NIL NISI VERUM Navy Public Affairs GuideP-5728-12_FINAL... · OPNAVINST 3120.32D, Section 3.29, 3-42; COMNAVAIRPAC/ COMNAVAIRLANT INSTRUCTION 5727.1 RESOURCES: NAVSO P-5728.12 2013

Navy Public Affairs GuideShipboard Public Affairs

NAVSO P-5728.12 July2013

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NAVSO P-5728.12 • July 2013 2 Page

TABLE OF CONTENTS

Shipboard Media Department/Division ResponsibilitiesShipboard RelationshipsMedia Department Personnel ManagementShipboard Spaces and EquipmentSuppliesTraining & Deployment CycleCVN Media Department Unit Level Training and Readiness AssessmentBasic Phase Assessment ChecklistPre-Deployment ChecklistWelcome Aboard MaterialsPort VisitsHow to Prepare a Port Brief Distinguished VisitorsHow to Plan & Pull Together the CruisebookHow to Transmit Imagery & Video via FFTPlanning for Homecoming from DeploymentKey Public Affairs Office Contact InformationRainbow Wardrobe – A Guide to Color-Coded Jerseys

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Navy Public Affairs GuideShipboard Public Affairs O

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The responsibilities and duties of a ship’s public affairs officer depend upon the type of ship and its current mission. The PAO is responsible for advising the commander and planning, executing and evaluating all aspects of public affairs. When operating as a strike group, amphibious ready group or other composition of ships, the PAO is responsible for enabling and supporting the PA efforts of the other units. The other units generally will have a collateral duty PAO. Regardless of the ship, all personnel are Sailors first and public affairs officers or mass communication specialists second. Each member of the Media Department/Division must complete shipboard qualifications and have watch stations and duties in addition to the typical public affairs responsibilities and tasks.

This guide provides information on the structure, management and readiness of the Media Department/Division on aircraft carriers and large-deck amphibious ships and details on how to carry out public affairs tasks unique to the shipboard environment.


Shipboard Media Department/Division Responsibilities

A shipboard Media Department/Division may be one of the largest public affairs teams a PAO or MC will ever be a part of. At first glance, the possibilities of what such a sizeable team can accomplish can appear to be endless. However, the myriad of demands placed on this team’s time, energy and resources must be managed carefully to meet missions of the strike group, the ship and the department without burning out the team.

Numbered fleets and COCOMs require dedicated coverage of every ship assigned to a strike group. Once a strike group enters an area of responsibility (AOR), its ships may be disaggregated throughout the AOR. The PAO needs to plan and coordinate in advance to ensure each ship has an MC trained and equipped to operate independently alongside the collateral duty PAO.

Print

Provides graphic design and mass printing services supporting the ship, the carrier strike group, amphibious readiness group, embarked air wings and Marine Expeditionary Units. Mass printing services includes printing and preparing Information Operations leaflets for distribution during exercises and operations.

Photo

Provides photographic services to the ship, the carrier strike group, amphibious readiness group, embarked air wings and Marine Expeditionary Units including ISO prep photos, operational photos, service record and other official photos, official passport photos and photographic support for the cruisebook and shipboard PA mission.

Shipboard Information, Training and Entertainment (SITE)

Provides television and radio programming to the crew from a variety of sources including live productions, locally produced, pre-recorded productions, Direct-to-Sailor and other satellite television programming and movies from the Navy Motion Picture Service.

Public Affairs

Provides a full-spectrum public affairs capability to the ship and the carrier strike group/amphibious readiness group leadership, including public affairs counsel; communication planning, execution and evaluation; managing distinguished visitor and media embarks, media relations, community relations and communication to the crew and strike group members.

Typically, the work of Media Department/Division is divided into the following categories:


Support to other shipboard departments/divisions

Provides Sailors TAD to serve as food service attendants (FSAs), on security details, working parties, in port watch standers, damage control parties and for other shipwide duties as required and appropriate.

Combat Camera (COMCAM)

COMCAM personnel may deploy or embark aboard your platform. However, they generally have received their assignment prior to embarking and generally do not directly support the media department/division mission.

OPNAVINST 3120.32D, Section 3.29, 3-42; COMNAVAIRPAC/COMNAVAIRLANT INSTRUCTION 5727.1

RESOURCES:


ShipboardRelationships

The PAO is the conduit for many things. Building effective relationships with your counterparts on the staff and throughout the ship is crucial to the Media Department’s success. Knowing the right person to talk to and coordinate with can be one of the most important things to effectively and quickly accomplish your job.

On any given day the Media Department will support one or more shipboard departments or part of the carrier strike group (CSG)/amphibious readiness group (ARG) or air wing. It is important for the PAO to develop relationships with the other department heads, embarked staffs and strike group assets. While the PAO may the junior person in the room, or at the dinner table, the other department heads need to see the PAO as a fellow department head and not just “another O-4” onboard the ship. Likewise, the Media division officer and embarked NPASE PAO should establish relationships with the other department assistants and other officers at their level to better enable the Media Department to meet its mission. Encourage the MCs to get involved in their peer level programs such as the Junior Enlisted Association to ensure the Media Department has relationships developed at all levels on the ship.

Carrier Strike Group (CSG) Public Affairs Relationships

Onboard a carrier, the PAO is “dual assigned” as the ship’s PAO and as the PAO for the entire CSG including the cruisers, destroyers and the embarked air wing. The CSG PAO also reports to and serves as an advisor to the CSG Commander and attends CSG meetings.

Typical public affairs and media department relationships within a CSG

CVN Commanding Officer

Carrier Strike Group Commander

CSG Collateral Duty PAOs

Asst. Public Affairs OfficerNPASE Sea Op Det OIC

CSG/CVNPublic Affairs Officer

CVN Public Affairs TeamNPASE Sea Op Det Team

CVN Media DepartmentDivision Officer

CVN Media DepartmentLeading Chief Petty Officer

NPASE Relationshipto Sea Op Det

CVN Media DepartmentChief

Figure 1:


Expeditionary Strike Group/Amphibious Readiness Group (ARG) Public Affairs Relationships

Onboard the an LHD/LHA the NPASE augment PAO is assigned to the Amphibous Squadron (PHIBRON) staff and is the lead PAO for the other amphibs , but does not act as the PAO of the ship itself. The embarked Marine Expeditionary Unit brings its own PAO. Coordinate and establish a relationship with the MEU PAO and MEU Commander to facilitate cross coordination between the MEU, PHIBRON and the ship as necessary.

The ESG/ARG PAO reports to and serves as an advisor to the ARG Commander and attends ARG meetings.

Typical public affairs and media division relationships within an ARGFigure 2:

MEU Commanding Officer

LHA/D Commanding Officer

ESG Commander

MEU Public Affairs Officer

LHA/D Public Affairs Officer

ESG Public Affairs OfficerNPASE Sea Op Det OIC

MEU Public Affairs Team

LHA/D Public Affairs TeamNPASE Sea Op Det Team*

NPASERelationship to Sea Op Det

ESG ShipboardCollateral Duty PAOs*

Commanding Officer

Assigned to the carrier, the PAO, an officer with the 1650 designator, is the Media department head and an advisor to the ship’s Commanding Officer (CO) (and all embarked senior leadership). On an LHD/LHA, the PAO usually is an Mass Communication Specialist Chief Petty Officer or senior who is the Media division officer and an advisor to the ship's CO (and all of the ship's senior leadership). In foreign ports, the PAO may spend the majority of time in port with the CSG Commander/Commanding Officer at community events, media engagements, and various other special events and may be responsible for ensuring he has an appropriate number of appropriate gifts/mementos on hand to exchange with local leaders at those events. The CO may have his own “stash” of ballcaps, (that he pays for) which he can personally give away at various functions. Other gifts and mementos including coins are considered accountable items and the ship secretary should be provided a list of who the CO presented with which gifts.


Executive Officer

The Executive Officer (XO) runs the daily routine of the ship. Keep the XO informed about any requested or planned big events, media engagements, DV visits, as well as any significant departmental or personnel issues and inspection updates.

Embarked Destroyer Squadron (DESRON) Commodore

The CSG PAO advises the DESRON Commodore and the Media Department may provide media training and assistance during a crisis. Coordinate with the collateral duty PAOs so you are able to keep DESRON/Commodore and shipboard COs/XOs informed of the great work their ships are doing in public affairs.

