Licking County CERT Communications Procedures Version 1.10 date 10/15/2013

Transcription

1 Introduction Purpose Network Operations Net Control Station or NCS NCS Duties Procedures / Comments The purpose of this document is to define procedures used for Licking County Cert Amateur Radio Official Communication. The Net script ( in Appendix V) contains sections applicable to both training and actual activations. It provides a suggested format for network operation. used in an actual CERT Operations. This is a version controlled document as noted in heading. The latest copy is always available on the CERT webpage of ares.org. Although there may be occasions where CERT stations use amateur radio without a net structure, this is typically two or three stations providing specific point to point communications without the need for coordination among stations. The nature of amateur communications modes can be best leveraged through what is termed a directed network or net. Amateur Frequency allocations are all voluntary and there are not designated channels assigned to any type of emergency use as in other services. Thus a spirit of cooperation must be followed any time we use amateur radio and also meet the FCC rules regarding no commercial operation. The later rule unfortunately would rule out amateur radio for tasks which CERT is receiving monetary re imbursement such as traffic control at a fair but all other applications are approved. A Net Control Station (NCS) is a carry over from amateur radio traffic nets where one station acts as a traffic director to insure orderly exchange of information in a timely, accurate, and professional manner between member stations. First, a few things a NCS is NOT. NCS is not a dispatcher and the NCS is not an Incident Commander with authority to direct CERT resources nor does it have any implied ICS authority when working with our served agencies. A NCS should be appointed any time there are more than two CERT amateur stations operating on one frequency in any CERT function either independently or in contact with other amateurs ( i.e. RACES or ARES). When possible an alternate NCS should be designated to take over NCS duties if the NCS becomes indisposed for any reason. This process for handover is up to the NCS and depends on the situation. At a minimum NCS duties shall be traded off with shifts of no more than three consecutive hours without breaks. NCS access to power and other communication systems shall also be used as a factor for tradeoff. Here are the primary duties of the CERT NCS / ANCS: Keep an accurate and dynamic status log of all stations participating including CERT OP #, Tactical Mission Function or Tactical Location, and FCC Call Sign for Amateur band Communications. See Appendix I for a list of assigned Function ID tags and log format. The log must contain a time tagged record of all transmissions and subjects of traffic passed. This is very important and forms a necessary part of post mission hot washes Sheet 1 of 21

2 to improve effectiveness for the next mission. It may be advantageous at times to appoint a secondary logging station who would maintain records of all check ins and also traffic when the field stations are not in a position to perform the recording. The form of the log can be written, on line logs such as NETLOGGER, Twitter, or even our CERT Facebook Group can be used to record status updates visible to the group, an audio memo recording device provided some means is used to provide one minute accuracy time tags of messages passed for post event analysis. The NCS is also responsible for appointing (a) station(s) to serve as liaison to other communications services or nets as required. Experience has shown that having the NCS monitor and transmit on more than one frequency at a time (which is required for liaison duties) is ineffective and this function must be delegated. The NCS must maintain mission situational awareness and a central point of knowledge for the communication assets on their net. This includes serving as a point of contact to CERT leadership team when they need status of the communications teams. This is usually via phone to maintain confidentiality but may be via radio. The NCS should also be aware of any and all communication channels available to pass traffic in addition to their net. An effective net structure keeps as much communications as practical on the primary CERT net voice frequency to maintain situational awareness for all involved but a NCS must quickly step in to coordinate lengthy or sensitive exchanges to other amateur voice or digital frequencies, land line, dedicated intercom systems, runners, or as a last resort cell phones. Note: Cell phones are placed as our last planned means of supplemental communication. Cell communication can be expected to be spotty or vastly overloaded in an actual communications emergency so our system should not rely on those services. It is also good practice to not rely on these high tech tools for sunny day training since it gets us falsely used to their utility. Member Station Responsibilities The main thing member stations must remember is to never make direct transmissions or start traffic without coordinating through NCS. Other operational procedures will come with practice and review of this Procedure. Always keep track of any ICS 213 message you originate or deliver to an agency. Copies of messages need to be turned into NCS at end of nets. All messages are considered confidential and are not to be discussed with general public. Members are also reminded that FCC rules do not allow us to use any form of secret codes or encryption on any Part 97 transmissions. If you are asked to transmit something that you feel is too sensitive for amateur frequencies, contact the CERT leadership team for further instructions. Sheet 2 of 21

