ARRL ARECC Level 1

1
Welcome Back
2
Lesson 6 Basic Communication Skills
3

• Exercise

4
Exercise Results

• What did I ask everyone to do?
• What did you do?
• What caused confusion?

5
Get Message to Intended Recipient
Quickly
Cooperation of Others
Accurately
Noise
Minimum of Fuss
Operating Skills
Communication Method
Adequate Resources
Skills of Receiving Party
6
Why Are Emergency Communication Techniques
Different?

• Life and death communications are not part of our
  daily experience
• Most of what we say and do each day does not have
  the potential to severely impact the lives and
  property of hundreds or thousands of people
• In an emergency, any given message can have huge
  and often unintended consequences
• An unclear message, or one that is modified,
  delayed, mis-delivered, or never delivered at all
  can have disastrous results

7
Listening
Source Listening The Forgotten Skill, Madelyn
Burley-Allen
8
Why Is Listening Efficiency Low?
Hearing what you want to hear
Juggling
Mental Tangents
Bored
Daydreaming
Dont Want to Be There
Dont Like the Speaker
Dont Understand the Topic
Forming a Response
Too Interested in Physical Characteristics
9
Listening..The Forgotten Skill

• Listening is not the same as hearing
• You can have excellent hearing but still have
  weak listening skills
• Listening is a learned skill
• What does ineffective listening cause?

10
Ineffective Listening
Frustration
Misunderstandings
Embarrassment
Confused Instructions
Loss of Important Information
11
Listening
Acknowledge the Talker
Taking In Information
Improve Communication
Invite Communication to Continue
Carry Idea Forward
Non-judgmental
Empathetic
12
Listening Exercise from NCS Class

• An exercise to increase listening awareness..
• For five minutes, list all the sounds you hear
• Do this 2-3 times a day in different environments
  to sharpen your listening awareness
• Perhaps even add a radio or scanner and try to
  follow the traffic as well
• Listen to weak signals on Shortwave/HF/AM
  Broadcast Band

13
Microphone Techniques

• Using your microphone correctly can make a big
  difference in intelligibility
• Hold the mic close to your cheek, and just off to
  the side of your mouth
• Talk across, rather than into, the microphone
• Reduce breath noises and "popping" sounds that
  can mask your speech
• "Voice operated transmission" (VOX) is not
  recommended for emergency communication

14
Speaking

• Normal, clear, calm voice
• Shouting over-modulation and distortion
• Will not increase volume at the receiving end
• Normal pace
• Rushing slurred and unintelligible speech
• Pronounce words carefully
• Making sure to enunciate each syllable and sound

15
Repeater Use

• Leave a little extra time between pressing the
  push-to-talk switch and speaking
• A variety of delays can occur within a system,
  including CTCSS decode time, and transmitter rise
  time
• Leaving extra time is also necessary on any
  system of linked repeaters
• Allow time for all the links to begin transmitting

16
After Transmission
Pause a little longer than usual between
transmissions any time there is a possibility
that other stations may have emergency traffic to
pass from time to time. A count of "one, one
thousand" is usually sufficient.
17
Brevity Clarity

• Only the information necessary to get the message
  across clearly and accurately
• Extraneous information
• Distract the recipient
• Misinterpretation
• Confusion

18
Brevity Clarity

• If you are the message's author and can leave a
  word out without changing the meaning of a
  message, leave it out
• If the description of an item will not add to the
  understanding of the subject of the message,
  leave it out
• Avoid using contractions within your messages
• Words like "don't" and "isn't" are easily
  confused.
• If someone else has drafted the message, work
  with the author to make it more concise

19
Brevity Clarity

• Listen to a scanner
• Police/fire radio dispatchers
• Air traffic controllers
• Transmissions sound crisp and professional
• Do not editorialize, or engage in chitchat
• An emergency net is no place for
• "Hi Larry, long time no hear,"
• "Hey, you know that rig you were telling me about
  last month...."
• Or any other non-essential conversation.

20
Brevity Clarity

• Say exactly what you mean
• Using non-specific language can lead to
  misunderstandings and confusion
• Communicate one complete subject at a time
• If you are sending a list of additional food
  supplies needed, keep it separate from a message
  asking for more sand bags.
• Chances are that the two requests will have to be
  forwarded to different locations, and if combined
  one request will be lost

21
Plain Language

• Plain Language Common terms and definitions
  that can be understood by individuals from all
  responder disciplines. The intent of plain
  language is to ensure the clear and accurate
  communication of information during an
  incident.
• FY07 NIMS Compliance Metrics Terms of Reference

22
Plain Language

• Not everyone involved in an emergency
  communication situation will understand amateur
  slang and technical jargon
• Exception
• Standard "pro-words" (often called "pro-signs")
  used in Amateur traffic nets, such as "clear,"
  "say again all after" and so on

All messages and communications during an
emergency should be in plain language
23
Common Terminology

• Is an ICS wide fundamental
• Necessary for operations, planning, and standard
  operating procedures (SOPs)
• A common dialect for describing the who, when,
  why, where, what, and how of operations

24
Plain Language

• Not all Plain Language has the same meaning
• For example
• The California Highway Patrol requests Backup
  when they need another officer in an emergency.
  They request Assistance when they want a cover
  unit.
• The Los Angeles County Sheriff uses the same two
  words, but uses them in the exact opposite
  meaning.