Embarked Air Wing Commander and Air Wing

The CSG PAO advises the embarked Air Wing Commander and should be available to him in the event of a crisis with the air wing or one of its squadrons. Most air wings have a designated collateral duty PAO, who may request assistance with media training and training on other public affairs tasks such as writing stories for homeport release or the ombudsman newsletter. The Air Wing can assist with:

• Ready Room Briefs for DV tours of the squadrons. • Static Display aircraft and squadron briefers for general tours.• Memorabilia sales – Squadrons may want to set up their own tables during tours or guest/

DVs may want something from a particular squadron.

Supply Officer/Supply Department

Supply Department provides supplies for the Media Department, and is a key partner when coordinating events and DV functions. Supply can assist with:

• Providing DV mementos (ball caps, coins, lanyards) funded from the DV fee.• Collecting DV embark fees – DVs pay an established fee (usually $50-60) to cover food

and expenses. In some cases, this fee can be waived for foreign DVs (see SECNAVINST 7042.7K Guidelines for Use of Official Representation Funds). Contact the Disbursing Officer for assistance.

• Ship store hours and sales table for tours and special guests – Contact the Sales Officerfor assistance. This is usually a win-win as DVs typically like to purchase ship merchandise and support the ship, especially when they know it helps the Sailors.

• DV/VIP/Media meals, special meal accommodations and stateroom assignments – TheWardroom Officer or Services Officer (depending on ship type and duties) will assist with meal planning, special meal accommodations (i.e. vegetarian, allergies) and stateroom assignments.

Air Department

Coordinate with the Air Boss and the Handler for static aircraft displays locations, hanger bay and flight deck events. When requesting static aircraft displays, include the number and type of desired aircraft, desired location, date and duration. When requesting events, include amount of space required, location, date and time of the event and the amount of time required for set up and take down. The Shooters can assist with flight deck orientation and certification required to escort visitors and media and to shoot imagery during flight operations.


Operation Department

Coordinate with the Operations Officer on every event and embark request as quickly as possible to ensure the ship can accommodate it and to get the event or embark on the Ops calendar so it doesn’t slip through the cracks. The Operations Officer and Operations Department can assist with air plans, ship schedules, COD flights/manifest, coordinating events and SITREPS/Messages with PA implications or actions required.

Legal/NCIS

Legal and NCIS will usually inform the PAO of any incidents that may draw media attention and provide the necessary details for a news release or response to query.

Administrative Department

The Administration Department can identify specific Sailors to support media or interview requests and with information on:

• Hometowns• Ratings• Average age of the crew• Language skills

Navigation Department

The Navigator typically is the senior watch officer and responsible for the quarterdeck, bridge and flags. Ensure the Navigator and the Navigation Department know when foreign dignitaries, senior officers and other DVs are scheduled to embark and which require honors. The Navigation Department also assists with flag requests, flying flags on the dates requested and ensuring the appropriate certificate is returned with the flag.

Combat Systems Officer/Communication Department

The Communication Department works with the staff N6 to ensure that all the ship's communication equipment is working properly. Work with the Communication Officer to ensure that the necessary ports are open for Fast File Transfer (FFT) and to ensure adequate bandwidth is available to transmit imagery and multimedia products, particularly during a crisis. Keeping the Communication Officer informed when a large product or video needs to be transmitted off the ship to reduce bandwidth issues and degradation to the ships systems. The Interior Communications Electricians (IC) maintain and arrange for repairs to the SITE equipment in the TV studio.

Command Master Chief

The Command Master Chief (CMC) keeps the CO and XO informed of any existing or potential situations affecting command morale, welfare, readiness and mission. Coordinate with the CMC on ship events and Sailor needs, and assist the CMC with maintaining the crew’s morale and ability to meet mission.

Chaplain

Coordinate with the Chaplain on community service events scheduled for port visits and which ones are likely to draw media interest. Have an MC cover as many of the COMSERV events as the Media Department can support. The Chaplain is also responsible for burials at sea and is typically a key speaker a various ceremonies and events.


Morale, Welfare, Recreation (MWR)

Most large deck ships have a civilian “FunBoss” (GS employee) permanently assigned to run the MWR division/department. MWR organizes and administers a wide variety of events, entertainment and activities for the crew inport and underway. Media Department can assist with publicizing and documenting MWR events.

Ombudsman

The Ombudsman is a family-member volunteer selected by the CO and/or CMC who serves as the families’ direct representative to the command. Larger ships may have more than one. They receive training on Navy programs to support the families and provide information to families. They also have a large role in planning and executing ship departure and homecoming events.


Media DepartmentPersonnel Management

Aircraft carriers typically have one O-4 1650 who serves dual “hatted” as the PAO/Media Department Head for the ship and PAO for the Carrier Strike Group, one O-1/O-2 1650 who serves as the Media Department’s division officer; two E-7/E-8 Mass Communication Specialists who serve as the LCPO/CPO and approximately 18-22 MCs.

LHD/LHAs typically have one E-7/E-8 MC who serves as the ship PAO and approximately nine MCs.

All CSG/ARG ships, the air wing and attached squadrons should have a designated collateral duty PAO. The Marine Expeditionary Unit will have a PAO (possibly two) and two or three Marine combat correspondents and a two-or-three person Combat Camera team.

NPASE Sea Operational Detachments (Sea Op Dets) augment Carrier Strike Groups and Amphibious Readiness Groups during critical missions, work ups and deployments. CSG/ARG Sea Op Dets usually have one PAO and six MCs who are trained to perform all PA/VI tasks normally assigned to ship’s company and are equipped with laptops, cameras and consumables to serve independently on any of the ships in the CSG/ARG. Contingency and special mission Sea Ops Dets vary in composition to meet the mission and available manning. NPASE Instruction 3500 provides details on how and when to request NPASE support.

All personnel assigned to a ship are required to complete a number of qualifications in damage control, safety, shipboard maintenance procedures (3M) and in port watches. The level of qualification for each depends on the individual’s paygrade and assignment on the ship. Most of these qualifications are required for MCs to earn their warfare pins.

Training and Qualifications

Shipboard Manning & Augmentation

Damage Control

Material Maintenance and Management (3M)

Safety

Flight Deck

The ship’s Damage Control Officer can assist in determining what level of qualification is required for each individual, with getting the necessary study materials, and in obtaining quotas to attend the one-day Basic Firefighting Course.

The 3M Officer (3MO) can assist with getting the necessary materials needed to qualify in 3M and to prepare daily and other scheduled 3M inspections. Naval Sea Systems Instruction (NAVSEAINST) 4790.8B is the Navy instruction governing the 3M program. Ships may have additional instructions.

The Safety Officer can assist in determining what level of qualification is required for each individual and with getting the materials necessary to study for qualification.

The flight deck Shooters can assist in scheduling flight deck orientation and providing the necessary study materials for flight deck qualification.


Security Clearances

Ensure that all Media Department personnel have been granted a final or interim security clearance at the Secret or higher level. The security manager onboard should be able to assist with initiating security clearances and to check on the status of an individual’s clearance.

Medical/Dental Readiness

Maintaining current physicals, immunizations and dental exams is important part of a ship’s readiness. Large ships with medical departments will track each department’s medical readiness. Ensure all Media Department personnel report to their appointments and have current physicals and immunizations and are dental class 3 or 4.

Evaluations

This could be the first time the PAO is serving as the reporting senior for many junior Sailors. The Media Department LCPO/LPO can help ensure the PAO is rating Media Department Sailors appropriately not only for them, but also for the PAO as a newly reporting senior. Work with the Administrative Department to ensure that all Media Department evaluations are submitted correctly and are forwarded to NPC on time.

Allow time for physical fitness a minimum of three times per week. Ensure all Media Department members take the PFA as scheduled each cycle and their PFA scores are verified and entered in PRIMS.

Medical/Dental Readiness

Evaluations

Security Clearances

Naval Aviation and Safety Training (NAST)

Division Officer/Department Head Course

MC Rate Training

Flight deck qualification is required for all personnel shooting still and video imagery or escorting visitors and media during flight deck operations. All Media Department personnel should be flight deck qualified.

