of the local media contacts that maycover the CAP search-and-rescue mission. Set up a file of their names and phone numbers.This will be the most important item in your mission kit.

9-3

CAPP 190-1 (E)

Mission Role

Duties and Responsibilitiesof the Mission Information Officer

. Check in at the mission base wearing the appropriate uniform and presenting

current documents as required on the �Reporting-In Procedures� list.

. Report to the MC for a briefing on mission details that may be released to the media.

. Set up a desk with a telephone, typewriter or computer, and unpack the mission kit.

(See �The Mission Kit� list)

. Prepare an initial news release that contains information provided by the MC at the

start of the mission. These stories should not contain opinions about anything or

anyone associated with the mission.

. Prepare midday, interim, and end-of-day press releases for the media and obtain

the MC�s approval. Copies of all press releases, interviews, etc., and the agencies

they were given to, will be mailed, faxed or e-mailed to the wing director of public

affairs. The news releases should also be posted to your unit/wing website.

. Wrap-up day�s activities with leads, notes, interviews, statistics and details. It will be

given out at the end of the day or the next morning, and can serve as an aid to the

next MIO who may be serving on the same mission.

. Answer media questions as fully and accurately as possible under the mission

security conditions.

. Verify credentials and completed CAPF 9 releases for media representatives that

may want to accompany flight crews or ground teams on sorties. They must be

approved by the MC.

. Cooperate with media personnel, but ensure they do not impede or interfere with

the conduct of the mission.

. Complete required forms and paperwork for the MC prior to leaving the mission

base.

. Monitor newscasts and contact the media to correct any reporting errors.

. Direct and monitor the release of information and photographs to newspapers, wire

services, radio, and television media representatives.

. Assist family members of those who are the subject of the search-and-rescue

mission. In these situations, the MIO will keep the visitors from impeding with the

operations of the mission.

9-4

Mission Role

CAPP 190-1 (E)

Be Honest With the Media

Be honest with the media at all times. Tell them about Civil Air Patrol (not just �CAP�) and thatyou want to work closely with them in order to provide the story as quickly and accurately aspossible.

Keep Updated Bios on Mission Members

In your mission kit, keep a complete file of forms and information required for the missionbase. Your kit should include biographical information on mission team members who regularlywork search-and-rescue missions.

Train for Mission Base Activities

The ideal learning environment is �on the job� training. Apprentice yourself to the best missioninformation officer you can find and work with him or her during missions or training exercises.

Provide Your Contact Information

The local mission control officer and mission coordinator will call you as soon as an alert hasbeen issued. Your squadron commander should also have your contact information.

Mission Base Uniform

MIOs wear the same uniform as the rest of the mission base team � the Air Force blueuniform. If the weather is warm, you may open the top shirt button and remove the tie. If it iscold, you can wear the Air Force blue pullover sweater over the shirt. You may also wear theCAP corporate uniform.

Prepare Your Mission Kit

The MIO must bring everything normally required to do a PAO�s job. See the section titled�The Mission Kit� for requirements and suggestions.

Check In

Upon arriving at mission base, check in with the administrative officer and produce therequired credentials (see section titled �Reporting-In Procedures� later in this chapter). Set upyour workspace and attend the mission coordinator�s briefing. Obtain all data currently availableregarding the mission, most important, the names of the pilot and passengers that may havebeen on board. Document the names of all Civil Air Patrol members who are participating inthe mission.

As soon as possible, type up your first release with the basic data. Have it approved by themission coordinator and release it. Continue to update your notes so you are able to releaseinformation to the press as the day goes on.

You may be asked to answer the phone for the mission base. Although you are not obligatedto do so as an MIO, you can help out as time permits. If you do take phone calls be careful

9-5

CAPP 190-1 (E)

Mission Role

what information you give over the phone and be sure of your accuracy. A casual comment bythe MIO can suddenly become a part of the big news story quoting the opinion of the MIO asan expert on the subject. And remember, when referring to the organization, always say �CivilAir Patrol,� instead of just �CAP.�

Always remember the media�s job is to get as many details as possible out of you any waythey can. Your job is to give them all the details you are authorized to give them and nothingmore. When phoning or faxing the story, do not deviate from the approved copy. Make notes ofwhen you sent releases and to whom they are given. This will also be required in the missionbase report, so accurate records are imperative.

In follow-up stories, give full credit to all agencies and key personnel participating in thesearch-and-rescue mission. Your tactful attitude and cooperation will help other organizations�return the favor� and credit the activities of Civil Air Patrol in their releases.

Inform the mission coordinator that the pilots should not talk to any mediarepresentatives when they return from a sortie. All questions should be directedto the MIO. However, emphasize that the phrase �no comment� should not beused when talking to the media. This often raises suspicions and challengesreporters to probe into �what you are trying to hide.�

The Professional Approach

The difference between a professional and an amateur mission information officer is dependenton the approach to the job. To be professional does not require a college degree, but doesdemand organizational skills. A professional is expected to know what is going on, who is doingwhat, and when and where things are happening.

Track Critical Information

To write a story about a unit event or activity, the MIO will require background material aboutsquadron members, who they are, and what they did during the Civil Air Patrol activity. Aneffective method for keeping track of activities, people and information in Civil Air Patrol is tokeep a data file. Necessities include forms, reports, biographies, news clippings, squadronnewsletters, and press releases.

The mission information officer checklist, daily mission information sheet, daily media releaselog, list of local radio stations, mission staff list, MIO phone list, media and TV stations, andbiographical data forms should be accessible to the MIO at all times.

How To Set Up MIO FilesKeep up-to-date media information in a card file or a notebook as part of the mission kit. Be

mindful to keep a duplicate of this information at squadron headquarters for commander�s andstaff officers� use.

The file should contain the name and address of the media outlet � newspaper, radio,television, magazine, etc. � contact name, telephone and fax numbers, e-mail addresses anddeadlines. Ideally, the file will include comments about publishing style and editorial policy to bemindful of when preparing submissions.

9-6

Mission Role

CAPP 190-1 (E)

When targeting the television medium, confirm with the local station whether it acceptsvideotapes. If so, document for the files the type, size and format. If still photographs areacceptable, what size and style is best? Will the station use cassette recordings of a newsstory? Ask if faxed or e-mail news releases are accepted.

Biographical Files on Members

Starting with the unit commander, keep at least a one-page biography on each squadronmember. It should include his or her full name and current rank, address, phone number,business or work affiliations, family status, number of years in Civil Air Patrol and highlights ofthat �career.� Additional information should include where the member went to school, militaryservice record (if applicable), membership in other organizations, if the member is a pilot (if so,what kind of plane does he or she fly), and details of CAP missions or activities the memberhas participated in. Include a head and shoulders picture of the member, preferably in uniform.

If possible, keep additional photographs of members in the biography file. A few photos ofeach member in action during a CAP activity (with captions to identify the participants, events,and dates) can double as the unit scrapbook. File the negatives in a safe place.

When a member leaves the unit, do not throw the personnel file away. Keep it in an inactivefile. These files may prove helpful for the squadron�s historical records or even an obituary.

News Release File

Retain copies of every press release sent to the media and file them by date, activity ormedia contacts. Clip and save the stories that resulted from the press releases. This file willserve as a style guide for future articles and is required for the quarterly reports public affairsofficers must submit to National Headquarters.

Mission Personnel File

The mission personnel file lists the names and addresses of all mission-qualified members anMIO may work with on a regular basis, including other information officers.

Mission Information Officer File

Any forms required by wing headquarters that must be sent in with the mission reports shouldbe kept in an organized notebook or file.

A file containing directives and information from the wing public affairs office must also be keptcurrent.

Public Relations Materials

Regulations, manuals, booklets and other materials received from National Headquarters shouldbe stored together for easy accessibility. Fliers, pamphlets, cards and posters used for recruit-ing purposes should be displayed or stored appropriately. Keep a re-order form on hand at alltimes and allow plenty of time to place and receive the order for your recruiting event. Refer toother publications, such as the Annual Report to Congress, for information and statistics about

9-7

CAPP 190-1 (E)

Mission Role

Civil Air Patrol.

Unit Directory

The unit directory contains the names, addresses, and contact information of other squadronsand groups in your wing. Each squadron should expend the energy to maintain a current rosterof its members.

General Emergency Services Specialty Ratings

A general Emergency Services rating is issued to individuals authorized to perform generaloperational support functions under the direction of qualified personnel.

This rating may also be issued to highly qualified members in special fields such as chaplain,administrative officer, cadet supervisor, medical officer/technician, legal officer and data-collect-ing team members.

Recipients of a CAPF 101 for the general Emergency Services rating must meet the followingminimum requirements:

¨ Be a Civil Air Patrol member with a current membership card.

¨ Have satisfactorily completed classroom instruction covering CAP emergency-servicesoperations, state/local laws, and regulations regarding Emergency Services.

¨ Have an understanding of CAP regulations, procedures and associated forms (CAPR 50-15, 2-4).

General emergency services personnel provide support as administration and flight line helpers,runners, drivers, recorders, sandbag fillers, traffic directors, and many other duties. Eachfunction falls under the supervision of qualified personnel.

This designation replaces the trainee status (CAPF 101T) for a GES specialty rating prior toissuance of an advanced specialty rating.

Review CAPR 50-15, CAPR 55-1 and applicable supplements for a complete description oftraining areas and methods required to achieve higher mission and Emergency Servicesspecialty ratings.

Family Liaison

In all missing aircraft missions, CAP mission control duty officers assign a family liaison tointeract with the missing persons� relatives. The family liaison is usually a chaplain, missioncoordinator, someone on the intelligence group in the planning section for the mission, or aCAP member with the proper experience, attitude and demeanor to deal with a family. Thefamily liaison usually does not change during the mission. On missions where all families arenot present at the search base, the family liaison may be the sole point of contact betweenCAP and the families.

MIO Coordination With Family LiaisonMIOs working a mission must ensure all information given to the media has been approved

in advance by the mission coordinator and also has been briefed to the mission-qualifiedchaplain with enough time for the chaplain to brief the family of any new information before it isreleased to the media. Normally the mission coordinator keeps the chaplain fully briefed, but

9-8

Mission Role

CAPP 190-1 (E)

Reporting-In Procedures1. All personnel must be in appropriate uniform. Refer to CAPM 39-1.

2. All Civil Air Patrol personnel must present their current membership andemergency-services cards upon signing in at mission base.

3. Pilots must present their current pilot�s license and flight physical. A radiooperator authorization card is optional.

4. Ground team members must present first-aid and ROA cards. A cardio-pulmonary resuscitation card is desirable, but not necessary.

5. ROA cards are required for radio operators, observers/scanners, andground-team leaders and members. The cards are optional for pilots, publicaffairs officers and flight line officers.

6. A CAPF 101 is required for all mission personnel.

7. All visitors and non-CAP members are required to sign in at the receptiondesk.

MIOs may take the initiative to verify proper coordination before releasing new informationbecause MCs can sometimes be overworked and preoccupied during missions and unable toconcentrate on public affairs or family relations.

Families must have consistent information about a mission. If they receive different informa-tion from the media or others than what they hear from CAP, complications can result. Even themost innocuous inconsistencies can cause problems, thus MIOs should monitor the media,verifying facts with the family and checking for inaccurate reporting. Information officers fromother agencies may be able to provide assistance in monitoring the media.

For example, suppose a family hears from CAP that the Federal Aviation Administration airtraffic recordings say the missing pilot last said, �I have XYZ Airport in sight.� Then the familyreads in their local paper that the pilot intended to land at ABC Airport. Such an inconsistencyhas caused families to send lawyers to search bases to investigate for inadequate searchingand caused Congressional inquiries to extend a search beyond what is prudent.

