Emergency Radio Communications

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Emergency Radio Communications Messaging
Workshop
To The
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Communicating is what we do bestWE ARE MESSAGE
HANDLERS NOT ORIGINATORS
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Objectives

• To establish and provide training for a core
  group of emergency communicators.
• To provide emergency communications in time of
  need for Government, Red Cross, Hospitals,
  Emergency Responders, or other agencies as
  requested.

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A Historical Overview

• Amateur Radio Emergency Service (ARES) created by
  ARRL in 1935
• National Traffic System founded in 1949
• RACES was founded in 1952 by the Office of Civil
  Defense
• SKYWARN is sponsored by the National Weather
  Service. Founded 1942

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Overview

• More than 70,000 ARES members throughout North
  America
• 71 Sections total
• Kentucky comprises one section in the
  organization
• The elected Section Manager appoints
• The Section Emergency Coordinator (SEC)
  who appoints
• District Emergency Coordinators (DECs) and
• Local Emergency Coordinators (ECs)

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Five minutes before the party is not the time to
learn to dance! Now is the time to plan and
prepare!
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We cant always plan for everything BUT WE CAN
TRY!
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What frequencies to use?

• Simplex Operations
• Duplex Operations
• HF Operations
• Other agencies frequencies? Authorization
  Required! No modified ham gear on Public Safety
  bands!
• Do not use more power than you have to

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Message Handling

• Formal vs. Informal Traffic (out on the field,
  95-99 of all messages are tactical and are not
  written down.)
• Message Precedence
• Message Forms Distribution
• Communications Unit Log

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Choosing a Good Communications Site

• Sometimes you do not have a choice
• IF YOU DO CONSIDER
• High Ground
• Line of Sight
• Accessibility
• Sources of Radio Interference

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Safety Procedures

• Do your best to provide a safe environment for
  you and the personnel around you
• Lightning protection
• Routing, Securing and Marking Cables and Wires as
  necessary
• Placing antennas so as to avoid RF exposure and
  EMI
• Ground your communications systems
• Generator exhausts are hazardous. Be mindful of
  where they are going!

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The Incident Command System
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Emergency Plans
Local Agencies

• Must Provide for
• Emergency communications for the local government
  and between agencies
• Emergency communications between local officials
  and any regional command or the state EOC

KY4EOC
Local E-911
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Emergency Communications

• Must Include
• County EOC
• Regional EOCs or MACs (if applicable)
• State Emergency Operations Center
• KY4EOC
• Others as needed Response Agencies, Hospitals,
  Utilities, VOAD

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Voice

• Simplex vs. Repeater

• VHF
• UHF
• HF

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Messaging Options - Modes

• Digital
• E-mail
• Packet
• PSK-31
• CW

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Packet Software

• Packet
• P-term

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PSK31
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WinLink 2000
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Pactor
PK-232
WinLink Station during Hurricane Katrina - Bruce,
W8DDG (from Ohio) operating the Ohio Southern
Baptist radio in Long Beach, MS, with a PK-232,
capable of only P-1, on top of the rig.
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(EchoLink) IRLP
The Internet Radio Linking Project
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KyEM Mobile Command Vehicle
Hydraulic Mast and Pan and Tilt Cam
3 Dual Banders 2 TS 570S

• Voice
• Winlink
• Amateur TV
• Satellite Internet and streaming video
• Interoperability interfacing
• Equipped with ALL bands and freq ranges

Amateur Radio Ops
Conference Room
KyEM, NG and KSP
HF and WINLINK
2 Types of Sat Phones
Aircraft Marine
Interop Rack and ATV
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Emergency Station Setup

• Must be Authorized
• Locations pre-determined, alternates considered
• Minimum two staff per station - Ideally having 3
  are better
• Messages handled according to procedure

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Station Protocol

• Be on time for shift
• Sign the staffing log (or task form) when
  arriving and leaving
• Leave the station for breaks
• Avoid idle chatter inside the station or on the
  air.
• Use Tactical Callsigns
• Leave pauses

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Net Operation Control

• What is a Net?
• A group of radio stations on a frequency or
  frequencies with a common interest or function
• Two Types
• Directed (Controlled)
• Open

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Net Control Station

• TO BE EFFECTIVE AN NCS MUST HAVE
• Operating ability
• Signal strength
• Familiarity with procedures
• Clears message traffic
• Maintains order on the net
• Lengthy messages between two stations moved to
  another frequency, if possible

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Emergency Nets

• Net Control Station(s)
• Provides organization
• Provides situation reports and updates
• Announces the frequencies to be used
• In emergencies, stations responding should check
  into the assigned net frequency for the area

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Net Protocol

• Transmit only when invited
• Answer promptly Do not leave the net without
  notifying Net Control
• Plain language (No Q signals)
• Refrain from personal remarks, editorials,
  rag-chewing or jokes
• Patience, self-control and discretion

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Station Positions

• Minimum 2 positions
• Operator
• Logger (Message Clerk)
• If available, a third person can serve as Station
  Manager allowing the Operator to focus on
  OPERATING!

