This text was originally typed by Sue Chism, N4ENX, the Greenville South Carolina ARES Emergency Coordinator and entered on the forums at www.SuperHosts.net/forums.
It is being made available to ARES volunteers in this format to prepare the ARES volunteers for participation in emergencies.
Those amateurs wishing to take the Level I Amateur Radio Emergeny Communications Exam will find that this material presented will help with preparation for completion of the Level I course.
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LESSON
ONE & TWO
How do you fit in?
To the agencies we serve, we are their immediately
available communication experts.
Amateurs have the equipment, the skills, and the
frequencies necessary to create expedient emergency communication networks
under poor conditions.
We are licensed and pre-authorized
for national and international communication.
We have the ability to rapidly
enlarge our communication capacity to meet growing needs in an emergency. Many
of these skills are the same ones that you would use in everyday
communications.
Some of the emergency communication skills are very different
from those you that use in your day to day ham radio use. Without specific
emergency communication skills, you can become part of the problem rather than
part of the solution.
WHAT YOU ARE NOT!
There are limits to your responsibilities as an emergency communicator
and it is IMPORTANT to know where to draw the line.
You are NOT a "first responder." You do not
need flashing lights and sirens, gold badges, or fancy uniforms. You have no authority. You can not make decisions for others. You cannot make
demands on the agency you are helping to
serve or any other agency.
The only decisions you can make
are whether to participate or not, and those affecting your own health and
safety. You can lend a hand to fill an urgent need when you are qualified to do
so, or to perform other jobs for the served agency of which communication is an
integral part for which you are trained and capable. You are not in charge. You are there to temporarily fulfill the needs of
an agency whose communication system is unable to do its job. The agency will
tell you what they need and you will do your best to comply.
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LESSON THREE
THE
The communications
job you are asked to do will vary with the agency you will be helping.
If it is the American Red Cross, you will be providing communications needed to maintain a system of shelters and other relief efforts.
If it is state or local emergency management agency, you could
be handling interagency communications, or serving as the eyes and ears of the
emergency managers.
If a hospital's telephone system fails,
you might be handling the
"mechanics" of communications so that doctors and nurses can concentrate on patients.
For a large forest fire or search and rescue operation, you could be
setting up phone patches for firefighters or
rescuers to their families, or assisting with logistical communications to
insure that food, supplies, personnel and materials arrive when and where
needed.
For the National
Weather Service, the reporting of storm locations and weather
conditions to them, so that they can better inform and warn the public.
In any widespread
disaster, hams could be assisting all the agencies listed above and more.
Our job is to get the message through,
using any means to do so. Don't think of just ham radio, but if you had an
emergency message to pass and the communications systems were not available,
how would you do it?
If you have access to CB radio, Family Radio, USE IT. If an agency asks you to use their
radio system, USE IT. Your
operating and technical skills are just as important as your ham radio
resources.
Make a list of what means of
communications you have available to you.
QUESTIONS:
1. List three ways in which Emergency Communications are similar to
Non-Emergency Communications.
2. List six ways in which Emergency Communications differ from
Non-emergency Communications.
3. In an emergency situation, a served agency asks you to forward an
urgent message. Which one of the following methods would you not use? Tell why
you selected your answer.
a. CB radio
b. Family Radio
c. Informal, conversational grapevine
d. The agency's own radio system
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LESSON FOUR:
WHO WORKS FOR
WHOM!
Your job as a communicator is to meet the needs of the served agency.
When you volunteer your services to ARES you agree to accept and comply with
reasonable orders and requests from your ARES leader. If you do not feel
comfortable doing this, DO NOT VOLUNTEER!
Our Role as a EmComm Volunteer
In today's fast paced emergency responses, there is often no time to
sit down and discuss what are we going to do. We have to be prepared to help
with any function that also includes communication as defined by the served
agency. There has to be pre-planning with the served agency to ensure that
these jobs are clearly defined and any additional job-specific training
required is obtained in advance.
In general, emcomm groups should be
prepared to perform jobs for their served agency that include the need to
communicate.
Here are a few of the many
possible job descriptions:
1. Radio operator, using Amateur or served agency radio systems.
2. Dispatcher, organizing
the flow of personnel, vehicles, and supplies.
3. Resource coordinator,
organizing the assignments of disaster relief volunteers.
4. Field observer,
watching and reporting weather or other conditions.
5. Damage assessor,
evaluating and reporting damage conditions.
6. Van driver, moving
people or supplies from location to location.
7. Searcher, providing
communication for a search and rescue team.