Congressional Inquiries

When a family, an interested politician or friends of the search objective sense a search isnot perfectly professional and adequate � usually from inaccurate media reports or less thanideal relations between CAP and families � a Congressional inquiry to the Air Force RescueCoordinator may result. Usually the inquiries come from Congress, but similar inquiries cancome from governors and other elected officials. An inquiry is usually an official demand to theDepartment of Defense to take specific action such as to extend a search or replace searchmanagement. Some inquiries are unavoidable, but others may be avoided by consistent mediastories and solid family liaison.

9-9

CAPP 190-1 (E)

Mission Role

Family Briefings

CAP regulations discourage family members of search objectives from visiting a searchbase. Nevertheless family members sometimes will be present at the search base. If familiescome to a search base, they must have proper family briefings.

Family briefings must be scheduled, professional, positive, instill confidence, informative andwithout any guessing or conjecture. The point is to be a reliable source of consistent informa-tion to the families.

Preparing for Finds

MCs, MIOs and chaplains are aware that the media monitors CAP radio communicationsand often follows ground teams. To control what information the media receives can beimpossible, but MIOs should try to help control sensitive information such as a probable finduntil the chaplain has briefed the families. Families should be briefed privately, away from themedia.

Preparing for Suspension

Families, interested politicians, friends of the search objective and the media should beprepared for a mission suspension or a find with no survivors from the beginning of thesearch. They should not be given false hopes. Information should be balanced betweenoptimism and reality.

AFRCC statistics show only 35 percent of crash victims survive crashes, 21 percent areinjured and of those, only 4 percent survive 24 hours, 14 percent are uninjured but of theseonly 7 percent survive after 3 days. Thus, after 3 days of searching, all must be prepared forbad news.

The families and others should be educated to the purpose of �search and rescue,� which isto find survivors. The AFRCC and CAP will not continue a search when there is no reason-able probability of survival of the search objectives. Survival expectation is a combination ofthe probability of survival within the search area (freezing temperatures become importantfactors), the quality of the search effort, and the consensus of the search planners at theAFRCC, CAP and any involved local law enforcement.

The families and others should also be aware that searching is always inherently danger-ous. Air grid searching is very dangerous, especially in the mountains. At least 50 CAPaircrew have been killed on mountain grid searches. Thus, search planners must weigh therisk of searching versus the potential for saving lives. Also the use of search assets on onesearch may preclude their availability on other searches or for other missions. Due to all theseconsiderations, the AFRCC and CAP will never conduct search operations only for the likeli-hood of finding bodies. County sheriffs, or private searchers such as the state�s Rescue DogAssociation, which has dogs capable of finding bodies and survivors may conduct searchesfor bodies.

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CAPP 190-1 (E)

Family Psychology

The psychology of a family is similar to the media and others. As a mission progresses, theirhope for survivors will diminish in fits and spurts while their acceptance of the loss of theirrelative becomes greater. If a search is suspended before their level of hope meets their levelof acceptance, the family is likely to react in a negative way such as by starting a Congres-sional inquiry or slandering CAP in the media. A MIO can help the family greatly by ensuringaccurate information, including basic statistics on searching, is released to the media.

The family, media, and others should be notified of a decision to suspend at least 1 day priorto suspension. This gives them at least 1 more day of hope. It gives them time to accept thesearch cannot continue indefinitely. It is critical that suspension information be absolutely consis-tent between the AFRCC, the MC, the chaplain and the MIO at all times.

Emergency Management Agencies, Sheriffs and Lead Reports

In most areas, search and rescue activities fall under the control of county sheriffs who areaided by a mutual aid system coordinated by the state emergency management agency.Through agreements with the state and local officials and AFRCC, CAP is authorized to assistwith missing aircraft searches. MCs and MCOs work closely with the agency headquarters andsheriffs of counties where CAP is conducting search and rescue operations. When a searchobjective becomes definitively located inside a single county, normally the county sheriff takesover the duties of the CAP mission coordinator to complete the rescue or recovery operations.

CAP MIOs are encouraged to work closely with information officers at emergency manage-ment agencies and affected sheriffs� offices. These information officers have media and govern-ment contacts CAP may not have. They can assist greatly in spreading the word about asearch objective to encourage the reporting of sighting leads. For example, state emergencymanagement agency information officers can ensure all forest rangers, many located in veryremote and mountainous locations, receive updates on a search through their daily morningradio briefing. Many searches are ultimately solved by a lead triggered through a media report.

Lead reports will be most useful if the news releases to generate them have been carefullyscreened by the planning section. The news releases must strike a balance between enoughinformation to prevent some improbable sighting reports, but not have enough information tocreate false leads. A good news release to generate leads will usually leave out at least onehighly significant fact about the missing aircraft that can be used to verify a lead. For example,the time of day the aircraft went missing or a visual detail such as a plane with floats may notbe released. The intelligence group in the planning section or a ground interrogation team mayuse that information to verify a lead during an interview with a witness.

Final Words

CAP MIOs assisting with a mission are a vital part of the large team working to find thesearch objective. Some searches are very fast and may be the only work for a MIO is to issuea press release to ensure all who helped in the search receive the credit and recognition due.In longer searches that drag on for days, a MIO may become the only means to generate newleads from the public to continue an effective search. In those long searches, MIOs are encour-

9-11

CAPP 190-1 (E)

Mission Role

VFR, IFR, ELTsThe media should also be educated on the consequences of whether a missing

pilot was flying visual-flight rules or instrument-flight rules, and what type of emergencylocator transmitter the plane had. A plane flying VFR can fly with or without a flight plan.Failure to file a flight plan does not cause a plane to crash. Instead, it causes a longersearch or a larger initial search area.

AFRCC statistics show a no-flight-plan search usually takes 15.55 hours betweenthe time the plane went missing to when a search is opened, compared to 3.86 hours fora search for a plane on a VFR flight plan, and 1.07 hours for an IFR flight plan flight.The time to locate a missing plane from the time it went missing to actual location forplanes found during missions is 62.57 hours for no flight plan, 18.13 hours for VFR flightplan, and 11.54 hours for flights under an IFR flight plan.

ELTs were mandated by Congress to be installed in most aircraft by 1974. Theoverwhelming majority installed in general aviation aircraft are the original models whichhave abysmal activation rates and batteries that do not work in very cold weather. Thereare no current efforts by the U.S. Government to mandate more advanced and reliableELTs.

By a factor of more than 4:1, missing aircraft do not have an activated ELT to assistin the search. For the majority of installed ELTs, the old T.S.O. 91 models, AFRCCrecords indicate an ELT aided in the SAR effort only 3.5 percent of the time in 1995, 5percent in 1994 and 7.4 percent in 1993. AFRCC statistics for searches between 1983and 1988 show the time between when a plane goes missing to the time a mission startsfor a search with an ELT working is 3.3 hours, and 11.8 hours if the ELT is not working.The average time to locate the aircraft is 14.17 hours if the ELT works and 65.88 hours ifit does not. An MIO should become informed on whether or not an ELT has worked onthe search to educate the media on why an objective may not yet have been found.

aged to keep the media interested in the search by educating the public about ELTs, the CAPprogram, the U.S. Air Force, other search and rescue units, and matters involved in the search.

Just as aircrews and ground teams debrief after sorties to discover lessons learned, after amission, MIOs are encouraged to debrief with the MC or MO on duty to see what went well inpublic affairs and what could have been improved.

Critical Incident Stress Management (CISM) Plan

Overview

CAP leadership has placed an increased emphasis on taking care of all personnel, and thatincludes the mental health of those members exposed to potentially traumatizing events whileserving at a mission site or other CAP activities.

v NHQ CAP/DO plans to implement CISM nationally.

v National Board guidance.

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CAPP 190-1 (E)

v Minimum training requirements of the International Critical Incident Stress Foundation(ICISF) Basic CISM Course (14 hours).

v Provide emphasis and training for CAP personnel in CISM.

v Develop the support infrastructure and plan for regional teams.

v Place additional emphasis on units using locally available resources (CAP or other trainedresources).

Critical Incident Stress Team

¨ Mental Health professionals.

- Specially trained.

- Will normally serve as team chief.

¨ Medical professionals.

- Not for the purpose of rendering medical care.

¨ Spiritual support.

¨ Peers.

¨ Non-caregiver advocates.

¨ Family support.

Each position should be filled three-deep.

Training Requirements

Minimum of ICISF�s Basic Critical Incident Stress Management is required for all teammembers. Additional training in peer support and crisis intervention is recommended. NHQCAP/DOS will track individual qualifications and assignment to CAP CISTs. At least one of thefollowing must be accomplished every 5 years to maintain currency, documentation of whichwill be forwarded to NHQ CAP/DOS:

¨ Actual event support.

¨ CAP sponsored refresher course.

¨ Attend another Basic CISM course.

¨ Team training events may be required and are recommended.

Activation & Deployment

¨ Wing commanders will validate the need based on requests.

¨ Each use of CISM or CISTs will be reported to NHQ CAP/DOS (funded or not).

¨ Include general event descriptions only.

¨ Names of personnel being assisted will NOT be conveyed, though the number supportedshould be.

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Mission Role

¨ Contact NHQ CAP/DOS if a local resource is not available to assist.

¨ The CIST chief in coordination with the requesting unit will determine the team composi-tion.

¨ Every effort should be made to avoid exposing deployed CIST personnel to the sametrauma as affected personnel.

Costs

¨ See CAPR 55-1 and CAPR 173-3.

NTAPsOn some searches, the CAP requests a National Track Analysis Program solution

from the FAA through the AFRCC. The FAA and the military have radar that recorddata from radar hits. IFR and some VFR planes squawk a discrete transponder codethat is used to download data from the recording radar very quickly. Thus on IFR andsome VFR searches, an NTAP solution may be provided to a CAP mission basewithin hours.

If a plane has only been squawking for 1200 for VFR, or if the transponder wasnot activated, the FAA, and sometimes CAP radar technicians, may need more thana day to find an NTAP solution. A highly probable solution can take days to find insearches for planes without a known flight route, without a witness to a takeoff time,if flying under radar coverage, in some multi-state flights, or for flights through heavyair traffic areas. These complications should be briefed to the media to explain why aplane may not have been found, or why CAP may be standing down from activesearching except for route searches while an NTAP solution is found to narrow a verylarge search area.

Since NTAPs require very technical analysis, the mission coordinator determineswho is authorized to review the data. MIOs should never release data to unauthorizedpersonnel. Only information such as �radar data indicates a last known position in theXYZ area� should be released.

9-14

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CAPP 190-1 (E)

Daily Mission MIO Data SheetMission base: Date:

Mission number _____________Mission base phone _______________________________Mission type _________________________________________________________________

__________________________________________________________________________General geographical areas ____________________________________________________

____________________________________________________________________________________________________________________________________________________

Mission personnel UnitMission coordinator ___________________________________________________________Base commander ____________________________________________________________Information officer ____________________________________________________________Air operations director_________________________________________________________

Other agencies Phone______________________________________________________________________________________________________________________________________________________________________________________________________________________________

Statistical informationPilots (number) _____________Aircrew ___________________Ground team _______________Base personnel _____________Sorties flown _______________Hours flown ________________

Other Data ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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CAPP 190-1 (E)

Mission Role

Mission Public Affairs Officer ChecklistMission base: Date:

1. ___ Check in to mission base and establish credentials with administrative officer.

