EMCOMM Notebook – Marion County FL Amateur Radio Emergency Service

Emergency Communicator’s Notebook

Adapted from St. Louis ARES

ARES is not a clubARES is not an organization itself but a volunteer program of the ARRL and consists of licensed amateurs who have voluntarily registered their qualifications and equipment for communications duty in the public service when disaster strikes.
Introduction to Emergency Communication course book
Backup power needsEvery radio owner should be able to power his or her transceiver from standard batteries. Rechargeable batteries are great for everyday use when AC power is available to recharge them, but recharging batteries when the power is out or when heavy use drains the batteries quickly can be a problem.
Introduction to Emergency Communication course book
Have three power sources availableIf you are going to use a hand held transceiver, figure that the rechargable battery will eventually give out and you won’t have any way to recharge it. Many new hand held transceivers have optional packs that hold alkaline batteries. It would be a good idea to have one of those (and fresh batteries, of course) in your go bag. And since those batteries could also fail, also take a gel cell battery. Don’t forget to take along the appropriate adapter so you can plug in your hand held unit.
John Weis, N0UFB
Even a CB radio can be usefulMany truck drivers have Citizens Band transceivers in their vehicles. Upon arriving at the scene they may try calling for instructions on CB channel 19. If you have a CB radio with you, you may be the only emergency communications operator able to respond to them.
ARECC Level I course book
Long Tone ZeroLong Tone Zero, sometimes called LiTZ, is a method of notifying anyone listening that you have an emergency or priority situation. If you have an urgent need to make contact and no one has responded to your voice calls, try the following procedure. While pressing your transmit key, also press and hold the zero button on your transceiver for a minimum of three seconds. This will send a unique DTMF signal over the air. It’s exactly the same tone you hear on your telephone when you press its zero button. Alert ham radio operators will know what it means, and even some repeaters have been programmed to respond to it.
Gary Ross Hoffman, KB0H (SK)
Wilderness ProtocolThe Wilderness Protocol was developed to facilitate communications between hams while hiking or backpacking, but has since become useful anywhere that repeater coverage is sparse. From 7 AM local time to 10 PM, amateur radio operators in such areas are asked to monitor the simplex calling channel 146.52 MHz for five minutes every hour. Monitoring times would be from 7:00 to 7:05, 8:00 to 8:05, and so forth until 10:05 PM. Using this protocol, hams wishing or needing to make contact know which times they are most likely to receive a response. In addition to the primary frequency of 146.52 MHz, the secondary frequencies of 52.525 MHz, 223.5 MHz, 446.0 MHz, and 1294.5 MHz may be monitored.
Gary Ross Hoffman, KB0H (SK)
Accuracy is crucialRichard Palm, K1CE, is the editor of the ARES E-Letter. He once wrote: “A few weeks ago, I handled a radiogram on one of the local VHF nets routed via a major HF net in the Northern Florida section. The message had a simple preamble, address, text, and signature, and yet it was garbled significantly from the original. If there is one thing that we must do right (as) ARES operators, it is to send a message accurately. It is more important than timeliness, or any other feature of message-handling. Take the time to send it right. We hang our hats on that.”
Richard Palm, K1CE
Problems with generatorsYou may want to think twice before connecting your communications equipment to a power generator. Some generators may be poorly regulated and provide an erratic supply of electricity, or worse, power spikes. If you have reliable and adequate battery power, you might consider using that instead.
ARECC Level I course book
Grab a tiger by the tailA Tiger Tail can extend the range of your handheld radio. Just attach a quarter wavelength to the outer collar of the BNC connector on your HT antenna.
http://adjunct.diodon349.com/Radio/ht_tiger_tails_and_other_good_info.htm
Keep an AM-FM radio handyOur recent mass power outage showed the value of a simple battery powered AM-FM radio. It could be your only source of important news and announcements. Also be sure to have spare batteries on hand.
Bob Ernst, KC0NRK
Generator maintenanceOver time gasoline additives can come out of solution, and some of those additives are harmful to engine components. If you do not plan to use your generator for a while, be sure to drain the gasoline, especially from the carburetor.
Mel Whitten, K0PFX
Consider upgrading your licenseYour day-to-day activities in the amateur radio hobby may not require a higher level license, but what about when disaster strikes? The additional privileges and the knowledge that you gain while obtaining them could serve you well during an emergency.
Gary Ross Hoffman, KB0H (SK)
Time to check your go-bagJust as the arrival of Daylight Savings Time is a reminder to check the batteries in your smoke detector, the arrival of Field Day should remind you to go through your go-bag and check the perishables. Don’t stop with the food and water. Remember the toothpaste, anti-perspirant, medicines, and anything else that might dry out or go bad. While you’re at it, check the batteries stored in your bag.
