STANDARD OPERATING PROCEDURES COMMUNICATIONS SYSTEM 204.2b RADIO DISCIPLINE AND TERMINOLOGY EFFECTIVE: JULY 2011 PURPOSE The purpose of this policy is to provide all members with general guidelines related to radio discipline and standardized terminology. POLICY It is the policy of the Department to use radio discipline and standardized terminology in a manner that will effectively and efficiently communicate information during emergencies. APPLICATION The following document outlines various guidelines related to radio discipline and standardized terminology. This document formalizes fundamentals related to radio communication, utilizing a common language (clear text), and emphasizing the importance of keeping communications brief and direct in order to diminish unnecessary radio traffic. Duties and Responsibilities 1. Every unit shall maintain a properly functioning radio. 2. Units shall quickly answer the radio when called. 3. Members are responsible for maintaining the ability to respond to emergencies (i.e., via radio, cell phone, etc.). If a unit is unable to receive radio transmissions, the unit shall contact dispatch and advise how it can be contacted. 4. Each dispatcher and member shall be responsible for his/her use of the radio. Each supervisor is responsible for use of the radio by subordinates. 5. Members should consider carrying the apparatus cell phone as a secondary communications resource in the event their radio is not functioning properly. Page 1 of 11
6. Radio positioning during use affects the quality of transmission. If poor reception is noted, positioning of the radio in an open area may improve transmission and reception. RADIO DISCIPLINE Note: It has been shown through testing that aftermarket equipment such as external microphones and shorter antennas may have an impact on radio quality. If poor radio quality is noted inspection and testing of the external components may be needed. All radio messages shall be short and concise. Whenever possible users should accomplish long or technically specific messages via face-to-face or telephone communications. Self-Discipline Messages should be impersonal, professional, and unemotional. Speak clearly at a practiced rate (i.e., do not speak too fast or too slow). Voice transmission volume should be loud enough so the microphone in the hardware can pick up the transmission. Words and voice inflections suggesting disgust, irritation, levity, or sarcasm shall not be used. Members should pause a moment after pressing the transmit key to allow connection to radio resources. Sender can then state the receiver s designator, the sender s designator, and pause a moment before proceeding with the message content. Profanity is prohibited on any radio frequency or telephone line. Dispatch frequencies and telephone lines are recorded and frequently accessed by the public. Specific Information Before transmitting, members should think about what they are going to say, pause, then say it. Task-Oriented/Company-Oriented Orders given to companies should indicate a specific, assigned task. It should be reasonably performed by a single company alone or in conjunction with other companies. Page 2 of 11
Indicate Objectives In addition to being task and company oriented, assignments should indicate an objective to the action. The company should know where to go, the task, and the objective of the task. Orders should indicate what to do not how to do it. Example: Ellery Command: Engine 2, Ellery Command, you are Division Bravo, protect exposures. Well-Timed/Spaced Prioritize your messages. Do not use valuable air time with unimportant messages and insignificant details. Maintain an awareness of the overall situation and how you fit into it. Do not interrupt conversations unless you have emergency traffic. Listen before transmitting and wait until a message transaction has been completed. Pause between consecutive messages. This will make it clear when one message has been completed and another started. It will give other units a chance to get on the air with important messages. The term break can be used by the sender to indicate a new receiver is being addressed. Clear Text Example: Ellery Command: Communications, Ellery Command, start a second alarm, Break, E2 upon arrival you will be assigned to Division Bravo. Clear text is utilized for all radio traffic. This means common language is used with some paraphrasing and selected terminology. Repeating/Paraphrasing Pertinent Information Dispatchers and responding units shall repeat all pertinent information using a paraphrase format. Long or complicated messages may be acknowledged by field units by using appropriate radio terminology such as copy and may be acknowledged by the dispatcher using the unit s identifier for timestamp entry purposes. Typically, command benchmarks will be repeated by the dispatcher and followed by a timestamp entry. It is not necessary for the dispatcher to repeat assignments acknowledged by field units. Note: A benchmark is a defined request for assistance from another agency, PAR, or significant change in operations. Page 3 of 11
Dispatch Center Identification Fire Communications (dispatch) shall be referred to as Communications on all frequencies. Radio Communications Sequence Two-way radio communications involves a sender and one or more receivers, For radio communications to be effective, both the sender and the receiver(s) must operate under the same framework. When contacting a user by radio, the sender shall: 1. Identify the unit being called 2. Identify the sender s unit 3. Give the message Receiver shall acknowledge receipt of the message by stating his/her designator and a brief restatement of the message. The single term copy may be utilized in place of the paraphrased restatement for strictly routine messages. Example: Fire Dispatcher: convenience. E10, contact Battalion 1 at your earliest E10: E10 copy or E10 Copy, contact Battalion 1. If the receiving party does not acknowledge the message, it will be assumed the message was not received and the message shall be repeated. A dispatcher shall acknowledge all significant traffic including unit status changes by a brief restatement of the message. Particular attention shall be given to repeating unit status, report on conditions, and requests for additional resources. To decrease radio transmission time, all traffic directed to the dispatcher should relate to the following: 1. Status of units 2. Messages necessary to mitigate an incident 3. Messages required for incident reporting purposes Page 4 of 11
4. Authorized non-emergency traffic When incident command is established at an incident, the Incident Commander (IC) shall acknowledge subsequent, incident-related radio transmissions. Fire Dispatcher Request to Stand-By When staff or units request information from the Communications Center that is not readily available, the dispatcher will instruct the unit to stand-by while accessing information within the CAD system or other source. If the dispatcher requests a unit to stand-by in response to an informational request, unit status changes can still be transmitted as they occur. More complicated traffic should be held until a response to the original unit is provided. Radio traffic of an emergency nature may be transmitted at any time. Radio Channels Fire units utilize four types of radio channels. These channels and their uses are discussed below: 1. Primary Dispatch Channel (Metro\Rural): Duplex channel utilized for dispatch of units to medical aids, still alarms, single unit response, and for initial alerting of multi-unit response. 2. Operations Channels as assigned: Duplex channel utilized by responding units and while on scene to communicate fire operations. Units responding to a request for a second alarm or greater will receive a second broadcast on the Primary Dispatch Channel and be directed to go en-route on the Operations Channel. 3. Tactical Channels (Tac1, Tac2): Simplex radio channel utilized when expanding incident requires the use of additional radio channels between units operating on scene. These channels will be utilized at the discretion of the IC. 4. Command Channel as assigned: This is a duplex radio channel utilized by IC when the incident expands, requiring the IC to have a channel that does not compete for air time with fire-ground operations and talks directly to dispatch. This channel will be utilized at the discretion of the IC. Page 5 of 11
COMMON TERMINOLOGY Affirmative Arrived Assist At hydrant Available Available in quarters Behavioral emergency CAD Copy Code 2 Code 3 Command Delayed response Yes or That is correct response to a question. Indicates a unit has arrived at incident location. Term used to which agency a unit(s) is assisting. Unit standing by at hydrant preparing to extend water supply line. Indicates a unit is available, out of quarters. Indicates a unit is available and located in their assigned quarters. Term used to describe a patient that is mentally unstable, law enforcement needed, Computer Aided Dispatch system which tracks resource status and recommends response deployment to dispatch personnel. Term used to acknowledge a radio transmission or instruction. Term used to respond without lights and sirens. Term used to respond with lights and siren. Term used to identify an individual has taken charge of an incident. Term used by a company to place themselves on a planned delay. Disregard Term used to ignore previous information. Emergency traffic Used to designate a temporary suspension of all radio traffic on a channel due to an emergency on the scene. Exposure First-alarm assignment Structures, vehicles, or other objects in close proximity to, and jeopardized by, fire or other emergency situation. An initial multiple resource assignment of fire/rescue apparatus and a chief officer(s). Page 6 of 11
Hazardous material incident An incident involving hazardous materials which pose an immediate threat to life, property, and/or the environment. IDLH Immediately Dangerous to Life and Health. Inch and a half (1-1/2 ) Term used to identify 1-1/2 preconnected line. Inch and three quarters (1-3/4 ) Term used to identify 1-3/4 pre-connect line. 11-44 Term used to describe a deceased person at scene. 11-99 Term used to describe a member in danger, law enforcement needed, Code 3. 360 Term used to describe a 360 degree walk-around of the incident. Incident commander (IC) The person in charge of or in command LDH/Feeder of all resources operating at an incident. Large Diameter Hose, 5, Supply Line. The IC indicates if line should be charged or not. MCI Multi Casualty Incident. Refers to medical emergencies or motor vehicle crashes involving five or more patients. MDT Mobile Data Terminal. A computer device in vehicles that is connected via radio modem to the CAD. Move up Unit relocation performed in order to maintain adequate resource distribution. Mutual aid Assistance provided from fire department to another based on a specific request. Negative Out of district Out of service No response to a question. Term used when a unit is no longer in its main response area. Term used to identify a unit unable to respond to calls for a specific reason. PAR Personnel Accountability Report. A procedure conducted to determine the safety and integrity of all individuals and companies. Radio check Term used to verify if the radio system or a particular radio is working properly. Page 7 of 11
Reel line Repeat Responding/en route Term used to describe a pre-connected, reel mounted 3/4 or 1 line. Also referred to as a Redline. Term used to ask for a retransmission of a message. Term used to advise unit is en route to an alarm ( on the way ). RIC Rapid Intervention Crew. A fire company specifically assigned to standby for the purpose of initiating rescue operations for downed or trapped firefighter. Special call Scene secure Scene not secured Staged Standby Tactical channel Test tones Traffic Unit requested to respond to an incident for a special function. Term used by dispatch to indicate the incident has been secured by police and is safe to enter. Term used by dispatch to indicate the incident has NOT been secured by police. Unit(s) positioned near (but not on) scene awaiting further instructions. Term used to indicate wait or hold position until further information and/or instructions are given. Radio channel for use between incident management personnel and resources operating on the scene of incidents. Radio alerting tone transmitted to a station for either test or demonstration purposes. Term used to describe incident related communications. Transmissions travel back and forth between units and dispatch in an ordered fashion, similar to traffic. Page 8 of 11
Structural Terminology 1. To ensure companies are given clear directions to the exact location, where they are needed, a standard and consistent division of the fire building is required. These divisions shall include: Side of the structure Floor of the structure Exposure 2. Building sides will be defined as follows. Unless changed by the IC, the address side or front of the structure will be Side Alpha and will continue clockwise for the remaining three sides. Page 9 of 11
Front of Structure (Address side) Side-Alpha the front of a structure (typically the address side) Side-Bravo clockwise from side Alpha (left outside wall) Side-Charlie the rear outside wall of a structure Side-Delta clockwise from side Charlie (right outside wall) 3. The floor numbers will be used for identifying divisions. Traditionally, the first floor that has a full door above grade level has been considered the ground or first floor. Any floor below this level is considered a basement or sub-floor. 6 5 4 3 2 1 B-1 B-2 Page 10 of 11
Phonetic Alphabet The following phonetic alphabet (NATO Standard) will be used to clarify the spelling of words or letters when appropriate. A B C D E F G H I J K L M N O P Q R S T U V W X Y Z Alpha Bravo Charlie Delta Echo Foxtrot Golf Hotel India Juliet Kilo Lima Mike November Oscar Papa Quebec Romeo Sierra Tango Uniform Victor Whiskey X-ray Yankee Zulu Page 11 of 11