2. ___ Set up a public affairs desk.

3. ___ Get a briefing of the mission (who, what, where, what other agencies or individualsare involved in the mission, etc.).

4. ___ Check with the mission coordinator as to what information may and may not bereleased to the media.

5. ___ Fill out a mission information form.

6. ___ Correctly fill out a mission staff list, including unit names.

7. ___ Prepare a preliminary news release for the first handout or fax.

8. ___ Start telephoning your news contacts, give them the data you have and prepare tomeet any media personnel who may visit the base.

9. ___ Start your media release log to avoid duplication of handouts.

10. ___ Update your information on the mission and write up the secondary press release,including names of CAP participants and giving some information about the involve-ment of the local Civil Air Patrol unit.

11. ___ Request that anyone who may have valuable information on the search to please callmission headquarters and provide a phone number.

12. ___ If there is no chaplain on the mission base, act as the host to any family or othervisitors and assist them (time permitting).

13. ___ If possible, monitor news broadcasts to be sure all information on the mission iscorrect. If not, call and correct the errors as soon as possible.

14. ___ Take photographs of mission rescue crews and base personnel (but not of the crashvictims or wreckage) to release for local papers.

15. ___ If you have a video recorder, take some footage of mission crews and headquarterspersonnel. If possible, do an interview of the mission coordinator for the televisionnews.

16. ___ Prepare MIO reports for the mission coordinator�s daily report and make copies.

17. ___ At the end of the day, prepare a closing news summary giving all of the statistics onthe number of CAP personnel on the mission, number of sorties flown, and number ofplanes involved. Give positive comments about other participating agencies andemphasize the efforts made by Civil Air Patrol.

18. ___ Send, carry or fax photos and stories to your local news media sources.

19. ___ Monitor all media broadcasts for accuracy.

20. ___ Send copies of all reports, releases and photos to wing and National Headquarters.

21. ___ Leave a set of reports for the next day�s MIO who may be working the same mission.This will avoid duplication and contradictions.

22. ___ Remember that Civil Air Patrol mission personnel must function as a team working onthe same job. Be cooperative, helpful, and professional at all times.

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CAPP 190-1 (E)

Daily Mission MIO Telephone List

Mission Bases 1. _________________________ 2. ________________________________

3. _________________________ 4. ________________________________

Home Work/E-Mail/Fax

Mission Coordinator ________________________ _________________________________

Mision IO_________________________________ _________________________________

Wing Commander __________________________ _________________________________

Wing MIO ________________________________ _________________________________

Wing LO _________________________________ _________________________________

Wing Operations Officer _____________________ _________________________________

Mission Coordination Center _________________Base Commander _____________________

City Police ________________________________ County Sheriff ________________________

State Police_______________________________ Fire Dept. ____________________________

Ambulance _______________________________ Hospital ______________________________

FAA _____________________________________ FAA Flight Services ____________________

State OES ________________________________ Local OES ___________________________

U.S. Forest Service ________________________Red Cross ___________________________

Salvation Army ____________________________ _________________________________

Other Important Numbers

________________________________________ _________________________________

________________________________________ _________________________________

________________________________________ _________________________________

________________________________________ _________________________________

________________________________________ _________________________________

________________________________________ _________________________________

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CAPP 190-1 (E)

Mission Role

Media Release Daily LogMission Number Base Date

Reporter Name Media Phone Fax Release

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

_______________ ______ __________ ____________ _____________

MIO ________________________________________ Date/Time ______________

Notes: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

1. Name/address: put the name of the reporter and media represented.2. Media: NP for newspaper, TV[+____] for television call letters, RS[+____] for radio call letters.3. Phone and fax for call back information.4. Release: describe what type of release was submitted.

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CAPP 190-1 (E)

Media Resource File

Type Station Assignment Editor Phone Fax E-Mail

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

___ _____ _______________ _____________ ___________ _________

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CAPP 190-1 (E)

Mission Role

Mission Personnel Functional DesignationsMission Control Officer MCO

Mission Coordinator MC

Mission Base Commander MBC

Air Operations Director AOD

Director of Ground Operations DGO

Director of Comunications DC

Air Search Coordinator ASC

Mission Pilots MP

Mission Observers Scanners OBS-SCN

Ground Team Leader GTL

Flight Line Officer FLP

Mission information Officer MIO

Mission Chaplain MCH

Radio Operations RO

Ground Team Members GTM

Data Collecting Teams DCT

Radiological Monitors RADEF

Ground Interrogation Officer GIT

Supervisor of Cadets SC

Medical Officer MO

Administrative Officer ADM

General ES Personnel GES

ES Trainees T

Alerting Officer AO

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CAPP 190-1 (E)

The Mission KitWhat do you take with you when go to a mission base?

Lots of stuff! Keep these in a box with a lid and good handles, ready to go at a moment�snotice. You�ll need stuff like:

____ A laptop computer & small printer with software (or a portable typewriter, with correction

tape).

____ Card table and folding chair.

____ A ream of paper, news release and unit letterhead.

____ Resource files and forms.

____ Clipboard and notebook.

____ Pens, pencils, white-out, paper clips, post-it notes, scotch tape, stapler, and other office

supplies.

____ CAP publications.

____ First-aid kit.

____ Sewing kit.

____ Aeronautical charts and road maps.

____ Camera and film.

____ Camcorder and tapes.

____ Tape recorder and blank tapes for interviews.

____ Cordless or cellular phone.

____ Hand-held CAP and aircraft radio with AC adapters.

____ Desk lamp and extension cord.

____ Flashlight.

Tip: Label all your personnel equipment. Base personnel often don�t think in terms of

personal property when they are busy and need to use something of yours.

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CAPP 190-1 (E)

Mission Role

Biographical Information FormName _________________ Social security number_______________________

Date joined CAP ____________ Unit name _______________________________

Address _________________ City _____________ State _____ Zip ___________

Home phone _________ Work phone _____________ Fax__________________

Pager ____________________ E-mail ________________

Occupation ____________ Place of business ____________________________

Date of birth _____________ U.S. citizen ____________________ Male / female

Marital status _________ Name of spouse _______________________________

(1) Child ____________________________ Age ____________________

(2) Child ____________________________ Age ____________________

(3) Child ____________________________ Age ____________________

EducationHigh school ______________ City ______________________ State ____

College Degree _____________________

Military service Yes / NoBranch ____ Rank _______ Service dates ___________

Pilot Yes / NoRating _____________________________ Aircraft owner Yes / No

Observer Yes / No Scanner Yes / No Other_____________________________

Emergency service specialty/rating ___________________________________

Other specialties ______________________________________________________________________________________________________________________

Other organizational memberships ______________________________________________________________________________________________________

.

10-1

CAPP 190-1 (E)

News Releases

News Releases10Tools of the Trade: News Releases

The purpose of your news release is to alert the media of newsworthy events. You maydistribute your releases via fax, regular mail, or e-mail. Ask your media representatives whichformat they prefer. Research newspapers and TV and radio stations to learn assignmenteditors� names. Make a list of these people and keep it in a convenient place. For your conve-nience, several sample news releases are provided in this section.

Advisories

A summary of who, what, when, where, how, and why.

Hints

1. News editors appreciate concise, well-written stories that they don�t have to edit much.

2. Most papers use AP style, and you should too. Some papers will run the story just as yousubmit it. Others will treat your release like a news advisory and have their staff write a story.

3. TV and radio stations generally prefer advisories and public service announcements.

Crafting Your News Release

The first rule of thumb in writing news releases is to make it reader-friendly. It must be neatlypresented and easy to understand. The less rewriting or revising the editor has to do, the morelikely your story will be printed.

News Release Fundamentals

Always follow these basics in preparing your news releases:

Use letter size (8½ X 11) white paper. Do not use legal length or other odd sizes or colors.

Be sure your news release letterhead contains pertinent information:

1. Organization�s name.

2. Address.

3. Contact person.

4. Telephone, fax numbers, and e-mail address.

5. The words �News Release.�

6. A specific date or time to run the story. �For Immediate Release� is commonly used.

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Writing Your Story

There is no specific formula for writing the perfect news story. However, there are basictechniques you should follow. For instance, keep your sentences direct and to the point. Useshort words. Use lots of words and phases that have human interest.

This formula is keyed to averages but do not over look an important point: Readability meansvariety. A long series of monotonous sentences makes deadly dull reading.

The Inverted Pyramid

American newspapers have generally adopted what is known as the inverted pyramid style ofwriting. This style is also followed in armed forces publications and in Civil Air Patrol News.Under this system, the top of the story or lead paragraph (the inverted base of pyramid)contains the gist of the story, the main, basic facts. Details of lesser importance taper down-ward, with the least important fact at the bottom (the inverted apex of pyramid). Most readersscan the news, skimming headlines and lead paragraphs. If the lead lacks punch or fails todraw their interest, they seldom read any further.

The inverted pyramid presents a news story on scale of descending interest. In this way, thereader can get the meat of the story even if they read only the first paragraph. The invertedpyramid is also useful for trimming news stories. If the story must be shortened, it is simple forthe editor to cut off the bottom paragraphs or less important details to make the story fit theavailable space.

Give Your Story a Title

Chances are your editor will write his own headline, but he�ll also welcome suggestions.

Allow Ample Margins

Start a story about one-third down the first page. This allows the editor space to write in aheadline or make other notes.

Adhere to News Writing Style

Write your story in a style that is familiar and acceptable for news writers. Consult TheAssociated Press Stylebook and Libel Manual to become familiar with news industry style,

Civil Air Patrol FOR IMMEDIATE RELEASE

(YOUR WING OR SQUADRON) NEWS RELEASE(Date) POC: (Your Name, Position)

Phone: ________, Fax: _________E-mail:_______________________

Design Your Format

Think of the format as a frame for your work. You may wish to design aheader, similar to our example here, and build a template in your word pro-cessing program or have forms printed. Use the same format with all yourreleases. This is one way to establish your unit�s image and identity with yoursignificant publics. Maintaining a consistent image builds credibility for your unit.

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CAPP 190-1 (E)

News Releases

which differs markedly from the Air Force guide The Tongue and Quill, AFH 33-337. Payspecial attention to rules addressing state abbreviations, dates, numerals, punctuation, andmilitary titles. Adhering to standard news writing style will result in a professional product thatwill gain the respect of news editors. The sample news releases included in this chapter arewritten according to Associated Press style.

Confine Yourself to Facts

Keep the story as short as possible, but give all essential information.

Send only one copy of a news release to a particular paper�not to four or five staff mem-bers of the same paper.

Avoid the use of slang expressions and acronyms, or CAP or military jargon.

News Releases and Advisories

The purpose of your news release or advisory is to alert the media of newsworthy events.Your news story should consist of the following format:

Lead

Summary

Quote

Story (brief)

Tag line

Writing Your Lead

The lead is the most important single part of a news story and is usually the hardest to write.Generally, it requires extra thought and effort.

When writing hard news story, such as a search mission, summarize the �who,� �what,��when,� and �where� elements in your lead paragraph. In subsequent paragraphs, the �how� and�why� elements.

Keep leads short and simple, but get the main facts into them. Some papers use one-sentence leads; others allow two sentences. Check the style in your local papers.

Give your leads punch to create an impact on your readers and to hold their attention.Sometimes news people forego the five Ws and concentrate on grabbing the reader�s interestwith a novelty lead. CAP PAOs should be wary of using novelty leads and should generallystick to normal news style.

A Punch Lead is a blunt surprising statement that jolts the reader and arouses curiosity.

