North Dakota Department of Emergency Services

Basic Radio 101 An Emergency Responder’s Guide to Effective Radio Communication

Trainers Guide

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Contents

Introduction ......................................................................................................... 1

Target Audience ................................................................................................ 1

Approximate Time ............................................................................................ 1

Desired Outcomes ............................................................................................ 1

Before Training ................................................................................................... 1

After Training ...................................................................................................... 1

Test Answers ...................................................................................................... 1

Module 1 Introduction to Radio Basics ............................................................... 3

Module 2 Radio Protocol Guidelines ................................................................ 13

Module 3 Basic Radio Troubleshooting ........................................................... 25

Photos and images in this presentation are used with permission from fema.gov, istockphoto.com and Motorola, Inc.

Southwest Region

Mike Dannenfelzer, Burleigh County, Gary Kostelecky, Stark County (retired May 2009)

Northwest Region

Barry Jager, Burke County Sheriff Aaron Myers, Minot Community Ambulance

Northeast Region Al Morkin, Grand Forks 911 (retired September 2009)

Brad Tweed, Sykeston Fire Department

Southeast Region Byron Sieber, Red River Regional Dispatch Center

Jill Breuer, Richland County Dispatch Center

Basic Radio 101 Committee Members

State Resources Ken Jarolimek, ND Department of Emergency Services

Tim Meyer, ND Dept. of Health, Emergency Medical Services Stuart Hammer, ND Dept. of Health, Emergency Medical Services

Becky Ault, ND Department of Emergency Services – Lead

Training Program Development Ben Hoffman, North Dakota State University Emergency Management Graduate Student

Becky Koch, NDSU Agriculture Communication Director

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Introduction

Emergency responders play an important role in the effort to protect the people and resources of North Dakota. Whether a full-time police officer or volunteer firefighter, these brave professionals continually need opportunities to train and develop practices that will enable them to successfully fulfill their responsibilities. Regardless of the activity, effective and timely communication is a top priority. The North Dakota Department of Emergency Services (NDDES) has created Basic Radio 101: An Emergency Responder’s Guide to Effective Communication as a tool to promote better radio communication throughout the state. In compliance with National Incident Management System (NIMS) standards, this training provides basic communication practices and guidelines that apply throughout the state and to all emergency responders throughout North Dakota. Improved communication practices reduce common problems and provide two-way radio operators more time to focus on serving their communities. Thank you for taking time to train these heroic individuals who serve faithfully and bravely in protecting the citizens of North Dakota.

Target Audience

This training is for North Dakota’s paid and volunteer emergency responders. Participants who pass the test receive one hour credit for continuing education.

Approximate Time

The first three modules of this program take about 1 hour. Module four is presented locally and will vary in length of time depending on the jurisdiction.

Desired Outcomes

After this training, participants will be able to:

Explain the basic radio communication and identify standard radio parts

Understand the difference between the different types of radios

Understand standard frequency and band information

Learn best practices

Identify basic troubleshooting situations and learn how to correct them

Enable paid and volunteer emergency responders throughout North Dakota to communicate effectively

Before Training

This version of Basic Radio 101 is designed to be taught to a group using this trainers guide. Before training:

Review this guide.

Practice the PowerPoint presentation on the computer and projector you’ll use for training. A few slides have automatic animation. Review the script so you can teach in your own words rather than reading.

Gather participant guides, Basic Radio 101 post tests and certificates of completion for class members.

Print out class roster.

After Training

Return the training course report, Class Roster, and course applications by mail to: Becky Ault, NDDES NE Regional Coordinator, c/o Grand Forks Fire Department, 1124 Demers Ave, Grand Forks, ND 58201 or email to rault@nd.gov.

Test Answers

1. a, 2. a, 3. a, 4. a, 5. a, 6. a. 7. a, 8. c, 9. a, 10. a

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Module 1 Introduction to Radio Basics

Getting to Know Your Radio and How to Use it Effectively

Ensuring a safe and secure homeland for all North Dakotans

ND Department of Emergency Services

Basic Radio 101An Emergency Responder’s Guide

to Effective Radio Communication

Welcome to Basic Radio 101. The goal of this training is to increase the overall effectiveness of emergency radio communication among North Dakota’s first responders.