To perform these jobs, we need this flexibility to continue our
contribution to public safety as Amateur Radio operators.
Specific Agency Relationships between the volunteer
communicator and the served agency.
Memorandums of
Understanding (MOU) are in place
with many served agencies that define the working relationship.
Here are some examples of those
relationships.
Federal Emergency Management Agency (FEMA)
(www.fema.gov). In most cases you will have little direct
contact with federal agencies.
American Red Cross (see logo on www.upstateares.org )
Have their own communication team and have a MOU with the local ARES Team.
Typical assignments include
linking shelters and chapter houses, performing damage assessment, and handling
supply and personnel logistics.
State and Local emergency Management.
Assignments are inter-agency communications, message handling between state and
local emergency management offices. We are the hands that help with
communications that are disabled.
The relationship between Amateur
Radio operators and a served agency is a critical one.
Emcomm volunteers should maintain
a professional attitude at all times and remember that this relationship to the
served agency is much like that of an employee, without the paycheck. Agency
relationships will vary with the agency, region, and the needs and style of
local government. We have to be able to "go with the flow", but also
be able to stop the flow when it is burning our bridges behind us.
Avoid giving any information to the press until you
understand both the served agency's and the emcomm policies on speaking to the
press.
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LESSON FIVE:
WHY IS ORGANIZATION
SO IMPORTANT TO EMCOMM?
Imagine a random group of volunteers trying to tackle a full-scale
disaster communication emergency, working together for the first time. They do
not know each other well, have very different approaches to solving the same
problem, and half of them want to be in charge. Get the picture?
It is not too far fetched, Just ask anyone who has been around emcomm
for a while -- they have seen it! These lessons are intended to help solve that
problem.
Emcomm organizations provide training, and a forum to share ideas and
develop workable solutions to problems in advance of a real disaster. This way,
when the time comes to assist the served agency, you will be as prepared as you
can be. The response will occur more smoothly, challenges will be dealt with
productively, and the served agency's needs are met.
These are the organizations that can be involved during a disaster.
ARES (Amateur Radio Emergency Service)
This program is sponsored by the American Radio Relay League(ARRL)
since 1935. ARES is part of the League's field organization, which is composed
of "Sections", our Section is
The elected Section Manager (SM), Jim Boehner,N2ZZ, appoints the top
leadership of the Section. The Section Emergency Coordinator is,Charlie Miller,
AE4UX, who appoints the District Emergency Coordinator (Each EMD Area has a
DEC). The SEC also appoints the Emergency Coordinator (EC) for each county
within the State. The EC for each county then appoints as many Assistant Emergency
Coordinators(AEC) to help with the emergency plans within the county.
ARES has Memoranda of Understanding (MOUs) with a variety of agencies
at the national level, including the Federal Emergency Management Agency
(FEMA), American Red Cross, Salvation Army, and the National Weather Service.
These documents set out the general relationship between ARES and the agency at
the national level, and provide guidance for local units of both organizations
to draft more specific local MOUs. In addition to local chapters of national
groups, ARES groups often have MOUs or other written or verbal agreements with
state and city emergency management departments, hsopitals, schools, police and
fire departments, public works agencies, and others.
RADIO AMATEUR CIVIL EMERGENCY SERVICE (RACES)
The federal government created RACES after World War II. It addressed
the need for a group of hams to operate as an integral part of the Civil
Defense organization in time of national emergency or war. The RACES program
also provides the means to continue to serve the public if the President
suspends regular Amateur operations. The RACES
rules provide for use of almost all regular Amateur frequencies, but place
strict limits on the types of communications made, and with whom.
Go to ARRL website(http://www.arrl.org/FandES/field/pscm/foreword.html)
section entitled "Public Services Communications Manual."
RACES and Civil Defense(now Emergency Management)have changed over the
years. While the RACES rules are the same, there are fewer RACES groups today.
Most of them have become "dual hat" organizations. That means that
RACES members also belong to ARES, and can "switch hats" when the
need arises. Emergency management officals like this arrangement since it provides
more flexibility, and gives them more direct control over the ham radio
volunteers.
Remember, that in RACES operations,
only the county emergency management leader,(such as Greenville County EOC
Emergency Management Leader) can activate a RACES operation.
In ARES, the county emergency
coordinator,(such as ARRL Greenville County Emergency Coordinator) or assistant
emergency coordinator can activate an ARES operation.
Please go to the ARRL web site and look at the MOUs for the different
agencies, so that you will have a better understanding of why we do this and
not that.