�A private airplane was involved in a three-car accident on I-75 yesterday.�

A Question Lead aims at stimulating the reader�s curiosity and leads them into the story. Thequestion should be such that it can�t be answered with a simple �yes� or �no.�

EXAMPLE: �How much does it cost to join Civil Air Patrol?�

The Quotation Lead can be effective only if it is eye-catching and pertinent. Note: unlessthere is a truly significant quote in a speech, avoid using a quote as a lead. The consci-entious writer will boil down the facts and extract a significant summation for the lead.

There are other novelty leads, such as:

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News Releases

CAPP 190-1 (E)

The contrast lead, which compares two opposites to dramatize a story. The comparison leadmay be between war and peace, age and youth, tragedy and comedy, past and present,etc.

Picture and background leads are descriptive. The picture lead describes the person orobject in the lead. The background lead gives setting or surroundings.

Tests of a good lead are:

Brevity.

Conformance to the story.

Authoritativeness.

Interest.

Accuracy.

Factual. (no editorializing, and predominance of the important facts of the story.)

Summary

Following your lead, summarize your story in just a few sentences. This provides the readerwith a quick preview of what�s to come.

Quote

Follow your summary with a quoted remark from the highest-ranking or most relevant officialinvolved in the story. Later in the story, you may want to quote someone who�s involved in thestory but who isn�t a CAP member. A two-source story is much more credible than one with asingle source.

Story

You should have covered the who, what, when, and where elements in the first two para-graphs. Following your quote, explain the why and how elements.

Tag Line

The tag line is a general statement about CAP and it�s missions. We use the following on allreleases from National Headquarters:

Civil Air Patrol, the official Air Force Auxiliary, is a nonprofit organization. Itperforms more than 85 percent of inland search and rescue missions in thecontinental United States as tasked by the Air Force Rescue CoordinationCenter. Volunteers also take a leading role in aerospace education and serveas mentors to America�s youths through CAP Cadet Programs. For moreinformation about Civil Air Patrol programs, call 1-800-FLY-2338.

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CAPP 190-1 (E)

News Releases

Sample News ReleasesSLUG TITLE (Indicate the topic of the news release.)

(HOMETOWN, STATE) � Begin your first paragraph with the name of your town and state,followed by an em-dash (or double hyphen). This is known as the �dateline.� The first para-graph should summarize essential elements of the news story; i.e., �Who, What, When, Where,and Why.�

Indent each paragraph about one-half inch. The second, and succeeding paragraphs shouldcontain further details of the news story, in the descending order of importance. This is knownas the �inverted pyramid� style of news writing, described in detail earlier in this chapter.

Do not hyphenate words at the ends of lines. Keep your news release brief � a single pageis ideal. If you must continue your news release to a second page, put the word �MORE� inparentheses at the bottom of the first page to indicate continuation on a second page.

�MORE�

������������������������������������������

SLUG TITLE Page 2

Repeat your slug line at the top of the second page opposite the page number and continueon with your story.

Close your story with the following tag line:

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs. For more information about Civil Air Patrol, (local contactinformation) or call 1-800-FLY-2338.

At the end of your story type �30� or #####, to indicate the end of your news release.

�30�

The news releases on the following pages are samples. Feel free to fill in the blanksor edit to suit your local unit. All are available on diskette in MS Word format. CallNHQCAP/PA for your diskette.

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News Releases

CAPP 190-1 (E)

APPOINTMENT TO NEW POSITION

(HOMETOWN, STATE)�(Rank, member�s name) has been appointed to (new position) atCivil Air Patrol (squadron name). (Rank, name) will assume his/her new duties on (date).

(Quote from commander�optional.)

As (position), (rank name) (briefly describe duties).

Civil Air Patrol members are appointed to new positions based on training, experience, andyears of service in Civil Air Patrol.

(Rank, name) has been a Civil Air Patrol member for ______ years. He/she is an (occupa-tion) with (name of company).

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _________Civil Air Patrol members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

NEWS RELEASE FOR ADULT MEMBER PROMOTIONS

(HOMETOWN, STATE)�(Member�s name) has been promoted to (rank) in Civil Air Patrol ata (ceremony/meeting) at (location) on (date).

(New rank, name) is (CAP position) at (member�s squadron). As (position), (rank name)(briefly describe duties). He/she is an (occupation) with (name of company).

(Quote from commander�optional.)

Civil Air Patrol adult members are promoted based on training, experience, and years ofservice in Civil Air Patrol.

(Rank, name) has been a Civil Air Patrol member for ____ years.

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _________Civil Air Patrol members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

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10-7

CAPP 190-1 (E)

News Releases

NEWS RELEASE FOR CADET MEMBER PROMOTIONS

(HOMETOWN, STATE)�(Member�s name) has been promoted to (rank) in Civil Air Patrol ata (ceremony/meeting) at (location) on (date).

(New rank, name) is (CAP position) at (member�s squadron). As (position), (rank name)(briefly describe duties). He/she is a student at (school name).

(Quote from commander�optional.)

Civil Air Patrol�s Cadet Programs is designed to provide youth, from sixth grade through age20, with a safe, encouraging environment in which to learn, mature and explore opportunities tohelp them reach their potential as adults.

Cadets participate in a structured program through group and individual activities that includeaerospace education, physical training, leadership, and moral and ethical values. The programencompasses 16 achievement levels that include study in these four areas. Upon completion ofeach achievement, the cadet earns increased cadet rank, decorations, awards, eligibility fornational and international special activities, and an opportunity for flight and academic scholar-ships. The program aims to produce well-rounded, confident young people equipped to meetthe challenges of adulthood.

(Rank, name) joined Civil Air Patrol (date of membership).

Civil Air Patrol, the official U.S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _________Civil Air Patrol members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

10-8

News Releases

CAPP 190-1 (E)

NEWS RELEASE FOR COMPLETION OF LEADERSHIP SCHOOLS (Adult Member)

(TOWN, STATE)�(Rank, name) of (hometown, state) graduated from Civil Air Patrol (nameof school) at (location) on (date).

(Quote from commander or school leader.)

(Brief description of school.)

(New rank, name) is (CAP position) at (member�s squadron). As (position), (rank name)(briefly describe duties). He/she is a student at (school name).

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _____ members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

NEWS RELEASE FOR COMPLETION OF CADET ACTIVITY

(TOWN, STATE)�(Rank, name) of (hometown, state) graduated from Civil Air Patrol (nameof school) at (location) on (date).

(Quote from commander or school leader.)

(Brief description of activity.)*

(Rank, name) is (CAP position) of (squadron/unit name) and has been a member of Civil AirPatrol for ______ years. He/she is a student at (name of school).

Civil Air Patrol�s Cadet Programs is designed to provide youth, from sixth grade through age20, with a safe, encouraging environment in which to learn, mature and explore opportunities tohelp them reach their potential as adults.

Cadets participate in a structured program through group and individual activities that includeaerospace education, physical training, leadership, and moral and ethical values. The programencompasses 16 achievement levels that include study in these four areas. Upon completion ofeach achievement, the cadet earns increased cadet rank, decorations, awards, eligibility fornational and international special activities, and an opportunity for flight and academic scholar-ships. The program aims to produce well-rounded, confident young people equipped to meetthe challenges of adulthood.

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _____ members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

*See Special Activities for Cadets.

10-9

CAPP 190-1 (E)

News Releases

LOCAL CAP MEMBER RECEIVES NATIONAL HONOR

(TOWN, STATE)�(Rank member�s name) was honored as Civil Air Patrol�s (award name) atthe Air Force Auxiliary�s CAP�s National Board and Annual Conference, (date, location). (rank,last name) resides in (city, state).

(Quote from commander.)

The selection of (rank, last name) as (award) was based on several noteworthy accomplish-ments. (List accomplishments.)

(Award description.)*

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _____ members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

*See Award Descriptions.

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News Releases

CAPP 190-1 (E)

LOCAL CAP WING/UNIT RECEIVES NATIONAL HONOR

(TOWN, STATE)�(Rank member�s name) was honored as Civil Air Patrol�s (award name) atthe Air Force Auxiliary�s CAP�s National Board and Annual Conference, (date, location). (Rank,last name) resides in (city, state).

(Quote from commander.)

The selection of (wing/unit) as (award) was based on several noteworthy accomplishments.(List accomplishments.)

(Award description.)*

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _____ Civil Air Patrol members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

*See award descriptions.

MEMBER RECEIVES AWARD

(TOWN, STATE)�(Rank, member�s name) received Civil Air Patrol�s (award) for (briefdescription of action leading to award; i.e., saving a life, etc.) during a ceremony (date, loca-tion). (Rank, last name) resides in (city, state).

(Quote from commander.)

(Award description.)*

(Rank, last name) received (award) for (describe event).

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs.

There are more than _____ Civil Air Patrol members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

*See Award Descriptions or CAPR 39-3, CAPR 50-17, and CAPR 52-16 for description ofaward.

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CAPP 190-1 (E)

News Releases

NEWS RELEASE FOR SPAATZ RECIPIENTS

(HOMETOWN, STATE)�(Rank, member�s name) is Civil Air Patrol�s newest recipient of theGeneral Carl A. Spaatz Award�CAP�s highest achievement for cadets. (Presenter�s name)presented (rank name) with the award during a ceremony at the (location) on (date).

(Rank, name) is a member of (squadron name) and a student at (school name).

(Quote from commander�optional.)

Civil Air Patrol�s Cadet Programs provides a structured program for youth, from sixth gradethrough age 20. The program encompasses 16 achievement levels that include study in fourareas� aerospace education, physical training, leadership, and moral and ethical values. Uponcompletion of each achievement, the cadet earns increased cadet rank, decorations, awards,eligibility for national and international special activities, and an opportunity for flight and aca-demic scholarships.

Established in 1964, the award honors the late General Carl A. Spaatz, who became the firstAir Force Chief of Staff on September 26, 1947. When Congress designated the Civil Air Patrolas the official Auxiliary of the U.S. Air Force on May 26, 1948, General Spaatz was appointedCAP�s first National Board chairman. He held this position until April 27, 1959.

A cadet earns the Spaatz award after completing all 16 achievements in the program andpassing a rigorous four-part examination consisting of written exams in aerospace educationand leadership, a written essay, and a physical fitness test. The Spaatz examination is verydifficult and demanding. It is earned by less than 1 percent of all CAP cadets who enter theprogram. To further highlight the difficulty in achieving this goal, less than 1,500 cadets haveearned the Spaatz award since its inception in 1964.

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth programsthrough CAP Cadet Programs. There are more than _________Civil Air Patrol members in(your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

10-12

News Releases

CAPP 190-1 (E)

WING/SQUADRON TESTS READINESS IN EXERCISE

(TOWN, STATE)� Members of Civil Air Patrol�s (squadron or wing name) will take part in asearch and rescue exercise on (date). The exercise begins at (start time) at (location) and isexpected to last until (end time). (Number) airplanes and (number) volunteers are expected toparticipate in (day of week)�s exercise.

(Quote from commander.)

The exercise is designed to evaluate volunteers� skills in search and rescue techniques.Pilots and observers will test flying and observation skills required for aerial searches whileground teams will practice land navigation skills and refine their first-aid knowledge. The teamswill use tracking devices that pick up locations of distress beacons as relayed by global posi-tioning satellites. (Wing/squadron name) members will coordinate the exercise with the help ofCivil Air Patrol�s radio communications network.

Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, serviceorganization. The unpaid members perform more than 85 percent of inland search and rescuemissions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take aleading role in aerospace education and conduct one of America�s finest youth program throughCAP Cadet Programs.