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Communication is Important

• Communicate

effectively

• Protect community

• Save lives

Communication is fundamental in any successful effort but especially important to you brave men and women who serve as emergency responders. Effective communication protects the communities in which you serve and helps you to save lives.

Purpose

Provide a common understanding of

basic two-way radio knowledge and

guidelines to enhance overall

communication for all North Dakota

emergency responders

Because of the importance of two-way radios in effective communication, the North Dakota Department of Emergency Services has created this training to provide a common understanding of basic two-way radio knowledge and guidelines for all emergency responders.

Overview of Training

Module 1: Introduction to Radio Basics

Module 2: Radio Protocol Guidelines

Module 3: Troubleshooting

Module 4: Local Perspective

Basic Radio 101 will be presented today as three modules. Module 1, Introduction to Radio Basics, presents the general components of a radio and explains the usage of frequencies. Module 2, Radio Protocol Guidelines, improves communication practices by looking at real-world scenarios. If something goes wrong with radio communication, Module 3, Troubleshooting, teaches how to fix some of the most common problems. Module 4, Local Perspective, addresses information that is specific to local jurisdictions. The first three modules will be presented as standardized training today. Module 4 is optional and may be presented locally. Module 4 is an opportunity for hands-on training with your jurisdiction’s radios.

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Introduction to

Radio BasicsGetting to Know Your Radio and

How to Use It Effectively

Module 1

Module 1, Introduction to Radio Basics, provides a general explanation of radio anatomy and proper programming. Although radios may vary depending on the agency or department, the information and examples in this training will apply. You are encouraged to review the information specific to the radio you use.

Radio Communication

Introduction to Radio Basics

We’ll begin this module by looking at some of the different parts of radios. Different situations call for different equipment, and we’ll look at how it all fits together.

Walkie-talkies, Phones and Radios

Trainers: The four photos automatically fade into this slide. Many of you likely have had experience with walkie-talkies during your lifetime, and most of you are probably comfortable using a cell phone. Two-way radios are not much different than these everyday technologies.

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How It Works

• Radio console

• Base station

• Tower/repeater

• Mobile radio

• Portable radio

Trainers: The three photos and two arrows automatically fade into this slide. Radio communication infrastructure basically is made up of two radios and a tower with repeaters. Emergency responders use mobile and portable radios. Dispatch personnel communicate with those in the field through a radio console connected to one or more base stations.

What’s a PSAP?

Public

Safety

Answering

Point

Emergency

911

When people need emergency assistance, they call 911. The public safety answering point, or PSAP, is the place where those calls are answered. This is also commonly referred to as the “dispatch.” The information then is sent from dispatch to emergency responders on a designated frequency. Every county in North Dakota has 911 service that is handled locally or provided by an adjacent county or by State Radio. Sometimes a dispatch location will communicate directly with another dispatch location. This is referred to as point-to-point communication.

Base Station

• Fixed radio station

• Receives and

transmits

– NOT simultaneously

http://cfpub.epa.gov

As emergency responders, you can communicate directly with each other, but most of the time you are in contact with dispatch. Dispatch uses a base station to send out and receive signals from mobile and portable radios. A base station is a fixed radio station that receives and transmits on a particular frequency but doesn’t receive and transmit simultaneously.

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Mobile Radio

• Mounted

• Used in motion or

stopped

Emergency responders can communicate with mobile radios that commonly are mounted in cars, boats or planes. These radios may be used in motion or during a stop.

Portable Radio

• Battery powered

• Hand held

• Carried by

person

If you are on foot or a mobile radio is not workable, a portable radio may be used for communication. Portable radios are battery-powered, hand-held radio units that may be carried by a person.

Repeaters• Boost signal

• Receive and transmit

different frequencies

simultaneously

Due to the distance between radios, repeaters may boost the signal. This enables radios to function at much greater distances from dispatch or other radios. Repeaters also can receive a signal and transmit on a different frequency to increase range.

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Towers• Reduce interference

• Signal travels farther

Mobile units use repeaters attached to towers to communicate with dispatch or another radio. Higher towers increase the range of the signal. Towers also may have antennas at or near the top to eliminate or reduce the interference by surrounding geography, such as hills, trees and buildings. The signal’s ability to pass through buildings also is improved with towers.

