**1012.1 PURPOSE** To communicate policy and procedures for making
announcements on the public address system at the BPA Headquarters
Complex.

**1012.2 DEFINITIONS**

**A. An Emergency Announcement** is news of immediate and critical
importance to the safety, health or security of Headquarters Complex
occupants and/or assets. .

**B. A Non-emergency Announcement** includes news that is not critical
or of immediate importance to Headquarters Complex occupants, but which
may require the timeliness or emphasis of the PA system and which has
significant impact on the general employee population, and covers events
or programs that are officially sponsored by BPA or DOE.

**1012.3 POLICY** Security Services, the Chief Information Officer
(CIO), and/or Communications will provide timely emergency announcements
as requested to reach as many employees as possible. Communications will
also provide non-emergency announcements that reach as many employees as
possible, but will limit use of PA system announcements to avoid
disrupting their work and maintain a professional atmosphere.
Non-emergency announcements will be limited to those of significant
importance or timeliness and will be made in accordance with procedures
outlined below.

**1012.4 RESPONSIBILITIES**

**A. The Chief Operating Officer** through the Manager for
Communications, establishes policies and grants approval for emergency
announcements in the Headquarters Complex area.

**B. The Manager for Communications** establishes policies, grants
approval for, and retains editorial control of non-emergency public
address announcements.

**C. The Manager for Security Services** makes emergency announcements
as he or she deems necessary to ensure public and employee safety or
protection of BPA assets.

**D. The Chief Information Officer** makes emergency announcements as he
or she deems necessary to ensure public and employee safety or
protection of BPA assets.

**E. Employees** requesting an announcement are responsible for
submitting a draft in proper format and meeting required time guidelines
as outlined below.

**1012.5 PROCEDURES**

**A. Microphones and controls for the public address system are
located:**

1.  in the Security Services office;

2.  at the guard station in the main lobby; and

3.  in the office of the Manager for Communications.

**B. Emergency Announcements**

> 1\. **Requester:** Contacts the Security Services office in Shared
> Services, the Chief Information Officer, or the Manager for
> Communications, by telephone or in person as necessary, to relay the
> desired announcement.
>
> 2\. **Corporate: Chief Operating Officer:** Approves requests for
> emergency announcements. If not available, content approval will be
> made by the Chief Information Officer, and/or the Manager for Security
> Services.
>
> 3\. **Communications Staff, the Office of the CIO, and/or the Manager
> for Security Services**, as appropriate: Makes the announcement as
> soon as directed.

## C. Non-Emergency Announcements

> 1\. **Requester:** Contacts the Manager for Communications, or his/her
> designee, to request a non-emergency announcement. Provides a clearly
> written draft of the announcement to Communications at least 24 hours
> (preferably 48 hours or more) in advance of the time the announcement
> is to be made.
>
> 2\. **Manager for Communications:** Approves the announcement if it
> meets the intent of this policy.
>
> 3\. **Communications Staff:** Makes the approved announcements.
> Preferred times are 8:45 a.m., 11:00 a.m., or 2:00 p.m. In some cases,
> the staff will make the announcement in both the morning and
> afternoon.

**D.** **Authorized non-emergency announcements**

**Type of Announcement Must be Approved by**

Chief Executive Office special messages Chief Executive Officer (CEO),
Deputy

CEO, Chief Operating Officer (COO)

Special BPA or DOE Presentations, CEO, Deputy CEO, COO

All-employee meetings Manager for Communications

Quarterly Blood Drive Manager for Communications

Non-emergency employee safety or security Manager for Communications

Operational Alerts Manager for Communications

# 

# E. Unauthorized non-emergency announcements

1.  Group level all-employee meetings

2.  Non-BPA events, such as Lloyd Center area activities

3.  Training-related announcements

4.  Brown Bag presentations

5.  Fund-raising, social, or charity events other than those
    announcements requested by the COO

6.  Special interest/resource group meeting announcements

**F. Requests for announcements are to be in writing** (unless an
emergency) and will include the time, date and place for the event,
preferred announcement time(s) and will identify a contact and phone
number for further information. Announcements should be clear and
concise, as in the following sample format.

**GOOD MORNING. MAY I HAVE YOUR ATTENTION PLEASE.**

TOMORROW THERE WILL BE A BLOODMOBILE FROM 6:45 A.M. TO 10:45 A.M. IN THE
LOBBY OF THE 911 BUILDING. TYPES O POSITIVE AND O NEGATIVE BLOOD ARE
NEEDED.

**PLEASE CONTACT TERRY BELLERBY ON EXT. 3097 FOR A DONATION TIME, OR
WALK IN AFTER 7:30 A.M.**

**THANK YOU FOR YOUR ATTENTION.**