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LESSON SIX:
OBJECTIVE: This lesson introduces communication skills that are
specific to emcomm operations, and helps you understand differences from normal
Amateur Radio operations.
INFORMATION:
An emergency communicator must do his part to get every message to its intended
recipient, quickly, accurately, and with a minimum of fuss. A number of factors
can affect your ability to do this, including your own operating skills, the
communication method used, a variety of noise problems, the skills of the
receiving party, the cooperation of others, and adequate resources.
Why Are Emergency Communication Techniques Different?
Life and death communications are not part of our daily experience.
Most of what we say and do each day does not have the potential to severely
impact the lives and property of hundreds or thousands of people. In an emergency, any given message can have huge and
often unintended consequence. An unclear message, one that is delayed or
mis-delivered, or never delivered at all can have disastrous results.
Listening
Listening is at least 50% of
communication. Discipline
yourself to focus on your job and "tune out" distractions. If your
attention drifts at the wrong time, you could miss a critical message.
Listening also means avoiding unnecessary
transmissions. You have two ears and one mouth, so you
should listen twice as much as talking. A person with a life and death priority message could be
missed while you are chit-chatting.
You might be operating from a noisy location, the signal might be weak,
or other stations may be causing interference. In each of these cases, it helps
to have headphones to minimize local noise and help you concentrate on the
radio signal.
Microphone Techniques
Using your microphone correctly can make a big difference in
intelligibility. For optimum performance, hold the microphone close to your
cheek and just off to the side of your mouth. Talk across, rather then into the
microphone. This will reduce breath noises and "popping" sounds that
can mask your speech.
Speak in a normal, clear, calm
voice. Raising your voice or shouting can result in over-modulation and distortion,
and will not increase volume at the receiving end. Speak at a normal pace,
rushing your words can result in slurred and unintelligible speech. Pronounce
words carefully, making sure to enunciate each syllable and sound.
Radios should be adjusted so that a normal voice
within 2 inches of the microphone element will
produce full modulation. If your
microphone gain is set so high that you can achieve full modulation with the
microphone in your lap, it will also pick up extraneous background noise that can
mask or garble your voice. A noise-cancelling microphone is a good choice since
it blocks out nearly all unwanted background noise.
"VOICE OPERATED TRANSMISSION" (VOX) is NOT
RECOMMENDED for emergency communications. It is too easy
for background noise and off-air operator comments to be accidentally
transmitted, resulting in embarrassment or a disrupted net. Use a hand or foot
switch instead.
When using a repeater, be sure to leave a little extra
time between pressing the push-to-talk switch and speaking. A variety of delays can occur
within a system, including CTCSS decode time, and transmitter rise time.
Some repeaters also have a short "kerchunk" timer to prevent brief
key-ups and noise from keying the transmitter. It also gives time for some handhelds
to come out of the "power-save" mode. Leaving extra time is also necessary on any system of linked repeaters, to allow time for all the links to begin
transmitting.
These techniques
will ensure that your entire message is transmitted, avoiding time-wasting
repeats for lost first words. Pause a little longer than usual between
transmissions any time there is a possibility that other stations may have
emergency traffic to pass from time to time. A count of "one, one
thousand" is usually sufficient.
Each communication should consist of
only the information necessary to get the message across clearly and accurately. Extra information
can distract the recipient and lead to misinterpretation and confusion. If you
are the message's author and can leave a word out without changing the meaning
of the message, leave it out. If the description of an item will not add to the
understanding of the subject of the message, leave it out. Avoid using
contractions within your messages. Words like don't and isn't are easily
confused. If someone else has drafted the message, work with the author to make
it more concise.
The following is an example, please rewrite it to reduce the message
text, but still retain the clarity of the message.
"We need 50 additional cots and blankets at the Roe School
Shelter, and we also need more food since 20 new people just arrived and we are
told another 30 may be coming soon. Please call me and tell me when these
supplies will arrive."
The following is an example.
Break for text, message to follow
Need fifty cots and blankets at Roe
School Shelter (xray) Food for fifty people (xray) Advise arrival time of
requested supplies
break for signature (
)
End of message no more
Callsign
Make your transmissions sound
crisp and professional. Do not editorialize, or engage in chitchat. An
emergency net is no place for "Hi Larry, long time no hear," or any
other non-essential conversation.
Be sure to say
exactly what you mean. Use
specific words to ensure that your precise meaning is conveyed. Do not say,
"that place we were talking about," when "Richards School"
is what you mean. Using non-specific language can lead to misunderstandings and
confusion.