Anatomy of a Radio

Introduction to Radio Basics

Although the radios used throughout the state differ by jurisdiction, this section, Anatomy of a Radio, explains radio features that are consistent across models.

Power• Power “ON” and “OFF”

• Different styles

– Push button

– Control knob

• Turn off when

changing batteries

Trainers: The two circles and arrow automatically fade into the slide. All this technology begins with turning the radio on. Power switches vary by radio, but the most common are push-button and knob styles. In some cases, the volume control and power knob are combined. Make sure the power is turned off when changing batteries.

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Squelch• Eliminates noise on

analog radios

• “Open” for white noise

• “Close” to reduce noise

• Separate knob or ring

under volume knob

Trainers: The circles and oval automatically fade into the slide. At times, the incoming voice may not be clear. On analog radios, the squelch is a control that eliminates noise. Since squelch is only on analog radios, most newer radios, which are digital, don’t have squelch. On some analog radios, the squelch control is a separate knob. On others, it may be a ring under the volume control. When the squelch is wide open, you will hear a loud, hissing white noise. After you have adjusted the speaker volume to a level that you can hear, close the squelch control gradually until the noise disappears.

• Wait 2 seconds

• Speak in normal voice

• Incoming messages

lost if PTT is activated

Push-to-Talk (PTT)

Trainers: The two ovals automatically fade into the slide. Once the radio is on, use the push-to-talk button, or PTT, to transmit an outgoing signal. Press the PTT, wait 2 seconds and begin speaking in a normal voice. Once the message has been relayed, wait 2 seconds, then stop pushing the PTT and listen intently. Incoming messages will not be heard if the PTT is pressed.

Speaker & Mic• Speaker and mic

together

• Mic when PTT is

pressed

• Speaker when PTT is

not in use

Trainers: The three circles automatically fade into the slide. After pressing the PTT, speak clearly into the microphone. On most two-way radios, the radio speaker and the microphone are located together. Once the PTT is released, the mic is no longer functioning and the speaker function resumes.

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• Vertical for best

reception

• Not a handle

Antenna

Trainers: The two ovals automatically fade into the slide. The purpose of the antenna is to collect and send radio waves. Make sure the antenna is vertical, not sideways, to receive the best reception. Please remember that the antenna is not a handle for carrying the radio.

Batteries

• When storing:

– Turn off radio

– Remove or replace

with charged

batteries

• Have extra battery

pack

Charged batteries are essential for portable radios. The speaker may continue to function for a time with old or depleted batteries, but more current is required for the radio to transmit. Turn the radio off when it’s not in use. Remove and either replace or recharge the batteries. Always carry charged batteries for the radio and at least one set of spares or an extra battery pack. Some models allow you to place the radio with the battery attached directly in a cradle for charging.

Programming the Radio

Introduction to Radio Basics

Discuss radio programming with your vendor or local frequency coordinator. At the local level, this person may be your emergency manager, 911 coordinator or, in many cases, your local sheriff. Understanding how to program your radio will help you avoid communication problems. This is especially important when problems arise during high-stress incidents.

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Analog vs. Digital Signals

Analog

• Signal unaltered

• Heard simultaneously

• Human voice is analog

Digital

• Not continuous

• Signal encoded

• Converted back to plain

audio

Sound is transmitted naturally as an analog signal. These signals are sent over the air in an unaltered form and are heard as they are communicated. Unlike analog signals, digital signals are not continuous and leave out some surrounding sound. The signal is encoded using specific values representing pitch and volume that are transmitted and then converted back to intelligible sound.

Battle of the Bands

VHF

• Very High Frequency

• 150 MHz to 170 MHz

UHF

• Ultra-high Frequency

• 450 MHz to 470 MHz

• Respond to and recover from:

• ALL Hazards

• ALL Disasters

Whether digital or analog, the signals transmitted must travel by a specific frequency. The Ultra High Frequency, or UHF band, ranges from 450 Megahertz (MHz) to 470 MHz. Emergency responders also use Very High Frequency, or VHF band, that ranges from 150 MHz to 170 MHz. In North Dakota, most emergency communications occur on the VHF frequency. Frequencies in the 700 and 800 range have been allocated through the federal Department of Homeland Security to use in all-hazard disaster response and recovery.