Gary Ross Hoffman, KB0H (SK)
Take care of yourselfThe Introduction to Emergency Communication manual says that your personal safety comes ahead of the mission. Don’t put yourself at risk. You cannot help the emergency relief efforts if you allow yourself to become sick or injured.
Introduction to Emergency Communication course book
Generator spikesIf you plan to connect your communications equipment to a generator, you may get an erratic supply of electricity. Worse, your equipment could be damaged by power spikes. If you have to use a generator, put a line conditioner between it and your radio equipment.
Gary Ross Hoffman, KB0H (SK)
Save some resources for the next shiftThe adrenaline will be pumping during the initial deployment, but if it’s an extended emergency, manage your resources carefully. Do not use up your batteries all at once, and do not send all of your people right away.
Introduction to Emergency Communication course book
Be consistent when using tactical call signsTo be effective, a tactical call sign, once assigned, should be used consistently. For instance, do not use EOC one time and Command the next for the same location. A list of tactical call signs and the locations or functions to which they are assigned should be made known to all who might make calls to or receive calls from each such location or function.
Introduction to Emergency Communication course book
When volunteering, check before leaving homeIn some cases, an emergency occurs in a neighboring area where we are not a member of the responding communication group. For whatever reason, we might feel obligated to offer our services. If at all feasible, it is best to make our offer through formal leadership channels before making any significant preparations or leaving home.
Introduction to Emergency Communication course book
How we may be viewedVolunteers are often viewed as “part timers” whose skill level and dedication to the job vary widely. Many agencies and organizations have learned that some volunteers cannot be depended on when they are needed most. Do not be offended if this attitude is obvious and remember that we cannot change it overnight. It takes time to prove ourselves and for a positive working relationship to develop and mature.
Introduction to Emergency Communication course book
ARES is not a clubARES is a volunteer program of the ARRL and consists of licensed amateurs who have voluntarily registered their qualifications and equipment for communications duty in the public service when disaster strikes.
Introduction to Emergency Communication course book
It’s all integratedThere are many aspects to emergency communications. If you ignore some parts of it, such as message handling or attending debriefings, you severely impede your effectiveness. To be a good communicator you need to cover all of the bases.
Gary Ross Hoffman, KB0H (SK)
Ensure that your transceiver is workingHave you ever gone somewhere in a hurry and noted when you arrived that your rig wasn’t working? Forget to recharge those batteries? Forget a connecting cable? Loose connections? No spare fuse on hand?
Curt “Bart” Bartholomew, N3GC
FEMA Courses?FEMA, the Federal Emergency Management Agency, has numerous free online courses to help you prepare yourself for disasters. Take a look at training.fema.gov/IS/crslist.aspx for a list of the courses available.
Federal Emergency Management Agency
Take a garbage bag with you when you deployIt’s lightweight, it’s inexpensive, and it makes it easy to keep your area free of plastic bottles and any other detritus that might accumulate. More importantly, you’ll make a favorable impression on the agency you’re serving if you clean up after yourself.
Gary Ross Hoffman, KB0H (SK)
Alternatives to amateur radioWhat do you do if your station goes down? Remember, YOU are the communicator, not the radio. Think about alternative ways to get your messages delivered.
Gary Ross Hoffman, KB0H (SK)
Each mode is differentOperating on HF is vastly different than operting on VHF. Even in VHF, working via simplex is not at all like using a repeater. Practice and gain experience with each band and operating mode you’re likely to use during an emergency.
Gary Ross Hoffman, KB0H (SK)
Consider the FEMA Professional Development SeriesAmong the many Independent Study courses that FEMA offers for free is a group called the Professional Development Series. Taking these courses will give you tremendous insight into what happens during a disaster, how agencies prepare – or fail to prepare for them, what plans and systems have been set up to cope with them, and what historical events led to the development these plans.
Gary Ross Hoffman, KB0H (SK)
Is no one responding on the secondary frequency?If you have a transceiver capable of handling two frequencies simultaneously and no one is responding on that second channel, the problem may be as simple as the volume has been turned down.
Gary Ross Hoffman, KB0H (SK)
Outdoors isn’t indoorsEven in an urban or suburban setting, working outdoors isn’t like working indoors. You may have taken your equipment into consideration, but don’t forget yourself. Think about your allergies, the sun, heat, cold, bugs and everything else that might affect you. Treat your outside deployment or exercise as if it were a camping trip and prepare for it accordingly.
Gary Ross Hoffman, KB0H (SK)
Mark your equipmentBe sure that every piece of your equipment is marked with at least your name and call sign. After the emergency, you’ll want any property you left behind to find its way back to you.
Introduction to Emergency Communication course book
Maintain a fire extinguisher near your battery charging stationThis applies primarily to larger batteries, but every battery is a chemical device and you will be pumping energy into it. Having a fire extinguisher handy is a reasonable precaution.
Jim Conley, N0OBG
You brought your radio to the emergency, but will you be able to power it?Antenna connectors are fairly generic, but what about power connections? ARES groups around the country use Anderson Powerpoles as the standard power connector on their equipment.
Introduction to Emergency Communication course book
Yes, you are ready to participateCaution is good, but don’t let it prevent you from participating and volunteering. Everyone makes mistakes on their first try, or first dozen tries, and everyone survives them. You will find that most other hams will be sympathetic and supportive of your efforts.
Gary Ross Hoffman, KB0H (SK)
Listen to the Net Controller’s instructionsOne of the most common mistakes on regular nets is that operators assume that they know what the Net Controller is going to say. They miss the Net Controller’s instructions and wind up giving inappropriate responses. This can be calamitous in an emergency situation. One way to develop the habit of paying attention is to write down the key elements of what the Net Controller is saying. You might be surprised to find that it’s not always the same thing.
Gary Ross Hoffman, KB0H (SK)
How close are you to the antenna?You want your signals to reach other emergency operators, not irradiate YOU. This is especially true if you have boosted your power. Make sure your antenna is a safe distance away from your operating location and that its emissions are not directed at you.
Gary Ross Hoffman, KB0H (SK)
You are your own safety officerWhen setting up or operating a station of any size, the very first thing on your mind should be, is it safe? Am I going to irradiate anyone with RF energy? Could my battery spill acid? Can it fall on anyone’s foot? Have I created an electrical hazard? Could anyone trip over my feedline or get poked in the eye by my antenna? The safety of your station is your responsibility. Make sure that it cannot harm you or anyone else.
Gary Ross Hoffman, KB0H (SK)
What about your pets?Have you included your pets in your emergency preparations plan? If not, please check www.ready.gov/caring-animals.
Federal Emergency Management Agency
Do not use VOXVOX stands for voice activated transmitter. VOX devices are handy gadgets, but should not be used in an emergency setting. Ambient noise might activate the transmitter and tie up the frequency. Also, you do not want your casual comments to go out over the air.
ARECC Level I course book
Have something handy for your throatEveryone who talks on the air has experienced a moment when he or she suddenly could not talk. It may have been due to a dry throat, a cough, congestion, or a number of other things. For extended sessions at the radio, have something to soothe your throat on hand. It could be a drink or something as simple as cough drops. Please note that if you do keep liquids nearby they should be in spill-proof containers.
Gary Ross Hoffman, KB0H (SK)
Never alter a messageDo not alter a message, even to correct a typographical error. What you think is right may actually be wrong. Moreover, any change you make might subtly alter the meaning of the message. Send or write it exactly as you receive it.
Introduction to Emergency Communication course book
Check that emergency gearOne problem almost every emergency communications operator encounters is finding that some part of his gear doesn’t work. It usually happens at the worst possible time. It may be dead batteries, a non-functional piece of equipment, consumables that have gone bad, or just something that didn’t work quite the way the operator thought it worked. Pick a date and mark it on your calendar. The weekend before Field Day or before the yearly Simulated Emergency Test would be good. Go through your emergency gear AND your regular equipment and make sure that everything is up to date and works.
Gary Ross Hoffman, KB0H (SK)
Moist wipes, the duct tape of personal hygieneImagine that you’ve just finished setting up your antenna in a particularly filthy environment. Or that you’ve just helped get the generator going. Or that you’ve just eaten a power bar and your hands are all sticky. Now you have to operate your station. Do you really want to get gunk all over your equipment? Suppose you have to take a message? What will IT look like once you had your dirty hands all over it? Operators who have worked long missions will tell you that having moist wipes in your bag is as important as having duct tape.
Various experienced operators
Slow-charge your batteriesWe’ve heard the term “fast and easy” so often that we’ve come to believe that’s the best way to do things. It’s not necessarily true, and it’s certainly not true when it comes to charging your batteries. Fast chargers heat up your batteries and considerably shorten their lifespans. Ultimately, it is cheaper and more efficient to have several batteries on hand and rotate them through a slow charger.
Gary Ross Hoffman, KB0H (SK)
Net control errors, #1Some net control operators make the mistake of identifying the net only once, just as they begin. For the benefit of those just tuning in, the name of the net and call sign should be transmitted regularly.
Gary Ross Hoffman, KB0H (SK)
Net control errors, #2Net control asks, “Are there any other stations wishing to check in?”. You key up and give your call sign, but when you release your key what you hear is an abbreviated message that ends with, “.. no more check ins I will now close the net.” Clearly the net control operator has not paused long enough for anyone to answer. When a net controller calls for a response of any kind, he or she should wait at least five seconds before continuing.