25
Be Careful

• Avoid words or phrases that carry strong
  emotions.
• Most emergency situations are emotionally charged
  already, and you do not need to add to the
  problem.
• "horrific damage and people torn to bits"
• "significant physical damage and serious personal
  injuries"

26
Phonetics

• Certain words in a message may not be immediately
  understood
• The best way to be sure it is understood
  correctly is to spell it but
• Spell the word using letters, it might still be
  misunderstood
• Use phonetics anytime a word has an unusual or
  difficult spelling, or may be easily
  misunderstood

27
Phonetics

• Standard practice is to first say the word, say
  "I spell," then spell the word phonetically
• Lets the receiving station know you are about to
  spell the word he just heard
• Phonetic alphabets
• Most hams and some public safety agencies use the
  ITU Phonetic Alphabet
• Others use military alphabets or the APCO
  alphabet
• Make up your own phonetics has no place in
  emergency communication

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ITU Phonetic Alphabet

• A - alfa (AL-fa)
• B - bravo (BRAH-voh)
• C - charlie (CHAR-lee)
• D - delta (DELL-tah)
• E - echo (ECK-oh)
• F - foxtrot (FOKS-trot)
• G - golf (GOLF)
• H - hotel (HOH-tell)
• I - india (IN-dee-ah)
• J - juliet (JU-lee-ett)
• K - kilo (KEY-loh)
• L - lima (LEE-mah)
• M - mike (MIKE)

• N - november (no-VEM-ber)
• O - oscar (OSS-cah)
• P - papa (PAH-PAH)
• Q - quebec (kay-BECK)
• R - romeo (ROW-me-oh)
• S - sierra (SEE-air-rah)
• T - tango (TANG-go)
• U - uniform (YOU-ni-form)
• V - victor (VIK-tor)
• W - whiskey (WISS-key)
• X - x-ray (ECKS-ray)
• Y - yankee (YANG-key)
• Z - zulu (ZOO-loo)

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Numbers

• Numbers are somewhat easier to understand
• Most can be made clearer by simply
  "over-enunciating

• One "Wun"
• Two "TOOO"
• Three "THUH-ree"
• Four "FOH-wer"
• Five "FY-ive"
• Six "Sicks"
• Seven "SEV-vin"
• Eight "Ate"
• Nine "NINE-er
• Zero "ZEE-row"

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APCO Phonetic Alphabet

• A - adam
• B - boy
• C - charlie
• D - delta (DELL-tah)
• E - echo (ECK-oh)
• F - foxtrot (FOKS-trot)
• G - golf (GOLF)
• H - hotel (HOH-tell)
• I - india (IN-dee-ah)
• J - juliet (JU-lee-ett)
• K - kilo (KEY-loh)
• L - lima (LEE-mah)
• M - mike (MIKE)

• N - november (no-VEM-ber)
• O - oscar (OSS-cah)
• P - papa (PAH-PAH)
• Q - quebec (kay-BECK)
• R - romeo (ROW-me-oh)
• S - sierra (SEE-air-rah)
• T - tango (TANG-go)
• U - uniform (YOU-ni-form)
• V - victor (VIK-tor)
• W - whiskey (WISS-key)
• X - x-ray (ECKS-ray)
• Y - yankee (YANG-key)
• Z - zulu (ZOO-loo)

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Pro-words

• Procedural terms with specific meanings
• Save time
• Everyone understands precisely what is being said
  
• Some pro-words are used in general communication,
  others while sending and receiving formal
  messages

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Pro-words
Two letters are sent as one character in
CW                            Source ARES Field
Resources Manual
33
Tactical Call Signs

• The tactical call sign allows you to contact a
  station without knowing the FCC call sign of the
  operator
• Identify the station's location or its purpose
  during an event, regardless of who is operating
  the station
• Have a meaning that matches the way in which the
  served agency identifies the location or function
  
• Should be used for all emergency nets and public
  service events if there are more than just a few
  participants
• Net Control Station (NCS) may assign the tactical
  call sign as each location is "opened"

34
Tactical Call Signs

• Emergency communications use tactical call signs
  exclusively to call other stations
• You dont contact another station on an emergency
  net by using their amateur call sign
• If you have a reason to call them on the net,
  they have either a DESIGNATOR (if a mobile
  station) or a LOCATION (if a fixed station) and a
  FUNCTION!

35
Example Tactical Call Signs
36
Example Tactical Call Signs

• Road Rally Operations on-site at
• MOUNTAIN TOP. This is the TACTICAL call sign
  for the over event Net Control Station.
• SERVICE TACTICAL call sign for vehicle
  maintenance area during rallies.
• CHAIRMAN TACTICAL call sign for event leader
  from the rally organization.
• START TACTICAL call sign for the initial start
  point for a specific stage in a rally.
• MID-POINT TACTICAL call sign for the midway
  point for a specific rally stage.
• SPECTATOR TACTICAL call sign for a specific
  spectator point during a rally stage.
• FINISH TACTICAL call sign for the end or
  finish point for a specific rally stage.
• SAFETY TACTICAL call sign for designated Rally
  Safety Official/Coordinator.
• ADVANCE TACTICAL call sign for Advance
  vehicle on a specific rally stage.
• PACE TACTICAL call sign for any pace
  vehicle(s) used on a specific rally stage.
• SWEEP TACTICAL call sign for sweep vehicle(s)
  used on a specific stage.
• TIMERS TACTICAL cal sign for stage timers on
  a specific rally stage.
• Other locations and tactical call signs may be
  used at specific rally events that will be
  established by the event chairman or their
  designated representative.

