SILVER SPRING RADIO CLUB AMATEUR RADIO EMERGENCY SERVICE ARES ARRL AMATEUR RADIO Newington, CT 06111-1494 ARRLWeb: www.arrl.org
A. What is Amateur Radio Emergency Service (ARES)? ARES consists of licensed amateurs who have volunteer their time and qualification and providing their own equipment to provide a public service to a disaster area. Whether it is a local disaster or one in a nearby county, or state. B. Radio Amateur Civil Emergency Service (RACES) 1. RACES is a part of the Amateur Radio Service that provides radio communications for civilpreparedness purposes only, during periods of local, regional or national civil emergencies. These emergencies are not limited to war-related activities, but can include natural disasters such as fires, floods and earthquakes. RACES is administered by local/county/state emergency management agencies, with guidance from the Federal Emergency Management Agency (FEMA). 2. Amateurs operating in a local RACES organization must be officially enrolled in the local civil preparedness group. RACES operation is conducted by amateurs using their own primary station licenses and by existing RACES stations. The FCC no longer issues new RACES (WC prefix) station call signs. Operator privileges in RACES are dependent upon, and identical to, those for the class of license held in the Amateur Radio Service. All of the authorized frequencies and emissions allocated to the Amateur Radio Service are also available to RACES on a shared basis. 3. Although RACES was originally based on potential use for wartime, it has evolved over the years. This is also true of the meaning of civil defense (which is also called civil preparedness or emergency management), which now encompasses all types of emergencies. 4. While operating in a RACES capacity, RACES stations and amateurs registered in the local RACES organization may not communicate with amateurs not operating in a RACES capacity. (Of course, such restrictions do not apply when RACES stations are operating in non-races such as ARES amateur capacity.) Only civil preparedness/emergency management communications can be transmitted (as defined in the FCC Rules). Test and drills are permitted only for a maximum of one hour per week. All test and drill messages must be clearly identified as such. 5. Although RACES and ARES are separate entities, the ARRL advocates dual membership and cooperative efforts between both groups whenever possible. An ARES group whose members are all enrolled in and certified by RACES may operate in an emergency with great flexibility. Using the same operators and the same frequencies, an ARES group also enrolled as RACES can switch hats from ARES to RACES and RACES to ARES to meet the requirements of the situation as it develops. For example, during a non-declared emergency, ARES can operate under ARES, but when an emergency or disaster is officially declared by government emergency management authority, the operation can become RACES with no change in personnel or frequencies. C. How is ARES organized? ARES consists of national, sections, district and local levels who are supervised by ARRL membership and Volunteer Program Manager who is responsible for advising all ARES officials,
who in turn reports to Federal and other national officials concerned with amateur emergency communication and carrying out the ARRL S policies for emergency communications. D. Who is in charged? 1. At the local level the person in charge is call the EC or Emergency Coordinator. The EC is appointed by the SEC, usually on the recommendation of the DEC. Depending on how the SEC has set up the section for administrative purposes, the EC may have jurisdiction over a small community or a large city, an entire county or even a group of counties. Whatever jurisdiction is assigned, the EC is in charge of all ARES activities in his area. 2. Assistant ECs are as the name implies he supervise activities of groups operations as needed by the EC. Usually, the ACE supervises groups operating in certain radio bands to ensure continuity is kept, active and well trained. 