welcome to the maine emergency communications course level i how we operate in an emergency

Welcome to the Welcome to the Maine Emergency Maine Emergency Communications Communications

CourseCourseLevel I Level I

How We Operate In An How We Operate In An EmergencyEmergency

IntroductioIntroductionn

The Maine Emergency Communications Course Level I is The Maine Emergency Communications Course Level I is copied and adapted from the Colorado Emergency copied and adapted from the Colorado Emergency Communications Course and used with permission from Communications Course and used with permission from Colorado ARES.Colorado ARES.

The Maine Emergency Communications Course Level I is the The Maine Emergency Communications Course Level I is the next step in the evolution of the material collected on behalf next step in the evolution of the material collected on behalf of the ARRL for its ongoing education course in Emergency of the ARRL for its ongoing education course in Emergency Communication. This material deviates from the ARRL course Communication. This material deviates from the ARRL course in that the intent here is to provide the student with the in that the intent here is to provide the student with the practical information that each person active in emergency practical information that each person active in emergency communication needs without the "fluff" associated in other communication needs without the "fluff" associated in other presentations within Emergency Communication.presentations within Emergency Communication.

The first segment is orientation, to supply the student with The first segment is orientation, to supply the student with appropriate background information in such items as: appropriate background information in such items as: terminology, service, attitude, the ARES organization, terminology, service, attitude, the ARES organization, ARES/RACES, Maine ARES Communications Plan, Served ARES/RACES, Maine ARES Communications Plan, Served Agencies, and personal preparation. The second segment Agencies, and personal preparation. The second segment includes: safety, basics of communication, nets, traffic includes: safety, basics of communication, nets, traffic handling, personal equipment, modes of operation, call-out handling, personal equipment, modes of operation, call-out process and debriefing. With the third segment being an process and debriefing. With the third segment being an overview of the Incident Command System (ICS).overview of the Incident Command System (ICS).

Most amateur radio operators have had little or Most amateur radio operators have had little or no training or experience in emergency no training or experience in emergency communicationscommunications

Training is gained from formal education Training is gained from formal education (courses)(courses)

Training is gained through participation in netsTraining is gained through participation in nets Training is gained from experienceTraining is gained from experience

– Through exercises and drillsThrough exercises and drills– Public Service EventsPublic Service Events– Actual EmergenciesActual Emergencies

We Are Part Of Command And ControlWe Are Part Of Command And Control

Terms and Terms and DefinitionsDefinitions

• • ARES - ARES - Amateur Radio Emergency ServiceAmateur Radio Emergency ServiceGroup of Hams that have volunteered to train in communication for Group of Hams that have volunteered to train in communication for use by local Public Service and disaster relief agencies during use by local Public Service and disaster relief agencies during times of emergency.times of emergency.

• • RACES - RACES - Radio Amateur Civil Emergency ServiceRadio Amateur Civil Emergency ServiceGroup of Hams that have volunteered to train in communication for Group of Hams that have volunteered to train in communication for use by local Civil Defense (now called Office of Emergency use by local Civil Defense (now called Office of Emergency Management [OEM]) during times of emergency.Management [OEM]) during times of emergency.

Communications Emergency Communications Emergency (a.k.a. (a.k.a. IncidentIncident))Any planned or unplanned occurrence, regardless of cause, which Any planned or unplanned occurrence, regardless of cause, which requires action by emergency service personnel to prevent or requires action by emergency service personnel to prevent or minimize loss of life or damage to property and/or natural minimize loss of life or damage to property and/or natural resources.resources.

EventEventAny planned activity that is non emergency in nature where ARES Any planned activity that is non emergency in nature where ARES communicators are used to assist a charitable organization with communicators are used to assist a charitable organization with communications, or ARES training exercises.communications, or ARES training exercises.

Emergency communications - Emergency CommunicationEmergency communications - Emergency CommunicationSupplemental Communication provided to our served agencies by Supplemental Communication provided to our served agencies by ARES/RACES when served agency communications are overloaded.ARES/RACES when served agency communications are overloaded.

Service - Our JobService - Our Job

The goal of this course is to provide consistently The goal of this course is to provide consistently knowledgeable communication people who have a knowledgeable communication people who have a very positive, service oriented attitude. very positive, service oriented attitude. Unfortunately, there are persons in the amateur Unfortunately, there are persons in the amateur radio community that believe we are there radio community that believe we are there because we have a "right" to participate. The because we have a "right" to participate. The opposite is actually true. We are welcomed by the opposite is actually true. We are welcomed by the public service community public service community only only to serve their to serve their communication needscommunication needs. We are there only at . We are there only at their pleasure and to provide a service. In fact, our their pleasure and to provide a service. In fact, our very existence is only to provide for their needs. very existence is only to provide for their needs. We provide the public service community We provide the public service community supplemental communication when their systems supplemental communication when their systems are overloaded. are overloaded.

We:We: Do Do not not run the event or incident!run the event or incident! Keep good records.Keep good records. Practice by helping charitable Practice by helping charitable

organizations and by participating in organizations and by participating in disaster drills and exercises.disaster drills and exercises.

Our job is to serve!Our job is to serve!

Record KeepingRecord Keeping

Before we go further into the emergency Before we go further into the emergency communications material it is helpful to communications material it is helpful to understand record keeping. While most understand record keeping. While most people find record keeping distasteful it people find record keeping distasteful it does serve a necessary purpose during does serve a necessary purpose during ARES/RACES events. If a served agency ARES/RACES events. If a served agency person comes over and asks when thus-person comes over and asks when thus-and-such was handled, how will you and-such was handled, how will you answer? If you keep accurate logs of answer? If you keep accurate logs of everything your location does the answer everything your location does the answer is easy. Look in your log and give them is easy. Look in your log and give them the information they requested. the information they requested.