Gary Ross Hoffman, KB0H (SK)
Net control errors, #3The net controller says, “When checking in, tell me in the following order: your physical location, your tactical call sign, if you have any traffic to pass, your call sign and then your name. I will take checkins by call sign suffix. If the suffix of your call sign begins with A through I, call now.” Wow. Did you get any of that? The net controller has given instructions that make it easier for him to log responses, but almost impossible for anyone to understand. The inevitable result will be that virtually no one will follow his instructions. Controllers and net script writers should always make their instructions simple and easy to understand. Never give instructions that require a lot of mental arithmatic.
Gary Ross Hoffman, KB0H (SK)
Cheap batteries are not cheapBuying very cheap alkaline batteries in bulk may seem like a good idea, but you are likely to find that many of them have already started to decompose before you even open the wrappers. Stick with the better brands.
Gary Ross Hoffman, KB0H (SK)
Preparing your new radioAre you planning to use your new transceiver for emergency communications? Make sure that you have made the proper preparations. Is the necessary hardware in place everywhere that you may want to mount it? Did you get an extra supply of all of the fuses that it requires? Do you have a waterproof bag or box in which to transport it? Do you have all of the necessary accessories, including the manual, in that bag? Did you program all of the frequencies you’ll need into the radio? And most importantly, did you familiarize yourself with the radio’s operations sufficiently so that you can enter and store a new frequency, offset, and tones without referring to the manual?
Gary Ross Hoffman, KB0H (SK) and Bob Gale, WA4GDX
Very cheap radios have limited valueThe new, extremely cheap hand held radios coming out of China and Southeast Asia are fun, but don’t rely too much on them for emergency communications. They can be useful for short ranges, but you may find that adding even a modest run of coaxial cable and a simple antenna reduces their effectiveness to almost zero.
Gary Ross Hoffman, KB0H (SK) and Tyler Pollard, KE0BCM
Only offer those services that you can reasonably provideYour served agencies would like for you to provide all of the communications services that they lost during the disaster. You’d like to oblige, and some emergency communications groups go overboard trying to do so, but are you replacing one failure-prone infrastructure with another? If what you are trying to provide requires that several operators show up, each with some critical item or expertise, then probably so. Only offer those services that you know that a single operator can reasonably provide, and even then only if you know that you have several operators who can do it.
Gary Ross Hoffman, KB0H (SK)
It doesn’t always have to be amateur radioYour primary job during a disaster will be communications. If the resources are available, it may be more efficient to use a telephone, a fax machine, or even email. It doesn’t always have to be amateur radio.
Introduction to Emergency Communications course book
Don’t forget the duct tape!Duct tape is a wonderful product that comes in handy during a disaster.
Every “go-bag” list ever written
Keep a copy of the operating manual with your field transceiverYour field radio may do something unexpected. You may need to use one of its special features. Your relief operator may not be familiar with how it works. There are dozens of reasons for keeping a copy of your field transceiver’s operating manual nearby, preferably in a waterproof wrapper.
Introduction to Emergency Communication course book
Volunteer to work at public eventsWorking at events such as the MS 150 Bike Tour and Scottish Games gives you valuable field experience. You learn how to work within a team structure and what it’s like to serve another organization. You’ll probably also get a taste of the unexpected.
Introduction to Emergency Communication course book
Half of communicating is listeningDon’t be so focused on what you want to say that you don’t listen to what the other fellow is saying. Listening for and hearing a message, then understanding it and properly responding to it are vital to effective emergency communications.
Introduction to Emergency Communication course book
Are you bored? #1Disasters can have long, intense periods where you are just about overwhelmed, followed by long, boring periods during which very little happens. The same is true of exercises. There are many things you can do during the dull periods, but one of the most productive is to check your logs. In all likelihood the logs are incomplete, have illegible entries, or cryptic abbreviations because you were in a hurry. Use the slack time to update and clean up your logs.
Gary Ross Hoffman, KB0H (SK)
Are you bored? #2Disasters and exercises can have long, boring periods during which nothing happens. One way to occupy yourself during these times is to review your equipment manuals. You’ll probably discover some useful feature you didn’t know about or had forgotten.
Gary Ross Hoffman, KB0H (SK)
Are you bored? #3Disasters and exercises can have long, boring periods during which nothing happens. You might use this slack time to check your setup and settings. Make sure wires and cables have not moved or become loose. Is anything overheating? Maybe it can be turned off for a while. If you’ve had to repeatedly enter odd frequencies, now would be a good time to put them into the radio’s memory.
Gary Ross Hoffman, KB0H (SK)
Field Day opportunitiesField Day is not only fun, but it is a great learning opportunity. Look around and see what interesting modes and configurations other operators are using. Pay attention to what they had to do to get everything to work in the field.
Gary Ross Hoffman, KB0H (SK)
Microphone and voice issuesWe all know to use the phonetic alphabet, but there are other issues that also affect the clarity of your message. Regardless of the ambient noise level where YOU are, assume that person to whom you are talking is located inside a noisy restaurant. Do not speak too softly for them to understand you. Also, do not hold the microphone too close to your mouth, as all manner of hisses, pops, and breathing noises will go out over the air.
Roland Kramer, W0RL
The OTHER emergency communicationsYou have a good idea of what agencies you’ll be talking to during a disaster, but don’t forget to come up with a workable plan for your OTHER emergency communcations: Those with your family.
Gary Ross Hoffman, KB0H (SK)
Prepared?As an ARES volunteer you are part of an emergency preparation plan. But how prepared are you personally? A good starting point would be to take the FEMA IS-22 course: Are You Ready? An In-depth Guide to Citizen Preparedness.
Gary Ross Hoffman, KB0H (SK)
Organization is vitalPicture a random group of volunteers trying to handle a communications emergency. They don’t know each other, have different ideas about what should be done, and half of them want to be in charge. The result is chaos. This is why training alone is not enough. There has to be an organized structure from which to work. That is the purpose of ARES.
Introduction to Emergency Communication course book
Do you need everything that you’re taking?Naturally you want to be prepared for every eventuality, but do you really need an 18-wheel truck full of equipment for a four-hour deployment?. Segregate your field equipment into categories, starting with items you know that you’ll need regardless of what kind of deployment it is. Beyond that you can divide things up depending on the length of your stay, whether it will be indoors or outdoors, and so forth.
Gary Ross Hoffman, KB0H (SK)
InterfaceWherever you are deployed you will be handling communications for someone. Don’t arrive and just sit in front of your radio waiting for them to find you. Signing in isn’t enough, locate the person for whom you are supposed to be working and let them know that you are there.
Gary Ross Hoffman, KB0H (SK)
Don’t try to fake itIf you are given a message that you know you cannot deliver, or a task that you do not know how to perform, be honest and say so. It is much better that the person making the request knows right away rather than believing that what he asked for has been taken care of.
Gary Ross Hoffman, KB0H (SK)
What to do if you’re not trainedQuite a few amateur radio operators have little interest in emergency communications until there is a disaster. It is a hobby after all. If you haven’t had any training but still want to help, do NOT go directly to the disaster site and volunteer. Listen to the on-air activity and determine which amateur radio organization is handling it, then contact them and find out if you can help.
Gary Ross Hoffman, KB0H (SK)
I did that alreadyParticipating in a message handling or simplex exercise just once isn’t sufficient. Each time you do an exercise you learn something new and what you already knew gets reinforced. Training and preparedness never stops.
Gary Ross Hoffman, KB0H (SK)
Don’t over commitYou want to help, but resist the urge to over commit. You probably have a pretty good idea of your limitations, so be honest and not only say what you CAN do, but also what you CANNOT do.
Gary Ross Hoffman, KB0H (SK)
Documentation, #3If you hold an official position in an Amateur Radio emergency communications group, then you should document pretty much everything: What you’ve done, what group-related conversations you had, all of your email exchanges, and so forth. Documentation comes in very handy when no one remembers or there is a disagreement concerning past events.
Gary Ross Hoffman, KB0H (SK) and Steve Wooten, KC0QMU
Don’t let pride slow you downYour radio has gone wonky and you’re trying to fix it. You’ve seen this problem before and you know you figured it out once, you just can’t remember how. Rather than experimenting and getting increasingly frustrated, swallow your pride and pull out the manual. You’ll save your sanity and be back on the air a lot quicker.
Gary Ross Hoffman, KB0H (SK)
We have no authority at emergency sitesIn most cases, we cannot make decisions for others, or make demands on the agency we serve or any other agency. The only decisions we can make are whether to participate or not, and those affecting our own health and safety.
Introduction to Emergency Communication course book
Prepare before the emergency, Part 1The best time to offer your services to an emergency communicaions group is well before any emergency occurs. This will allow you to obtain the proper training and credentials and to become known to the group’s managers. When the time comes to serve, you will be ready for your job.
Introduction to Emergency Communication course book
Prepare before the emergency, Part 2Emergency communication planners should give advance thought to the kinds of information that might need to be passed by the agencies they serve.
Introduction to Emergency Communication course book
Prepare before the emergency, Part 3Being personally prepared is not enough. Emergency communications involve working with other people. You will need to use the same procedures, know the common frequencies, know who is in charge and so forth. That is why it is vital to work within an organized group rather than trying to operate independently.
Gary Ross Hoffman, KB0H (SK)
We are not “first responders”Except in rare cases of chance, we will seldom be first on the scene. We do not need flashing lights and sirens, gold badges, or fancy uniforms. In most cases, beyond reporting the situation to the proper authorities, amateur radio operators have little usefulness as communicators at the very beginnings of an emergency.
Introduction to Emergency Communication course book
Do not overdo itDo not insist on working more than your assigned shift if others can take over.
Introduction to Emergency Communication course book
Keep a diary of what takes place during the debriefingRather than relying on your memory or event log, create a separate diary of what takes place during a debriefing. Write down what was accomplished, what is still pending, what worked well, what needs improvement, ideas to solve problems in the future, key events, and conflicts and their resolutions.
Introduction to Emergency Communication course book
Slow down and do it rightYou’ve arrived at the deployment site and tension is high. People are rushing about, emergency vehicles with flashing lights are coming and going, and your adrenaline levels are spiking. You want to get set up in a hurry and get with the program. Wait. Slow down. Instead of rushing, do it carefully and by the numbers. That way you won’t accidentally injure yourself, and you’ll know that your station was set up properly.
Gary Ross Hoffman, KB0H (SK)
Wrong way, right wayWrong way: Skip the training, don’t participate in exercises, and then show up at the scene of a disaster and volunteer your services. Right way: Get trained, participate in exercises, and then show up fully qualified to help at the scene of a disaster.
Gary Ross Hoffman, KB0H (SK)
Got a camera?While not a necessary part of a deployment kit, if you have a small camera you might consider taking it along. Pictures of the site and/or your station could be useful both for archival and training purposes.
Gary Ross Hoffman, KB0H (SK)
Family firstIf you’re at a deployment site and your spouse calls and informs you that one of your kids is sick, go home. Family comes first, no question.
Gary Ross Hoffman, KB0H (SK)
What message form should I use?Generally speaking, use the FEMA ICS-213 form when sending messages locally, and the ARRL Radiogram form when sending messages out of the area. Likewise, use the local date and time on the ICS-213 form and Universal Coordinated time on the Radiogram.
Gary Ross Hoffman, KB0H (SK)
Write it downKeeping a proper log is an important part of ANY station operation, but it is absolutely essential for an emergency station. You cannot rely on your memory alone, especially in the stressful environment of a disaster scene. Things may be happening fast, but you should still make the effort to log your messages and significant events.
Introduction to Emergency Communication course book
Two operators at every stationExperience has shown that emergency stations work best if there are at least two operators on duty at all times. One should stay completely focussed on the radio traffic. The other should assist and also “run interference” for the first operator. At the very least, the second operator should keep the area quiet. The two operators should periodically switch positions.
Debriefings from many Simulated Emergency Tests
Can you continue to operate if the power goes out?Storms caused power disruptions all over the area a few years ago. If your home were affected, would you be able to stay on the air? Would you have sufficient lighting to be able to write down important messages?
Eric Bueneman, N0UIH, and Gary Ross Hoffman, KB0H (SK)
The Preparedness CycleThe Preparedness Cycle is Plan, Organize/Equip, Train, Exercise, Evaluate/Improve, and then repeat the cycle.
The National Incident Management System
Best PracticesYou may have a lot of experience, but Best Practices are developed from the experiences of many people.
The National Incident Management System and the American Radio Relay League
How to pace yourselfThe most frequently heard complaint about formal traffic is that the sender is going too fast. A very good way to learn how to pace yourself is to actually write down the message as you are reading it over the air.
Dolores Guittar, KD0CIV
Select your antenna to fit the taskThe antenna that you put on your house may have great range, but it may not the best choice for field operations. For that, you want to choose something that is very portable, easy to put up and take down, and can tolerate a lot of handling.
Gary Ross Hoffman, KB0H (SK)
CamouflageCamouflage looks cool, but you really want your field equipment to be easily seen. That way, no one will trip over it, and you won’t accidentally leave it behind because you didn’t notice it when you were packing up.
Gary Ross Hoffman, KB0H (SK)
Spare hardwareHow many times have you been outdoors and dropped a vital screw, nut, bolt, or washer? Did you ever find it? If you know that it’s going to be handled out in the field, it would be a good idea to carry spares.
Gary Ross Hoffman, KB0H (SK)
The importance of your logsSome operators make little effort to keep a log, since they assume that no one, including themselves, will ever look at it. A well-kept log, however, can be an extremely valuable asset. What mistakes did you make that you never want to repeat? What supplies did you use that you need to replenish? What person did you meet that you want to contact again? Don’t assume that you’ll be able to remember everything. Be diligent about keeping your log and review it regularly.