3. There is a fine balance of authority over a deployed ARES member. You should submit yourself to the delegated authority at the disaster. E. NATIONAL, DIVISION AND SECTION LEVELS A. The American Radio Relay League Inc. (ARRL) is a noncommercial association of radio amateurs organized for the promotion of interest in Amateur Radio communication and experimentation, for the establishment of networks to provide communication in the event of disasters or other emergencies, for the advancement of the radio art and of the public welfare, for the representation of the radio amateur in supportive matters, and for the maintenance of fraternalism and a high standard of conduct. B. Fifteen geographical divisions of ARRL are arranged into 71 administrative sections, each headed by an elected Section Manager (SM). This plan provides direction for amateur radio operators located in the Northern Florida Section of the Southeastern Division. C. The ARRL Amateur Radio Emergency Service (ARES ) is that part of the ARRL that utilizes the organization for voluntary emergency communication service. The command structure is as follows. American Radio Relay League National Traffic System Amateur Radio Emergency Service (ARES) Southeastern Division Manager Northern Florida Section Manager Section Emergency Coordinator District Emergency Coordinator Local Emergency Coordinator ARES Volunteers
D. On the local level Planning Committee are the AEC with the EC as chairman to meet from time the time to discuss problems and plan projects to keep the ARES group active and welltrained. E. Operation and Flexibility is the lifeblood of the local ARES group. The group member may come and go as the season changes and talents and equipment may not be available for use in emergencies or in SET. We need to be flexible. Local ARES operation will have nets, HF net, VHF (repeater) nets or RTTY, Packet or other special-mode nets. It just depends on the local community and its need and resources available. You need to provide your EC what your talents are and where you want to fit in with the local ARES. F. ARES operation during an emergencies and or a disaster 1. Operating in any emergency net is very similar to our regular net. It requires preparation and training. This is why each member is encourage to check in to the local ARES net. 2. Training in handling of written message or what is call Traffic Handling is another part of ARES nets. The ARRL Operation Manual is required reading for all ARES members. Go to ARRL.com for additional information. 3. During training you should learn the following:
i. Identification of clients who need ARES ii. iii. Learn to communication skill to perfectly communicate with people you need to communicate with for an emergency, i.e. fire, police, sheriff, EOC, etc. While amateur-to-amateur communication in an emergency is of a procedural or tactical nature, formal written traffic is more important because of keeping records of events. A record of what has happened or review of status, critique and evaluation is important. A record for completeness of the event that minimizes omission of vital information. Learn to write everything down in emergencies. Use the required forms at all time. G. Simulated Emergency Test (SET) 1. ARRL performs a nationwide exercise in emergency communications that is performed by ARRL emergency coordinators and net managers. ARES and the National Traffic System (NTS) are involved to handle traffic. The SET is one weekend a year held in October. SET is used to find out the strengths and weaknesses of ARES and the NTS and other groups providing emergency communications. H. ARES Principles of Disaster Communication, ARRL states; It is impossible to state exact rules that will cover every situation that arises. The good amateur faced with a disaster situation may, benefit greatly from certain rules of thumb. These rules are, or should be, part of his/her training in his/her ARES group. They are presented here and should be reviewed by all amateurs, even those not active in disaster communications preparation. 1. Keep QRM level down (no rag chewing) 2. Monitor established disaster frequencies 3. Avoid spreading rumors 4. Authenticate all messages 5. Strive for efficiency 6. Select the mode and band to suit the need 7. Use all communications Channels intelligently 8. Don t broadcast 9. Communication support I. How to Serve the SERVED Agencies 1. What to do is very important for you to do what your EC or AEC request. Joint protocols should be in place for mutual trust and respect. Make sure you know who is in charge with ARES leaders and Jurisdiction leaders. J. Incident Command System (ICS) 1. The Incident Command System (ICS) is a management tool that is being adopted by professional emergency responders throughout the country. ICS provides a coordinated