Your records:Your records:– Can be used as a legal documentCan be used as a legal document– Are very important for documentation if Are very important for documentation if

you are operating in an ICS managed you are operating in an ICS managed incidentincident

Important forms to retain:Important forms to retain:– Log (ICS Form 309 recommended)Log (ICS Form 309 recommended)– Informal notes on the incidentInformal notes on the incident– Copies of messagesCopies of messages

ICS Form 213 (ICS Message Form)ICS Form 213 (ICS Message Form) ARRL RadiogramsARRL Radiograms ARC Form 4612 (Message Form)ARC Form 4612 (Message Form) ARC Form 2079I (DWI Inquiry)ARC Form 2079I (DWI Inquiry)

The sooner you get used to the paperwork, The sooner you get used to the paperwork, the easier it becomesthe easier it becomes

When In Doubt – Retain The DocumentationWhen In Doubt – Retain The Documentation

AttitudeAttitude

A person having just completed basic training as a fire A person having just completed basic training as a fire fighter is not going to be expected by the public, his fighter is not going to be expected by the public, his peers, or his superiors to be as well suited to all peers, or his superiors to be as well suited to all aspects of the job as one who has undergone aspects of the job as one who has undergone additional training above the basic level. Field additional training above the basic level. Field experience added to on-going training are what make experience added to on-going training are what make a good firefighter. Why then is it that many of the a good firefighter. Why then is it that many of the Amateur Radio fraternity feel that having an Amateur Radio fraternity feel that having an operator's license automatically makes them an asset operator's license automatically makes them an asset to public safety communications? Unfortunately this to public safety communications? Unfortunately this attitude is held by many amateurs and is an example attitude is held by many amateurs and is an example of something in need of change. A driving license of something in need of change. A driving license grants one the privilege of driving upon the public grants one the privilege of driving upon the public streets and highways. It does not entitle the person to streets and highways. It does not entitle the person to drive a heavy truck for hire. It is the requirement of drive a heavy truck for hire. It is the requirement of on-going training and experience that produces a on-going training and experience that produces a qualified operator.qualified operator.

Before you begin the technical material involved in Before you begin the technical material involved in learning about Emergency Communications, it is learning about Emergency Communications, it is imperative that you understand your knowledge in imperative that you understand your knowledge in emergency communications is not actually as important emergency communications is not actually as important as your attitude, during emergencies. Yes, technical as your attitude, during emergencies. Yes, technical ability will enable you to do a far better job of ability will enable you to do a far better job of communicating. But your attitude will determine the communicating. But your attitude will determine the success of the overall Amateur Radio effort. The person success of the overall Amateur Radio effort. The person who brings a "know it all" or "Cowboy" attitude will only who brings a "know it all" or "Cowboy" attitude will only hamper relations with served agencies.hamper relations with served agencies.

The people you will be The people you will be serving serving - - remember that word remember that word - - are professionals that have seen far too many people are professionals that have seen far too many people more interested in impressing someone than in getting more interested in impressing someone than in getting the job done. You will actually impress them far more by the job done. You will actually impress them far more by being as quiet as you can and doing your job well. being as quiet as you can and doing your job well. Results, without interference of served agency people, Results, without interference of served agency people, will cement relations with your served agency. Our will cement relations with your served agency. Our served agencies also respond well when we take a served agencies also respond well when we take a positive attitude and relate what we can do rather than positive attitude and relate what we can do rather than what we can't do. what we can't do.

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

Your attitude may be the most Your attitude may be the most important thing you bring to an incident!important thing you bring to an incident!

Who Defines An Who Defines An Emergency?Emergency?

Our Served Agencies define the Our Served Agencies define the emergency and their response to itemergency and their response to it

We respond to the needs of our We respond to the needs of our served agencies and serve themserved agencies and serve them

The FCC defines how we operate in The FCC defines how we operate in an emergencyan emergency– Through the rules put forth in Part 97Through the rules put forth in Part 97

In an emergency:In an emergency:– Not “Anything goes”Not “Anything goes”

Amateur Radio operations is defined by Part Amateur Radio operations is defined by Part 9797

– 97.401, 97.403 and 97.40597.401, 97.403 and 97.405

Anything goes only for the “Immediate Anything goes only for the “Immediate protection of life or property”protection of life or property”

– Defined in Part 97 (97.403 and 97.405)Defined in Part 97 (97.403 and 97.405)


§97.401 Operation during a disaster. §97.401 Operation during a disaster. (a) When normal communication systems are overloaded, (a) When normal communication systems are overloaded, damaged or disrupted because a disaster has occurred, or is damaged or disrupted because a disaster has occurred, or is likely to occur, in an area where the amateur service is likely to occur, in an area where the amateur service is regulated by the FCC, an amateur station may make regulated by the FCC, an amateur station may make transmissions necessary to meet essential communication transmissions necessary to meet essential communication needs and facilitate relief actions.needs and facilitate relief actions.(b) When a disaster disrupts normal communication systems (b) When a disaster disrupts normal communication systems in a particular area, the FCC may declare a temporary state of in a particular area, the FCC may declare a temporary state of communication emergency. The declaration will set forth any communication emergency. The declaration will set forth any special conditions and special rules to be observed by stations special conditions and special rules to be observed by stations during the communication emergency. A request for a during the communication emergency. A request for a declaration of a temporary state of emergency should be declaration of a temporary state of emergency should be directed to the EIC in the area concerned. directed to the EIC in the area concerned. (c) A station in, or within 92.6 km of, Alaska may transmit (c) A station in, or within 92.6 km of, Alaska may transmit emissions J3E and R3E on the channel at 5.1675 MHz for emissions J3E and R3E on the channel at 5.1675 MHz for emergency communications. The channel must be shared with emergency communications. The channel must be shared with stations licensed in the Alaska-private fixed service. The stations licensed in the Alaska-private fixed service. The transmitter power must not exceed 150 W. transmitter power must not exceed 150 W.


§97.403 Safety of life and protection of property.§97.403 Safety of life and protection of property.