• Push-button

• Dial control

• Automatic scanning

Channel ScanningChannel/Mode

Select Knob

Trainers: The arrow and its text automatically fade into the slide. Channel selection on some models is with push buttons. Other models may use a dial control. Some radios even allow the user to scan frequencies automatically.

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• One frequency at

a time

• Must be on same

channel

• Special-use

frequencies

Selecting Frequency

Channel/Mode

Select Knob POLDISP NW

Channel/Mode

Name

CALLPAGEMUTE

Trainers: The two arrows and their text automatically fade into the slide. Most radios can work off only one frequency at a time. Radios can communicate only when the frequencies match. Correct frequencies need to be in place to talk to each other. Generally, each jurisdiction has designated channels, which are programmed locally, for general use and specific uses. This will be discussed more in the local training in Module 4.

Introduction to Radio Basics

Review

• General radio

communication

• Anatomy of a radio

• Programming the radio

This is the conclusion of Module 1, Introduction to Radio Basics. This module has looked at general radio communication, the anatomy of a radio and programming the radio. Module 2, Radio Protocol Guidelines, aims to improve communication practices by looking at real-world scenarios.

Ensuring a safe and secure homeland for all North Dakotans.

ND Department of Emergency Services

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Module 2 Radio Protocol Guidelines

Legal, Effective and Appropriate Radio Communication

Ensuring a safe and secure homeland for all North Dakotans

ND Department of Emergency Services

Radio Protocol GuidelinesLegal, Effective and Appropriate

Radio Communication

Module 2

Module 2 of Basic Radio 101 focuses on guidelines for legal, effective and appropriate radio communication.

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FCC Overview

• Monitors

• Reviews

• Licenses

• Fines

• Suspends

• Revokeswww.fcc.gov

The operation of U.S. radio systems is governed by the Federal Communications Commission (FCC). The FCC has the authority to monitor, review, fine, suspend and/or revoke radio system licensees who violate regulations. There aren’t many rules relating to public safety telecommunications, but those that exist must be understood and followed. The FCC is like the police of the air waves. Though the FCC is ultimately in charge of frequencies, the Association of Public-Safety Communications Officials (APCO) is the overseer for assigning and monitoring the frequencies.

Frequency License• Licensee

responsibilities:

– Maintain station

control

– Function

– Operate properly

Wall of circuit boards connecting

dispatch consoles with base

stations throughout North Dakota

Licensees are responsible to maintain control over the stations licensed to them and to ensure they are functioning and operating properly. However, operators who do not own nor are responsible for stations do not need to be licensed by the FCC.

RulesNot allowed:

• False calls

• Fraudulent distress signals

• Unnecessary or unidentified communications

• Obscene, indecent or profane language

• Improper call signals

Only calls authorized by the rules governing radio systems may be transmitted. False calls; fraudulent distress signals; unnecessary or unidentified communications; obscene, indecent or profane language; and the transmission of improper call signals is prohibited. Licensees are authorized to transmit communications directly related to official public safety activities and the protection of life and property.

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Monitoring Transmission

• Monitor for at least

2 seconds before

transmitting

• Avoid causing

harmful

interference

Operators are required to monitor the transmission frequency for at least 2 seconds before transmitting. This is to ensure that the transmission will not cause harmful interference to others who may be using that frequency.

Restrictions

• Minimum practical time of transmission

• No chatting

• Be concise when transmitting

Courtesy of RRR Dispatch

All radio transmissions must be restricted to the minimum practical time of transmission. In other words, don’t chat or be too wordy. Dispatch operators monitor many frequencies at once. The screen here shows at least 17 frequencies being monitored.

Priorities

Priority calls:

• Life safety

• Property

Communications involving safety of life or property are always top priority for all first responders.

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Common Errors

and Best Practices

Radio Protocol Guidelines

Now we’ll discuss common errors and best practices for using your radio.

Voice Quality

• Maintain consistent

pitch, volume and

delivery speed

• Use normal tone

When using a radio to transmit information, the pitch, volume and speed of delivery should be consistent over the course of a shift, regardless of the type or intensity of activity. Responders should attempt to keep a normal, level tone to increase understanding and limit the possibility of distortion. Use a normal speed of delivery to ensure understanding and limit the requests for repeats that tie up additional airtime.

Rate of Speech

Whoa, slow down.

Headquarters,251,furryfelinefoundfearfulforfleesinfirtree…

Most people can understand the spoken word at a very fast rate. However, when dealing with critical information and information that must be written or typed, a fast rate decreases understanding and causes details to be missed. Avoid speaking faster in response to stress or excitement, or because everyone else is talking faster. When messages have to be repeated, the advantage of talking faster is completely lost.

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Pronunciation

Problem Solution

• Mispronounced

– Words

– Names

• Speech

– Drawled

– Lazy

• Phonetically spell

word or name

• Maintain consistent

voice quality in all

situations

Mispronounced words and names, and drawled or lazy speech are common causes of requests for repeats. Phonetically spelling a word or name that you are uncertain of is much better than trying to pronounce it, but make sure the receiver knows they will be receiving a spelling phonetically. Again, voice quality should remain consistent throughout the course of a shift and most certainly through each transmission, regardless of the message’s importance.

Voice Clipping

Remember the 2-Second Rule!

• Depress PTT button

2 Seconds beforespeaking

• Release PTT button

2 Seconds afterspeaking

Voice clipping is a common radio use error. A radio does not know you are going to talk until you tell it you are going to talk by depressing the push-to-talk (PTT) button. Then the radio must prepare itself to send your voice to the receiver. To allow your radio to prepare, hesitate after you depress the PTT button. The hesitation should be a rule-of-thumb of 2 seconds. For example, if you clip the beginning of the phrase, “don’t shoot,” the receiver actually hears, “shoot.” A big difference! Remember that you can clip the end of your transmission also, so pause before releasing the PTT button after speaking. Key > Hesitate > Talk Stop talking> Hesitate > Release

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Letting Feelings Talk• Avoid:

– Anger

– Frustration

– Boredom

• Be thoughtful

Trainers: This slide has an automatic three-step animation. The ability to speak clearly and concisely in adverse conditions often is something you must practice. Anger, frustration, boredom and other emotions can clearly be conveyed through your voice. Limit emotions as much as possible to avoid giving the impression that the person on the other end of the transmission is the focus of the feelings.

Thinking Out Loud• Think before you

speak

• Be clear and concise

• Insert pauses or

breaks for longer

transmissions

• Use “stand by” to

collect thoughts

• Keep it simple!

I, uh, think he went, um, that way.

Wow, the sun is bright.

Wow, the sun is bright.

Trainers: The text in the speaker bubbles and “no” sign will fade in automatically. Before pressing the PTT button, think about what you are going to say and make sure that the information is accurate. Then, clearly and concisely, transmit that over the radio. Always speak in short and complete sentences. If it is a long transmission, such as a “Be on the Lookout” (BOLO), you can insert a break (or breaks) to allow others to take down information. Do not use “ums” and “ahs” over the radio. If you lose your thought, simply say “stand by” to collect your thoughts and continue. The basic rule is “keep it simple.”

Personal Pleasantries

Thanks for all the help!

Really, don’t mention it.

Trainers: The text in the speaker bubbles and “no” sign will fade in automatically. Although appropriate for everyday conversation, personal comments like “Thank you” and “I’m sorry” do not belong on the radio. If you follow good radio discipline and practice professional etiquette, those who you communicate with on the radio will know that you appreciate them, and they’ll appreciate you in return.

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Crowded or Noisy Areas

• Raise voice

• Whisper

• Turn away from noise

• Use conversational tone

• Use normal voice

• Face noise

Noise is common to the responder’s environment. Raising your voice will most likely distort your transmission, making it hard to understand. Likewise, whispering also will be difficult to understand. Always speak in a normal, conversational tone. It’s instinctive for us to turn away from noise, but this makes the problem worse. Facing the noise points the microphone away from the noise. This will eliminate some of the interference of background noise.

Method of Calling

4810, Dispatch. 4810.

Trainers: The text will automatically fade in. Unlike other forms of communication, radios require you to notify someone of your wish to communicate and inform them of who they will be communicating with. This is done through the use of call-in signs or unit numbers. The flow of a basic radio communication is like this: Center: “4810, Dispatch.” Unit: “4810.” Notice how the officer acknowledges the call.

Method of Calling

4810, copy.

40010 East Carpenter Road theft report. Meet with Clark Kent regarding wallet theft. 4-0-0-1-0 East Carpenter Road.

Trainers: The text will automatically fade in. The communication continues: Center: “40010 East Carpenter Road theft report. Meet with Clark Kent regarding wallet theft. 4-0-0-1-0 East Carpenter Road.” Unit: “4810, copy.” Notice how the dispatcher repeats the address and how the officer acknowledges the call.

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Acknowledging

Transmission

4810, copy.4810, ambulance enroute.

Trainers: The graphics will fade in automatically. Acknowledging a transmission correctly is critical to ensure sender and receiver understanding. The method of acknowledging for the unit is responding with the unit number or call sign. When the Center responds, the dispatcher also should respond with the unit number or call sign of the calling unit. The purpose is always to ensure that the Center is communicating with the correct unit. In other words, it verifies understanding. Note that the acknowledgement of “10-4” or “copy” is important to verify that the communication was delivered and understood by the receiver.

Pre-alerting

• Prioritize

• Prepare to receive

– Information

– Be On the Lookouts

(BOLOs)

– Telephone numbers

Pre-alerting is a step to prepare receivers for what they are going to be asked to do, whether it is to copy information, enter data or take certain actions. Pre-alerting tells receivers what you are going to need so they can prioritize the various tasks they’re doing. Center personnel use pre-alerting techniques to prepare field personnel to receive information, BOLOs, telephone numbers and more. Basically, pre-alert provides the opportunity for receivers to grab paper and pencil, stop their vehicle or ask the sender to wait if they have something more important to complete than what is going to be asked for. Then, when the receiver is ready, he or she can give the sender full attention.

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Pre-alert Categories

• Inquiries – Need to ask

a question or run

information

• Information – Sharing

information to be

written down

• Details – Follow up with

details to incident call

The three general categories of pre-alerts are: • Inquiries – We need to ask you a question or have you run information • Information – We are going to tell you something you may need to write down or note • Details – We are going to dispatch you to or are initiating a response to an incident The intent of this process is to prepare receivers for what is going to be asked of them. This greatly enhances the receivers’ ability to prioritize their tasks and provide the highest level of service. If receivers know what will be asked of them, they can make a decision to delay one task to ensure the more important task gets completed first, then return to what they knew was less important because they were pre-alerted.

Emergency! Now What?Responders inform the

PSAP when they:

1.Receive their page

2.Are en route to the scene

3.Arrive at the scene

4.Leave the scene

5.Are back at base

When a 911 or emergency call comes into the PSAP, the dispatcher determines the nature of the call, where it has occurred and the appropriate responding agency, then dispatches the responding agency, such as fire, EMS or law enforcement. The dispatcher needs to continue receiving information from the responder when the page is received; when the responder is actually en route to the scene; and when the responder arrives at the scene, leaves the scene and is back at base. In addition, dispatch personnel need the unit number of the responding entity relayed to them for documentation purposes. This is especially important for some of the new reporting requirements for EMS calls. The times also are important, so this is a step responders should remember when they are dispatched. In the event of a large-scale emergency with multiple responders, use plain language to state which department you are with.

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Addresses & Locations

• Whole address

– First, say normally

– Second, break

down numbers

• Common names

– Universally known

Generally, addresses should be provided in whole, then in part. A fairly regular practice is to also provide locations by using common location names when available. This is an acceptable practice when it is a universally known location. When used, the common location should be provided along with the street name to eliminate issues with multiple sites.

Addresses & Locations

• Whole address

– First, “4320 3rd

St. E.”