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Calling with Tactical Call Signs
38
Calling with Tactical Call Signs
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Calling with Tactical Call Signs

• Calling a station
• Team 2, this is SAR Base
• RTC Command, this is SAG 21
• The correct response is to identify with YOUR
  call sign, followed by the prowords go ahead
• Team 2, go ahead
• SAG 21, go ahead
• To end a contact, use the term out - not
  clear
• Heres how it sounds
• SAR Base out, WB7OML
• RTC Command out, WB7OML
• Operations out, WB7OML
• What if you need to call a specific person at a
  location?
• Redmond EOC, this is RTC Command with contact
  for Deputy Smith
• What if you have a written message to deliver?
• Redmond EOC, this is RTC Command with traffic
• (Contrary to what some teach, you dont identify
  the recipient of a written message in the call -
  it will be in the message itself, and theres no
  reason to duplicate the information!)

40
Calling with Tactical Call Signs

• Your call sign is WB7OML and you have status of
  Medic 1 to which you are assigned
• Net Control from Medic 1 with status
• Your call sign is WB7OML you are assigned to Rest
  2 and you need to talk directly with KE7DXW
  assigned to Rest 3 on the same net
• Net Control from Rest 2 with traffic for Rest 3
• Your call sign is WB7OML, spotter id KING145 and
  you have weather traffic
• Net Control from KING145 with weather
• Field unit assigned to SAG1 has traffic for net
  control
• Net Control from SAG1 with traffic

41
Calling with Tactical Call Signs

• Field unit assigned to SAG2 has a message for
  Medic1 and requests permission to pass the
  traffic.
• SAG2 Net Control from SAG2 with traffic for
  Medic1.
• NCS Medic1, can you copy SAG2?
• Medic1 Affirmative
• NCS SAG2, you may go direct with Medic1
• SAG2 Medic1 from SAG2
• (If Medic1 responds, message is passed and SAG2
  clears. If Medic1 cannot copy, SAG2 may ask Net
  Control to relay traffic.)

42
What about FCC Call Signs?

• FCC requires that you identify at ten-minute
  intervals during a conversation and at the end of
  your last transmission
• Give your FCC call sign as you complete each
  exchange
• Tells the NCS that you consider the exchange
  complete (and saves time and extra words)
• Fulfills all FCC identification requirements

43
Completing a Call
44
A Review of Habits to Avoid

• Thinking aloud on the air "Ahhh, let me see.
  Hmm. Well, you know, if..."
• PTT is not Push to Think
• On-air arguments or criticism
• Rambling commentaries
• Shouting into your microphone
• "Cute" phonetics
• Identifying every time you key or un-key the mic
• Using "10" codes, Q-signals on phone, or anything
  other than "plain language"
• Speaking without planning your message in advance
  
• Talking just to pass the time

45
Exercise Tactical Call Signs

• Break off into groups of 6
• Assign a NCS from your group
• NCS assigns a tactical call sign to each student
  in their group
• Practice a roll call to get a SITREP from each
  station using tactical call signs and FCC call
  signs
• SITREP for all stations is no damage at this
  location this is an exercise

46
Practice

• Do you practice with tactical call signs on your
  training nets?
• Example do a roll call and assign tactical call
  to each station responding. Use tactical call for
  remainder of the net.

47
Lesson 6 Activities

• Using what you have learned, edit the following
  exchange to make it clear and concise.
• "KA1XYZ at Ramapo Base, this is Bob, K2ABC at
  Weston EOC calling."
• "K2ABC, this is KA1XYZ. Hi, Bob. This is Ramapo
  Base, Harry at the mic. Go ahead. K2ABC from
  KA1XYZ."
• "KA1XYZ, this is K2ABC returning. Hi, Harry. I
  have a message for you. By the way, remember to
  call me later about the get-together the club is
  having next month. Are you ready to copy the
  message?" KA1XYZ, this is K2ABC, over to you
  Harry."

48
Lesson 6 Activities

• Based upon what you have read in this lesson,
  list five errors to avoid when communicating
  during an emergency.

49
Lesson 6 Questions

• In emergency communication, which one of the
  following is NOT true?
• Listening is only about 10 of communication.
• Any message can have huge and unintended
  consequences.
• A message that is never delivered can yield
  disastrous results.
• Listening also means avoiding unnecessary
  communications.

50
Lesson 6 Questions

• Which of the following procedures is best for
  using a microphone?
• Hold the microphone just off the tip of your
  nose.
• Talk across, rather than into, your microphone.
• Shout into the microphone to insure that you are
  heard at the receiving end.
• Whenever possible, use voice operated
  transmission (VOX).

51
Lesson 6 Questions

• In emergency communications, which of the
  following is true?
• Never use "10 codes" on Amateur Radio.
• Use "Q signals" on served-agency radio systems.
• Under NO circumstances use "Q" signals on a CW
  net.
• Use technical jargon when you feel that it is
  appropriate.

52
Lesson 6 Questions

• Which of the following is always true of a
  tactical net?
• Personal call signs are never used.
• Personal call signs are always preferred over
  tactical call signs (such as "Aid 3").
• Personal call signs are required at ten-minute
  intervals during a conversation or at the end of
  your last transmission.
• Personal call signs are required at ten-minute
  intervals during a conversation and at the end of
  your last transmission.

53
Lesson 6 Questions

• Which of the following is the most efficient way
  to end an exchange on a tactical net?
• Say "Over".
• Say "Roger".
• Give your FCC call sign.
• Ask Net Control if there are any further messages
  for you.