No provision of these rules prevents the use by No provision of these rules prevents the use by an amateur station of any means of an amateur station of any means of radiocommunication at its disposal to provide radiocommunication at its disposal to provide essential communication needs in connection essential communication needs in connection with the with the immediate safety of human life and immediate safety of human life and immediate protection of propertyimmediate protection of property when normal when normal communication systems are not availablecommunication systems are not available..

Please note that this is the Please note that this is the immediate protectionimmediate protection, , not “potential protection”.not “potential protection”.


§97.405 Station in distress.§97.405 Station in distress.(a) No provision of these rules prevents the use (a) No provision of these rules prevents the use by an amateur station in distress of any means at by an amateur station in distress of any means at its disposal to attract attention, make known its its disposal to attract attention, make known its condition and location, and obtain assistance. condition and location, and obtain assistance. (b) No provision of these rules prevents the use (b) No provision of these rules prevents the use by a station, in the exceptional circumstances by a station, in the exceptional circumstances described in paragraph (a), of any means of described in paragraph (a), of any means of radiocommunications at its disposal to assist a radiocommunications at its disposal to assist a station in distress. station in distress.


We are authorized to operate in the We are authorized to operate in the amateur bandsamateur bands

We are not authorized to operate We are not authorized to operate outside the amateur bands (as outside the amateur bands (as amateur radio operators)amateur radio operators)

We are not authorized to operate We are not authorized to operate outside the amateur bands with outside the amateur bands with modified amateur radio equipment modified amateur radio equipment (not FCC Certified for commercial or (not FCC Certified for commercial or public service bands)public service bands)


ARES ARES OrganizationOrganization

The four levels of the ARES StructureThe four levels of the ARES Structure– National (ARRL Headquarters)National (ARRL Headquarters)– Section (Maine Section)Section (Maine Section)– District (A number of Counties)District (A number of Counties)– Local (County)Local (County)

Section Level OrganizationSection Level Organization– Section Emergency Coordinator (SEC)Section Emergency Coordinator (SEC)

Bryce Rumery, K1GAXBryce Rumery, K1GAX Appointed by the Section Manager (N1KAT)Appointed by the Section Manager (N1KAT) Oversees the ARES program in MaineOversees the ARES program in Maine Appoints District Emergency Coordinators Appoints District Emergency Coordinators

(DEC)(DEC) Appoints County Emergency Coordinators Appoints County Emergency Coordinators

(EC)(EC) Reports ARES activities in Maine to the ARRLReports ARES activities in Maine to the ARRL

District Level OrganizationDistrict Level Organization– District 1 (York, Cumberland, Oxford, District 1 (York, Cumberland, Oxford,

Sagadahoc)Sagadahoc) DEC: John Goran, K1JJSDEC: John Goran, K1JJS

– District 2 (Lincoln, Androscoggin, Kennebec, District 2 (Lincoln, Androscoggin, Kennebec, Franklin)Franklin) DEC: Bill Atkins, NT1NDEC: Bill Atkins, NT1N

– District 3 (Knox, Waldo, Hancock, Washington)District 3 (Knox, Waldo, Hancock, Washington) DEC: Phil Roberts, K1PARDEC: Phil Roberts, K1PAR

– District 4 (Somerset, Piscataquis, Penobscot, District 4 (Somerset, Piscataquis, Penobscot, Aroostock)Aroostock) DEC: Currently OpenDEC: Currently Open

Local Level Organization (County)Local Level Organization (County)– Emergency Coordinator (EC)Emergency Coordinator (EC)– Assistant Emergency Coordinators (AEC)Assistant Emergency Coordinators (AEC)

Operations (usually considered the “right hand man” Operations (usually considered the “right hand man” to the EC)to the EC)

LogisticsLogistics AdministrationAdministration LiaisonLiaison TrainingTraining Other AECs as deemed necessary by the ECOther AECs as deemed necessary by the EC

The local level is where most of the real The local level is where most of the real emergency organizing gets accomplished.emergency organizing gets accomplished.

ARES and ARES and RACESRACES

ARES and RACESARES and RACES– Are two different organizationsAre two different organizations– Were organized and are controlled by Were organized and are controlled by

different organizationsdifferent organizations– Have different leadership structuresHave different leadership structures– Have similar objectives and goalsHave similar objectives and goals– Vary in their flexibilityVary in their flexibility

Dual membership in ARES and RACES is Dual membership in ARES and RACES is highly recommendedhighly recommended

ARESARES ARES (Amateur Radio Emergency ARES (Amateur Radio Emergency

Service)Service)– Organized by the ARRLOrganized by the ARRL– Part of their Field OrganizationPart of their Field Organization– Leadership Structure:Leadership Structure:

ARRL HeadquartersARRL Headquarters Section Emergency CoordinatorSection Emergency Coordinator District Emergency CoordinatorsDistrict Emergency Coordinators Emergency CoordinatorsEmergency Coordinators Assistant Emergency CoordinatorsAssistant Emergency Coordinators

ARESARES

ARESARES– May respond to a communications request May respond to a communications request

by any public service, relief or charitable by any public service, relief or charitable organizationorganization

– Membership in ARES requires an amateur Membership in ARES requires an amateur radio license and a desire to serve during a radio license and a desire to serve during a disasterdisaster

– May communicate with any amateur radio May communicate with any amateur radio operatoroperator

– Has no restrictions on nets, drills or trainingHas no restrictions on nets, drills or training– Has no specific training requirementsHas no specific training requirements– Is considered very flexible in responseIs considered very flexible in response

RACESRACES RACES RACES (Radio Amateur Civil Emergency Service)(Radio Amateur Civil Emergency Service)

– Originated by the Federal GovernmentOriginated by the Federal Government– Administered by DHS and FEMAAdministered by DHS and FEMA– Controlled by State and Local EMAsControlled by State and Local EMAs– Leadership Structure:Leadership Structure:

FEMAFEMA State EMAState EMA Local EMAsLocal EMAs

– EMA DirectorEMA Director– EMA Communications OfficerEMA Communications Officer– RACES Radio OfficerRACES Radio Officer