Communicate one complete subject at a time.
Mixing different subjects into one message can cause misunderstanding and
confusion. If you are sending a list of additional food supplies needed, keep
it separate from a message asking for more sand bags.
Use plain language instead of ham jargon and specialized
terminology in our daily conversations. Most of us
understand each other when we do, and if we do not on occasion it usually makes
little difference. In an emergency, however, the results can be different.
A misunderstood
message can cost a person's life.
Not everyone involved in the emergency will understand our specialized
language, so do not use it.
All messages and communciations
during an emergency should be in plain language.
"Q" signals (except in CW
commmunications), 10 codes, and similar jargon should be avoided.
The one exception to this is the list of standard "pro-signs" used in
Amateur traffic nets, such as "clear, say again all after" and such.
Avoid words or phrases that carry strong emotions.
Most emergency situations are emotionally charged already, and you do not need
to add to the problem. For example, instead of saying "horrific damage and
people torn to bits" say "significant physical damage and personal
injuries."
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LESSON SEVEN:
Introduction to
Emergency Nets
The objective of this lesson is
intended to provide an overview of operation in a radio network, or
"net" environment. It sets the stage for the following lessons, which
present various aspects of net operation and message handling in greater
detail.
Learn the following definitions:
Net: A group of
stations who gather on one frequency, with a purpose. The net provides a
structure and organization to allow an orderly flow of messages.
Net Control Station (NCS):
The station in charge of the net and directing the flow of messages and general
communications.
Formal Messages:
Written messages that are sent in a standardized format.
Traffic: A term referring
to messages sent over amateur radio, usually formal, written messages.
Pass: To send messages
from one station to another
Third Party Traffic:
Messages transmitted on behalf of a person or organization other than a
licensed amateur radio operator. The term also applies to when a person other
than a licensed operator is allowed to use the microphone.
Liaison Station:
A station responsible for passing messages between different nets.
What is an
Emergency Net?
The purpose of any net is to
provide a means for orderly commmunication within a group of stations. An "emergency" net is a group of stations
who provide communications to one or more served agencies, or to the
general public, in an emergency. An emergency net may be formal or informal, depending
on the number of participants and volume of messages.
Net Formats
Directed (formal) Nets:
In a directed net, a "net control station"
(NCS) organizes and controls all activity.
One station wishing to call or
send a message to another in the net must first receive permission from the
NCS. This is done so that messages with a higher priority will be handled
first, and that all messages will be handled in an orderly fashion. Directed
nets are the best format when there are a large number of member stations. (Be careful not to confuse"formal nets"
with "formal messages." There is no link between the two).
Open (informal) Nets
In an open net, the NCS is optional.
Stations may call each other
directly. When a NCS is used a all, he
usually exerts minimal control over the
net. The NCS may step in when the message volume increases for short
periods, or to solve problems and keep the net operating smoothly. Open nets
are most often used when there are only a few stations and little traffic.
Types of Emergency Nets:
Emergency nets may have different purposes, and a
given emergency may require one or more of each type of net. During a small
operation, all functions may be combined into one net.
A traffic net handles formal written messages in a
specified format. The nets operated by the National Traffic
System (NTS) are an excellent example of traffic nets.
ARES or RACES
traffic nets may be directed or open depending on their size.
Tactical nets are used for real-time coordination of
activities related to the emergency.
This is a faster moving, often
less formal operation. Messages are usually brief, and frequently unwritten. A
tactical net usually has a NCS, but may be directed or open. The NCS may have
other duties or responsibilities as well.
A resource net may be needed to acquire volunteers
and handle assignments, and is usually a directed
net.
Resource nets accept check-ins
from arriving volunteers, who are then directed to contact an appropriate
station or to proceed to a specific location.
An information net is usually an open net used to
collect or share information on a developing situation, without overly
restricting the use of the frequency by others.
Net members send updated local
information as needed, and official bulletins from the served agency may be
sent by the NCS , an agency liaison station, or an Official Bulletin Station
(OBS).
The NCS and many of the
participants monitor the frequency, but a roll call may be taken, but seldom
is. The operation of an information net also serves as notice to all stations
that a more formal net may be activated at any moment if conditions warrant.
A good example
of an information net, is a SKYWARN weather net activated during a
severe storm watch.
Checking into an
Emergency Net:
There are two situations where you
will need to "check in" to a net. When you first join the net and
when you have messages, questions, or information to send.
If you are part of the organization operating the net, simply follow
the instructions for checking into directed and open nets.