system of command, communications, organization and accountability in managing emergency events. 2. Amateur Radio operators should be familiar with the system, as well as how they will interface with agencies employing ICS. Integral to the ICS is the concept of Unified Command. There is only one boss, the Incident Commander, who is responsible for the overall operation. For any incident, a number of functions must be performed, ranging from planning and logistics to handling the press. 3. The functional requirements of planning, logistics, operations and finance are always present despite the size of the incident. They may be handled by a single individual for a small incident or a Command Staff in a large incident. 4. Another characteristic of ICS is span of control. In simple terms, any manager should only directly manage a small number of people. ICS uses the number of five for organizational purposes. The number five isn t hard and fast, but it provides a useful organizational guideline. 5. How does the Amateur Radio volunteer fit into the Incident Command System? We are expected to be communicators, and within the ICS, this would place us in the Logistics Section in the Service Branch as part of the Communications Unit. The Communications Unit provides all communications services for the operation. 6. Remember you are not in charge; you only perform communication as directed. 7. A training course, IS-195 Basic Incident Command System, is available as part of the FEMA Independent Study Program at training.fema.gov/emiweb/is/is195.asp. K. National Incident Management System (NIMS) 1. The National Incident Management System (NIMS) has been developed to help emergency managers and responders from different jurisdictions work together more effectively during emergencies and disasters. 2. The NIMS provides a set of standardized organizational structures, such as the Incident Command System, and standardized processes and procedures. More information about NIMS is available from the FEMA Web site. 3. See IS-700 National Incident Management System (NIMS), An Introduction found at training.fema.gov/emiweb/is/crslist.asp. L. National Traffic System (NTS) 1. The National Traffic System is designed to meet two basic principal objectives: a. Rapid movement of traffic from origin to destination and training amateur operators to handle written traffic and participate in directed nets. 2. NTS operates daily and consists of four different net levels a. Area, Region, Section and Local; The four levels operate in an orderly time sequence to make a definite flow pattern for traffic for origin to destination.
3. Local Nets a. Local nets are those covering small areas such as a community, city, county or metropolitan area, not a complete ARRL section. They usually operate at VHF (typically 2-meter FM) at times and on days most convenient to their members. Some are designated as emergency (ARES) nets that do not specialize in traffic handling. Local nets are intended mainly for local delivery of traffic. Some NTS local nets operate on a daily basis, just as do other nets of the system, to provide outlets for locally originated traffic. 4. Section Nets a. Coverage of the section may be accomplished by individual stations reporting in, by representatives of NTS local nets, or both. The section may have more than one net (a CW net, a VHF net and an SSB net, for example). Section nets is administered by appointed Section Traffic Manager (STM) or designated Net Managers (NMs). The purpose of the section net is to handle traffic within the section and distribute traffic coming to the section from higher NTS levels. The section net also puts traffic bound for destinations outside the section in the hands of the person who is designated to report into the next-higher NTS level (the region level). A high level of participation by amateurs within the section is desirable to carry out all of these responsibilities. 5. NTS Operation During Disasters a. When a disaster situation arises, NTS is capable of expanding its cyclic operation into complete or partial operation as needed. ECs in disaster areas determine the communications needs and make decisions regarding the disposition of local communications facilities, in coordination with agencies to be served. The SEC, after conferring with the affected DECs and ECs, makes his recommendations to the Section Traffic Manager and/or NTS net managers at section and/or region levels. The decision and resulting action to alert the NTS region management may be performed by any combination of these officials, depending upon the urgency of the situation. While the EC is, in effect, the manager of ARES nets operating at local levels, and therefore makes decisions regarding their activation, managers of NTS nets at local, section, region and area levels are directly responsible for activation of their nets in a disaster situation. They activate their nets at the behest of and on the recommendation of ARES or NTS officials at lower levels.