RACESRACES

Can only respond when activated by EMACan only respond when activated by EMA Can only serve agencies specified by EMACan only serve agencies specified by EMA RACES operators may only communicate RACES operators may only communicate

with other RACES operators and others with other RACES operators and others within the Federal Governmentwithin the Federal Government

May operate as RACES if amateur radio is May operate as RACES if amateur radio is silencedsilenced

Has restrictions as to nets and drillsHas restrictions as to nets and drills RACES members must be registered with RACES members must be registered with

and certified by EMA directorsand certified by EMA directors EMA directors set training requirementsEMA directors set training requirements

Maine ARES Maine ARES Emergency Emergency

Communications PlanCommunications Plan

The Maine ARES Emergency The Maine ARES Emergency Communications PlanCommunications Plan– In simplest terms, details how all of In simplest terms, details how all of

the counties and districts "play" the counties and districts "play" together. together.


Communications PlanCommunications Plan Details include: Details include:

– General Provisions of the plan General Provisions of the plan AuthorityAuthority PurposePurpose MembershipMembership Local, County and District PlansLocal, County and District Plans Plan activationPlan activation Alerting proceduresAlerting procedures Operation Operation


Communications PlanCommunications Plan ARES Mobilization Procedures ARES Mobilization Procedures

– PurposePurpose– ApplicabilityApplicability– Activation Activation


Communications PlanCommunications Plan Maine ARES DistrictsMaine ARES Districts Operations frequenciesOperations frequencies Maine repeater listMaine repeater list Maine repeater mapMaine repeater map Maine ARES contactsMaine ARES contacts

The document is available on the Maine The document is available on the Maine ARES web site (http://www.maineares.org). ARES web site (http://www.maineares.org). Please take some time to read that Please take some time to read that document.document.

Served Served AgenciesAgencies

We need to understandWe need to understand– Who our served agencies areWho our served agencies are– How our served agencies do businessHow our served agencies do business– What their communications systems What their communications systems

consist of and how they are usedconsist of and how they are used– What their needs are during a disasterWhat their needs are during a disaster– How we can help to fill that needHow we can help to fill that need

Served Served AgenciesAgencies

We need to understandWe need to understand– We are We are notnot a Rapid Response Team a Rapid Response Team– We are We are notnot First Responders First Responders– We We do not do not run the event or incident run the event or incident– We We do notdo not talk to the media talk to the media

Refer members of the media to the on scene Refer members of the media to the on scene PIO, the Incident Information Center, Joint PIO, the Incident Information Center, Joint Information Center (JIC) or site managerInformation Center (JIC) or site manager

Basic Training & Basic Training & SimulationsSimulations

Education and training is what Education and training is what supplies the knowledge to help you supplies the knowledge to help you build confidence in your ability to build confidence in your ability to execute the required steps in the execute the required steps in the shortest amount of time and with the shortest amount of time and with the minimum amount of wasted motion.minimum amount of wasted motion.


What you need to do:What you need to do:– Contact your local ARES/RACES group Contact your local ARES/RACES group

and registerand register– Train in Emergency Communications Train in Emergency Communications

before before you are neededyou are needed– Learn about the Incident Command Learn about the Incident Command

System (ICS) and the National Incident System (ICS) and the National Incident Management System (NIMS)Management System (NIMS)

– Equip yourselfEquip yourself


Practical ExperiencePractical Experience– In an actual emergencyIn an actual emergency

Expect confusionExpect confusion Be flexibleBe flexible Know your audienceKnow your audience

– Know what they are expectingKnow what they are expecting

Be aware of your first impressionsBe aware of your first impressions– Your Your AttitudeAttitude– Your appearanceYour appearance

SimulationsSimulations

How they helpHow they help– Skill is needed for handling Skill is needed for handling

simultaneous multiple activities in an simultaneous multiple activities in an emergencyemergency

– The nature of responding to an The nature of responding to an emergency affords very little in the way emergency affords very little in the way of on-the-spot education and trainingof on-the-spot education and training

– It is vital that the education, training It is vital that the education, training and practice occur ahead of time and practice occur ahead of time


How they helpHow they help– Coping with equipment problems, Coping with equipment problems,

people requesting attention and a people requesting attention and a response, listening for a station with a response, listening for a station with a weak and distorted signal, all the while weak and distorted signal, all the while trying to absorb the situation and direct trying to absorb the situation and direct a team effort on and off the air are real-a team effort on and off the air are real-life situations that can occurlife situations that can occur


How they helpHow they help– Simulations, exercises and practice nets Simulations, exercises and practice nets

are proven ways to bring together these are proven ways to bring together these elements in a non-threatening and fun elements in a non-threatening and fun environment, developing the composure environment, developing the composure and skills, provide analysis and feedback and skills, provide analysis and feedback and gain new confidence to rise above and gain new confidence to rise above any situationany situation

– To better prepare ARES members for To better prepare ARES members for real emergenciesreal emergencies

HintsHints You are emergency communicators, not first You are emergency communicators, not first

respondersresponders Keep your EMA ARES/RACES ID with you at all timesKeep your EMA ARES/RACES ID with you at all times Do not impede the work of professional respondersDo not impede the work of professional responders Stay out of the "hot zone" unless instructedStay out of the "hot zone" unless instructed Remain flexible. You may be required to perform Remain flexible. You may be required to perform

duties beyond just emergency communicationsduties beyond just emergency communications Test your techniques before an exercise or an eventTest your techniques before an exercise or an event If you want to experiment with a new technique or If you want to experiment with a new technique or

method, test it before you have a major exercise or method, test it before you have a major exercise or eventevent

SafetySafety

Safety is our primary concernSafety is our primary concern– Loss of human resources is Loss of human resources is

unacceptableunacceptable To our organizationTo our organization To our missionTo our mission

– We are not a bottomless pit of We are not a bottomless pit of human resourceshuman resources