To become part of a directed net, listen for the NCS to ask for
"check ins" and listen to any specific instructions, such as
"check-ins with emergency traffic only." At the appropriate time,
give only your call sign and location transmitting from. If you have a message
to pass, you can add, "with traffic." If it is an emergency message,
say "with emergency traffic." The same is true for stations with
priority traffic. Wait for a response before offering more information.
Checking into a directed net when the NCS has not asked for check ins is
usually considered a bad practice. If a long period of time passes without a
request for check ins, you might wait for a pause in the net's activity and
briefly call the NCS like this "net control,(your callsign) with
traffic".
To check into an open net for the first time, briefly call the net
control station as above. If there appears to be no NCS, call anyone on the net
to find out who is "in charge" and make contact with them. If you are
already part of the net and have a message to send, simply wait for the
frequency to be clear before calling another station.
Passing Messages:
If you told the NCS you have traffic to send when you checked in,
he/she will probably ask you to "list
your traffic" with its
destination and priority. After you send your list, the NCS will direct you to
pass each message to the appropriate station in the net, either on the net
frequency, or another frequency to avoid tieing up the net. When moving to
another frequency to pass the message, always check to see if the frequency is
in use before beginning.
When you are asked by the NCS to send your message, the standard
procedure is for the NCS to tell the receiving station to call the sending
station.
Checking out of an emergency net:
Always let the NCs know when you are leaving the net, even if it is
only for a few minutes. If the NCS believes you are still in the net, they may
become concerned about your unexplained absence. This could result in someone
being unnecessarily dispatched to check on your well-being.
Reasons for checkout out of a net, here they are:
1. The location of station is closing.
If the NCS has given you directions to close the location, simply
acknowledge the request, and sign with your FCC callsign, or if using tactical
call sign, sign with it and your FCC callsign. If the order to close has come
from a local official, state that your location has been closed, along with the
name and title of the official who ordered it, and sign off as above. Long
"goodbyes" only tie up the net needlessly, and do not sound very
professional.
2. You need a break and there is not relief operator.
Tell the NCS that you will be away from the radio for a certain length
of time, the reason, and sign with your tactical call sign, if you are using
one, and your FCC call sign.
3. You have turned the location over to another operator.
Tell the NCS that you have turned the station over to (give the new
operator's name and FCC callsign) and that you are leaving. Sign with your
tactical call sign, if you are using one, and your FCC call sign.
THERE ARE TWO SPECIAL SITUATIONS TO BE AWARE OF, THEY
ARE:
1. If you are asked by someone in authority, such as
a law enforcement officer, to move your station, then move
immediately and without argument. Notify the NCS of the
situation at the first appropriate opportunity. Don't argue with the officer.
2. If you are requested by someone in authority to
turn off your radio, or to refrain from transmitting, do so immediately
and without question. Do not notify Net Control until you have permission to transmit again, and can do so safely.
There is usually a good reason for such a request. It may be an issue of
security, or it may be a potential hazard, such as an explosive, which could be
triggered by RF energy. Again, don't argue.
Here is a review of the lesson:
Large nets are usually directed
(formal) nets with a NCS in charge.
Smaller
nets may be "open" (informal), and a NCS is optional.
Nets can serve many purposes,
including passing formal messages, handling logistics, or passing informal
tactical messages. Large emergencies may require more than one of each type of
net - small emergencies may have one combined net. Medium and long distance messages
are often handled by the National Traffic System (NTS), such as the South
Carolina Single Sideband Net, held on 3.915 MHZ, at
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LESSON EIGHT:
THE INCIDENT COMMAND
SYSTEM
This lesson is a summary of ICS and its relationship to emcomm, and not
a complete description of its various forms and uses.
THE HISTORY OF ICS
In the early 1970's, a disorganized and ineffective multi-agency
response to a series of major wildland fires in
Their efforts to address these difficulties resulted in the development
of the original Incident Command System. Although developed for wildland fires,
the system ultimately evolved into an "all risk" system, appropriate
for all types of fire and non-fire emergencies.
There are other versions of the ICS in use, but the Incident Command System
(ICS), as developed by the National Fire Academy (NFA), has been widely
recognized as a model tool for the command, control, and coordination of
resources and personnel at the scene of an emergency andis used by most fire,
police, and other agencies around the country. The use of the ICS is now
required by various federal laws for all hazardous material incidents, and in
other situations by many state and local laws. The ICS has also been adopted
for use in many other countries.
WHAT IS ICS?