NAST is required for all aircrew personnel flying before sunrise and after sunset, including MCs shooting still and video imagery. As many MCs as possible should complete NAST prior to deployment to allow for maximum flexibility in assignments and inclusion on flights that leave prior to sunrise or return after sunset. Aviation Survival Training Centers (ASTC) offer classes all year around. Additionally, the ship may have billets allocated for MCs to receive flight incentive pay. If billets are not allocated for the MCs, Temporary Flight Orders (MILPERSMAN 1326-020) allowing for flight incentive pay may be issued in some instances.

When possible, the detailer will issue orders to department head school enroute to carrier PAO assignments. Once on station, PAOs may contact their Training Officer for locally available slots in the Center for Personal and Professional Development’s (CPPD) Department Head Leadership Course (P-7C-0101) and Division Officer Leadership Course (P-7C-0100). Each is a one week course focused on leadership skills to function as an effective leader as a department head and division officer.

The Media Department Leading Chief Petty Officer will ensure MCs build upon the skills learned at DINFOS and on the job through a variety of means including rotational job assignments, completing MC rate training manuals and PQS, attending additional DINFOS or NPASE essential skills courses and other training.

Physical Fitness


Advancement/Career Development Boards

Career development boards are important to the advancement and growth of all Sailors. Ensure the Media Department conducts CDBs as necessary and has a tracking system in place.

Personnel Records

Personnel records should be updated as part of the check-in process and then again before deployment, particularly Page 2s and SGLI beneficiaries . Ensure Media Department personnel know how to access their records online (BUPERS Online, MyPay, NSIPS, NKO).

Advancement/Career Development Boards

Personnel Records


Shipboard Spacesand Equipment

Spaces

The material condition of the spaces assigned to the Media Department is an important responsibly for the PAO. Once onboard, the new PAO will conduct a space turnover, a through walk through of all Media Department spaces and equipment. The material condition of spaces will be inspected by the CO, XO or others during weekly and monthly shipwide zone inspections.

Shipboard Information, Training and Entertainment (SITE) TV System

The SITE system broadcasts a variety of content through the ship’s closed-circuit television system. The Media Department is responsible for programming the content and maintaining the space where the SITE system is located, while the ship’s Interior Communication Electricians (IC) maintain and repair the equipment.

Four different SITE systems are deployed throughout the Navy. LHDs are equipped with the SITE 400 system with a TV studio for live productions, Direct-to-Sailor (DTS) TV, an editing bay and a radio studio. Carriers are equipped with the SITE 501 system which has all of the capabilities of the SITE 400 with an additional camera for the TV studio.

The TV studio enables the ship to produce and broadcast live and pre-recorded events on the ship including Captain’s Call/All Hands, port briefs, safety briefs, MWR events and other locally produced programming. The radio studio enables the ship to broadcast live and pre-recorded interviews, talk shows and music throughout the ship.

Afloat Multimedia Production System (AMMPS)

Afloat Multimedia Production System enables the Media Department to produce high-quality still and video imagery from taking the image to the distribution of the final photo print, video, multimedia or graphic design product. It includes still and video cameras, night vision lens, computers for processing and editing and photographic quality printers, copiers and CD, DVD and Blu-ray disk read/writing devices.

AtlanticFSD NorfolkGeneral Manager (757) 445-8670PacificFSD San DiegoMr. Rickie Hofer, General Manager(619) [email protected]

SITE is supported by the Fleet Support Detachments (FSD) located in Norfolk,

San Diego, Pearl Harbor, Sigonella, Bahrain and Yokosuka. FSD’s provide

pre and post-deployment systemgrooms and repair, modify and upgrade

the SITE system. The Afloat Media Systems Officer can assist with any

further issues that the ship may have.


Digital Still Photographic Acquisition System (DSPAS):Still photographic system composed of portable professional grade digital cameras which record in a range of operator-selected file sizes and formats to meet a variety of photography products and uses.

Digital Video AcquisitionSystem (DVAS):Motion media system composed of portable, professional grade hand held digital video cameras which record in a range of operator-selected formats and recording modes to include standard definition and high definition.

Digital Publishing &Finishing System (DPFS):Multimedia production output devices that provide commercial photographic and high capacity, high quality four-color and black and white document print and finishing capability along with media (CD/DVD/Blu-Ray) duplication.

Afloat Multimedia Production System Area Network (AMMPS-LAN):Server-based local area network (LAN) that provides capability to store all digital media files (photographs, graphic arts, video etc.) as well as provide data management and back up capabilities within a collaborative work environment.

Digital Multimedia Processing & Editing Workstation (DMMWS):Hardware and software system specifically configured to meet US Navy digital image editing requirements. The system is designed to accept, duplicate, edit and store digital images and digital video.

Public Affairs Night Vision Acquisition System (PANVAS):Night vision system that allows for image acquisition in extreme low light conditions and is adaptable to either still or video cameras.

AMMPS has six subsystems:

While underway coordinate with the ITs to assist with the AMMPS LAN server. In homeport AMMPS is supported by General Dynamics Information Technology (GDIT), which provides pre and post-deployment grooms, repair, modifies and upgrades. AMMPS troubleshooting issues should be directed to: 1-877-560-8053/ http://www.dplsupport.com. Inform the Program Office at CHINFO when you contact GDIT for any issues. The Afloat Media Systems Officer can assist with any further issues that the ship may have.

Disposing of Equipment

Do not DRMO SITE or AMMPS equipment. Contact FSD / GDIT / CHINFO Program Office for additional disposition information.

Paying for Equipment

Do not pay for SITE TV or AMMPS equipment. SITE parts are free through the FSD. Contact FSD for support. For AMMPS information and support contact www.DPLSupport.com or call 1-877-560-8053.


Supplies

Consumables

Every ship and department has different demands that drive the amount of various supplies that they need maintain onboard. The Media Department LCPO, LPO and Repair Parts Petty Officer (RPPO) can explain how and when to order supplies to ensure enough consumables are always available.

Gifts

Discuss with the Commanding Officer what gifts should be onboard for special guests and dignitaries, such as photos of the ship, ship plaques, memory books and ship lanyards. Coordinate with the Supply Department to ensure enough are on board prior to embarks and ship visits.

You should never accept any gift given to you, your boss or the ship that exceeds any amount as stated in DOD 5500.7R Joint Ethics Regulations. Consult with your JAG Officer onboard if you have any questions about anything you or the ship receives to ensure that it is within the allowed value.


Training andDeployment Cycle

COMNAVAIRPAC/COMNAVAIRLANT INSTRUCTION 5727.1

RESOURCES:

The training cycle begins with CART I (Command Assessment of Readiness and Training) near the middle of deployment. CART I is a ship's self-assessment of formal school training, team training, inspections/assists visits and material/equipment status. CART II is a demonstration of unit proficiency and conducted between four and six weeks after an overhaul or major maintenance availability. The results of CART II are used to construct a unit training package for execution during Tailored Ship's Training Availabilities (TSTAs). The Final Evaluation Period (FEP), a three-to-four-day scenario-driven evaluation of combat readiness, marks the end of the basic phase.

The intermediate and advanced phases of the training cycle include Composite Unit Training Exercise (COMPTUEX) and Joint Task Force Exercise (JTFEX) and occur prior to deployment. COMPTUEX is an intermediate-level strike group exercise designed to forge the strike group into a cohesive fighting team. COMPTUEX is conducted during a two-to-three-week period six to eight weeks before JTFEX. Successfully completing the COMPTUEX certifies the carrier and its air wing as qualified for open ocean operations. JTFEX typically consists of about 21 days underway, usually conducted six to eight weeks prior to deployment. The Joint Task Force Exercise is the culmination of training and preparation for deployment.

In addition to shipboard, TYCOM and Fleet mandated inspections and requirements, you should conduct a self assessment during each of these phases to prepare your department.

NOTE

While the following has been formally established within the Air Forces enterprise, Surface Forces has yet to formalize these requirements. However, most of what follows can be translated to the Surface Forces ships and missions, and this should be used as a template until specific guidance is published.

Maintenance Phase

Self AssessmentBasic Phase - 6 Months

TYCOM Pre-LookBasic Phase - 4

TYCOM Assist Visits(INPT/UW)

TYCOMAssessment

Basic Phase TSTA/FEP

Notional Timeline


Basic Phase:

Cart I:

• Readiness• Evaluate & Schools• Equipment & Spaces• Administration• Personnel

Cart II:

• Photo processing/release• Table Top Exercises (Aircraft Mishap, Man Overboard, etc.)• 5050 Notice Development• Press Release/Response to Query Development• All Hands News Update/Video News story production• Print/Navy.mil story development• Photo processing/release• Product transmission capabilities (Primary, Secondary, Tertiary)

Intermediate Phase:

• COMPTUEX/JTFEX

• Executing crisis communication plans• Evaluate communication plans• Deployment Battle Rhythm

(IO meetings/Warfare Commanders Meeting/Main Planning Board Meetings)

Maintenance Period:

Use maintenance periods to address training, readiness and administrative requirements. Maintenance periods also are a good time to get Media Department personnel to DINFOS or any other schools needed.

INSURV

INSURV is one of the largest ship-wide inspections. A recent policy change has increased the frequency of an INSURV inspection from once every five years to approximately once every 24-30 months, increasing the likelihood that you will be involved in preparing for one during your shipboard tour. Typically, media department/division are tasked to produce various print products in addition to ensuring that all the department/division spaces are inspection ready! The event should not be PA issue. INSURV works for USFF, and USFF PA traditionally fields any media requests on INSURV performance/results.

The following are items you should consider for each phase of the training


CVN Media DepartmentUnit Level Training and Readiness Assessment

Basic Phase Assessment Checklist

5.8 Conduct Public Affairs

To conduct public affairs and communicate the role of maritime forces to internal and external audiences by providing strategic counsel, planning, execution, and assessment of communication in support of mission objectives. (JP 1, 3-0, 3-05.3, 3-07 Series, 3-53, 3-57, 3-61; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Percent of significant military planning activities PA participates in (80%+)• Hours to respond to and take action on short notice tasking within AOR (1 hour)• Percent of authorized PA billets manned• Percent of PA tasks not accomplished due to insufficient resources (20% or less)• Participate in the Fleet Hometown News Program (Yes)

5.8.1 Provide Public Affairs Counsel

To provide public affairs counsel to commanders to manage the dissemination of accurate information and imagery about Navy activities, consistent with security guidelines, to internal, local, national and international audiences. (JP 0-2, 3-0, 3-07 Series, 3-08v1, 3-54, 3-57, 3-61; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Hours to provide commanders PA counsel on policy making and operationalplanning (1 hour or less)

• Minutes to advise commanders on media interest and public impact of emergingevents (30 or less)

• Hours to advise commander on media interest and public impact of routineoperations (6 hours or less)

• PA personnel have access to internal information sources(Yes)

5.8.2 Develop Public Affairs Communication Strategies

To develop Public Affairs communication strategies to support Navy policies, programs and operations. (JP 3-07.3, 3-10.1, 3-13.1, 3-61; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Days to develop the commander’s communication strategy to include command information, public information and community engagement plans (7 days or less)

Navy Mission Essential Tasks – CVN (Measured by % complete)



• Days to develop public affairs guidance(PAG) (1-2 days or less)• Hours to provide talking points following crisis events (1 or less)• Days to obtain approval for PAG (1-2 days or less)• Days to identify point of contact for PA liaison (1-2 days or less)• Days to obtain approval for proposed communication strategy (1-2 days or less)• Hours to identify MOE for desired results (4 hours or less)• All communication mediums are considered (Yes)• Hours to incorporate analysis of assessment in revision/update to

communication plan (4 hours or less)

5.8.3 Produce Public Affairs/Visual Information Products

To produce Public Affairs/Visual Information products that support the commander’s communication strategy. Communication products include items such as still and motion imagery, news articles, speeches, web-based products, posters, displays, fact sheets, news releases, Public Service Announcements, talking points, quick responses, graphic arts, and edited video pieces. (JP 3-07.3, 3-10.1, 3-13.1, 3-61; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Hours to acquire information and imagery (1-2 hours or less)• Minutes to process and edit still imagery (30-240 minutes or less)• Days to process and edit video products (1-2 days or less)• Hours to produce and finish reproduction products (24 hours or less)• Days to develop and produce multimedia products (4 days or less)• Days to design and layout reproductions products (1-5 days or less)• Products created per day

(Measure of department record keeping, not measure of quantity) (Yes)• Percent of PA products that meet customer requirements (90% or more)• Percent of units or operations that are visually recorded (80% or more)

5.8.4 Release Public Affairs Information and Imagery

To release information and imagery about Navy activities, consistent with security and privacy policies and guidelines, to internal, local, national and international audiences. (JP 3-07.3, 3-10.1, 3-13.1, 3-61; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Minutes to review and approve information and imagery(60 -180 minutes or less)

• Minutes to release and transmit information and imagery(60-180 minutes or less)



• Percent of PA products given to news gathering organizations (90% or more)• Percent of products not transmitted due to communication system down time

(10% or less)• Percent of communication channels available used (90% or more)• Number of COMSEC violations (None)• OPSEC is monitored and maintained on a continuous basis (Yes)• Months since personnel completed OPSEC training and/or applicable GMTs

(12 or less)

5.8.5 Enable Media and Public Access

To release information and imagery about Navy activities, consistent with security and privacy policies and guidelines, to internal, local, national and international audiences. (JP 3-07.3, 3-10.1, 3-13.1, 3-61; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Has means to receive inquires (Yes)• Percent of requests for information from organizations and private citizens that

are answered (90% or more)• Hours to answer requests for information (1-2 hours or less)• Hours to conduct media training to prepare leaders for subject matter experts for

interview (1-2 hours or less)• Communication strategies incorporate press access rules and security procedures (Yes)• Percent of accepted/answered media requests within media’s deadline (85% or more)• Hours to provide logistics, safety, security procedures and other guidance to

media (.5 to 1 or less)• Operational briefers and subject matter experts are identified to meet media requests (Yes)• Has a command-approved inport tour program (Yes)• Has a command-approved DV embark program (Yes)

5.8.6 Conduct Public Affairs and Visual Information Assessment

To assess the effect of public affairs actions. (JP 1, 3-0, 3-05.3, 3-07 Series, 3-53, 3.57; NDP 1, 5, 6; SECNAVINST 5720.44C)

• Analysis of communication environment conducted (Yes)• Information gaps are indentified (Yes)• Number of inaccuracies found in released information• Percent of PA objectives achieved (80% or more)


Afloat Self Assessment - Personnel

Manpower

Is the current Media Department manning equal to or greater than the NMPC total?Is there an updated manning plan from current month to 9 months out?Is the EDVR accurate? If not, has action been initiated to correct?Is there a current Primary Duty Assignments roster?Is there a current Collateral Duty Assignments roster?Is there a current billet replacement plan?

NEC/CIN/Qualifications

Does ship have proper number of personnel with 8143 (Motion Media Cameraman) NEC or personnel with 8144 (Motion Media Director/Editor) NEC?Does ship have proper number of personnel with 8147(Photojournalism Specialist )NEC or personnel with 8148 (Photojournalist) NEC?Number of personnel with 8193 (Electronic Imaging Systems Specialist) NEC?Does ship have proper number of personnel with 8151 (Graphic Illustrator) NEC?Does ship have proper number of personnel with 8288 (Aerial Cameraman) NEC?Does ship have proper number of personnel who have attended DINFOS Visual Information Management Course (S-150-0015)?Does ship have proper number of personnel who have attended DINFOS Electronic Journalism Course (S-570-0019)?Does ship have proper number of personnel who have attended DINFOS Public Affairs Qualifications Course (S-750-0021)?Number of personnel Flight Deck Observer Qualified?Number of personnel TFO Qualified?Number of personnel Back Seat Qualified?Number of personnel Snoopie Team Qualified?

Security Clearances

Have all personnel been granted the required final or interim security clearance?Is there a tracking system in place that forecasts when security clearances will expire for all assigned personnel?


Afloat Self Assessment - Personnel

Career Development Boards and Perform to Serve Submissions

Were required Transfer/Separation CDBs conducted?Were the required Reporting Aboard CDBs (within 30 days)?