3 There are four distinct phases of a net: Net Organization Phase I Activation and Roll Call The net is opened and non participating stations are asked to stand by. Stations checking are assumed to be able to be in service for the duration of the net. They should also list any initial traffic they may be holding at that time. Phase II Operational The NCS acts as a central manual switch board to allow stations to pass messages ( traffic) among themselves. Phase III Standby There is no traffic listed, the NCS and all stations checked in maintain watch in preparation for additional assignments. No one calls each other directly without NCS giving permission. When available, a courtesy beep such a morse code N or dah dit is added to each repeater cycle. When this is not possible, the NCS shall (each 10 minutes), identify the net as being in standby and courteously inform any other frequency users that the net is in session and obtain re control of frequency for net operations as soon as possible.. If NCS grants permission for direct station to station informal communication, keep transmissions short as possible to be responsive to any situations developing which would require going back to Operational mode again. Phase IV Termination The NCS will provide a final roll call and verify all stations checked in are OK and aware of the net termination. The NCS will then relinquish net use of the frequency back to regular amateur use and thank other stations and any repeater owners for standing by. It is very important to account for each station checked into the net and it is a prime obligation for any station checking in to either wait for the final role call or ask specific permission to secure early. Identification procedures FCC rules The following procedures will be used for both NCS and participating stations in CERT Amateur radio communications either in nets or when they are operating in pairs as part of a CERT operation. Note these procedures are slightly different than what you find in informal amateur communications or ARES / Skywarn nets. The central part of the identification procedure is meeting FCC Part while at the same time providing a more robust simplified identification necessary for effective tactical communications. Station identification ( Part ). (a) Each amateur station must transmit its assigned call sign on its transmitting channel at the end of each communication, and at least every 10 minutes during a communication, for the purpose of clearly making the Sheet 3 of 21

4 source of the transmissions from the station known to those receiving the transmissions. No station may transmit identified communications or signals, or transmit as the station call sign, any call sign not authorized to the station. Operating legally on nets such as this can be a little confusing. A communication can best be defined as a series of transmissions and receptions for conveying one message or status update. Thus any identification for the sole purpose of meeting the FCC requirement is reserved for the end of exchange or for lengthy messages every 10 minutes. For our purposes check in and passing each message constitutes a Communication event. Although most of us are proud of our amateur call signs, we should not over use them on CERT nets. In most cases they bring nothing to the communication process other than legality. Short and sweet Identification of function is vastly more important than who is pressing the push to talk button. Unless they provide some useful identification as to function, use of personal names on CERT nets is discouraged as we try to be as professional as possible and refer to functions instead of personals. FCC minimum identification will meet the requirements with our protocol. Tactical Identification Full Call Identification Emergency or Priority Traffic. Tactical call signs can take on many forms. Some nets use suffixes of FCC calls, last two letters of FCC calls, names, or other identifiers shorter than an FCC call sign. The central theme of these call signs provide enhanced what role is talking to which role tags to all communication sequences. Once one on one communication is established the even the tactical exchange can be eliminated for expediency. For CERT purposes we will use a combination of pre assigned CERT Unit numbers and a set of tactical IDs associated with a specific mission function. In general, a station checking into a net without a specific location or function assignment just checks in with their assigned CERT xx number or ham call suffix. The NCS may then assign them a specific tactical call depending on their mission function at the end of roll call or as the mission direction unfolds. These calls are listed in Appendix I. ARES members not members of CERT may check in with their call sign suffixes as they do on ARES nets but will be asked to follow the same procedures as CERT members on this net including use of location/ function tactical calls assigned by the NCS. Full call identification is mandated at certain times. See the Net Script in Appendix V. NOTE: If any station has emergency or priority traffic, this immediately takes precedence and further check ins are deferred until that traffic is passed. If any other category of traffic such as routine or training tip is listed, it is noted and Sheet 4 of 21