NTS Emergency Alerting Chart
Case of an Emergency or a Disaster A. Things to do first before you report as an ARES volunteer 1) Insure that your family is safe and secure before you respond as an ARES volunteer. 2) Verify that your property is safe and no power lines are down on your property before you respond as an ARES volunteer. Ensure your family has food and water for a minimum of three days. Make sure your family has a form of communication with you. 3) Monitor Frequencies 146.610 tone 123 minus or 147.210 tone 123 plus or d-star 146.790. Someone will ask you if you and your family are ok and can you perform the duties as an ARES volunteer. Someone will advise you on the situation and if you are needed. 4) Follow the instructions you receive from the ARES officials in charge on the above frequencies. 5) Contact your local Emergency Coordinator, or his/her designee, for further instructions when asked to do so; monitor the frequencies for further information. B. Initial Action Checklist The net control station and/or ARES officials on the designated emergency net will provide additional instructions, including information on frequencies used for other resource and tactical nets. Normally, a resource net will enroll volunteers and provide information on how you can assist. of your equipment and connections in your GO-KIT. GO-KIT., as required. Prepare an event log (use form at end of this booklet). your assigned frequency(s) on log sheet. assigned log form to record messages handled. When assigned, use tactical call sign for your location. r your assigned frequency at all times. Notify NCS if you have to leave. C. Extended Deployment (72 hour) Equipment Checklist 3 day change of clothes, one pair of shoes (extra pair if needed), three underwear, three shirts, three pants and a belt, three socks, etc. Foul weather gear (rain coat, poncho, etc.) Toilet articles, deodorant, toothbrush, soap, towel, and washcloth, etc. Shelter (tent and sleeping bag) Portable stove; mess kit with cleaning kit Waterproof matches or lighter Flashlight (hand held type) also a small battery operated lantern Candles (long burning type) Alarm clock
3 day supply of water and food Snacks Liquid refreshments First aid kit Prescriptions for the three days Aspirin or other pain reliever Additional radios, packet gear Power supplies, chargers and car jumper cables Microphones Headphones Electrical extension cords for runs up to 100 feet Antennas with mounts (magnetic or tripod) SWR bridge (VHF and HF) Extra coax for runs up 100 feet RF connectors and adapters Power, audio and other connectors and adapters Extra batteries Small toolbox Soldering iron and solder Electrical and duct tape Safety glasses Log books Message forms Any other items you may need
D. ITU Phonetic Alphabet Word list adopted by the International Telecommunication Union. Use this letters only; do not make up your own alphabet. A - ALFA B - BRAVO C - CHARLIE D - DELTA E - ECHO F - FOXTROT G - GOLF H - HOTEL I - INDIA J - JULIET K - KILO L - LIMA M - MIKE N - NOVEMBER O - OSCAR P - PAPA Q - QUEBEC R - ROMEO S - SIERRA T - TANGO U - UNIFORM V - VICTOR W - WHISKEY X - X-RAY Y - YANKEE Z - ZULU E. SIGNAL MESSAGE QRA - What is the name of your station? QRG - What s my exact frequency? QRH - Does my frequency vary? QRI - How is my tone? (1-3) QRK - What is my signal intelligibility? (1-5) QRL - Are you busy? QRM - Is my transmission being interfered with? QRN - Are you troubled by static? QRO - Shall I increase transmitter power? QRP - Shall I decrease transmitter power? QRQ - Shall I send faster? QRS - Shall I send slower? QRT - Shall I stop sending? QRU - Have you anything for me? (Answer in negative) QRV - Are you ready? QRW - Shall I tell... you re calling him? QRX - When will you call again? QRZ - Who is calling me? QSA - What is my signal strength? (1-5) QSB - Are my signals fading? QSD - Is my keying defective?
F. INTERNATIONAL Q SIGNALS QTA - Shall I cancel number...? QTB - Do you agree with my word count? (Answer negative) QTC - How many messages have you to send? QTH - What is your location? QTR - What is your time? QTV - Shall I stand guard for you...? QTX - Will you keep your station open for further communication with me? QUA - Have you news of...? QSG - Shall I send... messages at a time? QSK - Can you work break-in? QSL - Can you acknowledge receipt? QSM - Shall I repeat the last message sent? QSO - Can you communicate with... direct? QSP - Will you relay to...? QSV - Shall I send a series of V s? QSW - Will you transmit on...? QSX - Will you listen for... on...? QSY - Shall I change frequency? QSZ - Shall I send each word/group more than once? (Answer send twice or three times)
ARRL Amateur Radio Emergency Communications Courses EC-1: EC-2: EC-3: The ARRL Certification and Continuing Education Program (CCE) offers three online courses to help volunteers learn more about Amateur Radio emergency communications. These courses are also available as printed manuals. Level I, Introduction to Amateur Radio Emergency Communications Level I is a basic course designed to raise awareness and provide additional knowledge and tools for any emergency communications volunteer. It is useful to new and experienced volunteers alike, and forms the foundation for emergency communications activities and training. All ARES members are encouraged to sign up for Level I. Level II, Intermediate Amateur Radio Emergency Communications Level II provides a more in-depth study into Amateur Radio emergency communications to enhance the skills and knowledge received from previous experience. Level II is especially recommended for those who are very active in their ARES groups and for those serving in a leadership role. Students must successfully complete Level I prior to taking Level II. Level III, Advanced Amateur Radio Emergency Communications Level III, the final course in the series, is designed to bridge the gap between basic participation and leadership. It is especially recommended for anyone serving in an ARES leadership role. Students must successfully complete Level I and Level II prior to taking this course. More information may be found at www.arrl.org/cce.