SafetySafety Safety PrioritiesSafety Priorities

– YourselfYourself You can’t accomplish the mission if you’re a casualtyYou can’t accomplish the mission if you’re a casualty

– Your teamYour team Your team can’t function effectively if it’s short of Your team can’t function effectively if it’s short of

human resourceshuman resources

– Your missionYour mission You can’t accomplish your mission in an unsafe You can’t accomplish your mission in an unsafe

environmentenvironment

SafetySafety Never be afraid to decline an Never be afraid to decline an

assignment if you consider it unsafeassignment if you consider it unsafe If you have concerns about the If you have concerns about the

safety of your assignment, report it safety of your assignment, report it to your supervisorto your supervisor

Report any unsafe conditions or Report any unsafe conditions or practices to your supervisor or the practices to your supervisor or the incident safety officerincident safety officer

SafetySafety Workman’s Compensation InsuranceWorkman’s Compensation Insurance

– During the briefing for the event there should During the briefing for the event there should be mention about workmen's compensation be mention about workmen's compensation insuranceinsurance If it is not mentioned, ask If it is not mentioned, ask

– Not every served agency will be able provide Not every served agency will be able provide you with workmen's compensation insuranceyou with workmen's compensation insurance Feel free to decline the assignment if the lack of Feel free to decline the assignment if the lack of

insurance bothers you insurance bothers you – If you are willing to participate without If you are willing to participate without

workmen's compensation insurance that's fineworkmen's compensation insurance that's fine You must know in advance of going out, so you can You must know in advance of going out, so you can

make an informed decision make an informed decision

Communications Communications GuidelinesGuidelines

Two types of messages (traffic)Two types of messages (traffic)– FormalFormal

Written TrafficWritten Traffic On behalf of a served agencyOn behalf of a served agency Reply expectedReply expected

– InformalInformal Initiated by youInitiated by you May be verbal or writtenMay be verbal or written No response or reply expectedNo response or reply expected

Formal Formal TrafficTraffic

Transmit traffic Transmit traffic exactlyexactly as writtenas written Change nothingChange nothing When you receive a message from a When you receive a message from a

served agency, read itserved agency, read it– If you cannot read it, get clarificationIf you cannot read it, get clarification

Log all formal trafficLog all formal traffic– ReceivedReceived– TransmittedTransmitted

Formal Formal TrafficTraffic

Elements of formal trafficElements of formal traffic– Who is requesting what and from whom?Who is requesting what and from whom?

What is the requesters full name/title/agency & location?What is the requesters full name/title/agency & location? What is the recipients full name/title/agency & location?What is the recipients full name/title/agency & location?

– What are they requesting and how many do they want/need?What are they requesting and how many do they want/need? Is it a list or single item?Is it a list or single item? If it's a list, do all items come from the same place?If it's a list, do all items come from the same place?

– If multiple sources then multiple messages.If multiple sources then multiple messages. Is the subject the transportation of an item, or the acquisition of Is the subject the transportation of an item, or the acquisition of

that item, or both?that item, or both?– Where will it come from (not always the same as the location Where will it come from (not always the same as the location

of the person receiving the request)?of the person receiving the request)?– Where will it go to (not always the same as the location of the Where will it go to (not always the same as the location of the

person requesting the item(s))?person requesting the item(s))?– When is it needed?When is it needed?

Time/date as applicable Time/date as applicable

Informal TrafficInformal Traffic

YouYou originate the messageoriginate the message– May be verbal or writtenMay be verbal or written– Usually does not require a responseUsually does not require a response

You control what the text of the message You control what the text of the message will bewill be

Plan or write down what you are going to Plan or write down what you are going to say before you transmit itsay before you transmit it

Log all informal trafficLog all informal traffic– TransmittedTransmitted– ReceivedReceived

Traffic TipsTraffic Tips In Emergency communications it is In Emergency communications it is

important to say as little as possible, yet important to say as little as possible, yet convey all of the meaningconvey all of the meaning– Brevity and ClarityBrevity and Clarity– Slow DownSlow Down– Do not editorializeDo not editorialize– ListenListen– Plain LanguagePlain Language– Standard ITU PhoneticsStandard ITU Phonetics – NumbersNumbers

NetsNets Definitions:Definitions:

– NET: NET: Short for Communications Network - Short for Communications Network - established to handle information for an event established to handle information for an event or incident.or incident.

– CONTROLLED NET: CONTROLLED NET: A means of insuring A means of insuring orderly use of limited frequency resources to orderly use of limited frequency resources to conduct communications for a scheduled event conduct communications for a scheduled event or during an emergency.or during an emergency.

– NET CONTROL STATION (NCS): NET CONTROL STATION (NCS): The person The person charged with control of information flow on the charged with control of information flow on the frequency used by a controlled net. frequency used by a controlled net.

NetsNets

Net TypesNet Types::– Open (Informal) NetsOpen (Informal) Nets – Directed NetsDirected Nets– TacticalTactical– ResourceResource– TrafficTraffic– ICS NetsICS Nets

Tactical Net equals an ICS Operations NetTactical Net equals an ICS Operations Net Resource Net equals an ICS Logistics NetResource Net equals an ICS Logistics Net

Net Net ParticipationParticipation

Net ProtocolsNet Protocols– LegalLegal

you you must must identify at ten minute intervals during a identify at ten minute intervals during a conversation and in your last transmissionconversation and in your last transmission

– Tells NCS you consider the exchange to be complete Tells NCS you consider the exchange to be complete without having to use extra words (saves time)without having to use extra words (saves time)

– Fulfills all FCC identification requirements Fulfills all FCC identification requirements

– CustomaryCustomary Customary protocols will normally be used in long Customary protocols will normally be used in long

standing, non emergency netsstanding, non emergency nets– Tactical Call SignsTactical Call Signs

Tactical calls are used to identify a location during an Tactical calls are used to identify a location during an event regardless of who is operatingevent regardless of who is operating


