Assessor Resource

DEFDPA004
Manage media requirements at major events

Assessment tool

Version 1.0
Issue Date: April 2024


This unit specifies the skills and knowledge required to manage media requirements at major events.

It includes assessing organisational requirements, developing a media strategy, managing the media and providing information for major events.

This unit applies to Defence public affairs personnel but it could apply to any personnel who work in this field.

The skills and knowledge described in this unit must be applied within the legislative, regulatory and policy environment in which they are carried out. Organisational policies and procedures must be consulted and adhered to.

Persons undertaking this unit work independently or as part of a team, and perform specific tasks in familiar contexts.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Assess event and organisation requirement

1.1

Define restricted and/or special access areas to the media

1.2

Assess operational responsibilities and provision of information to the media in accordance with operational procedures

2

Develop media strategy

2.1

Use the media plan to form the media strategy

2.2

Arrange media requirements in accordance with event characteristics

2.3

Brief media representatives in accordance with availability, knowledge of event and media presence

2.4

Allocate a media briefing area within required resources where possible

2.5

Gain media cooperation in order to coordinate information flow and to provide information to the public

2.6

Change media strategy to suit operational demands and level, as required

2.7

Gain approval for information releases in accordance with operational procedures

2.8

Schedule information briefing sessions and tours in accordance with operational responsibilities and media requirements

2.9

Provide media personnel with personal protective clothing and equipment in accordance with operational procedures

3

Provide information to media

3.1

Follow organisational protocols when liaising with the media

3.2

Provide media representatives with current developments of the event, as required

3.3

Schedule and conduct interview and photo opportunities to provide updated information, as required

3.4

Consult other organisations at the incident to ensure a consistent presentation of information to the media, in accordance with operational procedures

3.5

Maintain accurate records of media enquiries and interviews

3.6

Maintain open communication channels between organisations and the media

4

Promote the organisation via the media

4.1

Promote work and achievements of the organisation throughout the event in accordance with operational protocols

4.2

Ensure own demeanour and presentation meets organisational professional standards

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria on at least one occasion and include:

applying communication ethics relevant to the audience and organisation

applying operational policies and procedures

communicating facts in a fluent, clear and interesting manner

conducting press conferences and group interviews

demonstrating an awareness of organisational issues

liaising with the media and other organisational personnel

managing the media to ensure integrity of information being disseminated

presenting information via media channels

retaining professionalism

showing attention to detail

speaking publicly

using appropriate personal protective equipment and clothing.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria and include knowledge of:

current media liaison practices

legal and organisational requirements relating to confidentiality, libel, accuracy, discrimination

media requirements including:

access for crew and equipment

photographic/film opportunities

onsite interviews

interviews with particular personnel

newsworthiness, news angles

human interest interviews and stories

technical aspects such as lighting and sound

technical and other requirements of local, regional, national media and print, radio, television and social media

individual requests from media personnel

food, shelter, personal protective equipment

telephones, information technology, power outlets

bilingual briefing

newsworthiness of information

relevant operational policies and procedures

role of media in disseminating information including information covering:

road closure notifications

facility closures

warnings

danger zone identification

public information/assurance

evacuation details.

As a minimum, assessors must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

As a minimum, assessment must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

Assessment processes and techniques must be appropriate to the language, literacy and numeracy requirements of the work being performed and the needs of the candidate.

Assessment must occur in workplace operational situations, where it is appropriate to do so; where this is not appropriate, assessment must occur in simulated workplace operational situations that replicate workplace conditions.

Resources for assessment must include access to:

a range of relevant exercises, case studies and/or other simulations

relevant and appropriate materials, tools, equipment and personal protective equipment currently used in industry

relevant standards, policy and instructions related to public affairs

applicable documentation including operational procedures, regulations, codes of practice and operation manuals.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Assess event and organisation requirement

1.1

Define restricted and/or special access areas to the media

1.2

Assess operational responsibilities and provision of information to the media in accordance with operational procedures

2

Develop media strategy

2.1

Use the media plan to form the media strategy

2.2

Arrange media requirements in accordance with event characteristics

2.3

Brief media representatives in accordance with availability, knowledge of event and media presence