54
Lesson 6 Reference Links

• Reference links
• The Public Service Communications Manual
  www.arrl.org/FandES/field/pscm/index.html
• ARRL ARES Field Resources Manual
  www.arrl.org/FandES.field/aresman.pdf

55
Lesson 7 - Introduction to Emergency Nets
56
Definitions

• Net A group of stations who gather on one
  frequency, with a common purpose. The net
  provides a structure and organization to allow an
  orderly flow of messages.
• Net Control Station (NCS) The station in charge
  of the net and directing the flow of messages and
  general communications.
• Formal Messages Written messages that are sent
  in a standardized format.
• Informal or Tactical Messages Brief verbal or
  informal written messages, intended for direct
  and immediate delivery.
• Traffic A term referring to messages sent over
  Amateur Radio, usually formal, written messages.
  More generally, any messages or activity on a
  particular frequency.

57
Definitions

• Pass to send messages from one station to
  another.
• Third Party Traffic Messages transmitted on
  behalf of a person or organization other than a
  licensed Amateur Radio operator. This term also
  applies to when a person other than a licensed
  operator is allowed to use the microphone.
• Liaison Station A station responsible for
  passing messages between different nets.

58
What is a Net?

• Network
• Something resembling an openwork fabric or
  structure in form or concept, especially
• A complex, interconnected group or system
• An extended group of people with similar
  interests or concerns who interact and remain in
  informal contact for mutual assistance or support
• A net of amateur radio service operators is one
  of the most effective methods of providing
  primary or supplementary communications support
  for a variety of public service or emergency
  activities or events
• A Declared Net is a net started with a statement
  of purpose

59
What is an Emergency Net?

• An "emergency" net is a group of stations who
  provide communication to one or more served
  agencies, or to the general public, in a
  communications emergency.
• An emergency net may be formal or informal,
  depending on the number of participants and
  volume of messages.

60
Net Formats

• Directed (formal) Nets
• Net control station" (NCS) organizes and
  controls all activity
• One station wishing to call or send a message to
  another in the net must first receive permission
  from the NCS
• Directed nets are the best format when there are
  a large number of member stations

• Open (informal) Nets
• NCS is optional
• When a NCS is used at all, he usually exerts
  minimal control over the net
• Stations may call each other directly
• Open nets are most often used when there are only
  a few stations and little traffic

61
Net Formats

• Directed Net
• NCS declares the net active
• NCS controls the frequency
• Normal use of the frequency stops
• Specific net topic, conditions, and/or
  instructions for check-in is given

• Open Net
• Net is declared, not much happening
• Generally normal repeater use
• NCS may be there but not in tight control of the
  frequency

62
Net Formats

• Informal nets
• Interest Group Nets
• Swap Nets
• Training Nets

• Formal Nets
• Traffic Nets
• Emergency Nets
• Started after a request for service has been
  submitted by a served agency through an
  appointed, local amateur radio Emergency
  Coordinator

63
ICS Command Net

• Usually only one Command Net is used during an
  incident by the command and general staff
• The positions down to Division/Group Supervisors
  will likely need 2 radios, one on the Command
  Channel and one for Tactical use.
• Scanning may be a solution, but it is highly
  recommended to avoid it if possible.
• It may be patched via a gateway when personnel
  are on disparate radio systems
• Cache radios or radios can be programmed for
  command and general staff use
• This frequency/talkgroup is also used as a link
  between the incident and the Dispatch Center

64
ICS Tactical Nets

• There may be several Tactical Nets at the
  Division (geographic)/Group (function) Level
• May use mobile communications units at the
  incident to patch Tactical Nets
• Other Nets include
• Ground-to-air
• Staging
• Logistics Net

65
Available/Assigned Nets

• Available Nets (ICS Form 217A)
• Shared Channels Reference
• TIC Plan
• Frequency/Talkgroup agency listing
• Local/Region Communications Plan
• Assigning Nets
• Coordinate with the Local COMC
  (Communications Coordinator)

66
ICS Form 217ACommunications Resource
Availability Worksheet
67
Types of Emergency Nets

• Traffic net
• Handles formal written messages in a specified
  (i.e. ARRL) format.
• National Traffic System (NTS)
• ARES or RACES traffic nets may be directed or
  open depending on their size

• Tactical nets
• Real-time coordination of activities related to
  the emergency
• Messages are usually brief, and frequently
  unwritten.
• Usually has a NCS, but may be directed or open
• The NCS may have other duties or responsibilities
  as well

68
Types of Emergency Nets

• Resource" or Logistics" net
• Acquire resources and volunteers and handle
  assignments
• Usually a directed net
• Accept check-ins from arriving volunteers, then
  directed to contact an appropriate station or to
  proceed to a specific location.
• Locate needed resources, such as equipment, food,
  water and other supplies for emcomm volunteers

• Information net
• Open net used to collect or share information on
  a developing situation
• Official bulletins from the served agency
• May be sent by the NCS
• An agency liaison station
• Official Bulletin Station (OBS)
• Example is a SKYWARN weather net activated during
  a severe storm watch

69
Checking Into an Emergency Net

• You will need to "check in" to a net
• When you first join the net.
• When you have messages, questions, or information
  to send.
• Directed net
• Listen for the NCS to ask for "check-ins"
• Listen to any specific instructions
• "check-ins with emergency traffic only"

70
Checking Into an Emergency Net

• At the appropriate time, give only your call
  sign.
• If you have a message to pass, you can add, "with
  traffic."
• If it is an emergency message, say "with
  emergency traffic."
• The same is true for stations with priority
  traffic.
• Wait for a response before offering more
  information.
• Checking into a directed net when the NCS has not
  asked for check-ins is usually considered a bad
  practice.
• If a long period passes with no request, you
  might wait for a pause in the net activity and
  briefly call the NCS like this
• "Net control, WB7OML, with traffic."