5 handled at end of roll call. Then NCS resumes. This continues until the NCS has no more check ins. The net control then does a full ID at end of roll call or at 10 minutes if it takes longer. Over Identification by either tactical calls, names, or FCC calls can effect mission communication effectiveness and tie up air time. A good net keeps identification to the minimum needed to insure which function talking to what function and meeting the FCC regulations. What is traffic? Traffic Categories Third Party Messages passed over the net. On our CERT nets we have four categories of traffic which are handled differently. Category I Emergency This is the same as the Amateur Radio Emergency Precedence. It takes top precedence and must be related to immediate safety to life, limbs, or property. At end of traffic being passed, either the NCS or alternate assignee documents the emergency message in Category II (ICS 213 ) format for formal recording. Emergency traffic should not be delayed putting it in formal format. If the emergency is handled informally such as please send EMS etc, deliver the follow up message via ICS 213 format for records. The ICS format clearly identifies the sender, receiver, times, and who it was relayed to. The originating station is becomes the prime stakeholder to insure a proper reply is received for Emergency Traffic. Messages can get lost in heat of battle and originator may have other problems to solve. Category II Priority Messages directly involving the mission at hand which have time as essence. All priority messages must be in ICS 213 format and retained by the originating station and provided to the NCS or net manager at end of exercise for proper record keeping. A subset of Priority is Third Party which is used when you have a member of a served agency wanting direct conversation with a team mate at another station. In that case the message is listed as <Third Party Priority>. Category III Routine This includes only informal ( operator x needs to talk to operator y ) third party traffic including things like logistics, scheduling, and other non critical messages. Routine Amateur Radiograms are not handled on this net due to the format they are in. These messages can be passed on numerous amateur networks if someone contacts you wanting or offering health and welfare information. Third Sheet 5 of 21

6 party routine is not appropriate on our nets. NOTE: The Category and proword Exercise may be prefix these categories for training. Always proceed with this proword to avoid scanner monitors from panic during drills. Category IV Training Tips or Exercises. Most training net sessions will include a training tip or some kind of exercise. These traffic items can be either formal or informal. Pro words per Appendix II shall be used as much as possible. Study them and practice using them during CERT net training. These standard exchanges have been proven to improve clarity and speed of communications. We never use CB or ham lingo, Ten Codes, Signal xx, or personal names on official CERT nets. Remember, many scanners monitor our frequencies and our perceived professionalism can be easily compromised with what might seem to be proper protocol in a personal hobby type communication on the repeater. Sensitive Information. Duties and Roles Times Teaming Always be sensitive to transmitting Personal information over the radio. HIPA and Privacy Act rules are very specific on what can be transmitted on our radio frequencies. When in doubt ask the CERT coordinator or other command member by other communications means. Any CERT Radio Team member may be called in to perform any of the duties described in this Procedure including NCS. Bi Weekly Training nets conducted on the UHF or UHF repeater is the primary learning ground for gaining the experience and knowledge to operate cooperatively in this environment. Twenty Four Hour Local Time is used for CERT and ARES times in this county. Unless the message has applicability beyond our local time zone, there is no need to convert times to GMT and when it is the suffix Zulu shall be added to distinguish from local time. When using Zulu, the date must be converted to the GMT date as well as time. CERT Radio support is designed to place communicators within the existing CERT Team Structure and provide them with core communication services. Thus, close cooperation and mission familiarity to a team you are assigned to is equally important as these communications procedures. Standardized Message forms CERT has standardized on the form used by the Incident Command System or messages. This form (ICS 213 ) is compatible with the EMA and amateur digital networks which may be called upon to move messages throughout the State. Appendix VII covers this form and handling instructions. CERT members are urged to Sheet 6 of 21