Gary Ross Hoffman, KB0H (SK)
It was a bad experience, or was it?It was a bad experience, everyone was shouting at each other, and you’re glad that it’s over. Now what do you do? You could get on Facebook and bad-mouth everyone who upset you. Or you might try reviewing what happened as if you were a disinterested observer. How much of the conflict was due to misunderstanding or miscommunication? If you hadn’t been so stressed, could you have helped alleviate some of the problems? If you can learn something from the experience, then it wasn’t a loss at all.
Gary Ross Hoffman, KB0H (SK)
Spread outYou already know that having your antennas too close together can cause interference. The same is true if you have two or more stations right next to each other, it will just be sound interference instead of RF. Spread out as best you can, then rely on headphones to do the rest. This will also give you a little elbow room for your logs and such.
Gary Ross Hoffman, KB0H (SK)
Net control errors, #4The net control operator says, “Does anyone else wish to check in?”. One or more stations call. The net controller then says, “That appears to be it.” Did he hear the final stations or not? No one knows, since he didn’t mention them. The very first thing a net controller should do when he comes back on the air, is acknowledge those stations that just checked in.
Gary Ross Hoffman, KB0H (SK)
The call-out planIf you are part of an emergency communications group, it will have written procedures in the form of an emergency operations plan. Read the plan to learn how the group will attempt to contact you in the event of a call-out.
Gary Ross Hoffman, KB0H (SK)
Are you bored? #4Disasters and exercises can have long, boring periods during which nothing happens. One thing you might do during these slack periods is to re-acquaint yourself with the local situation. Are things winding down or getting more intense? Have the personnel changed? Is the person to whom you report still there, or was he replaced without you knowing it?
Gary Ross Hoffman, KB0H (SK)
Are you bored? #5Disasters and exercises can have long, boring periods during which nothing happens. If you’ve updated your logs, checked your equipment, and re-aquainted yourself with the local situation, the next thing to check is yourself. Are you hungry? Tired? Have a headache? If it’s a slack period, it might be a good time to get someone to relieve you.
Gary Ross Hoffman, KB0H (SK)
Phoney phoneticsWe all know why we should use phonetics, but they should be STANDARD phonetics. Cute phonetics like “Great Radio Operator” for GRO may help someone remember you during a chat net, but during an emergency net the receiving operator’s ear is waiting to hear 26 specific words. You will definitly slow things down if you use something other than what he expects. The exception to the rule is if you momentarily blank-out and can’t remember the correct phonetic. In that case, it is acceptable to use a substitute word.
Gary Ross Hoffman, KB0H (SK)
Clear communications, #1If you find yourself in a conversation in which you keep repeating something, and the other person keeps repeating something else, clearly neither of you is communicating. One possible reason is you may be “comparing apples and oranges”. Make sure that you are both discussing the same thing.
Gary Ross Hoffman, KB0H (SK)
Winning the argumentIf you find yourself in a conversation in which you keep repeating something, and the other person keeps repeating a counter-argument, call a halt to the conversation and just make a note about it in your log. If necessary, agree to do it the other person’s way. “Winning” the argument is secondary to getting things moving and keeping the airwaves open.
Gary Ross Hoffman, KB0H (SK)
Clear communications, #2If you find yourself in a conversation in which the other party simply doesn’t get what you’re trying to say, pause for a moment. Can you phrase things differently, or perhaps use alternative words? In some cases, using an analogy may help get your point across.
Gary Ross Hoffman, KB0H (SK)
Clear communications, #3Some of the worst communications failures happen because people make assumptions. The person giving instructions or other informations assumes that the listener is “on the same page”, when that is often not the case. Likewise, the listener won’t completely understand, but will make assumptions about what the other person meant. Sometimes it helps if the listener repeats the instructions or information, not verbatim, but in his own words. It will quickly become apparent if that’s not what the other person meant. (Formal traffic, of course, should always be repeated verbatim.)
Gary Ross Hoffman, KB0H (SK)
Refresh those neural pathwaysIt’s difficult to accept, but we do forget how to do things. We may have learned how to pass formal traffic, for example, but if we don’t regularly practice doing so it’s very likely we’ll forget some key elements. Practice your emergency communications skills, participate in exercises, and even consider retaking some courses. You’ll be surprised to discover how much you’ve forgotten.
Gary Ross Hoffman, KB0H (SK)
Use a mobile transceiver rather than a hand heldA hand held transceiver is certainly a lot easier to transport, but ultimately a mobile transceiver is better for field operation. It has more power and can handle continuous usage a lot better than a hand held radio can.
Introduction to Emergency Communication course book
Training is essential, and not that difficultNo one would say, “I know how to operate a fire extinguisher, therefore I am a firefighter”. But many operators do say, “I have an Amateur Radio license, therefore I am an emergency communicator”. Truthfully, however, effective emergency communications take training and practice. But fear not, it’s nowhere near has difficult as training to become a fireman.