– Second, “4-3-2-0

Third Street East”

• Common names

– Discovery Middle

School

Example

For example, when giving out “4320 3rd Street East,” the address should be provided a second time as “4 – 3 – 2 – 0 3rd Street East.” This helps eliminate the transposing of numbers and ensures that the receiver is able to copy the correct address. If the location has a common name, then say that, such as, “Discovery Middle School.”

Code Usage

?8120, 10-30 using 10-codes. 10-62.

Coded language has been used in the public safety environment for many years. In fact, there are many different 10 codes throughout the nation so they may not be understood by responders in your jurisdiction.

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Code Usage8120. We’ve got an illegal use of 10-codes. Reply to message.

8120, copy.

This has prompted National Incident Management System (NIMS) standards to mandate that public safety organizations move from coded language to “plain language.” Plain language is simply standard voice communications using common words rather than a code. The 10-code listings are available, though few are actually used. Generally, if it isn’t a common day-to-day used code (for example, 10-4), clear speech is the preferred method of communicating your message. Additionally, at any time multiple agencies are involved in responding to an incident, clear speech is essential to ensure understanding. A list of locally used coded language and the clear speech equivalent is included in the pocket guide.

Dispatch Traffic• Confirm receipt of

correct information

• Reinforce

information for

dispatcher

• Prevent other units

from calling before

dispatch is ready

Center personnel are instructed to begin repeating responder radio traffic when the radio channel becomes too busy. However, this should serve as a message to the units in the field that they need to slow down. When this occurs, remember these three things: • Confirm receipt of correct information • Reinforce the information in the dispatcher’s

mind • Prevent other units from calling before the

dispatcher is ready to take the next message

Conclusion

• Guidance

• Recommendations

• Appropriate and acceptable practices

This module illustrated common errors and best practices when using radio communications to communicate to and from the dispatch center. Work together with other emergency responders to improve communication and you will become more effective and efficient in the important role that you fill.

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Module 3 Basic Radio Troubleshooting

Diagnosing and Correcting Problems with Two-way Radios

Basic Radio

TroubleshootingDiagnosing and Correcting Problems

with Two-way Radios

Module 3

In this module, we will explore basic troubleshooting techniques. Although some things may seem elementary, it is useful to review so you are more prepared when you are in a stressful situation.

Purpose

Provide general troubleshooting tips

first responders can use to maintain

functional two-way radios

This module will not make you a technical expert on two-way radio repairs, but it will provide general tips you may use to correct user-created errors. We also will cover basic corrective actions you can take in the field. If the suggested action fails to correct the problem, you at least have more information to provide to the technical experts who will repair the radio for you. If you are unable to correct the problem on your own, it’s important to quickly replace the radio and get the malfunctioning unit repaired.

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TroubleshootingPortable

• Power

• Transmission

• Audio Quality

• Limited Talk Range

• Message Not Received

• Battery Problems

Mobile

• Power

• Transmission

• Audio Quality

• Limited Talk Range

• Message Not Received

• Blank Display

XTL 2500ZONE SCAN PHON CALL PAGE

XTL 2500ZONE SCAN PHON CALL PAGE

Here are some general problem areas with radios. The only real difference between portable and mobile radios is that power issues on portable radios may stem from battery problems. Transmission, audio quality, talk range and receiving errors are similar between portable and mobile radios and will be covered together through the rest of this module. Also, remember that not all agencies in North Dakota use the same radios. For more specific troubleshooting tips, consult the user guide for your particular model.

Power -- Portable

Portable

• Does the unit beep,

display data or both?

• Is the battery properly

– charged?

– connected?

Like cell phones, portable radios will provide some indication that battery power is running low. An audible tone, an icon on the display or both will alert you when it is time to change the batteries or recharge your unit. If nothing suggests a problem with the power level of the battery, check to ensure that the battery is mounted properly and that the connections on the battery and radio are in good condition.

Battery Problems• Avoid extreme temperatures

• Clean battery or charger contacts

• Check charging pin on transformer

• Recharge or replace

Portable

If the battery no longer has adequate power, the speaker on your unit may continue to function, but you will be unable to send messages. When your battery is no longer charged, you may either replace it or recharge the unit. Be sure to drain the battery all the way down before charging. Extremely cold or hot temperatures will decrease the battery life and require that you recharge or replace batteries more often. Also, the contacts on the radio or charger may require cleaning. Moisture or other corrosive elements may prevent the radio from receiving the battery’s power. At times, problems with the charging pin may lead to battery problems. Make sure pins are not missing or damaged.