Were the required 6 Months Aboard CDBs conducted?Were the required 12 Month Aboard CDBs conducted?Were the required 24 Month Aboard CDBs conducted?Were the required PTS Submission (15 months prior to EAOS, PRD) CDBs conducted?Is there a system in place to track CDBs and PTS submissions?Were all PTS submissions made on time, ensuring each Sailor had all available looks?

Evaluations and Mid-Term Counseling

Are there files of departmental evals dating back at least one year?Is there documentation that mid-term counseling was performed?Were all evals and fitreps sent to NPC on time?

Advancements

Is departmental advancement rate data available for past three Navy-wide advancement examinations? (#Advanced/#Eligible)

Physical Fitness Assessment

Are Departmental PFA scores available for past two PFA Cycles?Have all PFA scores been entered and verified in PRIMS?

On-line Personnel Record Management

Have all personnel updated their Page 2s within the past year?Do all personnel have access to their BUPERS Online account?Do all personnel have access to their MyPay account?Do all personnel have access to their NSIPS account?Do all personnel have access to their NKO account?


Afloat Self Assessment - Readiness

Bills

Are all Media Department Sailors included on the Watch, Quarter and Station Bill? Is the WQSB conspicuously posted and current? Are all assignments made on the WQSB? (Condition I, III, Abandon Ship, Man Overboard) Is there a current 4, 6 and 8-section duty bill? Is there a current inter-departmental TAD requirements bill and replacement plan? Are all the watch bills delineated in RADM? Is there a watch bill replacement plan?

Shipboard and Professional Qualifications

Are all personnel assigned/qualified in Basic Damage Control? Are all personnel assigned/qualified in rank-appropriate 3M?Are all Repair Party personnel qualified in their assigned position? Are all Snoopie Team personnel assigned/qualified (NAVEDTRA 43548)? Are all personnel who work on the flight deck assigned/qualified Flight Deck Familiarization PQS (NAVEDTRA 43426-0A)? Are all personnel MC PQS (NAVEDTRA 43242) assigned/qualified?Is there a Media Department PQS/JQR qualifiers list? Have all Departmental Safety Petty Officers completed SPO Watch Station 301 of Afloat Safety Program within six months of being assigned SPO duties? Have all Divisional Safety Petty Officers attended Safety Programs Afloat Course (A-493-2099)?Compare WQSB with PQS records. Are all personnel qualified?Is there a weekly review of PQS accomplishment?

Training

Are current training records maintained for each member of the Department? Is there an effective, current and accurate Long Range Training Plan? Is there an effective, current and accurate Short Range Training Plan?Do both Long and Short Range Training Plans include in-rate, GMT and shipboard training? Is there a Departmental Training Petty Officer and is the Training PO designated in writing?


Afloat Self Assessment - Readiness

Is there an effective process in place to monitor required schools for Departmental personnel?Is the Departmental Training program in compliance with pertinent shipboard instructions?Are school/team trainer deficiencies and requests for schools tracked and managed? Are Departmental training requirements forwarded for inclusion in the Planning Board for Training? Is scheduled training being accomplished? (Compare weekly training plans with completion records and accomplishment rates). Are all watch stations covered by Department personnel tracked by R-ADM?Is RADM information properly filled out and maintained for each individual?

PA Response Team

Is there an established PA and Media emergency response team for General Quarters? Has routine training been conducted? Is there an established PA and Media emergency response team for Man Overboard? Has routine training been conducted? Is there an established PA and Media emergency response team for aircraft/flight deck mishaps? Has routine training been conducted?

CV SHARP

Does Department have an appropriate number of personnel authorized to view/update CV-SHARP? Does Department have a copy of most recent CV-SHARP Event task Evaluation Criteria? Is an accurate and current watchbill entered into CV-SHARP?Are all FXP events inputted into CV-SHARP in a timely manner?


Afloat Self Assessment - PA/VI

Public Affairs Program

Is there a current Public Affairs plan for the ship and strike group? Is there a Crisis Communication Plan for incidents and/or accidents?Are there established Measures of Performance and Measures of Effectiveness for the PA program? Is there an established Command Speaker’s Bureau? Has Public Affairs conducted an emergency response drill within the past year?Have command principals received Media Training within the past year? Is there an effective Community Relations program that includes partnerships with publics both at home and abroad? Is there an effective internal information program that clearly articulates the command mission, vision, and goals and uses a variety of communication products appropriate to the command?

Website and Social Media Presence

Is there a clear process for establishing, reviewing and ensuring ongoing maintenance and accuracy of the public Web site? Is there a clear process for establishing, reviewing and ensuring ongoing maintenance, accuracy and appropriateness of unit and general public posts on the command’s social media sites? Are all Command Social Media Sites registered on the official Navy Social Media Directory?

Visual Information

Are accurate weekly production reports being produced and kept on file? Is a production tracker being used to assign, monitor and document news and photo shoot job requests? Has a media consumption survey been conducted with the past two years?Is there a Visual Documentation plan that includes a plan for Operational Documentation, Technical Documentation and related functions? Is there a Visual Information plan that ensures documentation of the Navy’s people, weapons systems, and historic events and provides that imagery to the DoD Records Center? Are images and video prime cuts being released on a routine basis? Are images and video prime cuts being VIRIN’d, captioned and technically prepared per current Defense Imagery and Defense Media Activity guidelines?


Afloat Self Assessment - PA/VI

SITE-TV

Is there an accurate inventory of all NMPS movies? Are NMPS movies received, accounted for and returned IAW current NMPS policies? Is there an accurate inventory of all AFRTS music/SFX discs? Are AFRTS music/SFX discs received, accounted for and returned IAW current AFRTS policies?

Print Shop

Is there an SOP for handling classified materials? Is a production tracker being used to assign and monitor print shop job requests?

110928-N-OE749-002PACIFIC OCEAN (Sept. 28,2011) Mass Communication Specialist 3rd Class Adam Randolph updates a training schedule from the site TV control room aboard the aircraft carrier USS Abraham Lincoln (CVN 72). Abraham Lincoln is underway conducting a composite training unit exercise. (U.S. Navy photo by Mass Communication Specialist 2nd Class Barry A. Riley/Released)


Afloat Self AssessmentDepartmental Administration

Instructions, Publications and ManualsAre the following available in hard copy and/or offline soft copy?

Department of the Navy Public Affairs Policy and Regulations, SECNAVINST 5720.44(Series) Department of the Navy Freedom of Information Act (FOIA) Program, SECNAVINST 5720.42(Series) Visual Information, DoD Instruction 5040.02 Social Usage and Protocol Handbook, OPNAVINST 1710.7(Series) Navy Entertainment Motion Picture Program Administration, BUPERSINST 1710.15(Series) Navy Visual Information Program Policy and Responsibility, OPNAVINST 3104.1(Series) Navy Correspondence Manual, SECNAVINST 5216.5(Series) Embarkation on United States Naval Ships, OPNAVINST 5720.2(Series) Ensuring the Quality of Information Disseminated to the Public by the Department of the Navy, SECNAVINST 5720.48Fleet Hometown News Program Policy and Procedures, SECNAVINST 5724.3(Series) Annual Command Operations Reports, OPNAVINST 5750.12(Series) Navy Public Affairs Tactics Manual Navy Entertainment Movie Program Afloat Management Guide

Ship Specific Instructions and RegulationsAre the following CVN SORM articles current and applicable?

11080 Public Affairs Officer12170 Historical Officer12260 Printing Officer14200 Cruisebook Preparation19010 Familygram Publication19020 Media Visits (In Port) and Embarks (Underway)19030 Distinguished Visitor19040 Special Events19050 Sunset Parade (Evening Review)19060 Motion Picture Videocassette Exhibition27020 Photographic Support Services


Afloat Self AssessmentDepartmental Administration

27040 Printing Services27070 Television and Radio Services and Repair34070 Photographic Officer's Overseas Port Visit Responsibilities34160 Public Affairs Officer's Overseas Port Visit Responsibilities43030 Intelligence Collection Bill

Are the following CVN Instructions current and applicable?

5720.2 (Series) Ship/Tour Visit Program

Media Department Specific Instructions and RegulationsAre the following current and applicable?

Media Department Standard Organization and RegulationsProper handling of classified materials in Media Department Spaces SOPPrint Shop/Photo Job Order Processing SOPReleasing images and prime cuts SOPStudio Photography SOPEquipment Maintenance, Operation and Care Requirements SOPSITE-TV Movie Scheduling and Airing SOPWebsite design and maintenance SOPSocial Media content and posting SOPReleasing news stories SOP


Afloat Self AssessmentEquipment and Spaces

Media Department Equipment

Media Department NIPR Computer SystemIs there a list that includes serial numbers, model numbers and locations for all system equipment?Is there a recommended amount of consumables on-hand for the system? Is each component of this system operational?Is there a method of tracking the operational status of the system?Media Department SIPR Computer SystemIs there a list that includes serial numbers, model numbers and locations for all system equipment?Is there a recommended amount of consumables on-hand for the system? Is each component of this system operational?Is there a method of tracking the operational status of the system?

Media Department Afloat Multimedia Production SystemIs there a list that includes serial numbers, model numbers and locations for all system equipment?Is there a recommended amount of consumables on-hand for the system? Is each component of this system operational?Have the computer systems been updated with virus protection software within the past three months?Are trouble-shooting/maintenance logs present for each component of the system?Is there a method of tracking the operational status of the system?Is there a log for admin and user passwords for all applicable systems?Is all system software serial numbers and license information logged and maintained in a central location?Is all system software stored in central and secure location?

Media Department Non-AMMPS Computer SystemIs there a list that includes serial numbers, model numbers and locations for all system equipment?Is there a recommended amount of consumables on-hand for the system? Is each component of this system operational?Have the computer systems been updated with virus protection software within the past three months?


Afloat Self AssessmentEquipment and Spaces

Are trouble-shooting/maintenance logs present for each component of the system?Is there a method of tracking the operational status of the system?Is there a log for admin and user passwords for all applicable systems?Is all system software serial numbers and license information logged and maintained in a central location?Is all system software stored in central and secure location?

Printing SystemsIs there a list that includes serial numbers, model numbers and locations for all system equipment?Is there a recommended amount of consumables on-hand for the system? Is each component of this system operational?Are trouble-shooting/maintenance logs present for each component of the system?Is there a method of tracking the operational status of the system?Is there a log for admin and user passwords for all applicable systems?Is all system software serial numbers and license information logged and maintained in a central location?Is all system software stored in central and secure location?

Media Department Spaces

Are routine compartment inspections conducted and material, safety and damage control deficiencies noted and corrected?Do at least two Media Department representatives have access to and are able to properly use TSIMS and OMMS?

Media Department InventoryIs there a completed Media Department Inventory, signed by the current Media Department Head


Pre-Deployment Checklist

It is never too early to begin deployment preparations. A review may reveal items that need updating, supplies to be ordered, etc. A few items to consider:

Update and continue to maintain the Fleet Hometown News master file. Deliver or mail your master file (keep a copy for your command) to the FHTNC about three weeks prior to deployment. Coordinate pre-deployments briefs for family members with command leadership and command ombudsman. Update the ship careline and command ombudsman information contact information in your files. Determine how the ship newspaper and command family newsletters will be sent to families during deployment. Download the latest PA/VI Megafile of instructions. Contact CHINFO OI-82 at 703-695-1887 for the link. Review its contents for changes. Gather information on ports/cities on the ship’s schedule.Contact the PAOs in the AORs the ship will be working in for specific requirements.Ensure you have adequate supplies of paper, ink, welcome aboard pamphlets, DV supplies and mementos to sustain a minimum of 6-8 months. Coordinate with Supply and Combat Systems to ensure you have a contract with the Xerox for a representative to accompany the ship while deployed. If the cruisebook falls under your responsibilities, start planning earlier rather than later.Test the Media Department’s ability take and transmit imagery and to forward news stories. Provide media training to command leadership and key subject matter experts.Provide a media familiarization brief to the crew.Request personnel augmentation from NPASE prior to COMPTUEX.If NPASE is unable to fully support your personnel augmentation request, coordinate with CNAF/CNAL to fill the shortfalls.


Welcome AboardMaterials

WELCOME ABOARD PAMPHLETS:Welcome aboard pamphlets introduce visitors, through words and photographs to the command, its mission, vision and guiding principles. Prior to deploying, the Media Department should have the welcome aboard pamphlet translated in the languages for the ports the ship is scheduled to or is likely to visit. The command’s operating funds are used to pay for translations and printing if they cannot be printed on the ship. If your ship is unable to print the pamphlets, the Defense Logistics Agency Document Services (formerly known as Document Automation and Production Service or DAPS) can print products in most Navy homeports for a fee. Contact DLA Document Services via email at [email protected] or by phone at 1 (877) 327-7226.

TOUR POSTERS:Posters should be planned for, designed and printed prior to deploying. The Media Department/Division on carriers and large-deck amphibs should have the capability to produce posters from concept through printing. Smaller ships and squadrons can work through DLA Document Services. During a deployment, be prepared to assist escorting DESRON ships with design and printing services as needs arise.

WELCOME ABOARD PRESENTATIONS:For those commands with the capability to do so, a video command presentation is an effective way to introduce distinguished visitors and other guests to the command. A well-edited, well-narrated video presentation can be used at various functions, shown on SITE TV, or burned to DVDs and given to guests.

TRANSLATION SERVICES:Local commercial vendors can be used to translate your products. Additionally, the PA Section at the U.S. Embassy can be used to translate your products when time allows while on deployment.

When hosting visitors on the ship, having a welcome aboard presentation or welcome aboard pamphlets can enhance their understanding of the ship, its mission and, if in port, why the ship is visiting. For general in-port tours, posters at key stops during the tour can illustrate processes or portions of the ship visitors will not be able to see.


RESOURCES:

Port Visits

Coordinate with your NCIS agent and Security so they can properly vet any foreign visitors that may be visiting or embarking onboard.

When embarking foreign visitors on U.S. aircraft coordinate with your Operations Department/N3 to obtain the proper clearances and embark messages. Coordinate with

PORT BRIEF

TOURS

VISITORS

Coordinate at a minimum with NCIS, MWR and XO to compile a port brief that will include information on local customs and traditions. You may be asked to provide input, printout handouts for the crew and to air the brief on site TV. Many ships send security Sailors ashore as part of an advance team to gather information for the crew prior to the port visit. This advance team can provide you with much of the information needed to create the port brief and port-related products.

All visitors are guests of the officer in command. The U.S. Embassy, Consulate or foreign liaison officer will coordinate formal invitations for local dignitaries. General tours may be announced by press release, however, do not use the term “open house” as it implies unrestricted public access. Ensure the tour route allows for large numbers of guests to get on and off the ship in an orderly fashion. Supply Department can assist with setting up a souvenir table at the end of the tour route for in port tours and in ensuring both U.S. and foreign currency can be accepted.

The local U.S. Embassy, Consulate or Foreign Liaison officer can assist in identifying and scheduling meetings and events with local dignitaries and media. Be sure to get the names, phonetic spellings, ranks and titles of all DVs so the Navigation Department can render the proper honors. The local U.S. Embassy, Consulate or foreign liaison officer can assist with identifying which events and dignitaries command leadership should be prepared to exchange gifts/mementos with. Work with the Supply Officer to submit ORF requests for reimbursement for gifts and receptions as necessary (See SECNAVINST 7042.7K for more information). The Administrative Officer should be able to identify Sailors who speak the local language. If none are available, an interpreter may be required for events or press conferences.

Your NCIS agent and Security so they can properly vet any foreign visitors that may be visiting or embarking onboard.

When embarking foreign visitors on U.S. aircraft coordinate with your Operations Department/N3 to obtain the proper clearances and embark messages.


COMMUNITY SERVICE EVENTS

AFTER ACTION REPORTS

The Chaplain is the lead coordinator for Community Service (COMSERV) events. Coordinate with him and the region coordinator to find out what projects are scheduled for the ship, which command leaders are likely to attend, and which of those are likely to draw media interest. The Media Department should cover as many COMSERV events as it can support.

After Action Reports (AAR) are usually submitted at the end each day in port or as one final report after the port visit as a word document or a quad slide. Include all significant public affairs events (tours, receptions, community relations events, distinguished visitors, media) and any other items of interest.

SECNAVINST 5720.44CSECNAVINST 7042.7K (ORF)

OPNAV 1710.7A (SOCIAL USAGE AND PROTOCOL HANDBOOK)Local AOR instructions- C5F/C7F/C6F


How to Prepare aPort Brief

State Department Background Notes: (http://www.state.gov/r/pa/ei/bgn/) State Department Travel Information: (http://travel.state.gov/travel/cis_pa_tw/cis/cis_4965.html)

CIA World Factbook (https://www.cia.gov/library/publications/the-world-factbook/) USO International (www.uso.org)

Fodors Travel Guides (http://www.fodors.com/ • be aware this is copyrighted content)Lonely Planet Travel Guides (http://www.lonelyplanet.com/ • be aware this is copyrighted content)

Your command MWR officer or Fun BossYour local NCIS rep

Senior Medical OfficerThe local embassy or consulate

Your TYCOM or Fleet PAOs – they may have video port guides availablePAOs recently returned from deployment

RESOURCES:

Your port brief should include the following information

• The local language and a few key phrases• The local currency, exchange rate and locations of currencyexchanges / ATMs• A list of customs or habits which may be offensive to

the locals• Local sightseeing and available tours• Good buys/bad buys – what is the area known for?• Food specialties – what to try and what to avoid• Transportation – both command-sponsored

(include a schedule) and on your own• Phone numbers for shore patrol, beach guard/party,

embassy• Parts of the city to avoid/crime to be aware of• When liberty policies and curfews• Where to call home from – calling centers or places to purchase local SIM cards or

calling cards• Anything else first-time visitors need to know

All of this information is important to have handy, so the Media Department should provide it in some sort of hard copy such as an attachment to the plan of the day or handouts available on the quarterdeck. It is also a good idea to continuously run the port brief on SITE TV while in port.

Build a file for each of the ports the ship is scheduled for or likely to visit. It’s better to have the information and not need it, than to need it and not be able to get it.

http://www.state.gov/r/pa/ei/bgn/

http://travel.state.gov/travel/cis_pa_tw/cis/cis_4965.html

https://www.cia.gov/library/publications/the-world-factbook/

http://www.uso.org

http://www.fodors.com/

http://www.lonelyplanet.com/


DistinguishedVisitors

Hosting Distinguished Visitors (DVs) is a common task for carriers and LHDs/LHAs both in port and at sea. DVs are key civic and military influencers who shape attitudes and opinions of community members. They may be public figures, leaders of youth organizations, teachers, experts in their field, and leaders of diversity groups. The TYCOM or number fleet PA office will coordinate and forward most underway embark requests. The CSG/ARG PAO will need to coordinate with the Operations Officer to confirm the ship’s underway and flight schedules allows for the days/nights requested. Flight operations are required to support DV embarks. Embarkations should only be conducted within the framework of regularly scheduled operations. Underway operations are never conducted solely to accommodate embarked guest.

Things to consider when planning for a DV embark:

Know how many DVs your ship can support for an overnight (RON) and a daylight visit (DLO). Ensure you know how much it cost to embark DVs (both for an RON & DLO) and coordinate with supply to collect fees and provide receipts once DVs arrive onboard. If conducting a DLO embark, ensure to coordinate the schedule and departure times after dawn and prior to dusk.Ensure 5050/schedule is sent out to all parties the day prior to embark.Ensure you have the list of DVs and accompanying bios to provide toleadership and escorts. Coordinate with Supply Department for staterooms, bags, meals (to include any special meal accommodations i.e. - vegetarian request) Arrange for and assign DV escorts. For safety and conversational ease, have two guides for every 12 guests. It is often helpful to have a guide leading the group and one bringing up the rear so that no guest gets lost along the tour route. Know if a DV must be piped aboard or if honors are appropriate. Have DV certificates printed out and ready to go once you receive the finalembarkation list. Have appropriate mementos for DVs (ball caps, lanyards, photo, DVD) Coordinate embarks in foreign ports with your local AOR PAO and embassy representatives to ensure proper clearances and embark messages are obtained.

SECNAVINST 5720.44COPNAV 5720.2M

OPNAV 1710.7A (NAVY SOCIAL USAGE AND PROTOCOL HANDBOOK)Local Shipboard Instructions

RESOURCES:


How to Plan & PullTogether the Cruisebook

Cruisebooks are similar to yearbooks and are a record of the ships deployment. Many ships now produce video cruise books in addition to the printed books. The books and videos are compiled by the ship, unit or station and customarily are published by a yearbook publisher. Advance sales to crew members cover the publication and distribution costs and may be supplemented by non appropriated funds (Morale, Welfare and Recreation).

For best results, start planning for the cruisebook and develop project timeline prior to deployment.

Questions you may want to consider are:

• Who will publish the book?• Who will take the photographs?• How will the book be paid for?• How many color pages should there be in the book?

(color pages cost more than black & white)• What will the cover look like?

The publisher should be able to provide color swatches & examples• Who will produce and design the book?• What format will the pages need to be submitted? Do you have the right program? • Are there deadlines for submission for different sections?• What is the final submission deadline?• Can cruisebooks be mailed directly to member’s homes? Squadron’s?

What are the additional costs?

For example, you may elect to take to all personnel photos yourself or you may find it is more cost and time effective to have the publisher come to the ship for a week to take everyone’s photos.

Work with the MWR committee to determine how much of the cruisebook can subsidized. It’s usually best to charge crewmembers a nominal fee for each book, which leads to higher sales. Some publishers now set up links for families and friends to buy the books directly from the publisher and leads to higher sales. Higher sales mean a lower per-book price.

Establish a cruisebook committee that consists of at least one person from each department including the embarked units and airwing. This person will be able to assist with identifying

What You’ll Need

• Cruisebook commitee


6818 Vianda CourtCarlsbad, Calif. 92009877-767-5217www.jostens.com

CruiseBookCentral / Walter’s Publishing800-447-3274 [email protected]://www.custom-yearbooks.com/militarybooks.htmlhttp://www.cruisebookcentral.com/

Tech Support 877-362-7750www.herffjones.com

www.lifetouch.com

Jostens Publishing

Walters Publishing

Herff Jones Yearbooks

Life Touch Photography

Your command supply officerYour command MWR officer

OPNAVINST 5070.1C Acquisition of Cruisebooks andUnit Yearbooks of Navy and Marine Corps Units

RESOURCES:

members and key events from their departments. They can assist with information needed for captions or general information on their department.

At least three months prior to deploying, start investigating book publishers who specialize in cruisebooks. Obtain several different bids to determine to the best option for your ships needs. Experienced publishers will provide detailed kits and a plan of action and milestones. Names of publishers are available from previous cruisesbooks, other ship PAOs and the Internet. A few recently used are listed below. The cruisebook publisher will work with you to establish deadlines for page submissions and final products. Submit your pages to the publisher on time, so the cruisebooks can be delivered to the crew on time. Cruisebooks usually are delivered approximately six weeks after the publisher receives final submissions.

Publishing Companies:

Additional useful planning information:

http://www.cruisebookcentral.com/pdfs/09_Cruise_GOUGE_Book_WEB.pdf


How to TransmitImagery & Video via FFT

FFT (Fast File Transfer) is the fastest and most effective way to move imagery and video off the ship. The technology the Navy uses to transmit imagery is constantly improving. For the latest information on how to transmit imagery from your command to CHINFO, refer to the Navy Media Content Services instructions at http://imagery.navy.mil/training/sending_files_to_hq.pdf. Be sure to practice transmitting images during your deployment workups so that you’ll have time to work through any issues PRIOR to leaving for deployment.

The FFT client application is a commercial off the shelf (COTS) application which is registered in DADMS and is approved by the functional area manager (FAM). USFF is working to complete the Certification and Accreditation (C&A) package for the FFT server that will include the FFT client application and the port usage and will obtain an Authority to Operate (ATO) signed by the ODAA.

Install the application on the client machine.

You can find and download the application here:https://s3.amazonaws.com/Customer-delivery/FFTClient243g.msihttps://s3.amazonaws.com/Customer-delivery/FFTClient2261g.msi

Note:Choose “Save” when the choice comes up and save it to your computer’s hard drive. You many need an IT onboard with an Administrator login to download, save and install program.

Coordinate with your ADP/COMMO/N6 to open TCP port 923.