The Incident Command System is a management tool designed to bring
multiple responding agencies, including those from different jurisdictions,
together under a single overall command structure. Before the use of the ICS
became commonplace, various agencies responding to a disaster often fought for
control, duplicated efforts, missed critical needs, and generally reduced the
potential effectiveness of the response. Under ICS, each agency recognizes one
"lead" coordinating agency and person, will handle one or more tasks
that are part of a single over-all plan, and interact with other agencies in
defined ways.
The Incident Command System is based upon simple and proven business
management principles. In a business or government agency, managers and leaders
perform the basic daily tasks of planning, directing, organizing, coordinating,
communicating, delegating, and evaluating. The same is true for the Incident
Command System, but the responsibilities are often shared between several
agencies. These tasks, or functional areas as they are known in the ICS, are
performed under the overall direction of a single Incident Commander (IC) in a
coordinated manner, even with multiple agencies and across jurisdictional
lines.
WHAT THE ICS IS NOT
1. A fixed and unchangeable system
for managing an incident
2. A means to take control or authority away from agencies or
departments that participate in the response.
3. A way to subvert the normal chain of command within a department or
agency.
4. Always managed by the fire department.
5. Too big and cumbersome to be used in small, every day events.
6. Restricted to use by government agencies and departments.
Greenville County Emergency Management uses this format. Please check
with your
THE ICS STRUCTURE
The Incident Command System has two interrelated parts. They are "management by objectives,"
and the "organizational structure."
MANAGEMENT BY OBJECTIVES:
Four essential steps are used in developing the
response to every incident, regardless of size or complexity.
1. Understand the policies, procedures, and statutes
that affect the official response.
2. Establish incident objectives(the desired outcome of the agencies'
efforts).
3. Select appropriate strategies for cooperation and resource
utilization.
4. Apply tactics most likely to accomplish objectives (assign the
correct resources and monitor the results.)
The complexity of the incident will determine how formally the "management
by objectives" portion will be handled. If the incident is small and
uncomplicated, the process can be handled by verbal communications between
appropriate people. As the incident and response become more complex,
differences between the individual agencies' or departments' goals, objectives,
and methods will need to be resolved in writing.
ORGANIZATIONAL STRUCTURE:
The ICS supports the creation of a flexible
organizational structure that can be modified to meet changing conditions.
Under the ICS, the one person in charge is always called the "Incident
Commander" (IC). In large responses, the IC may have a "General
Staff" consisting of the Information, Safety, and Liaison Officers. In a
smaller incident, the IC may also handle one, two, or all three of these
positions, if they are needed at all.
Various other tasks within the ICS are subdivided into four major
operating sections: Planning, Operations, Logistics, and
Finance/Administration. Each operating section has its own "chief",
and may have various "task forces" working on specific goals. The
Logistics section handles the coordination of all interagency communication
infrastructures involved in the response, including Amateur Radio.
These operating sections may be scaled up or down, depending ont he
needs of the situation. In a small, single agency response, the IC may handle
many or all functions. As the size and complexity of a response increase, and
as other agencies become involved, the various tasks can be re-assigned and
sub-divided. If the response workload increases, the Logistics Chief may handle
communication decisions along with other tasks, or assign the job to a
"communication task force leader".
THE INCIDENT COMMANDER:
The initial IC is usually the most senior on-scene officer fromt he
first responding agency. The IC is responsible for the management of the
incident and starts the process by helping setting initial incident objectives,
followed by an "Incident Plan" (IP). In a small incident, the IC may
do all the ICS functions without aid, but in a larger incident, they will
usually delegate responsibilities to others. The IC still has overall
responsibility for the incident, regardless of any duties delegated.
In the early stages of a hazardous materials spill, the Incident
Commandr may be a fire department officer. As other federal agencies arrive to
begin cleanup efforts, one of their officers may become the Incident Commander.
ORGANIZATION OF THE INCIDENT COMMAND SYSTEM
INCIDENT COMMANDER
INFORMATION OFFICER
SAFETY OFFICER
LIAISON OFFICER
PLANNING SECTION
PLANNING CHIEF
Responsiblilities are:
information gathering and dissemination and working out the details of each
agenc's response.
OPERATIONS SECTION
OPERATIONS CHIEF
Responsibilities
are: working with
people from these agencies (Police, Fire, Public Works, Red Cross, Relief
Agencies) who are actually in the field doing the work to protect or serve the
public.
LOGISTICS SECTION
LOGISTICS CHIEF
Responsibilities are:
working with the responding agencies offering these services (communication,
medical support, transportation, supplies, personnel, food).
FINANCIAL/ADMINISTRATION SECTION
FINANCIAL CHIEF
Responsibilities are: each of the responding agencies financial staff will
keep track of the total cost of the response. This is very important if Federal
Disaster Relief funds will be requested.
Amateur Radio ARES falls under the
Logistics Section Organization,when the Logistics Chief creates a
Communications Task Force.
HOW DOES AN EMCOMM GROUP "FIT IN" TO THE ICS
The relationship of an emcomm group to the ICS structure will vary with
the specific situation. If your group is providing internal communication
support to only one responding agency, and has no need to communciate with
other agencies that are part of the ICS, you may not have any part in the ICS
structure itself except through your served agency. If your group is tasked
with handling inter-agency communications, or serves more than one agency's
internal communication needs, it is likely your group will have a
representative on the Logistics Section's "communication task force."
In certain situations, an emcomm group might serve one or more agencies
simultaneously. As the responsibility for managing the incident shifts from one
agency to another, the emcomm group's mission may shift to assisting the new
lead agency, or simply end. In some cases, your group might begin by supporting
your own served agency, and end up supporting a new and unfamiliar agency. The
choice of whether to use you emcomm group's services may be made by the served
agency, Communications Task Force leader, Logistics Chief, or Incident
Commander, depending on the specific situation and ICS structure in use.
Here is a review of the lesson: The ICS is a management tool that
preserves the command structure of each responding agency, while bringing them
all together under a common plan and leader. Emcomm groups often operate as
part of the Logistics section of the ICS. If the emcomm group serves the
internal communication needs of only one agency, it may not be a formal part of
the ICS structure.
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LESSON NINE:
PREPARING FOR
DEPLOYMENT
In this lesson we will discuss the steps an emcomm volunteer should
take to be ready to respond quickly and be fully prepared to handle their
emcomm assignment.
PREPARED FOR WHAT?
You never know what challenges an emergency situation will offer. You
might have AC power, or just the batteries you bring along. Safe drinking water
may be available, or you may have only your canteen. Sometimes you can find out
in advance what sort of conditions are likely for your assignment, but many
times no one will know, particularly during the early stages of an emergency.
Being prepared for an emergency communication deployment involves a
wide range of considerations, including radio equipment, clothing and personal
gear, food and water, information, and specialized training. No two deployments
are the same, and each region offers its own specific challenges. What is
appropriate for rural
What will you need to be ready for your assignment
without delay?
Will you need to join networks, what do I need to do that?
Will you need to be able to relocate quickly?
Will you be on foot, or near your vehicle?
Is your assignment at a fixed location or will you be mobile?
What will the duration of the assignment be, less than 48 hours, 72
hours, or for even longer?
Will you be in a building with reliable power and working toilets, or
in a campsite without the modern conveniences?
What will the weather be like or what conditions will I encounter?
Will I have food or water?
Where will I sleep?
These are some of the questions an emcomm volunteer
needs answers to, if they are going to be ready to deploy at a moment's notice.
Most people seem to divide ready
kits into two categories: one for deployments under 48 hours, and one for up to 72 hours.
For deployements longer than 72 hours, many people will just add more of the
items that they will use up as the assignment continues.
Here are some ideas for your ready kit:
Radios and Accessories
Handheld VHF or dual-band radio
Spare rechargeable batteries for handhelds
Alkaline battery pack for handhelds
Alkaline batteries
Speaker microphone and earphone for handheld
Battery chargers, AC and DC for handhelds
Mobile VHF or dual-band radio
HF radio
Muti-band HF antenna, tuner, heavy parachute cord
Gain antennas and adapters(roll up J-Pole, mobile magnetic mount, etc)
Coaxial feed lines, jumpers
Ground rod, pipe clamps and wire
AC power supplies for VHF,UHF mobile and HF radios, accessories
Large battery source for VHF/UHF mobile and HF radios, with chargers
All related power, data, audio, and RF cables and adapters
Small repair kit, hand tools, multi-meters connectors, adapters,
fuses,wire, connectors,small parts, insulators, duct tape, etc.