71
Checking Into an Emergency Net

• Open net
• Call the net control station with your call sign
• If you have a message to pass, you can add, "with
  traffic."
• If it is an emergency message, say "with
  emergency traffic."
• If there appears to be no NCS, call anyone on the
  net to find out if anyone is "in charge" and make
  contact with them.
• If you are already part of the net and have a
  message to send, simply wait for the frequency to
  be clear before calling another station

72
Checking Into an Emergency Net

• If you are not part of the organization operating
  the net, do not just check in and offer to
  assist.
• Listen for a while
• Be sure you have something specific to offer
  before checking in
• Ability to deliver a message close to your
  location when none of the regular net members can
  
• If they really do seem to need help that you feel
  you can provide, you might check in briefly to
  ask if they have a "resource" net in operation,
  then switch to that frequency
• If not, make a brief offer of assistance to the
  NCS

73
Checking Into an Emergency Net

• If you are not part of the organization operating
  the net
• Do not be too surprised if you receive a cool
  reception to your offer of help
• Emcomm managers prefer to deal with people with
  known training and capabilities, and with whom
  they have worked before
• May assign you as an apprentice, logger, or as a
  "runner".
• If you are given such an opportunity, take it!

74
Passing Messages

• WB7OML with traffic
• WB7OML list your traffic
• Destination and priority
• NCS will direct you to pass each message to the
  appropriate station in the net, either on the net
  frequency, or another frequency to avoid tieing
  up the net
• Sign with your tactical call sign and your FCC
  call

75
Passing Messages

• NCS "WB7OML, list your traffic.
• You "WB7OML, two priority for Seattle EOC, one
  welfare for the Section net.
• NCS "Seattle EOC, call WB7OML for your traffic.
• Seattle EOC "WB7OML, Seattle EOC, go ahead.
• You "Number 25, Priority...
• (After you have sent your messages to the Seattle
  EOC, the NCS will next direct the section net
  liaison station to call you for their message.)

76
"Breaking" the Net

• Net is in progress
• You have emergency traffic to send
• Break" into the net
• Wait for a pause between transmissions and simply
  say
• "Break, WB7OML"
• NCS will say, "Go ahead WB7OML"
• You respond, "WB7OML with emergency traffic"

77
Checking Out of an Emergency Net

• Always let the NCS know when you are leaving the
  net, even if it is only for a few minutes
• Reasons for checking out of (leaving) a net
• The location of your station is closing
• You need a break and there is no relief operator
• You have turned the location over to another
  operator
• Remember to sign with your FCC call sign

78
Special Situations for Checking Out

• If you are asked by someone in authority, such as
  a law enforcement officer, to move your station,
  then move immediately and without argument.
  Notify the NCS of the situation at the first
  appropriate opportunity.
• If you are requested by someone in authority to
  turn off your radio, or to refrain from
  transmitting, do so immediately and without
  question. Do not notify Net Control until you
  have permission to transmit again, and can do so
  safely. There is usually a good reason for such a
  request. It may be an issue of security, or it
  may be a potential hazard, such as an explosive
  devise that could be triggered by RF energy.

79
Levels of Nets

• Network systems are often "layered" for greater
  operating efficiency
• Local messages travel between destinations
  directly on local nets
• When a message has to go to a distant city, it is
  passed to a regional net, and if it is really
  distant, to a long distance net
• National Traffic System (NTS)

80
Levels of Nets
81
National Traffic System

• Created by the ARRL and authored by George Hart,
  W1NJM in 1949
• Handle medium and long distance traffic
• In an emergency, the National Traffic System can
  be used to provide a link from the area impacted
  by the emergency to the outside world
• Hierarchical (layered) set of nets
• Local nets
• Section Nets
• Region Nets
• Area Nets
• Transcontinental Corps

82
Non-Voice Nets

• Emergency nets may also use other modes of
  communication besides voice
• Traffic nets have used CW since the beginning of
  Amateur Radio
• High speed CW nets can actually handle more
  messages per hour than most voice nets
• Packet communication on VHF and UHF
• Accuracy and a record of the message
• HF digital modes on long distance circuits
• AMTOR and PACTOR
• PSK31

83
WinLink 2000

• Blends radio and Internet transmission paths to
  permit rapid and seamless email message transfer
  to stations anywhere on Earth

84
FNpsk FNpack

• FNpsk is a windows program designed to allow easy
  handling of ARRL format messages via PSK31
• FNpack program provides for message handling and
  net management of amateur radio emergency
  communications applications via packet networks

85
Lesson 7 Student Activities

• Describe the best use of the following nets
• Open nets
• Emergency nets
• Tactical nets
• Resource nets
• Traffic nets

86
Lesson 7 Questions

• Which of the following best describes a net?
• A group of stations who purposely frequent the
  airwaves.
• A group of stations who gather on one frequency
  with a purpose.
• A group of stations who occasionally meet on
  various frequencies.
• A group of stations who propose to meet at a
  particular time.

87
Lesson 7 Questions

• What is a major difference between an "open net"
  and a "directed net"?
• The presence or absence of full control by a Net
  Control Station.
• The presence or absence of formal traffic.
• The type of radio traffic on the net.
• The approval or sanction of net operations by the
  FCC.

88
Lesson 7 Questions

• Which of the following is true of a "tactical
  net"?
• The net is used to acquire volunteers and to
  handle assignments.
• The net is used for the coordination of
  activities associated with future emergencies.
• The net may be directed or open, but will usually
  have a Net Control Station.
• The net handles only formal traffic.

89
Lesson 7 Questions

• When should you check in to an emergency net?
• When you want to comment on something that
  someone else has said.
• When you are tired of listening.
• When you first join the net and when you have
  messages, questions or relevant information.
• When you first join the net and when you would
  like to send greetings to one of the
  participating stations.

90
Lesson 7 Questions

• What is the most frequent cause of errors on
  voice nets?
• Speaking too softly.
• Speaking too rapidly.
• Failure to write down the message before sending
  it.
• Failure to copy the message exactly as it was
  received.

91
Lesson 7 Reference Links

• To learn about NTS in your area, contact your
  Section Manager (SM), or Section Traffic Manager
  (STM). To locate your Section Manager (SM), see
  the ARRL Section Manager List at
  www.arrl.org/field/org/smlist.html.
• For a list of ARES and NTS nets in your area, see
  The ARRL Net Directory www.arrl.org/FandES/field/
  nets/
• Winlink 2000 - www.winlink.org
• FNpack - www.w1fn.org - a Windows packet radio
  terminal program designed for emcomm.
• FNpsk - www.w1fn.org - similar to FNpack, but for
  PSK-31

92
10 Minute Break
93
Lessons 8 Basic Message Handling I Lesson 9
Basic Message Handling II
94
The Big Question

• In Emcomm or Public Service Communications, are
  most messages Formal or Informal or Tactical ?

95
Types of Traffic

• Formal message traffic
• Fault-intolerant information (for example, lists
  of names of authorized personnel)
• Requires authentication or signoff of originator
  or recipient
• Passes through several 'hands' between originator
  and destination
• Requires a formal paper trail to verify receipt
  and reply
• Informal message traffic
• Does not require formal authentication of the
  originator or recipient
• Logged by sending and receiving stations but does
  not require the use of message forms or
  structured handling procedures
• Tactical message traffic
• Goes directly from originator to recipient
  through only two radio operators (sender and
  receiver)
• Does not require a paper trail or record of
  communication
• Does not require formal authentication of
  originator or recipient
• Must be delivered in a timely or instantaneous
  manner.

96
Formal Traffic

• Pros
• Equivalent to a telegram or email
• Written in a specific format, i.e. ARRL
• Two or more people will handle them before
  reaching the recipient
• Stations working formal message traffic operate
  like a telegram office or service desk, accepting
  messages in written form from a number of clients
  and transmitting them via voice, packet or other
  modes either directly to a destination or through
  a formal traffic network (like the NTS network)
• Formal message handling guarantees high accuracy
  and validation of receipt, and is very good in
  situations where direct sender-to-receiver
  communications is unavailable

• Cons
• Formal message handling tends to be slower than
  informal and tactical messaging
• Most clients will find the formalized procedures
  of authentication and submission very
  intimidating and user-unfriendly, making the use
  of amateur resources unattractive even in times
  of need.

97
Informal Traffic

• Familiar to operators who have worked on public
  service events or participated in routine radio
  nets
• Most common type of messaging used in emergency
  situations
• Verbal or written but not in a specific format
• Best used for
• Non-critical and simple messages
• Messages that require immediate action
• Those are delivered directly from the author to
  the recipient
• Does not require extensive operator experience,
  intimidating authentication and submission
  procedures for clients, or much overhead

• Typically, operators will be imbedded in an EOC
  or at the 'office' of a facility and will work
  alongside emergency management personnel to
  provide whatever communications are required

98
Tactical Message Traffic

• Equivalent of a telephone conversation or
  tactical radio communication (such as fire and
  police tactical communications)
• Tactical messaging is used between stations that
  are attached to single client or persons (such as
  an aid coordinator)
• Tactical communications involves an operator
  repeating a client's information or instructions
  over the radio channel, or in some cases allowing
  the client to speak directly over the radio
• The originator and recipient may actually present
  during the QSO, allowing for rapid 'back and
  forth' communications that may be essential in
  some situations

• Example
• A radio operator who is shadowing a critical
  resource person during an emergency is likely to
  use tactical or informal messaging, rather than
  formal messaging

99
Informal Messages

• Informal or tactical messages are not written out
  in ARRL format, or not written at all
• This does not mean that accuracy is any less
  important
• If someone gives you a short message to relay to
  someone else, you should repeat it as closely to
  the original as possible
• Messages that will be relayed more than once
  should always be sent in ARRL format to prevent
  multiple modifications

100
Informal Verbal Messages

• Some emergency messages are best sent informally
  in the interest of saving precious seconds
• If you need an ambulance for a severely bleeding
  victim, you do not have time to compose and send
  a formal message.
• The resulting delay could cause the patient's
  death

101
Formal vs. Informal

• Formal messages are not needed for most
• Real-Time Tactical Communications
• Direct conversations between third parties
• Life-safety matters when timing is critical
• Most routine task assignments
• Most routine task completions
• Most routine resource coordination
• Record routine exchanges as line-items in your
  Communication Log (such as ICS 309)

102
Formal vs. Tactical Traffic

• Sending formal traffic takes time
• Sound Shake example ? NCS tried to send
  everything as formal traffic, and only a small
  fraction of the messages were sent, most late
• Not all messages need to be sent as formal
  traffic!!
• NTS was designed to deliver messages across the
  country in 24 hours
• E.g. Disaster Welfare Inquires (DWI's) from the
  American Red Cross
• Many emcomm messages need delivery in minutes

103
Message Authoring -- Them Or Us?

• One of the oldest arguments in emcomm is the
  question of whether or not emcomm personnel
  should author (create) agency-related official
  messages
• If your job is strictly communication, and the
  message is not about the communication function
  you are providing, the best answer is "no"
• No direct authority and usually lack necessary
  knowledge

104
Message Authoring -- Them Or Us?

• You should always work with a message's author to
  create text that is short, to the point, and uses
  the minimum number of words necessary
• If the author tells you to "just take care of the
  wording for me," it is still a good idea to get
  their final approval and signature before sending
  the message

105
Message Security Privacy

• Information transmitted over Amateur Radio can
  never be totally secure
• FCC rules strictly prohibit us from using any
  code designed to obscure a message's actual
  meaning
• Messages sent via Amateur Radio should be treated
  as privileged information, and revealed only to
  those directly involved with sending, handling,
  or receiving the message

106
Message Security Privacy

• In general, any message with personally
  identifiable information about clients of the
  served agency should be avoided -- this is a good
  policy to follow with any agency if you are in
  doubt
• Messages relating to the death of any specific
  person should never be sent via Amateur Radio
• Sensitive messages should be sent using
  telephone, landline fax, courier, or a secure
  served-agency radio or data circuit.

107
Message Security Privacy

• There are ways to reduce the likelihood of casual
  listeners picking up your transmissions
• Use a digital mode packet, PSK31, fax, RTTY,
  AMTOR, digital phone, etc.
• Pick an uncommon frequency -- stay off regular
  packet nodes or simplex channels.
• Do not discuss frequencies or modes to be used
  openly on voice channels.
• Avoid publishing certain ARES or RACES net
  frequencies on web sites or in any public
  document.

108
Privacy

• EmComm personnel must NOT discuss disaster
  information when media is nearby
• Names are not used in messages except to identify
  the agency contacts
• Refer media requests to the agencys Public
  Information Officer
• HIPAA

109
HIPAA

• Health Insurance Portability Accountability Act
  of 1996
• Privacy Security Confidentiality
• PHI ?Protected Health Information
• Relates to the past, present, or future health of
  the individual, payments, and identifies or can
  be used to identify the individual
• de-identified data does not fall under HIPPA
  rules
• PHI can be
• Paper copies
• Patient Files
• Telephone calls, email, voicemail
• Verbal communications
• FAX transmissions
• Internet/intranet transmissions
• Cameras/voice recorders on cell phones/PDAs
• Radio Communications

110
PHI

• Health Plan Numbers
• License Numbers
• Vehicle Identification Numbers
• Account Numbers
• Biometric Identifiers
• Full Face Photos
• Any Other Unique Identifying Number,
  Characteristic or Code

• Names
• Addresses including Zip Codes
• All Dates
• Telephone Fax Numbers
• E-mail Addresses
• Social Security Numbers
• Medical Record Numbers

111
Incidental Disclosure

• Incidental Disclosure generally refers to a
  sharing of PHI that occurs related to an
  allowable disclosure of PHI
• An incidental disclosure is allowed if steps
  are taken to limit them ? try to prevent them
• For example, visitors may hear a patients name
  as its called out in a waiting room or overhear
  a clinical discussion as they are walking down a
  hallway on the unit

112
How Does HIPAA Impact You?

• Role-based Access
• Overheard conversations
• Overseen patient treatment
• Overseen medical records
• Inappropriate requests to transmit PHI over the
  radio
• If your agency insists, have an official sign the
  log book indicating they demanded it!

Failure to Comply Can Result in Civil Federal
Criminal Penalties
113
Message Handling Rules

• Do not speculate on anything relating to an
  emergency!
• Pass formal messages exactly as written or spoken
• Apparently misspelled words or confusing text
  must be sent exactly as received
• Only the original author may make changes

Should you return a message to the author before
first sending it if it seems incorrect or
confusing?
114
Message Handling Rules

• Non-Standard Format Messages
• Passed exactly as received
• It is critical that you include the signature and
  title of the sender in every message

115
Message Handling Rules

• ACCEPT ONLY MESSAGES YOU CAN RELAY OR DELIVER
• Try to accept only those messages you can forward
  or deliver in a timely fashion
• Sometimes you may be asked to do otherwise as a
  liaison station or for store and forward
• If you accept a message, and are unable to pass
  it on promptly, try to find another station to
  accept it and keep it moving
• Phone a fellow amateur to take custody if you can
  not handle it properly
• Mailing, personal delivery, telephoning neighbors
  of the addressee, etc., are alternative methods
  to direct telephone delivery
• Ask fellow amateurs for help if you have
  difficulties.

116
Message Handling Rules

• ACCEPT ONLY MESSAGES WHICH MEET FCC RULES
• Accept only messages in which content and purpose
  comply with the FCC regulations in force
  regarding third party traffic,
• Prohibition of "business" traffic
• Encryption
• Other rules regarding prohibited communications

117

• Formal Message Handling

118
Formal Written Message Formats
119
Disaster Welfare Message
120
ARRL Radiogram Form

• Preamble Message number, precedence, HX
  (optional handling code), station of origin,
  check (text word count), place of origin, time
  filed (optional), and date.
• Addressee Name, call sign (if a ham), full
  street address, city, 2-letter state
  abbreviation, zip code (very important)
  telephone (be sure to include area code).
• This Radio Message was received atStation
  identification and location.
• Text 25 words maximum, 5 per line Use the word
  xray for a period (.) and query for a
  question mark (?). Last word is salutation
  (i.e., 73, Love, etc.)
• Signature (Write-in above RECD block) Name
  call sign of person who wrote the message
  include full phone number if not a Ham or if new
  to NTS.