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Power -- Mobile

Problem

• Blank or dark display

• No sound

Solution

• Ensure unit is on

• If possible, check

connection

Mobile

Unlike portable radios, mobile units do not use batteries as a power source. Most units do not need to be turned off when the vehicle is not on because their power is connected to the vehicle, like mobile cell phone chargers. However, some users may turn off the radio as a habit. If the display is blank or no audio is heard, first check to see if the unit is turned on. If there is still no response, attempt to see if the connections to the vehicle are secure and correct.

Transmission• PTT button not

pressed correctly

• Verify channel,

frequency and code

settings

• Verify transmission

indicator

Transmission Indicator Light

Trainers: The transmission indicator light words and photo automatically fade in on this slide. At times, you may feel as if you are talking to yourself. Not pressing the PTT button obviously prevents the transmission of your message to the receiver. If the PTT is pressed but no one still seems to be home, verify your frequency and code settings. Incorrect settings will not transmit your signal to its proper destination. If all else fails, make sure the transmission indicator is functioning properly. This may be shown on the display or as a light somewhere on the unit when the PTT is depressed.

Audio Quality• Volume at midrange level

• Proper mic handling– Hold mic 2 inches to side of

mouth, like cell phone, not under nose

• Press PTT 2 seconds before and after speaking

• Be aware of obstructions– Buildings, heavy foliage, etc.

Due to the very nature of radio communication being used, audio problems present a huge challenge. Under stressful situations, the obvious may elude you. Make sure the volume is set to a midrange level. The knob or button may have been bumped and changed the volume. When transmitting, those receiving your signal may not be able to understand your message if the microphone is held too close or too far from your face. Be careful not to “eat” the microphone. Hold the mic next to your cheek like a cell phone rather than directly under your nose. Be sure to hold the PTT button for 2 seconds before you speak into the microphone and do not release the PTT button for 2 seconds after you have finished speaking.

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Buildings, heavy foliage, steel or cement structures, and the like also may cause a decrease in audio quality. Find an open area that will not disrupt the signal.

Limited Talk Range

• Steel and/or concrete

structures/buildings,

heavy foliage,

vehicles in the way

Solution

• Clear line of vision

Cause

?

Those same physical obstacles also will reduce the range of the radio signal. Changing location may correct this problem.

• Change location on

body

• Secure antenna;

make snug & vertical

Limited Talk Range

SolutionCause

• Too close to body

• Antenna

The range also may be limited if the unit is held too close to the body. Holding the unit 2 inches from the side of the mouth may eliminate this problem. At times, the antenna may come loose or be attached incorrectly. Securing the antenna properly will allow the antenna to function at its full capacity. The antenna should be placed vertically for optimal range.

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Message Not Received

Problem

• Wrong frequency or

channel

• Batteries

• Obstructions

• Incorrect mode

Solution

• Confirm frequency or

channel is correct

• Recharge or replace

• Change location

• Verify scan setting

Not receiving the message is different than transmission problems, although the causes may be the same. Remember that radios work differently in different places, depending upon topography, building structure and other issues, for both transmitting and receiving.

Conclusion

As first responders, your first priority is to serve your community. A functioning two-way radio is critical to your effectiveness in fulfilling that duty. When communication with others is compromised, it is important that you have the knowledge to apply “first aid” to your radio unit. This module has provided you with general information that will assist you in troubleshooting and correcting basic radio errors. For more information on your particular unit, consult your product manual.

Ensuring a safe and secure homeland for all North Dakotans

ND Department of Emergency Services

This concludes the first three modules of Basic Radio 101. You may have a fourth module taught in person in your jurisdiction that allows for hands-on experience.

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For more training information please contact:

North Dakota Department of Emergency Services

Office: 701.328.8100 Toll Free: 800.773.3259

Fax: 701.328.8181

Fraine Barracks Lane – Building 35 P.O. Box 5511

Bismarck, ND 58506-5511

OCTOBER 2009