Spare manuals for all equipment
Headphones for Radios
Specialized gear for packet, ATV or other modes
Multi-band scanner, weather radio
Personal cell phone, pager, spare batteries and chargers
Pencils, legal pads, pencil sharper
Personal Gear
Clothing for the season, weather, and the length of deployment
Toilet kit, such as soap, razor, deodorant, comb, brush, toilet paper
Foul weather or protective gear, warm coats, hats, etc
Sleeping bag, air mattress of some sort, pillows if needed
Ear plugs
High energy snacks
Easily prepared dried foods that will store for long periods
Eating and cooking equipment if needed
Water containers, filled befor departure (bottled water)
First aid kit, personal medications and prescriptions for up to one
week
Money, including a large quantity of quarters for vending machines,
tolls
Telephone calling card
Information to carry
ID cards and other authorizations
Frequency lists and net schedules
Maps, both street and topographic
Key phone numbers, email and internet addresses
Contact information for other members in your group, EC, etc
Copy of emergency plans
Resource lists, who to call for which kinds of problems
Log sheets, message forms
Operating Supplies
Outgoing message forms or sheets to compose message
Incoming message forms
Log Sheets
Standard forms used by the served agency
Letter or legal note pads
Sticky notes
Paper clips and rubber bands
Blank envelopes
The make up of your ready kit is the way you want it
to pack it and carry it.
Make up a checklist and keep copies of it in your
ready kit, so that the items used can be replaced.
Preplanning
When the time comes, you need to know where to go, and what to do,but
that may not be possible until you arrive at the situation.
If it is possible, run through this checklist of questions for answers.
Which frequency should you check in on initially? Is there a back-up
frequency?
If a repeater is out of service, which simplex frequency is used for
the net? (check and see if 146.52 works in your vehicle, it can interfer with
the car's computer these days)
Which nets will be activated first?
Should you report to a pre-determined location or will your assignment
be made as needed?
Learn about any place to which you may be deployed to familiarize
yourself with its resources, requirements, and limitations. If you are assigned
to a particular shelter, you will need to know alternate routes to it.
Will you need a long antenna cable to get from your operating position
to the roof?
Are antennas permanently installed, or will you need to bring your own?
Will you be in one room with everyone else, or in a separte room?
Is there dependable emergency power to circuits at possible operating
positions?
Does the building have an independent and dependable water supply?
Do you have good coverage for your cell phone or beeper inside the
building?
Can you reach local repeaters reliably with only a rubber duck antenna,
or do you need an antenna with gain?
If the repeaters are out ot service, how far can you reach on a simplex
channel?
Will you need a HF radio?
If you will be assigned to an EOC,
school, hospital, or other facility with its own radio system in place,
learn under what conditions you will be required to use it, where it is, and
how it works. In addition to radios, consider copiers, computers, fax machines,
phone systems and other potentially useful equipment.
Consider escape routes.
If you could be in the path of a sotrm surge or other dangerous condition, know
all the possible routes out of the area. If you will be stationed in a large
building such as a school or hospital, find the fire exits, and learn which
parking areas will be the safest for your vehicle.
Here is the review of this lesson:
Pre-planning
and physical preparation are essential to an effective and timely emergency
response. Know in advance where are you going, if possible, and what you will
be doing there when you get there. Keep a ready kit available to go at a moment's
notice. Information is as important as equipment, keep updated lists of other
volunteers and contact information, frequencies, andother resources on hand as
well as copies of essential information to help you in your deployment.
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LESSON TEN:
OPERATIONS AND
LOGISTICS
This lesson will help you understand and deal with some of the
operating logistical issues that arise during emergency relief and
communication operations.
Choosing Net Frequencies
Unlike commerical and public safety radio users, Amateurs have a vast
amount of radio spectrum to use in meeting the needs of an emergency. Most local and regional emcomm
communication takes place on 2 meter or 70 centimeter FM, or on 40 or 80 meter
SSB/CW. The choice made is based on the locations to be covered, the
availability of repeaters, distance, terrain, and band conditions.
VHF and UHF FM are preferred for
most local operations because the equipment is common, portable, has a clear
voice quality and the coverage is extended by repeater stations. VHF and UHF
communication range is determined by terrain, antenna height, and the
availability of repeaters.
For larger areas or in areas without
repeaters. HF SSB may be needed. Most local emcomm operation is on the 40 or 80
meter bands using Near Vertical Incidence Skywave (NVIS) propagation. For
occasional long-haul communication needs and international operations, 15 or 20
meter nets may be the best option.
The frequencies for this area,
upstate
Know Your
Resources in Advance
Become familiar with the coverage
and features of each permanent repeater and digital message system in your
area, and pre-program your radios with the frequencies, offsets, and CTCSS
tones.
Ask your EC or AEC which repeaters
are used for emergency communication in your area.
Will they be available for
exclusive emcomm use, or must they be shared with other users?
Information
to find out include:
How does it identify itself?