7 Use of Over, Out, and Clear keep copies of this form in their Go Kits and practice during training nets in using this form properly. There are also PDF form versions available for stations wanting to implement the form on laptops. Prowords are explained in the CERT communications training packages. The use of the <over>, < out>, and <clear> need to be emphasized. <over> denotes the end of your transmission but you expect further info interchange to follow. <implied over> means a transmission where you are using a standard repeater or strong signal FM simplex where it is clear when you have handed mike to next person without having to utter the proword. When in doubt or when using a noisy channel or a series of repeaters linked together, use the proword <over> to make it easier for the other stations to know you are ready for a reply <out> means you do not expect to transmit anymore for that exchange but you are still checked into the net. <clear> is only used at the end of a net or early checkout when you do not intend to transmit or receive any more. Sheet 7 of 21

8 Appendix I CERT Member Tactical Call signs as of 10/15/2013 Name FCC CALL Tactical Call Comment Dixon, Lori KD8OLM CERT 01 CERT Coordinator CERT 02 Milkos, Elinor KD8OLN CERT Board member CERT 03 Keck, Teresa KD8TNK CERT Board member CERT 04 Anderson, Todd KD8TNR CERT COMMUNICATOR CERT 05 CERT COMMUNICATOR Eichar, Charity KD8TNJ CERT 06 CERT COMMUNICATOR Eichas, Lucas KD8PPJ CERT 07 CERT COMMUNICATOR Haynes, Tim KD8TNM CERT 08 CERT COMMUNICATOR Henning, Christine KD8TNU CERT 09 CERT COMMUNICATOR Lane, Bruce KD8TNO CERT 10 CERT COMMUNICATOR Mayo, Jeremy KD8TNQ CERT 11 CERT COMMUNICATOR Pugh, Laura KD8TNI CERT 12 CERT COMMUNICATOR Rothweiler, Alan KD8TNS CERT 13 CERT COMMUNICATOR Wolf, Jeff KD8TNH CERT 14 Neal, Mike WD8JLP ASST ARES/CERT Liaison CERT 15 Peterson, Eldon W5UHQ ARES/CERT Liaison Sheet 8 of 21

9 Other Tactical Calls Assigned by NCS as required for Mission Tactical Call EMA Red Cross SO NPD HPD SAR1 SAR2 etc. DART1 DART2 etc. EOC Comment Operator assigned to shadow Licking County EMA Director on Duty. Operator assigned to shadow Red Cross Disaster Services Director on Duty. Operator assigned to shadow Licking County Sheriff s Office Operator assigned to shadow Newark PD Operator assigned to shadow Heath PD Operator(s) assigned to support the CERT Advanced Search and Rescue Team. Operator assigned to shadow the CERT Licking County Disaster Animal Rescue Team. Operator assigned to operate radios at CERT HQ at the EOC. PUB HEALTH Operator assigned to shadow County Health Dept Head. LMH LEC LCOM ICM CERTCOM CERT CMD Operator Assigned to Coordinate with Licking Memorial Hospital Emergency OPS staff. ARES Emergency Coordinator Operator assigned to shadow County Government Representative. Operator assigned to Incident Commander Shadow. CERT Incident Response Trailer. CERT Command Vehicle CERT SQUAD CERT SQUAD Vehicle Sheet 9 of 21

10 Appendix II Phonetics and Pro Words You should be familiar with the standard pro words used singly or in various combinations to streamline communications. These are fully described in Training Segment I attachments and practiced during weekly drills. Sheet 10 of 21