There are more than _____ Civil Air Patrol members in (your state).

For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338.

�30�

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CAPP 190-1 (E)

News Releases

Special Activities for CadetsAir Force Space Command Familiarization Course

For cadets age 15 and older, this course provides an in-depth look at the Air Force spaceprogram while students learn about orbital mechanics, and domestic and foreign launchcapabilities. Students may also take part in flight simulator training, T-43 and helicopter orienta-tion flights, and tours of space facilities. This course is conducted over the summer atPeterson Air Force Base, Colorado, and Patrick Air Force Base, Florida.

Air Education and Training Command Familiarization

The 1-week AETC Familiarization Course is designed to give students the opportunity toattend class, observe and learn side-by-side with Air Force instructor pilots at Columbus AirForce Base, Mississippi, and Laughlin Air Force Base, Texas. Field trips include tours of the airtraffic control tower, aircraft maintenance hangars, and parachute shop.

National Blue Beret

The National Blue Beret activity offers the chance for members to work the ExperimentalAircraft Association�s annual fly-in at Oshkosh, Wisconsin. Cadets learn aircraft marshallingand direction-finding techniques.

Jacksonville University/Comair Academy Airline Training Track

This joint venture between Jacksonville University and Comair Academy gives cadets a headstart on aviation careers. Graduates from the program are eligible for six college credit hoursat Jacksonville University. In addition, flight time may be applied toward a private pilot license.

Pararescue Orientation Course

The Pararescue Orientation Course is a weeklong introduction to the techniques used by theAir Force pararescue team. Cadets actively participate in training at Kirtland Air Force Base,New Mexico; Fort Knox, Kentucky; and George Washington National Forest, Virginia. Thecurriculum includes land navigation, survival techniques, rock climbing, rapelling, and otherskills.

Advanced Pararescue Orientation Course

Cadets concentrate on either mountaineering or navigation to further develop skills learnedin the basic course. In both tracks, cadets are introduced to pararescue medical training.

National Flight Academy � Power Track

Participants spent about 10 hours behind the yoke learning the basics of flying a poweredaircraft. Students complete about 25 hours of ground instruction and put it to use duringadditional hours flying as an observer. All cadets receive real flight time in a Cessna 172.Many graduates of the National Flight Academy continue training for their FAA private pilotlicense.

National Flight Academy � Glider Track

This course gives selected students, 14 and older, the opportunity to get in the cockpit of asailplane with a certified flight instructor. The cadets learn the basics of maneuvering a

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News Releases

CAPP 190-1 (E)

nonpowered aircraft. The academies are held at various locations throughout the U.S. Allcadets receive real flight time in a sailplane.

National Ground Search-and-Rescue School

This joint venture between Operations and Cadet Programs gives hundreds of members theopportunity to become qualified in emergency services. This course is conducted by CAP, theU.S. Air Force and industry experts at Camp Atterbury, Indiana, 35 miles south of Indianapolis.Civil Air Patrol, Air Force and industry experts teach cadets the latest search-and-rescuetechniques. Students sleep in tents and participate in survival exercises.

Hawk Mountain

Although the Pennsylvania summer Ranger School at Hawk Mountain has only recently beenapproved as a national activity, it has a long, proud history as one of the premier emergencyservices activities in the country. The school offers courses such as basic, advanced, teamcommander, special advanced and field medic. Prior graduates are encouraged to return foradvanced training.

Cadet Officer School

Cadet Officer School is a challenging, 8-day course designed to instill leadership and man-agement skills in CAP cadet officers. Patterned after the U.S. Air Force Squadron OfficerSchool, COS is an in-depth study of leadership skills. Instructors guide cadets through the AirForce approach to psychology of leadership, problem-solving techniques, effective writing,effective speaking, and group dynamics.

International Air Cadet Exchange

The highlight of CAP�s national activities is the International Air Cadet Exchange (IACE).Cadets and escorts from the United States are divided into groups and visit 17 different coun-tries in Europe and the Pacific Rim. While cadets were abroad, more than 100 foreign cadetsand escorts visited CAP wings in the United States. The 20-day visit enables participatingcadets to learn about their host countries. Through IACE, cadets develop an appreciation ofother cultures and promote international goodwill. It also gives the cadets a close-up, personalunderstanding of the highly interdependent nature of today�s world.

Air Force Weather Agency Familiarization Course

This course held at Offut Air Force Base, Nebraska, is designed to promote interest inmeteorology, careers in the Air Force Weather Agency, and aerospace careers that requireknowledge of weather systems. Students receive training in weather interpretation, contourmapping, severe weather analysis, storm spotting, and space/weather environment. The stu-dents tour the U.S. Strategic Command.

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CAPP 190-1 (E)

News Releases

Award DescriptionsCAP Cadet of the Year

Selection is based upon a demonstration of outstanding leadership in CAP and academicexcellence in school. The nominee must have earned the Amelia Earhart Award and be acurrent CAP member. The winner receives a 1-year membership in Air Force Association(AFA), a commemorative plaque, plus a $1,500 scholarship for the college of his or her collegeof choice.

CAP Senior Member of the Year

The Senior Member of the Year is an annual award to recognize the senior member in all ofCAP who has contributed most to the success of CAP�s missions over the years. The selectionis based on the member�s lifetime contributions, not just his/her accomplishments during theyear nominated. The winner receives a 1-year membership in AFA and a commemorativeplaque.

Frank G. Brewer-Civil Air Patrol Memorial Aerospace Award

The Frank G. Brewer-Civil Air Patrol Memorial Aerospace Awards commemorate Frank G.Brewer Sr.�s lifelong interest in aviation, youth, and education. Mr. Brewer, a businessman fromBirmingham, Ala., envisioned that aviation and space exploration would have a dramatic impacton our world. Upon Mr. Brewer�s death in 1969, his son, CAP Lt Col Frank G. Brewer Jr.,established the Brewer Awards to recognize those individuals who have contributed most to theadvancement of youth in aerospace activities. Each year, four categories � Cadet, SeniorMember, Individual, and Organization � are recognized for achievements in aerospace educa-tion. Once every 5 years, the Anniversary Award is presented to an individual or organization.

The Frank G. Brewer-Civil Air Patrol Memorial Aerospace Awards are the highest CAPawards given individuals and organizations within and outside of CAP who have made excep-tional contributions to the advancement of youth in aerospace activities.

Cadet Brewer Recipient

Selection is based upon an outstanding aerospace achievement or contribution to the aero-space field during the calendar year preceding the selection. Nominees must have earned theBilly Mitchell Award and be a current CAP member.

Senior Member Brewer Recipient

The selection is based on an outstanding aerospace achievement or significantcontributions to the aerospace field during the calendar year preceding selection. The nomineemust be a current CAP member.

Individual Brewer Recipient

Nominees may include educators, state aviation officials, fixed-base operators, state superin-tendents of public instruction, or others who performed noteworthy aerospace achievement ormade significant contributions to the aerospace field for a continuous period over the past 10years.

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CAPP 190-1 (E)

Organizational Brewer Recipient

Nominees may include elementary or secondary schools, colleges and universities, airlines,aircraft industries, flying schools, or other organizations that have contributed significantly to theaerospace field for a continuous period over the past 10 years.

Paul W. Turner Safety Award

The Paul W. Turner Safety Award is an annual award presented to the CAP wing with themost outstanding safety program based upon overall operational achievements along withspecific contributions to safety. The winning name is added to the Paul W. Turner Safety Scrollat CAP National Headquarters.

Safety Officer of the Year

CAP annually recognizes the safety officer who contributes most to the CAP Safety Program.

Senior Chaplain of the Year

Selection criteria includes attendance at wing, region and national conferences,completion of several training requirements, participation in emergency services, and leadershipwithin the civilian community. Chaplains nominated for this prestigious award must have com-pleted a minimum of 5 years� service in CAP.

Squadron Chaplain of the Year

Nominees are limited to squadron chaplains. Selection committee weighs criteria such asprofessional development, moral leadership, and participation in missions and exercises.

Communicator of the Year

This award recognizes a current member who has made significant contributions to thesuccess of the CAP communications program. Selection is based on the member�s lifetimecontributions rather than those accomplished during the year of the nomination.

Col Robert V. �Bud� Payton National Public Affairs Officer

This award is presented annually to the wing public affairs officer who manages the mosteffective wing public affairs program for the preceding year. The award is named in honor ofthe late Col Robert V. Payton, who played a part in reorganizing CAP to greet the 21st century.

Historian of the Year

A historian is a chronicler of history of a CAP unit or a wing. A history should encompass allof the events that occurred from a given time frame. Histories considered for national awardsmust chronicle the period of January 1 to December 31 of any year.

Squadron of Distinction

One of the Squadrons of Distinction is selected for recognition at the annual National Boardmeeting and presented with a $500 honorarium sponsored by the family of Brigadier General F.Ward Reilly, former Chairman of the National Board.

Squadrons of Distinction

The CAP Squadrons of Distinction program recognizes the top squadron cadet program ineach region during the preceding year. All Squadrons of Distinction receive a distinctive certifi-cate and streamer.

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CAPP 190-1 (E)

News Releases

Outstanding Drug Demand Reduction Wing

This award honors the wing demonstrating the strongest commitment toward �Working for aDrug Free Universe.�

Paul W. Turner Safety Award

The Paul W. Turner Safety Award is an annual award presented to the CAP wing with themost outstanding safety program based upon overall operational achievements along withspecific contributions to safety. The winning name is added to the Paul W. Turner Safety Scrollat CAP National Headquarters.

Search & Rescue

Each CAP wing is graded annually by a CAP-USAF inspection team on overall performancein the execution of evaluated search and rescue missions. The outstanding wing in each regionreceiving the highest score in its evaluations is recognized at the National Board.

Disaster Relief

Each CAP wing is graded annually by a CAP-USAF inspection team on overall performancein the execution of evaluated disaster relief missions. The outstanding wing in each regionreceiving the highest score is recognized at the National Board.

Counterdrug Operations

This annual award recognizes the top wings in each region in Counterdrug Operations.Wings are evaluated on criteria such as Counterdrug training; mission performance; relation-ships with federal, state and local Counterdrug agencies; and overall effectiveness of the wing�sCounterdrug program.

Aerospace Education

Each year, CAP selects the top three wings in the nation and top wing in each region inpromoting aerospace education.

11-1

CAPP 190-1 (E)

Fund Raising

Fund Raising11Fund Raising, Donations, and Grants

Attracting donations of money and/or property can greatly supplement operating funds forCAP units. The keys to these programs are CAP�s federal tax exempt status and the public�sawareness of CAP�s volunteer public service.

Tax Exempt Status

An important part of soliciting donations or conducting fund raising activities is CAP�s federaltax exempt status. The IRS has ruled that CAP and its subordinate units are exempt fromfederal income tax under Section 501(c) (3) of the Internal Revenue Code. This makes dona-tions to CAP eligible for deductions from income by donors as �charitable contributions.� Forverification of CAP�s tax exempt status, refer to the IRS�s annual edition of �publication 78� orrequest a current letter of exemption from National Headquarters General Counsel.

Fund-Raising Regulation

Before launching any fund-raising effort, become thoroughly familiar with CAPR 173-4, FundRaising/Donations. This regulation provides a brief overview of acceptable fund-raising practicesand policies within CAP.