Enjoy yourselfEnjoy yourself Prepare yourselfPrepare yourself ListenListen Check into the net in the mode being used Check into the net in the mode being used

by the netby the net Follow NCS instructionsFollow NCS instructions Slow downSlow down Do not editorializeDo not editorialize


Plan your transmissionsPlan your transmissions Check into the net when you are Check into the net when you are

ready to participateready to participate Keep the NCS informedKeep the NCS informed Identify properlyIdentify properly

– There is no need to identify after every There is no need to identify after every transmissiontransmission

– Proper identification saves timeProper identification saves time


Leaving a netLeaving a net– Keep the NCS informed if you are leavingKeep the NCS informed if you are leaving– You will leave a net for one of three reasons:You will leave a net for one of three reasons:

Your location is closingYour location is closing– Ensure that your location is closing through your Ensure that your location is closing through your

supervisorsupervisor

You need a break and have no relief operatorYou need a break and have no relief operator You turn the location over to another operatorYou turn the location over to another operator

– Let the NCS know who is replacing youLet the NCS know who is replacing you

Net RolesNet Roles

NCSNCS NCS BackupNCS Backup LoggersLoggers Site CommunicatorsSite Communicators General CommunicatorsGeneral Communicators Liaison StationsLiaison Stations ListenersListeners

Message Message HandlingHandling

Don’t speculateDon’t speculate Pass the message exactly as writtenPass the message exactly as written Not all tactical messages will be in an Not all tactical messages will be in an

NTS formatNTS format Signature is importantSignature is important Modified message forms during a Modified message forms during a

disasterdisaster

Net ModesNet Modes

Types of netsTypes of nets– CWCW

Usually HF or VHFUsually HF or VHF

– SSBSSB Usually HF or VHFUsually HF or VHF

– DigitalDigital May be HF, VHF or UHFMay be HF, VHF or UHF

– FM SimplexFM Simplex Usually VHF or UHFUsually VHF or UHF

– FM RepeatersFM Repeaters Usually VHF or UHFUsually VHF or UHF

Net ModesNet Modes

Requires the operator to use Requires the operator to use different skills and knowledgedifferent skills and knowledge

It is important for all operators to It is important for all operators to know the skills and knowledge know the skills and knowledge required for different net modesrequired for different net modes– If you are not familiar with a net mode, If you are not familiar with a net mode,

learn the techniques learn the techniques beforebefore an an emergencyemergency

Personal Personal EquipmentEquipment

Commonly called a Commonly called a Ready KitReady Kit Consists of:Consists of:

– Communications EquipmentCommunications Equipment– ToolsTools– PowerPower– Administrative SuppliesAdministrative Supplies– Personal SuppliesPersonal Supplies

Never assume our served agencies Never assume our served agencies will supply us with the equipment will supply us with the equipment we need to do our job!we need to do our job!


Plan and pack your Ready Kit before an Plan and pack your Ready Kit before an emergency happensemergency happens– If you are unable to pack a full Ready Kit in If you are unable to pack a full Ready Kit in

advance:advance: Have an inventoryHave an inventory Have the supplies you need at handHave the supplies you need at hand Know where they areKnow where they are

Check the contents of your Ready Kit on a Check the contents of your Ready Kit on a regular basisregular basis– Recommended on a quarterly basisRecommended on a quarterly basis


Know what you needKnow what you need– Make a planMake a plan– Know where it isKnow where it is– Know how to install and operate itKnow how to install and operate it

Maintain your equipmentMaintain your equipment– Be sure it works before an emergency Be sure it works before an emergency

happenshappens

Emergency Emergency CalloutsCallouts

A callout is the process by which A callout is the process by which ARES/RACES members are contacted to ARES/RACES members are contacted to support served agencies in an emergency.support served agencies in an emergency.

Put together a "ready kit“Put together a "ready kit“ As an amateur radio emergency As an amateur radio emergency

communicator, you should register with communicator, you should register with the amateurs associated with ARES/RACES the amateurs associated with ARES/RACES and make arrangements to be available and make arrangements to be available for alert and activation. for alert and activation.


Emergency callouts are initiated by Emergency callouts are initiated by the ARES/RACES leadership at the the ARES/RACES leadership at the request of a served agencyrequest of a served agency– Be readyBe ready– Do not self activateDo not self activate

You may end up in the wrong place at the You may end up in the wrong place at the wrong timewrong time

You may not be needed at allYou may not be needed at all


Know the callout procedures for your Know the callout procedures for your organizationorganization

If you suspect a communications If you suspect a communications emergency exists:emergency exists:– Monitor the primary net frequencies Monitor the primary net frequencies

(repeater or simplex)(repeater or simplex)– Be by your means of notification (phone, Be by your means of notification (phone,

cell phone, pager, etc.)cell phone, pager, etc.)

Operator Operator StressStress

Emergency communications is a very Emergency communications is a very challenging assignmentchallenging assignment

Stress can build upon the operatorsStress can build upon the operators

Operator StressOperator Stress

Mechanisms to reduce stress are:Mechanisms to reduce stress are:– Focus on teamwork, strategy and results, rather than Focus on teamwork, strategy and results, rather than

on worry and concernon worry and concern– Learn tolerance and patience during times of Learn tolerance and patience during times of

heightened demand and activityheightened demand and activity– Understand that we are human and there are limits Understand that we are human and there are limits

to our performance, both individually and corporatelyto our performance, both individually and corporately– Learning the impact that diet, beverages and Learning the impact that diet, beverages and

exercise can have on relieving stress and increase exercise can have on relieving stress and increase the capacity for dealing with itthe capacity for dealing with it

– Learn to get rest and take breaks as necessary for Learn to get rest and take breaks as necessary for youyou. What works for someone else may not work for . What works for someone else may not work for youyou

ARES/RACES ARES/RACES DebriefingDebriefing

Tactical Debriefing - needed in all Tactical Debriefing - needed in all eventsevents

Emotional Debriefing - needed in Emotional Debriefing - needed in stressful eventsstressful events

Family Briefing - needs to be covered Family Briefing - needs to be covered before major eventsbefore major events

Tactical Tactical DebriefingDebriefing

What was our mission/goal?What was our mission/goal? Was our mission or goal clear?Was our mission or goal clear? Did we accomplish our mission/goal?Did we accomplish our mission/goal? What did we do correctly?What did we do correctly?

Tactical DebriefingTactical Debriefing

What did we do that was beyond What did we do that was beyond expectations?expectations?– If nothing was beyond expectations, why If nothing was beyond expectations, why

not? not? – Were the expectations unreasonably Were the expectations unreasonably

high?high?– Did we not have enthusiastic Did we not have enthusiastic

participants?participants?– Were we lazy? Were we lazy?

Tactical DebriefingTactical Debriefing

What items did What items did not not meet meet expectations?expectations?– How can we improve on those items?How can we improve on those items?

What specific training items do we What specific training items do we now have a need for?now have a need for?

Other than the training items, what Other than the training items, what else needs improvement?else needs improvement?

Were there any "surprises" and why Were there any "surprises" and why did they surprise us?did they surprise us?

Emotional Emotional DebriefingDebriefing

Police psychologists talk a lot about Police psychologists talk a lot about "critical incidents," but what exactly is "critical incidents," but what exactly is one?one?– A critical incident is an occurrence A critical incident is an occurrence

that is one or more of the following: that is one or more of the following: [a) Sudden and unexpected [b) perceived [a) Sudden and unexpected [b) perceived as life-threatening [c) overwhelming [d) as life-threatening [c) overwhelming [d) disrupted sense of control [e) disrupted disrupted sense of control [e) disrupted basic assumptions and beliefs [f) resulted basic assumptions and beliefs [f) resulted in physical and/ or emotional lossin physical and/ or emotional loss

Emotional Emotional DebriefingDebriefing

– Physical reactions to critical Physical reactions to critical incidents can include: incidents can include: [a) headaches [a) headaches [b) exhaustion [c) sleep disturbances [d) [b) exhaustion [c) sleep disturbances [d) appetite disruptions [e) "nervous appetite disruptions [e) "nervous stomach“stomach“

– Behavioral reactions to critical Behavioral reactions to critical incidents can include: incidents can include: [a) [a) hyperactivity [b) being easily startled [c) hyperactivity [b) being easily startled [c) withdrawing or isolating oneself [d) withdrawing or isolating oneself [d) periodic underactivity periodic underactivity

Emotional DebriefingEmotional Debriefing

– Psychological reactions to critical Psychological reactions to critical incidents can include: incidents can include: [a) anger [b) [a) anger [b) self-blame [c) fear [d) anxiety [e) self-blame [c) fear [d) anxiety [e) depression [f) over sensitivity [g) depression [f) over sensitivity [g) emotional numbness [h) having a emotional numbness [h) having a heightened sense of danger [i) heightened sense of danger [i) flashbacks [j) preoccupation with the flashbacks [j) preoccupation with the incident [k) feeling that these emotions incident [k) feeling that these emotions are "wimpy" are "wimpy"

Family BriefingFamily Briefing

Our families always comes firstOur families always comes first They must be taken care of before anything They must be taken care of before anything

elseelse They must understand what we are doing They must understand what we are doing

and support itand support it Be sure they understand what we are doing Be sure they understand what we are doing

and whyand why

Ensure that your family understands Ensure that your family understands what you are doing before you deploy!what you are doing before you deploy!

ICS OverviewICS Overview

DisclaimerDisclaimer– This is an overview onlyThis is an overview only– Not meant to replace the IS-100 courseNot meant to replace the IS-100 course

IS-100 is IS-100 is highlyhighly recommended for all ARES recommended for all ARES membersmembers

– Will give ARES members:Will give ARES members: What the Incident Command System (ICS) isWhat the Incident Command System (ICS) is What it doesWhat it does The ICS structureThe ICS structure Where we fit inWhere we fit in


Incident Command System is a Incident Command System is a management tool designed to assist management tool designed to assist anyone who has the responsibility for the anyone who has the responsibility for the successful outcome of an incident. We will successful outcome of an incident. We will define an incident as any planned or define an incident as any planned or unplanned occurrence or event, regardless unplanned occurrence or event, regardless of the cause, which requires action by of the cause, which requires action by emergency service personnel to prevent or emergency service personnel to prevent or minimize loss of life or damage to property minimize loss of life or damage to property and/or natural resources. and/or natural resources.


Allows its users to adopt an Allows its users to adopt an integrated organizational structure to integrated organizational structure to match the complexities and demands match the complexities and demands of single or multiple incidents without of single or multiple incidents without being hindered by jurisdictional being hindered by jurisdictional boundaries.boundaries.

ICS ICS OverviewOverview

Using management best practices, Using management best practices, ICS helps to ensure:ICS helps to ensure:

– The safety of responders and others.The safety of responders and others.

– The achievement of tactical objectives.The achievement of tactical objectives.

– The efficient use of resources.The efficient use of resources.


ICS BenefitsICS Benefits

– Meets the needs of incidents of any kind or size.Meets the needs of incidents of any kind or size.

– Allows personnel from a variety of agencies to Allows personnel from a variety of agencies to meld rapidly into a common management meld rapidly into a common management structure. structure.

– Provides logistical and administrative support to Provides logistical and administrative support to operational staff. operational staff.

– Is cost effective by avoiding duplication of Is cost effective by avoiding duplication of efforts. efforts.


Emergency services professionals Emergency services professionals agree that too often there is agree that too often there is considerable confusion in the considerable confusion in the operational performance at major operational performance at major incidents.incidents.


The ability to manage the situation The ability to manage the situation effectively seems to decrease in direct effectively seems to decrease in direct proportion to the number of agencies proportion to the number of agencies involvedinvolved– Limited understanding of the procedures and Limited understanding of the procedures and

terminology of the other agencies involvedterminology of the other agencies involved– The jurisdictions and authority at the scene The jurisdictions and authority at the scene

may overlap extensivelymay overlap extensively– Person in charge is unable to communicate a Person in charge is unable to communicate a

strategy or plan of actionstrategy or plan of action– Various agencies have difficulty determining Various agencies have difficulty determining

their duties and where they fit into the their duties and where they fit into the management structure management structure


What Does the ICS Do?What Does the ICS Do?– The Incident Command System (ICS) is a The Incident Command System (ICS) is a

flexible, standardized method of flexible, standardized method of managing emergency incidents. It is managing emergency incidents. It is based on a common organizational based on a common organizational structure, common terminology, and structure, common terminology, and common operating procedurescommon operating procedures


ICS will manage small, routine, daily ICS will manage small, routine, daily incidents as well as the large, complex incidents as well as the large, complex multi-jurisdictional disastersmulti-jurisdictional disasters

ICS reduces confusion and uncertainty in ICS reduces confusion and uncertainty in the early phases of an incident, thereby the early phases of an incident, thereby increasing the efficiency and effectiveness increasing the efficiency and effectiveness of mutual aid while increasing safetyof mutual aid while increasing safety

Within ICS, the transition from a routine Within ICS, the transition from a routine incident to a major emergency is orderly incident to a major emergency is orderly and requires a minimum of adjustment for and requires a minimum of adjustment for any agency any agency


In its largest application, it may In its largest application, it may include several thousand people include several thousand people without compromising effective without compromising effective supervisionsupervision

ICS does not infringe on the daily ICS does not infringe on the daily routine, responsibilities or authority routine, responsibilities or authority given each agency by statute given each agency by statute


ICS StructureICS Structure– The Incident Command System has two The Incident Command System has two

halves. These halves are interrelated halves. These halves are interrelated and both are critical to the successful and both are critical to the successful outcome of the incidentoutcome of the incident


Management by ObjectivesManagement by Objectives– Four essential steps used in every Four essential steps used in every

incident, regardless of the size or incident, regardless of the size or complexity are:complexity are: Understand policy, procedures and statutesUnderstand policy, procedures and statutes Establish incident objectivesEstablish incident objectives Select appropriate strategySelect appropriate strategy Apply tactics most likely to accomplish Apply tactics most likely to accomplish

objectives objectives


Organizational StructureOrganizational Structure– The ICS structure begins with the The ICS structure begins with the

Incident Commander (IC)Incident Commander (IC) IC is responsible for the management of the IC is responsible for the management of the

incident and starts the process by setting incident and starts the process by setting incident objectivesincident objectives

May do all functions without aid but will May do all functions without aid but will usually delegate responsibilities to others in usually delegate responsibilities to others in the organizationthe organization

Has overall responsibility for the incident, Has overall responsibility for the incident, regardless of duties delegated regardless of duties delegated


The Incident Commander may The Incident Commander may designate a Command Staff who:designate a Command Staff who:– Provide information, liaison, and safety Provide information, liaison, and safety

services for the entire organization.services for the entire organization.– Report directly to the Incident Report directly to the Incident

Commander.Commander.Incident

CommanderIncident

Commander

SafetyOfficerSafetyOfficer

LiaisonOfficer

LiaisonOfficer

Public InformationOfficer


Command StaffCommand Staff


As the incident expands in complexity, the As the incident expands in complexity, the Incident Commander may add General Incident Commander may add General Staff Sections to maintain span of control.Staff Sections to maintain span of control.

IncidentCommander

IncidentCommander

SafetyOfficerSafetyOfficer

LiaisonOfficer

LiaisonOfficer



OperationsSection

OperationsSection

PlanningSection

PlanningSection

LogisticsSection

LogisticsSection

Finance/AdminSection


Command StaffCommand Staff

General Staff


Who does what?Who does what?

IncidentCommander

IncidentCommander

OperationsSection

OperationsSection

PlanningSection

PlanningSection

LogisticsSection

LogisticsSection



Command: Overall responsibility for the incident. Sets objectives.

Operations: Develops the tactical organization and directs all resources to carry out the Incident Action Plan.

Planning: Develops the Incident Action Plan to accomplish the objectives.

Logistics: Provides resources and all other services needed to support the incident.

Finance/Admin: Monitors costs related to the incident. Provides overall fiscal guidance.


Where do we fall?Where do we fall?

Incident CommanderIncident Commander

Logistics Section ChiefLogistics Section Chief

Service BranchService Branch

Communications LeaderCommunications Leader

ICC ManagerICC Manager

Radio OperatorRadio Operator


This was only an overview!This was only an overview!– It is highly recommended that all ARES It is highly recommended that all ARES

members take:members take: IS-100 (Introduction to the Incident IS-100 (Introduction to the Incident

Command System)Command System) IS-700 (Introduction to the National Incident IS-700 (Introduction to the National Incident

Management System)Management System)

These courses may be taken by independent These courses may be taken by independent studystudy

from FEMA from the FEMA web site:from FEMA from the FEMA web site:

(http://www.fema.gov)(http://www.fema.gov)

Final AssessmentFinal Assessment

Tests your understanding of the Tests your understanding of the material presentedmaterial presented– 25 multiple choice or true/false 25 multiple choice or true/false

questionsquestions– You may refer to your manualYou may refer to your manual– Passing grade is 70% or betterPassing grade is 70% or better

4 points per question4 points per question

– Certificates will be e-mailed, mailed or Certificates will be e-mailed, mailed or delivereddelivered

Final Final AssessmentAssessment

Print your name and call sign at the Print your name and call sign at the top of your examtop of your exam

Circle the appropriate answer on Circle the appropriate answer on your examyour exam

Give your exam to me when you are Give your exam to me when you are readyready

welcome to the maine emergency communications course level i how we operate in an emergency

Documents

communications emergency

emergency communication

times of emergency

emergency service personnel

basics of communication

maine ares communications

agency communications

local public service