11 Appendix III LICKING COUNTY CERT FREQUENCIES These frequencies have been coordinated with other EMCOM Groups in Licking County. Their use and ID tags are strictly voluntary and Alphanumeric Tags are only suggested for standardization These channel numbers are used on HTs used by many CERT and ARES members. Ref: Suggested HT Channel Number Trailer UHF Console Channel Number MHz MHz MHz Hz SUGGESTED TAG HT RX HT TX Offset HT TX CTSS TONE ID 0 NA RX NARAL 1 NA NARAH NARAU 5 NA ARSNET AMSTR2 Backup local UHF repeater TAC TAC JOPS CROSS XBUVV CROSS XBUVU CROSS ABUVD Reserved for future Use CERT Only Cross Band Modes: At this time CERT radios and our new trailer are being configured for three cross band modes. Only one mode can be used in a given mission. The CERT mission coordinator will designate which if any relay modes to be used on any mission or exercise. Remember, that each of these modes only provides a way for one HT at a time to communicate externally to other nets. CH 74 XBUVV HT transmits to trailer on with tone. This keys up the VHF radio in trailer which in turn transmits to the repeater. The HTs listen for repeater response directly on Think of it as a CH 74 to CH 1 one way repeat. CH 76 XBUVD Same as above except trailer VHF radio is set to simplex so it becomes a way for one HT to contact the main group ( via UHF relay ) if it is out of simplex range to other HTs. This works Sheet 11 of 21

12 best when trailer is positioned on a hill above the main activity area or outside of a building with CERT activity present ( Hospital, etc ). ARES has used this mode during operations within buildings and during the Winter Run Relay to allow the on scene NCS to communicate with a simplex net on ( CH 5) Think of it as a CH 75 to CH 5 one way repeat. But remember, it will not support boosted HT to HT communications except on HT transmit. CH 75 XBUVU. Not used at present. This mode requires a cross band repeat radio such as ICOM 7820H to provide full cross band duplex linkage transmit and receiver to any distant VHF repeater or simplex channel. This mode has become very popular but has it s limitations. The pro is that one HT can talk to the trailer which in turn will provide both transmit and receiver linkage over to any wide area repeater. One con is that HTs in the field ( on CH 76) can not hear each other on that channel and can only hear traffic coming back via the VHF repeater. If HTs need to hear each other, CH 74 would be a better choice if the VHF repeater can be easily heard on the HT direct. These Relay modes are described in diagrams below. Cert Channel 12 ( CH 6 in trailer) AMSTR2 is also a designated backup repeater channel for CERT. This repeater is located at Amsterdam, Ohio. Sheet 12 of 21

13 Appendix IV Licking County EMCOM Trailer Radio System. Figure IV 1 U V Crossband Mode Sheet 13 of 21

14 Figure IV 2 Remote VHF Simplex Extender Sheet 14 of 21

15 Sheet 15 of 21

16 Appendix V Net Script Directed Responses of NCS are underlined. Member response in Italics. This is (your full FCC call sign) putting the repeater into CERT directed net mode. <wait> When using a repeater, with net mode, send appropriate Touchtone Sequence, then release push to talk and wait for repeater to echo mode change, then resume. I am Net Control Station for this session of the Licking County CERT Net. My tactical call is NCS. Do I have an alternate NCS on frequency? <over> This is a directed net. Mission Code is / Red / Yellow / Green. All stations please standby for Roll Call. NCS will now standby for a quick roll call and/or traffic announcement listing. We are going to conduct the first part of the net in a rapid manner using tactical call signs and appropriate break tags. Is there any Emergency or Priority traffic on Frequency? Handle any Emergency traffic immediately. All stations on frequency please check in now with Tactical Calls <over> Examples: CERT ONE <in service > CERT 15 < info> <over> CERT 5 <one routine> Delta Zulu <info > CERT 6 <Priority> The proword < over> may be added on a noisy channel like SSB or simplex FM where a carrier drop is not an obvious over sign for the next station to sign in. Etc. Net control then acknowledges stations one at a time. Any priority traffic is resolved first. Stations with info, traffic, or queries are usually processed first. Sheet 16 of 21