Prerequisite for Raising Money

Raising money from the local community is not difficult if you have done your job in thepublic relations area. People will give to an organization whose good deeds are continuallypublished in the newspaper and seen on television. However, if you have to tell them who youare and what your missions are, you�re probably wasting your time asking for money. Goodpositive public relations and fund raising are very closely related.

The American people are very generous. Each year in the United States more than $150billion is given to charitable organizations. More than 80 percent of this comes from individualdonations � people like you and your neighbors. When asked why they have not given to aspecific charity, most people respond with the same answer, �Because I wasn�t asked.� There-fore, once you have established a good public relations program in the community, you mustget out and ask for the donation.

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Fund Raising

CAPP 190-1 (E)

Gift Sources

All philanthropic funds originate in general areas of the economy referred to as �gift sources�or �markets.� The five gift sources for fund-raising activities are individuals, corporations,foundations, associations, and government. To some extent, each organization has potentialsupporters among these markets. To tap these sources, you must first identify those most likelyto respond to an appeal from your unit.

This will require you to properly plan your fund-raising effort. The information in the nextchapter on writing a grant, gives you some fundamentals on developing a plan. These funda-mentals can be applied to grant writing, direct mail, telemarketing, or any other medium youmay choose to use to raise money. The secret is developing the plan, then working the plan.

A very important facet of your plan is identifying your gift sources. Who will you ask for thedonations? This will require some research to establish. You must understand the preferencesand perceptions of the gift source and what they may require in the manner of a value ex-change. What are their philanthropic interests? You need to establish the source�s interests,ability and willingness to give. This is where the L-A-I principle of donor prospect identificationcomes to play. You must first separate your donor �suspects� from donor �prospects.� Fund-raising professionals agree that seldom, if ever, will you secure a donation from a �suspect.�

What is the L-A-I principle and what is its function in both fund-raising research and donordevelopment? It is basically wisdom passed down through the ages from veteran fund-raisingpractitioners:

L � Linkage. A linkage relates to a contact, a bridge, or an access through a peer to thepotential donor. If there is access to the gift source, then this link to the prospect makes itpossible to arrange an appointment to discuss the potential of a gift. Or if the linkage is strongenough, it can sometimes be done through the mail or over the telephone.

A � Ability. Through research, it can be determined that the potential gift source has suffi-cient discretionary funds to justify a gift solicitation at the appropriate �asking� level.

I � Interest. If the potential contributor has no interest in the organization or little knowledgeabout its work, then the person will be prone to make a small gift or none at all. Interest in theorganization and an understanding of its mission and accomplishments are imperative in theidentification of valid donor prospects.

Most experts agree that all three L-A-I principles must apply when separating prospects fromsuspects during the evaluation of gift potential. The elimination of just one of the three prin-ciples will invalidate the process and reduce the gift candidate from prospect to suspect.

Business Membership

Applications for business memberships are available from National Headquarters, Marketingand Public Relations Directorate. This is one of the easiest means to raise money for your unit.Memberships may be secured in the following categories:

$5,000 Full Business Membership

$2,500 Associate Membership

$1,000 Friend of Civil Air Patrol

Any Amt. Contributor to Civil Air Patrol

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CAPP 190-1 (E)

Fund Raising

Depending upon the size of the business, it is recommended that you set the minimumamount for this membership at $50. If a business is interested in helping the unit, it will contrib-ute at least $50.

Once you have secured the Business Membership, fax or mail a copy of the application anda copy of the business check to National Headquarters Marketing and Public Relations Direc-torate, and a beautiful Business Member certificate and window decals will be sent to you topresent to the business.

Combined Federal Campaign, United Way

Since Civil Air Patrol is a federally tax exempt 501 (c) (3) organization, in most cases yourunit would qualify for funding from these sources. Contact your local Combined Federal Cam-paign or United Way chairmen and find out what you need to do to get your unit registered asa recipient.

Other Fund-Raising Activities

Make sure you are completely familiar with CAPR 173-4 before commencing any fund-raisingactivity. Also, check local laws and ordinances to make sure you are not in violation. Somepossible activities might include the following:

Operation of concession booths at air shows, state fairs, sporting events, or other activities.

Sale of advertising in your unit newsletter.

Car and aircraft washes.

Bake sales.

Sale of items with a portion of the proceeds going to the unit. For example, Christmas itemsor tickets to a local event.

Corporate and foundation grants. How to write a grant is covered more fully in the nextchapter.

There are a number of �causes� that every squadron can use to secure donations, i.e., cadetactivities, equipment needs, buildings, general operating expenses. Four sample solicitationletters are included in this chapter to assist you in crafting a request for funds. You will notethat each letter is personal � specific information about the squadron is given. In every case,you will also note that a specific amount is requested. Never solicit a donation without tellingthe person how much you want and how you will use the donation.

Type your letters according to CAPR 10-1.

Remember the public is very generous and they are going to give their discretionary incometo some worthy organization � it might as well be your squadron. But you have to ask for it toreceive it.

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Fund Raising

CAPP 190-1 (E)

Sample fund-raising letter #1 � Event Sponsorship

(Use squadron or wing letterhead)

January 20, 2000

Mr. Lewis P. Smith, PresidentSmith Office Supplies123 North Main StreetDaleville CA 45678

Dear Mr. Smith

I am writing to request your participation as a sponsor of our upcoming Emergency ServicesTraining. The Daleville Composite Squadron of Civil Air Patrol will be conducting this annual eventon April 14 - 16, 2000 at Bankhead National Forest. We would like for Smith Office Supplies tobecome a partner with Civil Air Patrol and show your support for our youth and the local commu-nity by agreeing to underwrite the program expenses associated with this important training oppor-tunity. Your tax-deductible contribution of $500 will go directly to cover the costs of training materi-als and emergency services equipment needed in conducting the training.

Approximately 30 Civil Air Patrol members from throughout the metro area will attend. Theywill learn the latest methods and techniques associated with air and ground search and rescue ofmissing persons and downed aircraft. They will study communications and first aid and they willlearn mobilization skills for effective disaster relief. In coordination with law enforcement agencies,the American Red Cross, FEMA, the United States Air Force and others, Civil Air Patrol is calledon to perform hundreds of missions each year. Truly every American citizen benefits from the workof Civil Air Patrol. When the Daleville Composite Squadron is called on to assist city, county, stateand federal agencies with any local emergency service, we want to be ready. That is why your$500 sponsorship is so important. It will help prepare our volunteer members to meet the futureemergency service needs of this community and state.

I will call your office next Thursday, January 27, for an appointment to visit with you. At yourconvenience, I would like to discuss your sponsorship. In the meantime, please feel free to callme if you have any questions at (234) 567-8901. I look forward to meeting with you and discuss-ing the benefits of your participation.

Sincerely

Milton A. Turner, 2Lt, CAPEmergency Services Officer

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CAPP 190-1 (E)

Fund Raising

Sample fund-raising letter #2 � Specific Needs (such as uniforms)

(Use squadron or wing letterhead)

January 10, 2000

Ms. Alice S. StrongDirector, Community RelationsAuto Locks, Inc.#3 Industrial ParkwayGladville IL 67890

Dear Ms. Strong

The City of Gladville is very fortunate to have an outstanding Civil Air Patrol Cadet Squadronwith over 40 active members. You may have noticed a recent newspaper article (see enclosed)about our color guard that has won numerous competitions and was selected to lead the city�s1999 Christmas parade. All of the young men and women that make up our cadet squadron areproud to be members and they are a joy to work with.

The Civil Air Patrol is a uniformed organization and our uniform instills respect and pride ineveryone who wears it. The uniform also helps a young person develop their self-esteem. Most ofour cadets, however, come from low-income families and simply cannot afford to purchase CAPuniforms. Therefore, I am writing to request financial assistance from your company so that everymember of the Gladville Cadet Squadron can proudly wear our distinctive uniform. It will cost $125to purchase a basic uniform for each cadet and we have 18 cadets who come from low-incomefamilies (household income below the poverty level). Since Auto Locks, Inc. is one of the largestemployers in our city, I am respectfully requesting that your company make a tax-deductiblecontribution of $2,000 toward the purchase of these needed CAP uniforms. You might be inter-ested in knowing that the cadets conducted a car wash this past October to raise money foruniforms and made over $100. Also, the parents of some of our cadets who could afford to helpout have donated another $200 to our uniform fund. To date we have raised $312 but we are along way from the $2,250 needed.

I will call your office next Tuesday, January 18, for an appointment to visit with you. At yourconvenience, I would like to discuss your contribution. In the meantime, please feel free to call meif you have any questions at (440) 220-1110. I look forward to meeting with you and telling youabout the difference that CAP can make in the lives of young men and women.

Sincerely

Harrison G. Fox, 1Lt, CAPSquadron Commander

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CAPP 190-1 (E)

(Use squadron or wing letterhead)January 31, 2000

Lt Col John Q. Longworth, USAF (Ret)Plant ManagerOrion Technologies, Inc.1400 Falcon RoadAlexander FL 23456

Dear Mr. Longworth

Thank you for attending our Civil Air Patrol squadron meeting this past Monday. All of ourmembers enjoyed hearing about your years as a CAP cadet in this squadron during the 1960s andhow that led to a distinguished 21-year career in the United States Air Force. Your presentation onOrion Technologies, Inc. was extremely impressive and I want to congratulate you on the phenom-enal growth the company has experienced under your leadership.

Following your presentation on Monday night, I shared with you that our squadron needed acorporate sponsor to help cover some of our annual operating expenses. You suggested that yourcompany might be interested in serving as our corporate sponsor and that I should submit a writtenrequest so you could present the proposal to your company president. I have enclosed a copy of athree-page Sponsorship Proposal calling for an annual tax-deductible contribution of $5,000. Theproposal details how the annual sponsorship would be used to purchase much needed trainingmaterials, communications and emergency services equipment, uniforms for underprivileged cadets,routine operating expenses and maintenance of our squadron building, and etc. The proposal alsoincludes several ways which our squadron can publicly recognize Orion Technologies, Inc. as ourofficial sponsor. Please review the proposal and let me know if I need to make revisions prior toyou presenting it to your company president.

Over the 40-year history of our local CAP squadron, local, state and national agencies havecalled on us numerous times to perform air and ground search and rescue missions, conductcounterdrug flights and even provide disaster relief manpower as well as aerial reconnaissancefollowing two hurricanes. Truly every citizen of central Florida has benefited from the volunteerservice and missions of our local CAP squadron. With Orion Technologies Inc. as our corporatesponsor, the Alexander Composite Squadron will always be prepared to meet the future emergencyservice needs of this community and state.

Please feel free to call me if you have any questions at (313) 125-9900. I look forward tohearing from you.

Sincerely

Steven C. Turner, Maj, CAPSquadron Commander

Sample fund-raising letter #3 � Corporate Sponsors

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CAPP 190-1 (E)

Fund Raising

(Use squadron or wing letterhead)

February 5, 2000

Mr. Peter L. Floyd, PresidentGlobal Transportation Services, Inc.2830 Rocky Mountain DriveLongview CO 24080

Dear Mr Floyd

As the Public Affairs Officer for the Rocky Mountain Senior Squadron of Civil Air Patrol, Ihave been asked by my Squadron Commander to extend a very special membership offer to youand your company. We would like for Global Transportation Services, Inc. to become a partner withCivil Air Patrol and show your support for our volunteer members and the local community bybecoming a Business Member of our local squadron. In consideration of the many humanitarianservices performed by Civil Air Patrol, your company can apply for Business Membership in one ofthe following categories:

Full Business Membership $5,000 Friend of CAP $1,000

Associate Membership $2,500 Contributor to CAP $ 500

In coordination with law enforcement agencies, the American Red Cross, FEMA, the UnitedStates Air Force and others, Civil Air Patrol is called on to perform hundreds of missions eachyear. Truly every American citizen benefits from the work of Civil Air Patrol. When the RockyMountain Senior Squadron is called on to assist city, county, state and federal agencies with anylocal emergency service, we want to be ready. That is why your company�s Business Membershipis so important. It will provide the funds needed in preparing our members to meet the futureemergency service needs of this community and state. I have enclosed a Business Membershipapplication for you to complete. Once the application is processed your company will receive abeautiful 11- by 14-inch framed certificate from the Civil Air Patrol National Headquarters. Also, ourlocal squadron will publicly recognize Global Transportation Services, Inc. in all our press releasesand public appearances.

I will call your office next Tuesday, February 15, for an appointment to visit with you. At yourconvenience, I would like to discuss your Business Membership in Civil Air Patrol. In the meantime,please feel free to call me if you have any questions at (301) 455-0140. I look forward to meetingwith you.

Sincerely

Cathy F. Jones, Capt, CAPPublic Affairs Officer

Sample fund-raising letter #4 � Business Members

12-1

CAPP 190-1 (E)

Grant Proposals

Successful Grant Writing12nyone can learn to write a successful grant with the appropriate tools and a basicknowledge of grant writing. Writing competitive grants means being a little betterthan the rest in researching, formatting, and writing your proposal. If you�re willingto invest the time and energy necessary in learning how to do it right and followthe tips provided in this pamphlet, you�ll find that your grant proposals will almost

always be read. Not always awarded, but at least you�ll know they were read and that alone willput you one step ahead of most of the competition.

There is no way every aspect of creating a grant proposal can be covered in a single chapter.The information presented in this chapter is designed as a guide and as a reference tool fornovice grant writers.

Successful Grant Writing

What Is a Grant?

A very simple definition is a grant is a source of funds that an organization or corporationwishes to donate for a worthy cause. Most grants are awarded for specific programs, activities,or projects.

Funding organizations are much more likely to fund small grants � $3,000 to $5,000 � thanlarge ones. However, grant awards can and do go into the millions of dollars. One importantpoint to remember as you begin your fund-raising activities into the area of grants is don�t getgreedy.

There are a number of types of grant proposals one may submit. The requirements for eachmay differ somewhat.

« Program proposal. To provide one or more services to individuals, families, groups, orcommunities.

« Research proposal. To study a problem, group of people or organization, or to evaluatea service or program.

« Training proposal. To offer training and educational programs to individuals, groups,organizations, or communities.

A

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CAPP 190-1 (E)

« Planning proposal. To provide planning, coordination, and networking in connection witha problem or among a group of organizations or programs.

« Technical assistance proposal. To provide assistance to groups, agencies, and organi-zations in developing, implementing, and managing programs, studies, or other activities.

« Capital improvement proposal. To build or remodel buildings and acquire equipment.

There are other types of grant proposals. However, these six are the major types.

Sources for GrantsGovernment. Total funding available: $100 billion annually.

Foundations. Approximately 22,000 funding sources.

« Newsletters are available from 200 of these funding sources.

« Annual reports are available from 300 of these funding sources.

« A handful have guidelines for writing proposals.

« Industry only 35 percent of 2.3 million corporations give away anything.

« Of the 35 percent, only 6-10 percent give away more than $500.

« Corporations give 40.8 percent to the education sector, 30.2 percent to the health/welfaresector, 12 percent to the civil sector, and 11 percent to the culture sector.

« Corporations only give funding to projects which can help them directly or indirectly toimprove profit, to assist in making them better corporate citizens, to help in productdevelopment, to help in worker support, to better understand main philosophy.

Where To Begin

#1 Decide What You Want Funded

Perhaps you need funding for:

Training programs.

Cadet scholarships.

A building for your squadron.

Few funding bodies grant monies for general operating expenses. Be specific. Identify aspecific need.

#2 Visit the Foundation Center at Your Public Library

There you should be able to find large volumes listing foundations and the type of activitiesfunded.

Locate foundations in your general area (or state) that traditionally fund activities similar toyours. Always pick four or five sources (at the very least) to apply for funding. To only pick onewould drastically reduce your changes of securing funding. Submitting grants to several sources

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CAPP 190-1 (E)

Grant Proposals

is better than having one grant go to only one source and be rejected. The odds are in yourfavor. However, do not inundate the foundation/corporate world with dozens of different propos-als. Pick a specific need and stick with it until you get funded.

CLUE: It may be a while before you hear any response, but DO NOT call them � they�llnotify you � one way or the other.

The listings in The Foundation Center will provide you with all the information you shouldneed to prepare an effective grant proposal. Most sources will list:

Name of the foundation.

Areas of interest.

Type of projects funded.

Eligibility requirements.

Geographic restrictions.

Award amounts.

Projects previously funded.

Application procedure.

Contact name and position.*

Dates to submit application.

*It is always a good idea before submitting your grant proposal to call the foundation officeand confirm the name and position of the contact person and the address.

Before You BeginYou should know that a grant proposal serves four main functions: A program plan, a re-

quest, a promise, and instrument of persuasion.

A Program Plan

A written statement that represents a particular program or project an organization wouldlike to undertake. For you, it represents a set of guidelines for implementing the program. Tothe fund administrator, it is an indication of your program planning ability. Therefore, its impor-tant that the proposal clearly indicate all of the major activities that will be carried out and howthey will be organized and implemented.

A Request

The second function of a proposal is that it represents a request for the allocations offinancial resources from the funding source, which means that the proposal should clearlyindicate the exact amount of money being requested, what specific items the money will bespent for, and a justification of the need for each major item.

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CAPP 190-1 (E)

A Promise

The third part of your proposal is a promise. You will make a commitment to the fundadministrator that certain things will be done during a specified time period at a specific cost.

Persuasion

The fourth function of a proposal is that it is an instrument of persuasion. Through theproposal you will seek to persuade some person or organization to support the proposedactivity by allocating funds to it. In addition to providing money, the funding source normallylends its name to the project, helping to legitimize the project. Money and legitimation are noteasily disbursed, so the fund administrators need to be convinced that their support should begranted.

Writing Your ProposalThe average person�s span of attention when reading is 10 minutes. After that he will begin

to scan the document, picking up key words, and may miss an important point. You must grabthe reader�s attention if you want your message to get across. What can you do to make surethat your writing captures and keeps your reader�s attention?

Use boldface, UPPERCASE, underlined, or italicized type for key words, phrases, or sec-tions

Use double spacing and wide margins on all sides.

mmmmUse bullets to list key points.

Use graphics � lots of them.

Paper

Color can create a more conducive mood for reading. Does the funding source appear to beconservative or liberal? Make this determination by the previous types of projects they havefunded.

Conservative sources

Only use white, gray, or buff colors.

Regional preferences

Great Lakes region � blue or green shades. Eastern seaboard (or any of the top 10 foundations in the nation) � white or gray. Rest of the U.S. � pastel shades, harvest gold, wheat, buff, peach, light brown.

NEVER USE COLORED PAPER WITH STATE OR FEDERAL GOVERNMENT GRANTS.

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CAPP 190-1 (E)

Grant Proposals

Organization & Components

Select a Name for the Project

A tried and true fact: the project name will serve as a driving force to help you in writingyour grant proposal. It should be brief, suggestive of purpose, and memorable.

Two Orders for Organizing

Your proposal will have two orders:

Writing order.Final project order.

The Writing Order

1. Introduction 8. Bibliography (if applicable)2. Statement of Need 9. Definitions3. Plan of Operation 10. Abstract (Summary)4. Evaluation 11. Table of Contents5. Key Personnel 12. Cover Page6. Commitment and Capacity 13. Cover Letter7. Budget

Final Project Order

1. Cover Letter (loose, not attached to the proposal).2. Cover Page (also known as the title page).3. Table of Contents (preferably if your proposal is over 10 pages total).4. Abstract or summary (again, this is if your proposal is over ten pages long).5. Definitions (only if you use a lot of jargon or abbreviations).6. Introduction (the who, what and where).7. Statement of Need (What is the problem?).8. Plan of Operation (detailed solution).9. Evaluation (How will you measure effectiveness).10. Key Personnel (Team members responsible for the project).11. Commitment and Capacity (What resources are already available to you?).12. Budget (Try to tie each dollar requested to an objective. Ask, does the money match the

request?).13. Endnotes (Use endnotes, rather than footnotes).14. Attachments (letters of support, audit statement, IRS nonprofit status letter, and other

supplementary documentation.

Use the writing order when composing your grant proposal. Use the Final Project Orderwhen organizing your grant proposal.

Tips: When writing a government grant proposal you will have numerous forms to fill out, aswell as a detailed proposal narrative. Specific guidelines will be required. They can be quitelong. A length of 40 pages is not unusual.

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Grant Proposals

CAPP 190-1 (E)

However, most foundations do not provide specific guidelines. You will be expected as an�experienced grant writer� to demonstrate how thorough you can be in as few words as pos-sible. LESS is always better.

Format for Foundations

Three primary elements:

Cover Letter

Introduction

Additional Materials

The Cover Letter

Your cover letter will determine if your grant proposal will be read by the funding body. It willbe your primary motivator in determining if you are indeed better than the competition. Sofollow the following points closely � it could determine success or rejection. Your lettershould....

.... be brief (one page).

.... proclaim the urgency of the problem you propose to address.

.... say something different.

.... cite dramatic need or unique quality.

.... highlight outstanding endorsements.

.... name linkage persons.

.... offer to provide additional information/clarification/answers to questions.

Finally, show evidence of organizational commitment to your proposal through the coverletter. Commitment by the board of directors is required by some funding sources. In mostcases the letter should be signed by a top authoritative figure within the organization.

The Proposal

Introduction

Be different. Make your proposal stand out from the rest.

Your introduction is the who, what, and where of CAP and yoursquadron/wing....a mental trip through Civil Air Patrol. Your introductionshould be no more than two double spaced pages. Use factual infor-mation in describing your organization.

Introduce the organization.

State where is the organization located.

Tell the purpose of the organization.

Use legal name of organization.

Include address, city, and state of your location.

Note interesting information about your area.

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CAPP 190-1 (E)

Grant Proposals

Demographics (unemployment, average income, population, etc.), what is unique about yourcounty, city, squadron, etc.

Date the organization was founded.

Circumstances leading up to the organization�s establishment (CAP has an interesting andexciting beginning � Be excited about it.)

Your organization�s mission.

Population you serve � type and size.

Unique qualities of your squadron/wing.

Niche. State organization�s/squadron�s/wing�s niche or area of expertise, awards, or recogni-tion.

Statement of Need

ALWAYS provide a transition statement from one section of your proposal to the next.

Example: At the end of the �Introduction� you might write, �The purpose of this request is toenlist (garner, elicit, encourage, seek) your support for Project (name of project).�

Use a Thesaurus. Everyone doesn�t have the vocabulary of Webster. Your introduction willestablish your credibility. Your �Statement of Need� will demonstrate your ability to plan a goodprogram. NEVER, NEVER list a �lack of money� as the need! Everyone understands you areasking for money. It is a given.

In this section, only describe and document the situation that will be dealt with if you areawarded the grant funding. DO NOT go into the method you will use to deal with the situation� save that for later.

In this section you should .... .... use the most impacting language in your entire grant. .... use factual terms supported by statistics. .... use quotes from authorities. .... make a case for the problem/project on a local level. .... use hard hitting language and information. .... provide heart-wrenching picture of your need if possible.

CLUE: Only identify the need in this section. To do this you must understand the differencebetween problems and needs and the methods of solving problems or satisfying needs �which you�ll cover later in your proposal.

Four Rules for Writing Your Statement of Need

1. Make a logical connection between the organization�s background and the problems and/orneeds with which you propose to work.

2. Clearly define the problem(s), need(s) with which you intend to work. Make sure that whatyou propose is workable � that it can be done within a reasonable time, by your organization/squadron/wing and with a reasonable amount of money.

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CAPP 190-1 (E)

3. Support the existence of the problem/need by evidence. Statistics, statements from groupsin the community concerned about the problem/need, from individuals involved with similar orrelated situations, and from other organizations working in your community and from profession-als in the area.

4. Be realistic � don�t try and solve all the problems of the world in the next 6 months.

CLUE: Give careful consideration to your presentation in this section. This is not the area toproject hope or a solution�repeat � that will come later. Avoid using the phrase �a lack of�anything. To do so denotes a lack of method, also.

Plan of Operation: (or methods and procedures)Now you will tell how you plan to accomplish the goals you set in your proposal. Your Plan

of Operation is your vision, in detail, of a solution to your problem.

Necessary components of your Plan of Operation are:

1. A clear statement of the purpose of your project (the opening paragraph), and

2. Attainable goals, listed in rank order, with objectives following each goal. Think eachgoal through carefully. Make certain it is measurable and fits the definition listed below:

Goals � Outcomes. What you want your project to accomplish by the end of the fundingperiod.

Objectives � Measurable steps your project will take to achieve the related goal andaddress the problem introduced in the Needs Statement.

A timetable should be included to indicate when you intend to accomplish the project objec-tives. Don't underestimate the time it will take to accomplish your goals, just because you thinkit sounds good in your proposal. Do not use specific dates in this section. You do not knowwhen funds will be awarded. Use month 1, month 2.

A flowchart tracking the flow of each activity (objective) is helpful, but takes more time todevelop. Various software programs can lessen preparation time.

Include your methods to accomplish the objectives. The methods should flow from theobjectives. Make them understandable and include a detailed explanation.

Always include alternative methods, if applicable, for reaching the objectives. Often you canincorporate methods used by other organizations in this section.

This is not the section to skimp on. The "keep it short and simple" rule does not apply inyour Plan of Operation. Unless the guidelines provided by the foundation state a "one page"Plan of Operation. Always follow the guidelines provided.

Evaluation

The evaluation portion of your proposal will have two components: .... the outcome evaluation .... the process evaluation

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CAPP 190-1 (E)

Grant Proposals

Outcome evaluation measures the results of your program. Did the program (1) achieve itsstated objectives? and (2) show how this accomplishment can be attributed to the program.

Process evaluation determines whether it has been conducted in a manner consistent withthe proposal's plan, and the relationship and impact that other CAP programs had on theproject's success.

If you do not include an evaluation plan, the foundation will use its own plan and it may bemuch more critical of the program than if you provide your own plan.

Provide a brief paragraph stating who will conduct the evaluation. Sometimes an outsideevaluator will do the evaluation. You can provide for the cost of the evaluation in your budget.

Identify what you hope to learn from the results of the project evaluation � for example,problem areas, areas of strength, areas to improve, and ways to redirect your efforts.

A sample evaluation plan is included at the end of this chapter.

Key Personnel

Identify your key personnel: Project director, administrators overseeing the project, and anyothers who will be involved in your project.

List the following:

Educational background.

Current educational pursuits (if applicable).

Detailed professional experience (as it relates to the project area).

Indicate what percentage of each individual's time will be devoted to the project.

Include the organization's equal opportunity statement at the end of your key personnelsection.

If you are not sure who will direct the project, include a job description instead.

Commitment and Capacity

What is the capacity of CAP (or your squadron) to implement and manage this project?

What assurances can you give the funding source?

If the project is part of CAP's long-range strategic plan, then discuss the plan and how thisproject fits in.

If "partnership" organizations will be working with you in a collaborative effort, include theirnames and roles in the project.

If the organization will be providing in-house support, list it in this section. In-house supportcould include personnel time, space for the project staff, utilities, maintenance, duplication,clerical support, and any other resources that will be made available by CAP or your staff tothe project at no cost. Assign an estimated amount (value of services) to this CommitmentStatement.

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Grant Proposals

CAPP 190-1 (E)

Some, but not all, of the following areas can be addressed in this section:Commitment to the proposed project.Fiscal capacity.Program capacity.Future intention of responsibility for the program after funding period is over.Adequacy of budget.Effective management plan.

Budget

Make sure the budget you submit is a well thought-out, well-researched estimate of whatyour project will cost.

Offer a detailed narrative on each final line item in your budget. Include specifics on person-nel costs, fringe benefits, travel costs, equipment, supplies, contracted services, construction,and other expenses.

You may want to break out your budget into categories:Personnel costs.Non-personnel costs.Indirect costs.

Personnel costs will include a listing of all full and part-time staff in the proposed program.Even if the staff is a volunteer staff, show the time the volunteer(s) will be spending and assigna value to that. Funding bodies often require the organization to "donate" 20 percent to 25percent of the grant amount. Volunteer time can account for this.

Non-personnel costs will include space costs (facilities), rental, lease or purchase of equip-ment, supplies, travel, and other costs. Other costs include items like dues, printing, tuition,etc.

Indirect costs are defined by the federal government as "those costs of an institution whichare not readily identifiable with a particular project or activity, but nevertheless are necessary tothe general operation of the institution and the conduct of the activities it performs." This couldinclude operating and maintaining buildings and equipment, depreciation, general telephoneexpenses, etc.

Checklist for Grant WritersThese tips are invaluable. Read them before you begin your writing and again when you feel

you have finished.

Be clear. Before starting the application process, be clear about what you want to accom-plish. Draw up a long-range plan that projects goals at least 5 years ahead.

Research potential funds thoroughly � a cursory look through a foundation directory isn'tgood enough. Then apply what you've learned. Don't ignore a fund administrator�s guidelines inthe hopes of "fitting" your proposal into their niche.

Preview successful applications from grant-seekers whose projects are similar to yours.You'll not only get some good ideas, but an understanding of the competition, too.

Verify available funding, divide your efforts into three further phases: writing the proposal,marketing, and management.

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CAPP 190-1 (E)

Grant Proposals

Gauge your time. Writing the proposal should take only about 40 percent of your time. Tryto get program officials to review a 3-5 page summary of your plan first, to make sure you'reon the right track.

Basic rules of proposal writing. Don't ask for more than you need; take your time writingthe proposal; never lie; never use the same application twice; be upfront about asking formoney; and don't waste time getting to the point.

Don't overlook marketing. It should take at least 10 percent of your time. Make sure yourorganization will appeal to a potential fund giver. Be professional and involve key communityfigures where possible.

Management is vital. You must be able to demonstrate that you have the managementskills and experience that can deliver success.

Know the fund administrator. Your chances of success improve by as much as 300percent when you make contact with the fund administrator before and during the proposal-writing process. Don't ask for hidden agendas, but do find out about general trends or newideas the fund administrator is currently interested in.

Stick to your timetable. Make sure you have enough time to complete the application so itmeets the fund administrator's deadlines. If you don't have time to do it properly, don't competefor the grant at all.

Consider cooperation. Many fund administrators, particularly federal agencies, like applica-tions where more than one organization is involved. If you submit a cooperative proposal,remember to make sure that there is both a formal and informal relationship between grantees.

When dealing with any fund administrator, but especially federal agencies, remember to readthe instructions before applying. It sounds simple, but federal institutions live by two rules:

1. The agency is always right, and

2. When in doubt, refer to rule 1.

Provide proof. Don't just tell the fund administrator about the existence of the problem youintend to solve; prove it with statistics, case studies, testimony, and any other measurable data.

Know your budget. It's probably the first thing a fund administrator will look at in yourproposal. It needs to be realistic and give credibility to your entire proposal. Present the budgetseparately from the rest of the application, make sure the figures are correct, and that thebudget accurately reflects your needs. Keep a record of how you arrived at your costs.

Writing Tips

1. Avoid filling your proposal with jargon.

2. Begin each section with a strong, clear sentence.

3. Don't go overboard, but do try to make your proposal interesting to read.

4. Check with the fund administrator to see if there is a desired format, type style, etc.

If your proposal doesn't win support, keep calm. Never berate funding officials or grantreviewers. Try to get more information and ask whether it would be worth resubmitting yourproposal.

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Grant Proposals

CAPP 190-1 (E)

Sample Table of Contents

Table of Contents

Statement of Need ...................................................... 1-5

Plan of Operation ...................................................... 6-13

Quality of Key Personnel .............................................. 14

Budget and Cost Effectiveness .................................... 15

Evaluation Plan ............................................................. 16

Adequacy of Resources ............................................... 16

Appendix A

Appendix B

Appendix C

Appendix D

Appendix E

Appendix F

Assurances

Evaluation Plan � FoundationGOAL 1: To increase learning options for children and youth at-risk in Orange and

San Marcos counties.

Objectives

� At-risk and other elementary students in Orange and San Marcos counties will showsignificant gains in achievement, motivation, and performance of basic skills in participatingclassrooms.

� At-risk and other elementary students will show significant gains in self-esteem, communi-cation, and other important social skills in participating elementary classrooms.

Measurement

� As measured by teacher and parent observation and standardized tests used in the partici-pating districts.

� As measured by teacher and parent observation and our self-concept assessment.

Inventory and other selected effective measurement devices as per requirements of partici-pating districts.

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CAPP 190-1 (E)

Grant Proposals

GOAL 2: To increase wellness opinions for children and youth at-risk in Orange andSan Marcos counties.

Objectives

� At-risk and other elementary students will show significant improvement in knowledge,attitude and skills, allowing them to choose healthier life-styles in regard to nutrition, physicalfitness, substance abuse, and stress management.

� At-risk and other elementary students will show significant gains in participation in activitiesthat enhance healthy lifelong habits in the areas of nutrition, physical fitness, substance abuse,and stress management.

Measurement

� As measured by the pre/post screening using surveys from the statewide Health in Educa-tion Project, the Ohio State Youth Fitness Test, and teacher parent observation.

� As measured by project logs showing participation levels on support groups.

GOAL 3: To support and model health behavior and increase the effectiveness ofparents and community members who work with at-risk children and youth in the Or-ange and San Marcos counties.

Objectives

� Parents and community members who work with at-risk and other children and youth willincrease model health behaviors through project activities.

� Parent and community members who work with at-risk and other children and youth willincrease their effectiveness through project activities.

Measurement

� As measured by pre/post surveys of parents/community members involved in projectactivities.

� As measured by project logs and parent/community member evaluations as part of projectactivities.

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CAPP 190-1 (E)

GOAL 4: To support model health behavior and increase the effectiveness of middleand high school youth who work with at-risk children in Orange and San Marcos coun-ties.

Objectives

� Middle and high school students who work with at-risk and other elementary students willincrease model health behaviors through project activities.

� Middle and high school students who work with at-risk and other elementary students whowork with at-risk and other elementary students will increase their effectiveness through projectactivities.

Measurement

� As measured by pre/post surveys of middle and high school youth involved in projectactivities.

� As measured by project logs and middle/high school youth evaluations as part of projectactivities.

Interpretation of Findings

When young people who are educationally and socially at-risk are introduced to learning andwellness options, their life-style changes to a more positive mode, thus the beginning of gen-erational life-style changes.