• RECD SENT Record the names and call sign of
  the person you recd the message from and/or
  sent/forwarded the message to, along with the
  date time (PST/PDT or Z).

121
Components of a Standard ARRL Radiogram

• Preamble
• Message number
• Originating station
• Message precedence
• Origination date time
• Address
• Recipient name
• Street address or PO box
• City, state, and zip code

• Text
• Limited to 25 words or less when possible (new
  form 50 words)
• Written in lines of five words (ten for keyboard)
• Punctuation should be used only when the meaning
  of the message would not be clear without them
• Signature
• Single name
• Name and call sign
• Full name and a title
• Occasionally a return address and phone number

122
Block 1 - Message Number

• No standard way of numbering messages
• Number assigned by the station that first puts
  the message into ARRL format
• Common practice is to use a numeric sequence
  starting with the number "1" at the beginning of
  the emergency operation
• Consecutive (1, 2, 3..., starting over at the new
  year or monthly)
• Order by month number (507 7th you originated
  in May 11244 244th message you originated in
  November
• One common problem is keeping track of messages
  from multiple field station locations
• Each field location assigns a number starting
  with 1
• Preface the message number with the tactical call
  sign or abbreviation of the field site
• Example Group Health Central initiates their
  first message
• Message number is GHC1 read as GOLF HOTEL
  CHARLIE 1

123
Block 2 - Precedence

• The Precedence of the Message determines what
  order the messages will be handled
• Four precedence are used in ascending order of
  priority
• Routine R
• All traffic that does not meet the requirements
  for a higher precedence
• Not used during emergencies
• 99.99 of all messages have this precedence.
  These messages will be handled last.
• Welfare W
• Inquiry as to the health and welfare of an
  individual in a disaster area
• Message from a disaster victim to friends or
  family
• Handled before ROUTINE traffic
• Priority P
• Important messages with a time limit
• Any official or emergency-related messages not
  covered by the EMERGENCY precedence
• A notification of death or injury in a disaster
  area
• Usually only associated with official traffic to,
  from, or related to a disaster area
• EMERGENCY
• Life or death urgency ? handle first and
  immediately
• Due to the lack of privacy on radio, EMERGENCY
  messages should only be sent via Amateur Radio
  when regular communication facilities are
  unavailable

124
Block 3 - Handling Instructions

• HXD -- Report to originating station the identity
  of the station who delivered the message, plus
  date, time and method of delivery. Also, each
  station to report identity of station to which
  relayed, plus date and time.
• HXE -- Delivering station to get and send reply
  from addressee.
• HXF -- (Followed by date in numbers.) Hold
  delivery until (specify date).
• HXG -- Delivery by mail or telephone - toll call
  not required. If toll or other expense involved,
  cancel message, and send service message to
  originating station.

• HXA -- (Followed by number.) "Collect" telephone
  delivery authorized by addressee within (X)
  miles. If no number is sent, authorization is
  unlimited.
• HXB -- (Followed by number.) Cancel message if
  not delivered within (X) hours of filing time
  service (notify) originating station.
• HXC -- Report date and "time of delivery" (TOD)
  to originating station.

125
Block 4 - Station of Origin

• FCC call sign of the first station that put the
  message into NTS format
• Not the message's original author
• You are the radio operator for a Red Cross
  shelter. The fire station down the street sends a
  runner with a message to be passed and you format
  and send the message.
• You are the "Station of Origin," and fire station
  is the "Place of Origin"

126
Block 5 - The Check

• Number of words in the text section only
• Preamble, address and signature are not included
• Count the words in the message and compare the
  word count to the "check" number in the preamble
• If the two numbers do not agree, the message
  should be re-read by the sending station to
  verify that all words were copied correctly

127
Counting Words

• The first operator to transmit the radiogram
  enters the check in the preamble this check
  should carry through to destination
• The relaying operator has no authority to change
  the check unless it is determined that the check
  is incorrect
• If an error is found, the original check should
  remain in the preamble
• Example an original check of 10 corrected to 9
  would be sent "10/9
• Numbers count as one, regardless of length
• Punctuation is counted in the check
• Hyphenated word counts as 1 (e.g. out-going)

128
How Many Words?

• New York City
• 527B
• NYC
• Fifty six
• H O Townsend
• W1YL/4
• Thanks Xray
• 800MHz
• 146.90 MHz

129
Example Word Counts

• New York City 3 words
• 527B 1 word
• NYC 1 word
• Fifty six 2 words
• H O Townsend 3 words
• W1YL/4 1 word
• Thanks Xray 2 words
• 800MHz 1 word
• 146.90 MHz 2 words

130
Special Case

• Telephone Numbers
• ARRL-recommended procedure for counting the
  telephone number in the text is to separate the
  number into groups, with the area code counting
  as one word, the three-digit exchange one word,
  and the last four digits one word.
• 860 594 0301counts as three words
• 594 0301 as two words
• Separating the phone number into groups minimizes
  garbling.

131
Block 6 - Place of Origin

• Name of the community, building, or agency where
  the originator of the message is located

132
Block 7 - Time Filed

• Optional field, unless handling instruction
  "Bravo" (HXB) is used
• Unless the message is time sensitive, this field
  may be left blank for routine messages
• Completing the time field is generally
  recommended for Welfare