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Station Operator/Manager

• Starts a Station Log to provide a paper trail
  and a situation status board
• Briefs on-coming shifts and debriefs shifts going
  off duty
• Ensures required documentation is completed
• Liaises with other ICS sections
• Operates equipment

A Station Manager when available can handle
these Tasks
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Positions Net Control

• Announces the net
• Announce repeater is out of service
• Re-announce at regular intervals
• Indicate Exercise or Real
• Controls traffic

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Position Message Clerk

• Also known as Logger
• Ensures messages are properly routed
• Prioritizes Messages
• Scrutinizes message content for proper format,
  completeness and that it is signed

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Positions Message Clerk

• Numbers and files messages (if not already
  numbered by originator)
• Tracks paperwork

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Log of Operations (Station Log)
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Precedence

• Emergency
• Priority
• Welfare
• Routine

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Time Conventions

• Standardized format by every station
• Recorded as Local Time at station

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24-Hour Clock Examples

• 1245 a.m. is expressed as 0045
• 1200 noon is expressed as 1200
• 1145 p.m. is expressed as 2345
• 1200 midnight is expressed as 2400 or 0000
• 130 a.m. is expressed as 0130
• 145 p.m. is expressed as 1345
• 430 p.m. is expressed as 1630

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Phonetic Alphabet

• Used when spelling mistakes may occur
• Numerical figures
• It is good practise to identify your station
  using phonetics
• Use ITU alphabet - do not make up catchy phrases
  or use non-standard words

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Key Message Rules

• Accuracy
• Brevity
• Understandability

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Accuracy

• Exercise
• You will be given a typical message verbally.
  Whisper it to the person to your right.

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Accuracy

• Written messages virtually assure accuracy.

Example The missing child is Aaron Aardvark,
age 7, 4 feet tall, 55 lbs wearing a blue and
grey ski jacket, white shirt and blue jeans.
Answers to the name Stinky.
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Use Imperative Not Question

• Instead of
• How many beds do you have?

Use Advise number of beds.
Politeness is not required or recommended
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Brevity

• Please send one hundred blankets to the Main
  Community Center for the evacuees that are housed
  here.

Could become
Require 100 blankets
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Brevity

• The following two people have been given a room
  at the Best Western Motel at 3300 Dixie Blvd

Could become
Housed at Best Western Motel, 3300 Dixie Blvd
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Brevity

• Reduce this message
• A Red Cross worker has located two more homeless
  residents that require housing. Please advise
  which location to take them to.
• Thank you

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How About This Instead?

• Becomes
• 2 persons require shelter, advise location.

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Brevity

• Brevity exercise
• We have a number of people walking around with
  various injuries such as superficial cuts and
  bruises, patients complaining of deafness, and
  patients that we believe have shock and trauma.
  Can we request nursing staff to assist our First
  Aid volunteers? Also, we should have someone with
  a van or cars for shuttle service to the nearest
  hospital.

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How About This Instead?

• Becomes
• Request medical staff to assist with various
  non-life threatening injuries, also request
  transportation to nearest hospital.

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Understandability

• To comprehend the meaning and significance of
  know.
• To comprehend the language, sounds, form, or
  symbols of.

Do you understand what the message says?
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ARRL Radiogram
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Outgoing Message
The ORIGINATOR starts the process
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Outgoing Message
Body may include words, numbers or punctuation
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Counting Text

• Each word group counts as ONE
• Procedural words
• The signature is NOT counted
• Multi-part names

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Punctuation

• Use no punctuation
• At a full stop (period) use a capital X
• Read on phone mode as X-Ray
• Counts as one character
• Not required at the end of a message

X
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Phonetics

• Generally only used in poor conditions or with
  complex words such as medications. Use
  Phonetics before spelling
• Use I spell prefix when spelling letters in
  non-complex words
• Use Numbers before relaying digits

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Text Summary

• If it is written as one word, it counts as one
  word.
• Numbers count as one word a multi-digit number
  is still one word.
• Say (Numbers) before reading any number in a
  message.
• Use no punctuation except hyphen when required.
• Replace all other message stops with "X" (X-ray)

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Text Summary

• Do not use periods, commas or semicolons.
• The Signature is NOT a part of the message text.
  Do not count in word group counts!
• Do not use the phonetic alphabet except when
  absolutely needed.
• If you must use phonetics, proceed them with
  (Phonetics).

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Outgoing Message
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Outgoing Message Work Flow

• Originator takes message to the Communications
  Center (On foot, by telephone or otherwise)
• Message is sent by the mode determined most
  efficient by the communications Center
• Mode will be determined by length, complexity and
  available means

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Incoming Message
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Numbered Radiograms

• Established for some of the more common texts
  sent
• an ARL NUMBER is substituted for the text and
  sent
• The delivering station reads the actual text to
  the address
• The letters ARL are inserted in the preamble in
  the check and in the text before spelled out
  numbers

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Radiograms Groups

• Group One - For possible Relief Emergency
• Group Two - Routine messages

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ARL Numbered Radiogram
NEVER, EVER DELIVER ANY RADIOGRAM TO A
NON-AMATEUR OR AN OFFICIAL WITHOUT HAVING
CONVERTED THE ARL NUMBERED MESSAGE TO ITS REAL
PLAIN ENGLISH MEANING!!!
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Handling Instructions

• Less used, but useful to eliminate confusion
• Established for some of the more common handling
  requests
• A letter code is placed in the HX box on the
  Radiogram
• The receiving station carries out the handling
  instructions

HXE
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ARL Numbered Radiogram - HX Box
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Recap Message Forms

• A formal message contains four parts
• PREAMBLE The record keeping part
• ADDRESS Information about the recipient
• TEXT What the sender wants to tell the
  addressee
• SIGNATURE Identifies the person sending the
  message

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Message Registers
07-03- 27
KA4MAP
1
Salvation Army
001 002 003
054
R
1935 L
Meal request
1935 L
Brief Summary
From Lower Left Corner
Number Box
Precedence
Consecutive
Station of Origin
Message Clears
Blue Information Comes From the Message Form
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Message Registers
07-03-27
KA4MAP
1
R
Meal request
Salvation Army
001 002 003
054
27/1935 L
Day Time Sent
Brief Summary
Consecutive
Precedence
Prioritize!
To Box
From Number Box
Blue Information Comes From the Message Form
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Informal Messages

• Restricted to direct personal communications
  between officials of the agency being served
• Radio operators establish the contact first
• Noted in the Station Log

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PRACTICE IN RECEIVING A RADIOGRAM

• 615 R G K5FCB 24 AUSTIN TX MARCH 23
• DONNA BURT KE7ACRBREMERTON, WA 98312360 479
  8616BT
• YOUR COUNTRY FAMILY AND FRIENDSMAY DEPEND ON
  AMATEUR RADIOIN TIMES OF VARIOUS
  EMERGENCIESJOIN AND SUPPORT THE NATIONALTRAFFIC
  SYSTEM X 73BT
• STEVE K5FCB

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ICS Form 213

• Required by NIMS
• Will likely soon replace
• the ARRL Radiogram

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To Line
MSG
Position Titles
From Line
Date
Subject
Message Body
ICS Form 213 General Message
Reply Area
Reply Date/Time and Signature Lines
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ICS Form 213

• One thing you will notice missing on this form is
  a place for a "group count" or "Check" as we had
  on the Radiogram form.
• NOTE Some states are adapting the form to
  include a space for this though I am not sure how
  this will develop in Kentucky or nationally.

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Emergency OperationsUse of Tactical Call Signs
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Use of Tactical Call Signs

• Different individuals may operate a radio at
  various times. Changes result from a new work
  shift, relieving an operator for meals or other
  errands, moving operators among assignments, and
  other reasons. For all these reasons it is
  awkward and error-prone to use each operator's
  FCC call.

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Use of Tactical Call Signs

• You will be called by your tactical call sign,
  not your FCC amateur radio call sign. You should
  use the tactical call sign to identify your
  transmissions, and you should call another
  station by its tactical call sign.

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Use of Tactical Call Signs

• Net Control should try to keep track of the FCC
  call of each operator. Sometimes an inattentive
  or distracted operator will answer to his own
  call when he does not catch his tactical call!

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Use of Tactical Call Signs

• Of course, Part 97.84(a) requires that "Each
  amateur radio station shall give its call sign at
  the end of each communication, and every ten
  minutes or less during a communication." That
  means our FCC call sign. To comply, simply add
  your FCC call sign to your last transmission in a
  series.

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Use of Tactical Call Signs

• For example
• NC "Meade County Fire house 1", Net Control
• WS " 1 Go Ahead"
• NC "Tell the Chief that the driver has
  returned"
• WS "Roger KA4MAP
• Net Control can do the same, or can identify
  periodically.

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Emergency OperationsCommon Forms
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ICS Form 213 General Message
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RadioGram
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Incoming Message Register
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Outgoing Message Register
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Communications Roster
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Net Control Roster
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ICS Form 205

• Communications
• Plan

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ICS Form 214 Unit Log
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ICS Form 217

• Radio Frequency Assignment Worksheet

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Preparedness

• In a major emergency, look after your own family
  first
• Have something to eat
• Dress appropriately
• Keep a Grab n Go bag ready
• Get there in one piece

Dont take on more than you can manage
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Message Exercise

• In double groups of 3, handle the following
  messages in the appropriate manner
• Designate an Originator,
• Operator and Message Clerk
• Pass messages between groups and then rotate
  duties

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Presentation by Ron Dodson, KA4MAP
Special Thanks goes to Shelby Ennis, W8WN Alan
Laslie, WA4KDO Tony Whobrey, KY4SP Steve Means,
K5FCB for the radiogram audio file http//www.wwa-
district3-ares.org/thurston_county/documents/nts.h
tm