17 NCS may assign mission specific tactical call signs if warranted. NCS may also say: Net <wait> to get caught up with logging etc and then ask for more check ins. Typical responses to the first follow up example check ins above: Delta Zulu < over> This is Delta Zulu, Kilo Delta 8 Delta Zulu, Mike in Granville. I have one training tip for the net. <over> In this case <over> means the station expects to complete his traffic and thus is not says <over> CERT 1 <over> This is CERT 1, Kilo Delta 8 Oscar Lima Mike, Lori in Licking County <In Service> <out> <In service> means you are monitoring but have nothing for the net at this time and <out> just means you will not be making any more transmissions unless called. <In Service> <clear> is an oxymoron. REMINDER: When NCS calls you during roll call, come back with your tactical call, state necessary info or questions with appropriate break tags, and close final interchange with your full FCC call in ITU phonetics. Also make sure no transmission sequence over 10 minutes does not get periodic FCC identifiers. If there is training, call on that station to present the material. Complete training material. After training or initial traffic, the NCS shall repeat the following script throughout the net. This is <Full ID> CERT NCS. We have [no] traffic [for.] listed. Mission Code is <Green, Yellow, Red>. The net is in <standby> All stations please stand by <out> Sheet 17 of 21

18 This announcement should be repeated every 10 minutes and perhaps more often if there is no Net ID on repeater. During this period stations may check in with applicable PROWORDs listed in Appendix II. Never leave a net activated without a NCS or alternate NCS on duty. Note the NCS is obligated to identify every 10 minutes during the entire time net is in session since by definition, his transmission sequence has not been completed until he/she closes the net. Other stations do not have this obligation as long as they identified in the final exchange when addressed. Activated nets continue until the Mission Code is declared complete by the CERT Leadership Team or supported Agency or by the NCS during a weekly training net. When net is ready to close This is <Full NCS ID> The mission of this net has been completed and all stations may secure after final roll call. <break> Go through roll call of all stations still checked in by tactical call. Make sure in and out times are shown in the log. All stations please answer roll with your tactical and FCC call when called. For example: CERT 1 <over> This is CERT 1, Kilo Delta 8 Oscar Lima Mike <clear> CERT15 etc. This training net meets the second and fourth Wednesday of each month at 9:00 p.m. local time on this repeater and at times directed by CERT Leadership Team. All amateur radio operators are welcome and encouraged to check into this net, even if they are not a member of the Licking County CERT radio team. The purpose of this net is : To provide training for local amateur radio operators in emergency communication procedures, preparedness, and message traffic handling; To provide all stations the opportunity to practice their skills and; Sheet 18 of 21

19 To provide all stations with the opportunity to test their equipment for proper operation. To provide local ARES members familiarity with CERT net operations. During all nets, please make use of the appropriate break tags and operational procedures listed. This any directed net and it is important for the net control to know who is participating and available at all times. If you check in, we expect you to maintain the status you listed during checkin unless there are extreme circumstances. More information about the CERT program in Licking County can be found on: and We thank the all amateurs responding or participating today for the use of this frequency ( and W8WRP for the use of his repeater). ( when applicable). If you are interested in becoming a CERT member, Goggle Licking County CERT and go from there. <break> This is NCS <Amateur Call> The net is closed and this frequency is returned to normal amateur use. <clear> Do a FCC ID and Tone the Repeater into regular mode if applicable. Sheet 19 of 21

20 Appendix VI CERT Net Status Codes CERT nets will use three status codes announced periodically by the Net Control to describe the situation being dealt with for all stations on frequency. Green: The net is informal. Used mainly when the net is in a training mode. There is no traffic listed and there is not a situation falling in the Yellow or Red category. Yellow: The net is formal. All stations should standby or check in per procedures only. Listen before transmitting. There is traffic or a situation that bears increased awareness such as a callout or formal drill. In the case of a drill, the word exercise is added to the Status Code. Red: The net is formal. All stations should standby or check in per net procedures only. Listen before transmitting and keep transmissions as short as possible and listen between transmissions. There is emergency or priority traffic or a situation that bears maximum adherence to formal procedures. In the case of a drill, the word exercise is added to the Status Code. The mission Status code is determined by the CERT authority activating the net Sheet 20 of 21

21 Appendix VII - Message Form ICS-213 Note ICS-213 Official Forms can be downloaded from The copy in this Appendix is for Training Use Only. Procedures for filling out this form are on: ral%20message%20form.pdf Sheet 21 of 21