NOTES
ACS COMMUNICATION S LOG FOR OPERATIONAL PERIOD: 1. START DATE/TIME: 2. END DATE/TIME: 4. Task # 5. TASK NAME/ LOCATION: 3. TACTICAL I.D. 6. OPERATOR CALL SIGN: 7. OPERATOR SIGNATURE: 8. DATE / TIME PREPARED: 9. OPERATOR PRINTED NAME: 11. STATION I.D. MESSAGE AND ACTION LOG 10. TIME FROM TO 12. SUBJECT: 13. DISPOSITION: PAGE OF ICS 309 REV 5/5/09
LOGGING REQUIREMENTS ALL ACS STATIONS ARE REQUIRED TO MAINTAIN COMPLETE LOGS of all communications that occur during any period of activation. This log will contain the DATE & TIME (in local, 24-hour time) of each message, the CALL of the contacted station and brief CONTENT of the message, or the message number and subject, and disposition. Each log sheet will contain the OPERATING CALLSIGN, the location of the station, the call of the operator and be signed by the control operator. A Copy of all FORMAL TRAFFIC will be kept and become part of the log. ALL LOGS, INCLUDING COPIES OF ALL FORMAL TRAFFIC, SHALL BE SUBMITTED TO - The agency being served, usually in the Plans Section, Documentation Unit - The ACS Operations Section Chief. These logs will be kept as a part of ACS records. These logs should be submitted at the end the operational period they cover and must be received by no later than five (5) days after conclusion of the activation. If an operator requires copies for his/her own log, copies should be made and the originals remain with ACS. ICS 309 COMMUNICATION LOG Logs will be kept using Incident Command System Form 309 (ICS 309) COMMUNICATIONS LOG Item Item Title Instructions # 1-2 For Operational Period Record the start and end date (month, day, year) and time (24-hour local time). 3 Tactical I.D. Enter the tactical identifier for this station 4 Task Number Enter any task number assigned by served agency 5 Task Name / Location Enter the task name. Typically, this will be the location for a fixed station such as WILCOX SHELTER or SUMMIT EOC. Enter the address if available. 6 Operator Call Sign Enter the Call Sign of the Radio Operator 7 Operator Signature Enter the signature of the radio operator 8 Date / Time Prepared Enter date and time this log was finalized and submitted with copies of all formal traffic handled during the operating period. 9 Operator Printed Name Print the name of the radio operator 10 Time Enter Time (24 hour) the communications took place 11 Station ID FROM/TO Enter station that was contacted (TO) or the station that contacted you (FROM). Only one of the sections should be completed per contact. It shows if you called the other station or if they called you. 12 Subject Enter message number and addressee for formal traffic. Enter brief summary for informal traffic. 13 Disposition Enter Complete, Forwarded, or other indicator for formal traffic that requires a reply 14 Page of Sequentially number all pages for the operational period covered by the log. Page numbers start over at 1 at the beginning of each new operational period.
GENERAL MESSAGE TO: POSITION: FROM: POSITION: SUBJECT: DATE: TIME: MESSAGE: SIGNATURE: POSITION: REPLY: DATE: TIME: SIGNATURE/POSITION: