WELCOME TO CERT EMERGENCY COMMUNICATIONS EMERGENCY COMMUNICATIONS Presented by Kevin Slovick Martinez Area CERT Communications Coordinator Kevin@MartinezCERT.org CERT Emergency Communications 925-676-5458 1
INTRODUCTIONS GETTING TO KNOW YOUR INSTRUCTOR Krazy Kevin Slovick, Call Signs: KS4FUN, WQKG336 I volunteer with American Red Cross Disaster Services Technology Lead CERT Martinez, San Ramon, Concord, Pleasant Hill, others RACES Contra Costa County Sheriff s Office - Civil Defense ARES Amateur Radio Emergency Service VE Volunteer Examiner for Amateur Radio Licensing Exams I live in Martinez and have a large family. I am an IT Guy for a Health Care company in San Ramon. Certified CERT Instructor Martinez CERT Communications Coordinator Licensed Amateur Extra Class radio operator I teach Disaster Preparedness, Communications, CERT Training, and Technology-Related classes INTRODUCTIONS Your Name + Call Sign (if you have one) List any organizations you belong to / represent A brief profile of your experience, skills, knowledge Why you are here? What would you like to learn? CERT Emergency Communications 2
Emergency Communications Community Emergency Response Team Module Learning Objectives Describe the importance of communications in emergency response Describe the various roles of CERT in communications during an activation Describe how to use a communications plan CERT Emergency Communications 3
Module Learning Objectives (cont d) Identify communication modes used in emergency response Describe how to properly communicate using communications devices Use tactical call signs and pro-words to make and acknowledge a call Introduction Effective communications is the greatest logistical problem during an emergency event CERT volunteers can be part of the solution CERT Emergency Communications 4
Introduction Communications in disasters Hurricane Katrina September 11 th Mineral, VA, earthquake Local examples Overview Role of CERT emergency communications during an activation Communications plans Communication modes Basic radio anatomy Communications operations Practical exercises CERT Emergency Communications 5
What does CERT Communicate? Assignments Situation /Status Reports Casualty Reports Damage Assessments Search and Rescue Logistics Requests Requests for Information Health and Welfare Messages Role of CERT Emergency Communications Intra-team communications Allows volunteers to quickly and effectively communicate with each other Essential for functions such as light search and rescue and when dealing with large crowds Other examples? CERT Emergency Communications 6
Role of CERT Emergency Communications (cont d) Communicating up to the next level Tiers of communication CERT volunteers are eyes and ears Role of CERT Emergency Communications (cont d) Effective communications promotes safety Calling for help when needed Reporting safety-related incidents or concerns Accountability Team leader keeping track of team members CERT Emergency Communications 7
Communications Plan What is a communications plan? Logistical emergency plan Who communicates to whom How information flows Agency Jurisdiction Plan How different emergency response groups interact Role of CERT in jurisdiction plan Communications Plan (cont d) CERT Communications Plan How the CERTs are activated and volunteers are contacted How CERT members communicate with each other How CERT communicates to other emergency responders Fits into agency jurisdiction plan CERT Emergency Communications 8
Communications Plan ICS-205 Communications Plan (cont d) Neighborhood Homes Neighborhood Homes FRS Channels Captains/ CERT Teams Captains/ CERT Teams Citizens Hams Professionals and NGOs City EOC Ham Channels County EOC Law Enforcement Fire & Rescue Medical & Relief NGOs Red Cross, Salvation Army, etc CERT Emergency Communications 9
Communications Modes Methods or technologies used in communications Advantages and disadvantages Runners, phones, radios, and computers Runners Advantages Reliability Flexibility Familiar with environment Availability No special training Limitations Distance and time Requires written information for accuracy Depletes your team Requires familiarity with the area CERT Emergency Communications 10
Landlines Advantages Familiarity Commonplace Enhanced 9-1-1 Data transfer Landlines (cont d) Limitations Not mobile System overloads easily Network can sustain physical damage Power failure may affect operation Corded phones vs. cordless phones Digital phones Voice Over Internet Protocol (VOIP) CERT Emergency Communications 11
Cellular Phones Advantages Familiarity Mobility Commonplace Text messaging Requires less bandwidth may get through when voice will not Camera phones Cellular Phones (cont d) Limitations Towers may fail due to power outage or damage System overloads easily Requires knowledge of phone numbers May be dependent on landlines CERT Emergency Communications 12
Satellite Phones Advantages Always on Global operation Disadvantages Expensive Rare Requires visibility to sky, or building with compatible antenna Image from: http://www.bluecosmo.com/uploads/products/images/enlarge/9505_enlarge.jpg Computer Communications Advantages May work when other systems are down Provides electronic record Versatile network connections Relatively secure Large amounts of information Formatted/preformatted information Thumb drives and discs do not require Internet Information redistribution CERT Emergency Communications 13
Computer Communications (cont d) Limitations Equipment may not be mobile May require Internet connectivity Requires specific hardware Expensive Requires power source Two-Way Radio Communications Radios are tools that assist us in fulfilling our mission: Do the most good for the most people Radios help us with our first priority: Our own safety and the safety of other team members CERT Emergency Communications 14
Two-Way Radio Communications Radio Communications Organizations Federal Communications Commission (FCC) Amateur Radio Relay League (ARRL) Amateur Radio Emergency Service (ARES, CARES) Radio Amateur Civil Emergency Service (RACES) Local Ham Radio Clubs (MARC, MDARC) Two-Way Radios How they work Frequencies Channels Range Antenna, power level, atmospheric conditions Repeater vs. simplex CERT Emergency Communications 15
Two-Way Radios (cont d) Citizen Band (CB) Advantages No license required 40 channels Disadvantages Casual conversation Not reliable Channels are overcrowded Not recommended for CERT use Two-Way Radios (cont d) Public Safety Bands (Police, Fire, etc) Advantages Direct communication to emergency first responders, if authorized Extremely reliable Range up to 20 miles with simplex, 50 miles with repeaters Handheld, mobile, or base units CERT Emergency Communications 16
Two-Way Radios (cont d) Public Safety Bands Limitations Requires authorization of jurisdiction Expensive Must be used with jurisdictional protocol Licensed to municipality or government entity Two-Way Radios (cont d) Amateur Radio (a.k.a. Ham Radio) Advantages Reliability using handheld, mobile, or base units Interoperability through multi-mode operation More simultaneous conversations Connect to computer Connect to GPS for tracking via APRS (automated positioning reporting system) Range up to 20 miles with simplex, 100 s miles with repeaters Moderately priced CERT Emergency Communications 17
Two-Way Radios (cont d) Amateur Radio (a.k.a. ham radio) Limitations Requires a license No business use permitted Operators cannot be paid Radios may be too complex for casual user Complex protocols Two-Way Radios (cont d) Family Radio Service (FRS) Advantages Inexpensive Widely used No license required Range up to 1 mile (varies with terrain) 14 channels Shared communication with GMRS radios Best used for intra-team communications CERT Emergency Communications 18
Two-Way Radios (cont d) FRS Limitations Hard to find (most radios sold today are hybrids) Handheld only Cannot alter radio (no antennas) = Limited range Two-Way Radios (cont d) General Mobile Radio Service (GMRS) Advantages Inexpensive Range of 2-5 miles (varies with terrain) Best used for intra-team communications Base station or mobile Boost signal with external antennas or repeaters CERT Emergency Communications 19
Two-Way Radios (cont d) GMRS Limitations Requires a license (one per family) Intended for family use Some business licenses are grandfathered Limited availability, only certain high-end models are GMRS-Only, most are hybrids Two-Way Radios (cont d) FRS/GMRS Hybrid Channels 1-7: Shared between FRS and GMRS (no license required when operating at lower power settings) Channels 8-14: FRS-only channels; lower power Channels 15-22: GMRS-only; higher power Requires a license CERT Emergency Communications 20
Two-Way Radios (cont d) FRS/GMRS Hybrids Advantages and limitations are the same as FRS radios and GMRS radios Widely available Handheld only Non-licensed users cannot operate on GMRS channels Two-Way Radios (cont d) Channel Freq (MHz) Notes 1 462.5625 FRS 1 GMRS 1 2 462.5875 FRS 2 GMRS 2 3 462.6125 FRS 3 GMRS 3 4 462.6375 FRS 4 GMRS 4 5 462.6625 FRS 5 GMRS 5 6 462.6875 FRS 6 GMRS 6 7 462.7125 FRS 7 GMRS 7 8 467.5625 FRS 8 9 467.5875 FRS 9 10 467.6125 FRS 10 11 467.6375 FRS 11 12 467.6625 FRS 12 13 467.6875 FRS 13 14 467.7125 FRS 14 15 462.5500 GMRS Primary 1 16 462.5750 GMRS Primary 2 17 462.6000 GMRS Primary 3 18 462.6250 GMRS Primary 4 19 462.6500 GMRS Primary 5 20 462.6750 GMRS Primary 6 21 462.7000 GMRS Primary 7 22 462.7250 GMRS Primary 8 No License Required for FRS ½ Watt Low-Power FRS Low-Power Only on Channels 8-14 FCC License Required for GMRS High-Power CERT Emergency Communications 21
10 MINUTE BREAK Two-Way Radios Selecting a Radio Selecting a Radio Ignore Marketing Claims! Number of Channels Range of 36 Miles Rechargeable AA Batteries!!! What does the Instructor recommend? Midland GXT1000VP4 CERT Emergency Communications 22
Basic Radio Anatomy Controls On/Off Volume Control PTT Antenna Microphone Speaker Basic Radio Anatomy (cont d) Battery Location Changing and charging batteries Radio unusable when charging Battery substitution Carry extra batteries Don t overcharge SAFETY NOTE: Alkaline batteries are NOT rechargeable CERT Emergency Communications 45 CERT Emergency Communications 23
Basic Radio Anatomy Privacy Line (PL) Tones Privacy codes DO NOT USE THEM Not really private Not standard from model to model Blocks who you can hear, not who can hear you Did I forget to say DO NOT USE THEM? Net Operations - The Role of the NCO Net Control Operator Trained, Organized Excellent Communications Skills Radio traffic cop Coordinates radio traffic Duties: Direct you to call Direct you to stand by Prioritize calls based on nature of message Direct you to a different channel CERT Emergency Communications 24
Net Operations - The Role of a Scribe A scribe is a person that sits with the NCO. They act as a second set of ears (no mic) that writes down the messages coming in. Primarily used on heavy traffic nets Offloads some record keeping so NCO can operate faster Keeps outgoing message queue in priority order Allows for more detailed status tracking Watches the clock and prompts the NCO to take roll, make announcements, perform health and welfare checks, etc. Handles questions and messages from others Can serve as runner if no dedicated runner is available A good NCO + Scribe team functions as a single, integrated unit. Tactical Call Signs Assigned by Operations as you are deployed or the Net Control Operator Based on function and location, i.e. Triage, Creekside ICP, SAR Team 1, Transport 3 Names are not used because they add to the confusion Tactical call signs do not change for duration of assignment CERT Emergency Communications 25
Tactical Call Signs When to Use Making a call Acknowledging a call Transmitting a message Acknowledging receipt of message Terminating a call Amateur radio call signs used only at end of communication or every ten minutes Radio Use Speak slowly and clearly across the microphone, 2-3 from mouth Echo principle Stay 10 apart Keep antenna vertical Improving reception Elevation Moving around Rotation CERT Emergency Communications 26
Radio Misuse Never do this!!! Radio Use (cont d) Headsets with microphones Hands-free use NEVER use VOX! Keep radios on CERT Emergency Communications 27
Procedural Words Pro Words This Is Identifies who is calling Go Ahead I m ready to copy your message Over end of transmission, waiting for response Out / Clear I am finished with this communication. Copy I acknowledge receipt of message. ACKNOWLEDGEMENTS Affirmative Yes (in answer to a specific question) Negative No Roger I have received and understand your message. (It does not mean yes, affirmative, I agree, or I will comply) Wilco I will comply INTERRRUPTING A CONVERSATION Break I have Priority traffic. Break-Break I have Emergency traffic. Relay I have traffic for you that you couldn t hear Phonetic 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 CERT Emergency Communications 28
CAUTIONS THE GENERAL PUBLIC & THE NEWS MEDIA CAN HEAR WHAT YOU ARE SAYING ON RADIOS DURING DRILLS, MAKE SURE TO ANNOUNCE THAT IT IS A DRILL AT LEAST EVERY TEN MINUTES All Stations, This is a Drill, This is an Exercise THINK ABOUT WHAT YOU WANT TO SAY AND HOW TO SAY IT! Calling Another Station (1) Formulate your message. Keep it short & to the point. Listen to make sure the channel is clear. Press the Push to Talk button, take a breath (1-2 sec), and then speak slowly and distinctly. Say the Tactical Call Sign of who you are calling first, say THIS IS, then say your Tactical Call Sign, OVER Example: Command is calling Search Team One Search Team One THIS IS Command OVER. Command THIS IS Search Team One OVER. They conduct their traffic (speaking slowly) When done communicating, they will say Command OUT, Search Team One OUT. CERT Emergency Communications 29
Calling Another Station (2) Search Team Two is calling Command Command, THIS IS Search Team Two. OVER Search Team Two, THIS IS Command. OVER Command, my message is OVER Search Team Two, Command COPIES your message. OVER Search Team Two OUT (or CLEAR) Command OUT (or CLEAR) Practical Exercise Role-playing 1. Review of the purpose and expectations of the exercise 2. Ask for a volunteer to play the role of Net Control Operator 3. Ask for a volunteer Scribe to work with the Net Control 4. Count off teams consistent with the Span of Control for the class size and choose a Team Leader. 5. Each Team selects a Leader. The Leader assigns a volunteer for each of the Operations responsibilities such as SAR, Medical, Triage, Resources etc.. 6. Pass out radios and the scenarios and explain that each numbered volunteer (radio operator) will use the radio to pass traffic (messages) CERT Emergency Communications 30
Practical Exercise Role-playing 7. Perform a radio check and assist all teams coordinated by explaining radio operation 8. Assign radio channels to teams 9. Deploy Teams to different locations 10. Create responses for each volunteer in the spaces provided 11.At the conclusion of the exercise compare Incident Coordinator/Scribe report with all Team Leaders for message accuracy 12. Discuss Lessons Learned Practical Exercise Scenario A 6.8 magnitude earthquake struck at 8:54 PM and lasted for 53 seconds. The present time is 9:00 PM. Your family and immediate neighbors are safe and in an open area with their emergency supply kits. The City has widespread damage. Emergency services are overwhelmed by thousands of calls. The freeway system and all bridges have been severely damaged. All transportation routes in and out of the City are either blocked with debris or gridlocked because of vehicle accidents. Food, water, supplies and help from outside the area will be several days away. Cellular phones and landline communications are inoperative and there is no power except for those facilities that have backup generators. CERT Emergency Communications 31
Practical Exercise Role-playing Practice makes perfect Adapt to the situation Learn from others Press PTT, pause before you speak, hold PTT key when talking, limit to 10 seconds Do not correct other people over the air Make sure you have lots of spare batteries or charge them monthly Module Summary Communications is a key component of emergency response CERTs assist emergency response agencies by communicating through ICS Communication plans define how to communicate during emergency response Each communication mode has advantages and limitations Achieve effective communication by using radio operation, tactical call signs, pro-words, phonetic alphabet, and basic protocols CERT Emergency Communications 32
Emergency Communications Thank you! RADIO COMMUNICATIONS EXERCISE SAMPLE MESSAGES The Incident Commander will announce: Attention all stations on this frequency, this is CERT Incident Command. We are conducting a training exercise. All stations are requested to standby or use another frequency until the drill has completed. This is a drill, this is an exercise. (EVERY 10 Min.) Each Team Leader & Team Volunteer will report one of the following, then, wait for acknowledgement from the Incident Commander & pass the radio to the next volunteer: Team Leader: This is Team and has volunteers, over Volunteer 1: Structural damage is, over Volunteer 2: Injuries are:, over Volunteer 3: Supplies needed are:, over Volunteer 4: Transport needed is, over Volunteer 5: Send this message:, over Team Leader: Conclude the exercise: This is Team, out The Incident Commander will announce: Is there anymore traffic at this time? (Release the PTT and listen for at least five seconds) Hearing none, this concludes this Communications Training Exercise. Thank you for your cooperation. This frequency is now clear. CERT Emergency Communications 33
Tactical Call Sign Demonstration Script A CERT Command NOTE: You are calling EOC. You will initiate the call. EOC, this is Central CERT Command, over. EOC, this is Central CERT Command. Send 22 stretchers to corner of E Street shelter near Willow Pass Rd, over. EOC, this is Central CERT Command, out. Tactical Call Sign Demonstration Script B EOC NOTE: You are responding to a call from Southwest CERT Command. They will initiate the call. Central CERT Command, this is EOC, over. Central CERT Command, this is EOC, 22 stretchers at 12 th Street shelter, over. CERT Emergency Communications 34