Emergency Communications

1
Emergency Communications

• Presented for
• Long Beach ARES/RACES
• by
• Dino Kitsios KF6ECO
• Dennis Kidder WA6NIA

2
Emergency CommunicationsSession Three

• Message Handling
• Standardized Emergency Management System (SEMS)
• Net Participants Guide
• Traffic Handling Clinic

3
Message Handling

• Components of a Radiogram
• Preamble (or header)
• Administrative data message number, originating
  station, precedence, handling instructions, time
  and date
• Address
• The TO of the message -- name address, phone,
  etc.
• Text of the message
• Brief and to the point, limit (if possible) to 25
  words or less. Avoid contractions. Groups of five
  words to ease word counting.
• Signature
• Whatever it takes for the recipient to identify
  the sender

4
Standardized Format

• Why?
• Send and receive formal messages easily, quickly
  with minimum explanation.
• I like this example
• Hey, Bud. I have a message here from a local
  ham in Colorado Springs he took it from a lady
  who isnt a ham. I took the message yesterday
  evening and Id like to see if theres a way we
  can get it passed to Tulsa, Oklahoma. Theres no
  real urgency, the lady just wants to let her
  brother know that she received his letter and
  will be sending one back in a couple of days
• 76 words later and we still dont know where its
  going!

5
Standardized Format

• NTS Format might look like this
• Routine, N0XXO, 11, Colorado Springs, Co, 1907Z
  November 18
• Mark Smith
• 573 Glenside Lane
• Tulsa, Oklahoma 74131
• 918 635 0227
• BT (break)
• RECEIVED YOUR LETTER XRAY WE
• WILL WRITE BACK SOON LOVE
• BT (break)
• MARY
• Even with preamble and breaks - 33 words!

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Guard Against Superfluous Data

• Dont use the following for the previous example
• Number 56, Routine, station of origin N0XXO,
  check 11
• Going to Mark Smith
• Address etc
• These extra words slow down the process and are
  unnecessary

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Prowords

• Use prowords to speed things up
• BREAK Separator for address, etc
• CORRECTION Im going to correct an error
• END End of message
• MORE additional messages follow
• NO MORE no additional messages
• FIGURES word group of all numerals
• INITIAL Used for single letter
• I SAY AGAIN Indicates repeat of word
• I SPELL Spell a word phonetically
• LETTER GROUP Several letters grouped ARES
• MIXED GROUP Letters and numbers in a group

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More on Prowords

• When receiving formal traffic, the following
  prowords -- preceded by Say again -- are used
  to ask for clarificiation or repeats of missing
  words
• WORD AFTER
• WORD BEFORE
• BETWEEN
• ALL AFTER
• ALL BEFORE

9
Net Participants Guide

• Net Protocols
• Tactical Callsigns
• Initiating a Call
• Completing a Call
• Participating in a Net
• Roles in a Net

10
Net Protocols

• Legal
• Legal requirements refer to
• Identification
• Operation on frequencies within Amateur Service
• Also includes license priveleges
• FCC rules
• Every ten minutes during a conversation and
• Last transmission
• Easy to forget this in the heat of handling
  traffic on a busy net
• Easy way to deal with this
• Identify as you complete an exchange
• Indicates to NCS that you consider the exchange
  complete
• Fulfills FCC requirements

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Net Protocols

• Customary
• Normally used in long-standing non-emergency nets
• May include ID of both stations on each
  transmission
• Call of next station to talk
• Many others
• Best to just listen
• Protocol will be soon evident
• Remember the three rules
• Listen
• Listen
• Listen

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Tactical Callsigns

• Used to identify a location
• Independent of who is operating
• You can call a location without knowing the
  operators callsign
• Some benefits
• Accommodates shift changes easily
• When operators take breaks
• Breaks association of location and individual
• Do you answer a call from the sound of a persons
  voice, or by their identified location?

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Tactical Callsigns

• When to use?
• Always use on emergency nets if there are more
  than three participants
• Public service events when there is more than
  minimal traffic
• How to use?
• Net control station can assign as locations check
  in

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Tactical Callsigns

• Example
• Aid station number one NET, AID ONE. AID ONE
  is initiating a call on the net.
• Net control AID ONE, go ahead.
• Aid station number one This is AID ONE with
  traffic for MEDICAL.
• Net control AID ONE, acknowledged. Please
  call MEDICAL and pass your traffic. NET, W5XB.
• Aid station number one Thank you NET.
  MEDICAL, MEDICAL this is AID ONE. Copy?
• Medical station MEDICAL copies, please
  proceed.
• Aid station number one MEDICAL, we have a
  victim . AID ONE proceeds to pass his traffic.
• Medical station MEDICAL copies, we will .
  This is MEDICAL, KF6XYZ, clear. MEDICAL has
  acknowledged the traffic and responds. He is done
  and signs his call.
• Aid station number one Thanks MEDICAL. This is
  AID ONE, WA6XAA, clear. AID ONE is also
  finished and signs his call, returning control of
  the frequency back to the NCS.
• Net control Is there any other traffic for the
  net? This is NET, W5XB. NCS has taken control
  of the frequency and the net, once again. He has
  added his call as required by Part 97.

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Tactical Callsigns

• Variations
• Aid station number one NET, AID ONE. In an
  emergency on a busy net, this could be stated
  more simply
• AID ONE, emergency traffic. Or
• AID ONE, priority traffic.
• On a very busy net, AID ONE may take a little
  initiative to speed up the process
• Aid station number one AID ONE, traffic for
  MEDICAL. Notice how this has reduced the volume
  of data being exchanged. Less bandwidth is used.

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Initiating a Call

• Use tactical calls where applicable and practical
• Keep the call short and concise as in the
  examples
• Depending on the nature of the traffic (emergency
  or priority), notify the net control station
  precedence
• Use FCC callsigns where and when required

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Completing a Call

• Fulfill the FCC identification rules by using
  your callsign at the end of the exchange as in
  the examples
• AID ONE, WA6XAA, clear.
• Fulfills the ID obligation
• Indicates to NCS that you are done

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Participating in a Net

• Enjoy yourself - Amateur Radio public service is
  fun!
• Prepare your self. Are your batteries charged?
  Are you on your best antenna for the
  frequency/repeater you will be on? Do you have
  pencil paper and other items you think you will
  need?
• Listen. If you are there at the start of a net or
  join one in progress, LISTEN for several minutes
  before you check in. NCS will announce/ask-for
  what they want.

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Participating in a Net

• Follow NCS Instructions. NCS will ask for
  specific people/categories-of-people as they are
  needed. Follow instructions.
• Do not editorialize.
• "This is Phred in the North East portion of the
  county at 9300 feet where it is snowing, but it
  was sunny five minutes ago when I came in from
  feeding the birds, geese and hamsters, but its
  cold right now and it looks like it could rain in
  the next day or so - just checking in"
• It is unnecessary AND unwanted. This ties up the
  net and does nothing to add usable information.
  Check in with your CALL. Add name and other
  information as requested by NCS.

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Participating in a Net

• Plan your transmission. If you have more
  information than just your Name/Call then jot it
  down. You can, if necessary, just read your note.
• This promotes clear concise communication.
• Check in ONLY if you are going to be part of the
  net. Do NOT check in as "in out" or "for the
  count". You are joining the net or you should
  only listen.

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Participating in a Net

• Checking in with "This is" then a pause or unkey
  followed by the call may work on a few nets, but
  causes delays and potential problems on most.
  (Local net option)
• Unless your transmission is longer than ten
  minutes, you need only identify at the end of the
  transmission/exchange of information.
• Let NCS know when you leave or if you need to
  leave early. Do not go into details of why you
  need to leave.
• During an event, if the authorities ask you to
  move do so immediately and without comment, then
  notify the NCS of your change in status as soon
  as you can.

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Participating in a Net

• If an on-scene authority requests that you shut
  your radio off, or that you not transmit, do what
  they ask immediately and without question.
• This is one circumstance where you do not notify
  the NCS of a change in your status. This deserves
  a little explanation. This would normally occur
  only if there is a presence of explosives or
  explosive chemicals or vapors, and there is the
  possibility that a spark producing electronic
  device is present which might be triggered by an
  RF Signal.

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Participating in a Net

• Be patient with the NCS. An NCS operator is under
  high stress. His questions and requests should be
  clear and crisp but as he/she begins to tire,
  there may be a tendency to become rather terse.
  Typically, there is a whole lot going on at an
  NCS that the field operators never know about.

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Participating in a Net

• Hams are patriotic, independent people and they
  are volunteers. The attitude among a few hams is
  that 'Volunteers don't have to take orders.'
• That's absolutely correct. We don't have to take
  orders. But if you are not ready to follow
  instructions, you may want to do something
  outside of
• A.R.E.S./R.A.C.E.S.

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Leaving a Net

• You will leave a net for one of three reasons
• The location is closing
• If NCS has given you directions to close the
  location, simply identify with your FCC issued
  call, the location tactical call and the word
  "CLOSED". The NCS will tell you if anything else
  is needed.
• If you are closing the location on orders of the
  served agency, you will identify with your FCC
  issued call, location tactical call and the
  phrase "location CLOSED per (name of person -
  served agency identification)".

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Leaving a Net

• You will leave a net for one of three reasons
  (contd)
• You need a break and there is no relief operator
• Tell NCS that "I will be away from the radio for
  (number of minutes) and end with "Tactical id,
  (your call)".
• You have turned the location over to another
  operator
• You will normally not need to tell NCS that you
  are leaving. However if there are specific
  instructions from NCS then follow those
  instructions.

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Other Tidbits

• Don't over identify
• There is normally nothing that will expend more
  time, needlessly, than over identification.
  Someone that uses their FCC issued call in every
  transmission is usually a person that is unsure
  of themselves or, worse yet, someone that is more
  interested in having their call known to everyone
  at the event. In the latter situation, help them
  find work elsewhere.
• The FCC tells us that you need only identify at
  ten minute intervals during a conversation (NOT
  during a net unless you talk for more than ten
  minutes) and during your last transmission.
• If you end each exchange with your call, that
  tells everyone that you are of the opinion the
  exchange is complete and you fulfill all FCC
  requirements.

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Other Tidbits

• Write it down
• The easiest way to minimize what you say during a
  net is to write down everything before you key
  the microphone. Since very few of us like to
  write lengthy notes, this will promote brevity.
• An excellent place to keep this information is in
  your location log. This serves two purposes
• You have a complete log of everything that came
  from your location
• It will become very brief.

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Roles in a net

• Net Control Station
• Station in charge of the net
• Responsibilities include
• Control of who uses the frequency
• When stations may pass traffic
• Requirements
• Commanding signal - clear and crisp with good
  audio
• NCS must keep track of resources on the net
• Who is located where
• Who has cleared the channel
• NCS must know each stations capabilities
• Cant send HF traffic to a non-HF station
• Written log of ops

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Net Control Station

• Backup resources
• Medium to large operations may warrant backup NCS
• May utilize a second op to maintain log
• Logging
• NCS should maintain a log of operations
• Log to, from and overview of message
• Some other ideas
• Instructions should be clear and concise, using
  as few words as possible.
• Use tactical calls
• If others dont follow your lead, recognize only
  those stations that do (unless they have
  emergency traffic)
• Awareness of other nets and referrals

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Roles in a Net

• Two types of NCS backup
• Local relief operator
• Offsite backup maintaining a duplicate log
• Used in the event of a Primary NCS failure
• Known to the net
• Operates with knowledge and consent of Primary
  NCS
• Bulletin Stations
• NCS moderates the use of the radio frequency
• NCS does not necessarily send out bulletins and
  other incident information
• Bulletin stations obtain information authorized
  by the served agency and relays it to the net
  frequency
• May be passed of-net to minimize disruption
• May be passed on a preset schedule, e.g., top of
  the hour

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Roles in a Net

• Loggers
• Help keep NCS ops running smoothly by offloading
  logging task
• Site Communicators
• Responsible to listen on the net
• Maintain contact with served agency people at the
  site
• Requirements
• May produce formal traffic
• Should keep a log of activity
• Be responsive to the needs of the served agency
  people
• Use of two communicators at a site improves
  productivity

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Roles in a Net

• General Communicators
• Report to NCS when they are available
• Ask clearance from NCS before using the frequency
• Answer promptly when called by NCS
• Use tactical call signs
• Follow established net protocol
• Listeners
• During an emergency, the most helpful is one that
  listens and stays quiet
• NCS doesnt care that there are listeners, unless
  he asks for additional assistance from listeners

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Roles in a Net

• Liaison Stations
• Provide communications between two nets
• Generally limited to two nets to maintain good
  communications
• Need two radios, with separate antennas
• Minimize interference
• Appointed by NCS or staffing officer
• Usually a trained operator

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Quiz Net Participation

• True or False
• Its OK to move off a net frequency without
  letting the NCS know.
• The NCS can also function as the Bulletin Station
• NCS is best conducted with a handheld radio so as
  to be more flexible.
• You should ID with your FCC callsign as often as
  possible.
• NCS knows that you are available because you
  always check into the weekly nets.
• Second Ops really slow down the process because
  you always have to explain everything over to
  them.

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ExerciseSending and Receiving Traffic

• Each of you SHOULD have created a practice
  RADIOGRAM
• At this time, some of you will be appointed to
  send your message.
• You will use the protocols established here
• The rest will copy the message.
• You may ask for fills or repeats if you have
  questions
• Request a fill using the techniques that have
  been described
• Senders Remember to pace your speech