2.4

Allocate a media briefing area within required resources where possible

2.5

Gain media cooperation in order to coordinate information flow and to provide information to the public

2.6

Change media strategy to suit operational demands and level, as required

2.7

Gain approval for information releases in accordance with operational procedures

2.8

Schedule information briefing sessions and tours in accordance with operational responsibilities and media requirements

2.9

Provide media personnel with personal protective clothing and equipment in accordance with operational procedures

3

Provide information to media

3.1

Follow organisational protocols when liaising with the media

3.2

Provide media representatives with current developments of the event, as required

3.3

Schedule and conduct interview and photo opportunities to provide updated information, as required

3.4

Consult other organisations at the incident to ensure a consistent presentation of information to the media, in accordance with operational procedures

3.5

Maintain accurate records of media enquiries and interviews

3.6

Maintain open communication channels between organisations and the media

4

Promote the organisation via the media

4.1

Promote work and achievements of the organisation throughout the event in accordance with operational protocols

4.2

Ensure own demeanour and presentation meets organisational professional standards

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Non-essential conditions may be found in the Companion Volume Implementation Guide.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria on at least one occasion and include:

applying communication ethics relevant to the audience and organisation

applying operational policies and procedures

communicating facts in a fluent, clear and interesting manner

conducting press conferences and group interviews

demonstrating an awareness of organisational issues

liaising with the media and other organisational personnel

managing the media to ensure integrity of information being disseminated

presenting information via media channels

retaining professionalism

showing attention to detail

speaking publicly

using appropriate personal protective equipment and clothing.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria and include knowledge of:

current media liaison practices

legal and organisational requirements relating to confidentiality, libel, accuracy, discrimination

media requirements including:

access for crew and equipment

photographic/film opportunities

onsite interviews

interviews with particular personnel

newsworthiness, news angles

human interest interviews and stories

technical aspects such as lighting and sound

technical and other requirements of local, regional, national media and print, radio, television and social media

individual requests from media personnel

food, shelter, personal protective equipment

telephones, information technology, power outlets

bilingual briefing

newsworthiness of information

relevant operational policies and procedures

role of media in disseminating information including information covering:

road closure notifications

facility closures

warnings

danger zone identification

public information/assurance

evacuation details.

As a minimum, assessors must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

As a minimum, assessment must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

Assessment processes and techniques must be appropriate to the language, literacy and numeracy requirements of the work being performed and the needs of the candidate.

Assessment must occur in workplace operational situations, where it is appropriate to do so; where this is not appropriate, assessment must occur in simulated workplace operational situations that replicate workplace conditions.

Resources for assessment must include access to:

a range of relevant exercises, case studies and/or other simulations

relevant and appropriate materials, tools, equipment and personal protective equipment currently used in industry

relevant standards, policy and instructions related to public affairs

applicable documentation including operational procedures, regulations, codes of practice and operation manuals.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Define restricted and/or special access areas to the media 
Assess operational responsibilities and provision of information to the media in accordance with operational procedures 
Use the media plan to form the media strategy 
Arrange media requirements in accordance with event characteristics 
Brief media representatives in accordance with availability, knowledge of event and media presence 
Allocate a media briefing area within required resources where possible 
Gain media cooperation in order to coordinate information flow and to provide information to the public 
Change media strategy to suit operational demands and level, as required 
Gain approval for information releases in accordance with operational procedures 
Schedule information briefing sessions and tours in accordance with operational responsibilities and media requirements 
Provide media personnel with personal protective clothing and equipment in accordance with operational procedures 
Follow organisational protocols when liaising with the media 
Provide media representatives with current developments of the event, as required 
Schedule and conduct interview and photo opportunities to provide updated information, as required 
Consult other organisations at the incident to ensure a consistent presentation of information to the media, in accordance with operational procedures 
Maintain accurate records of media enquiries and interviews 
Maintain open communication channels between organisations and the media 
Promote work and achievements of the organisation throughout the event in accordance with operational protocols 
Ensure own demeanour and presentation meets organisational professional standards 

Forms

Assessment Cover Sheet

DEFDPA004 - Manage media requirements at major events
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Assessment Record Sheet

DEFDPA004 - Manage media requirements at major events

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