Port 923:Ships with immediate operational need for the FFT client application need to fill out the firewall form for port 923 to be opened, and submit it to the ODAA PPS SME, Clifford Ramsamooj ([email protected] / 757-417-6754 x2), who will send an email to the FLTNOCs (with the request form). Once the FLTNOCs have the form, they will place it in their file for that unit/ship for future request usage. This satisfies what the FLTNOCs are requesting until the long term solution is in place.

Note:The following information is provided below to assist your IT Department: • The port needs to be open in both directions as both an explicitly allowed inbound rule and outbound rule.

• Recommend that you “walk your network”. If you can put the FFT client on a laptop and place it at your edge router and try to connect. If you connect, walk back to the next device in the path. Until you find where it's being blocked. If you can't get out from the edge router, we will have to check the configuration there. The PRNOC should see your traffic passing through them. -If you have to use IP address from NVNS, please use the IP range 155.7.* That way you don't need a separate rule for each of our FFT server IPs. If you need to go to the third octet, then you will need both 155.7.40.* and 155.7.146.* to cover all of our IP ranges.Caution: Try not to use IP range as they will change over time.

STEP

1STEP

2


STEP

3

STEP

5

STEP

4

Launch the application and use the following credentials.Please copy and paste the information or type it exactly (Do not check the IPv6 option).

username: jcccpassword: call or email [email protected]: Jackrabbit1.defenseimagery.mil:923

Jackrabbit2.defenseimagery.mil:920Jackrabbit3.defenseimagery.mil:923

Note:The "923" indicates the port the software will use. In this case, TCP port 923. FFT will retain the host information for future sessions, but not the username or password.

The left frame shows your local machine. On the right side of the FFT menu navigate to the "chinfo_inbound" folder and double click on it. Highlight the file you want to move and click the right arrow to start the upload. The program may need a few seconds to begin the upload. It is doing calculations and is setting up a database entry on the server end.

Note:If the upload is interrupted, the software can resume the upload without the need to start the transmission over at 0 kb. When transmitting, the file will show on the server as having a .tmp##### file extension. This lets us know that the file has not completed. The file is not transferred completely until the .tmp file extension goes away and the blue “progress bar” disappears from the bottom-right corner of the FFT menu.

After imagery is successfully transmitted please send us an email to [email protected] and make sure to add what VIRINs were transferred at what time.

Note:Additional Notes for your IT department: Mods that have been made on other ships ISA:1. Under Firewall Policy→ Create a new "Access Rule".2. Under the "Actions" tab select "Allow".3. Under the "From" tab: add your "Internal network".4. Under the "To" tab: add "All Networks (and local hosts).5. Under "Users" tab: add "All Users".6. Select apply/ok7. Now on the far right pane, select the "Toolbox"→ "New Protocol".8. Name the protocol.9. For the protocol type: TCP10. Direction: Outbound11. Port: 923 to 923.12. Next→ No secondary connections.13. Make another protocol for "Direction": Inbound (same port).14. Apply/OK15. Go back to the Access rule you just created→ Properties→ Protocols tab: Drop down menu→ Select: Selected Protocols. Add the 2 protocols you just created. Apply/OK16. Apply changes. Now you should be able to connect to jackrabbit1.defenseimagery.mil via port 923.*NOTE: Port 923 has to be open on both the ship’s firewall and at the USARNOC’s firewall. If your information assurance personnel onboard the ship have verified that traffic is passing through the ship’s firewall and you still are unable to connect, you will have to contact the NCTAMS watch floor to have them open Port 923 on their firewall.


Planning for Homecoming from Deployment

Coordinate with your base and TYCOM PAOs to ensure that they are aware of what the ships plans are for homecoming. The Ombudsman has a key role in coordinating the homecoming theme and setting up events on the pier. Coordinate with the ship Security Officer and base Security to set aside parking for expected DVs and media trucks. The ship’s advance team will assist with the homecoming set up and pier activities.

DVs

Coordinate with ship’s advance team to ensure DVs on the pier have access requested. If DVs are embarked, ensure someone escorts them homecoming morning and assists them with getting off of the ship at the appropriate time.

Media

Ensure media have the schedule of events ie: pier arrival, first kiss, media avail. Coordinate with base security and local PAOs to have media trucks parked in a location that does not obstruct the view of the returning ships, but still able to access the pier and produce their live spots as needed/requested.

Leadership

Coordinate media availability/press conference upon arrival.

NPASE

Coordinate with the local NPASE unit for additional homecoming coverage of the returning ship(s) and squadrons from the pier and from various locations coming into port.

Streambox

NPASE HQ in Norfolk has the capability to stream a ship's homecoming live from the pier. Coordinate with the homeport Region PAO early and with strong justification if this capability is desired. Not all homecomings will be able to be streamed live and a long lead time is required.


Key Public Affairs OfficeContact Information

ATLANTIC PACIFIC

Main Office: 757-836-3630email: [email protected]

Main Office: 808-471-3769/Duty cell: 808-478-8408 email: [email protected]

U.S. Fleet Forces - Norfolk U.S. Pacific Fleet - Pearl Harbor

BahrainMain Office: 011-973-1785-4027/4561email: [email protected]

BahrainMain Office: 011-973-1785-4027/4561email: [email protected]

U.S. Navy Forces Central Command/U.S. Fifth Fleet U.S. Navy Forces Central Command/U.S. Fifth Fleet

Main Office: 757-836-1650 Main Office: 808-473-0911email: [email protected]

SUBLANT - Norfolk SUBPAC - Pearl Harbor


Main Office: 619-767-4382/DSN 577-4382email: [email protected]

U.S. Fourth Fleet - Jacksonville, Fl U.S. Third Fleet - San Diego



SURFLANT - Norfolk SURFPAC - San Diego

Main Office: 757-462-4316 ext. 252email: [email protected]

Afloat Media Systems Officer(O) 202.781.5021DSN 326.5021

Mr. Jose Toledo, General Mgr. (757) 445-8670email: [email protected]

Main Office: 757-462-4316 ext. 252email: [email protected]

1-877-560-8053http://www.dplsupport.com

Mr. Rickie Hofer, General Manager(619) 767-6700email: [email protected]

Navy Expeditionary Combat Command - Norfolk

Navy Office of Information (CHINFO)

FSD Norfolk

Navy Expeditionary Combat Command - Norfolk

AMMPS Support

FSD San Diego

Naples, ItalyMain Office: email: [email protected]

Main Office: 808-653-2152/DSN: 315-453-2152 email: [email protected]

U.S. Naval Forces Europe/Africa/U.S. Sixth Fleet U.S. Seventh Fleet - Japan

Main Office: 757-444-3373 Main Office: 619-767-1625email: [email protected]

AIRLANT - Norfolk AIRPAC - San Diego

NorfolkCommand Quarterdeck: 757-444-4659Training Department: 757-444-7548

San DiegoCommand Quarterdeck: 619-545-1180Training Department: 619-767-1713

Navy Public Affairs Support Element East Navy Public Affairs Support Element West

mailto:[email protected]











GREEN Catapult and Arresting Gear CrewsAir Wing Maintenance PersonnelCargo-Handling PersonnelGround Support Equipment (GSE) TroubleshootersHook RunnersMass Communication SpecialistsHelicopter Landing Signal Enlisted Personnel (LSE)

WHITE Air Wing Quality Control PersonnelSquadron Plane InspectorsLanding Signal Officer (LSO)Air Transfer Officers (ATO)Liquid Oxygen (LOX) CrewsSafety ObserversMedical Personnel

YELLOW Aircraft Handling Officers

Catapult and Arresting Gear OfficersPlane Directors

RED Aviation Ordnancemen

Crash and Salvage CrewsExplosive Ordnance Disposal (EOD)

BROWN Air Wing Plane Captains

Air Wing Line Leading Petty Officers

PURPLE Aviation Fuels [nickname: "Grapes"]

BLUE Messengers and Phone Talkers

Aircraft Elevator OperatorsPlane HandlersTractor Drivers

Rainbow JerseysA guide to the color-coded shirts on an aircraft carrier

Documents

NIL NISI VERUM Navy Public Affairs GuideP-5728-12_FINAL... · OPNAVINST 3120.32D, Section 3.29, 3-42; COMNAVAIRPAC/ COMNAVAIRLANT INSTRUCTION 5727.1 RESOURCES: NAVSO P-5728.12 2013