Gary Ross Hoffman, KB0H (SK)
What do you do if the served agency radio is busted?Here is a hypothetical situation. Let’s say that you regularly test the radio at a served agency (such as a hospital or fire station). On the day of the test, you discover that some part of the station isn’t functioning. It may be the transceiver, power supply, or perhaps the antenna system. What should you do? First, try to determine which piece of equipment has failed. Second, see if it is a simple problem, such as a cable or cord that has come loose. If it is more complicated than that, then note the problem in the log book, inform your contact at the served agency, and also inform the Emergency Coordinator of the Amateur Radio organization to which you report. They will determine what actions to take.
Gary Ross Hoffman, KB0H (SK)
Stay up to datePolicies and information change. Knowledge gets stale. What you learned about emergency communications may become obsolete. We recommend that every few years you obtain the latest version of the Introduction to Emergency Communication manual and go through it carefully. A little refresher study couldn’t hurt even if not much has changed.
Introduction to Emergency Communication course book
Morse codeEmergency communicators have found that Morse code is a handy thing to know. It is often much easier to hear and understand than voice transmissions when band conditions are poor. Even if Morse code is “not your thing”, it is still a useful tool when it comes to preparing yourself for disasters.
Gary Ross Hoffman, KB0H (SK)
Focus on what is likely to happenIt’s good to have a broad range of emergency skills, but stay focused on what is likey to happen. Eastern Missouri may experience floods or even earthquakes, but probably not hurricanes or wildfires.
Gary Ross Hoffman, KB0H (SK)
Have a variety of power adapters handyYou never know what kind of power source is going to be available at a disaster scene. Have a variety of power adapters ready. Cigarette lighter plugs would be a good idea, as well as simple alligator clips to clamp onto a battery.
Introduction to Emergency Communication course book
Special accessYou may have been granted access to a restricted area so that you can perform your emergency communications duties. You may even have been issued a badge. Always remember, though, that you still a volunteer, and that the badge does not give you any special authority.
Gary Ross Hoffman, KB0H (SK)
PaperworkRegardless of your role as an emergency communicator, there will be paperwork. Make sure you know what forms you will be expected to fill out and what to do with them.
Gary Ross Hoffman, KB0H (SK)
Take a portable clockA small, battery operated clock would be a handy item to throw into your go-bag. Set it near your activity or message log sheet so you can note the time by just glancing up. Portable “atomic” clocks will give you perfectly accurate time.
Gary Ross Hoffman, KB0H (SK)
You don’t have to do everything during an emergencyYou may really want to help, but please do not try to perform tasks that you know are beyond you abilities. Politely decline, giving a very short reason why, such as a bad back, lack of a driver’s license, or you just don’t know how. Avoid giving lengthy explanations, just keep it simple. No one will hold your refusal against you.
Gary Ross Hoffman, KB0H (SK)
Your pen is as important as your microphoneDuring a deployment, you should spend at least as much time writing as you do talking. If someone else takes over your position, they will need to know everything that took place during your shift. Your logs will also be important during the debriefing, and as a permanent legal record of the event.
Gary Ross Hoffman, KB0H (SK)
Sign in, sign outVirtually every disaster site will have a sign in / sign out sheet. Be sure to sign in when you arrive, and do not forget to sign out when you leave.
Gary Ross Hoffman, KB0H (SK)
Before you leave on a deployment..You’re all packed up and ready to leave. But before you jump into your vehicle and head out, sit down for a moment. Close your eyes. Visualize where you are going and you are going to do when you get there. Think about it in detail. There’s a good chance you’ll have an “Aha!” moment and realize that there is something you’ve forgotten to pack.
Gary Ross Hoffman, KB0H (SK)
What do you do if the repeater goes down during an emergency?Turn off the “repeater offset” (+/-) feature on your transceiver and work directly on the repeater’s output frequency.
John Weis, N0UFB
Sometimes a digital mode is bestSome messages contain long lists of supplies, or details where accuracy is important. Voice transmission can introduce errors and tie up the net for a long time. For these types of messages you should consider using a digital mode.
Introduction to Emergency Communication course book
Take the IEC CourseThe ARRL’s Introduction to Emergency Communication contains almost all of the basic information you’ll need to become an effective emergency communicator. If you are unable to take the course itself you should still get the book and study it.
Gary Ross Hoffman, KB0H (SK)
Before you goYou’ve just heard a call for volunteers to deploy somewhere. Before you grab your go bag and jump in you vehicle, try to get more information. What are the conditions at the site? Will you need to provide your own shelter? Will you need to take toilet paper? How long will you be expected to stay? Get as many facts as you can so that you can properly prepare.
Gary Ross Hoffman, KB0H (SK)
Use phonetics for clarityTo reduce requests to repeat words, use phonetics anytime a word has an unusual or difficult spelling or may be easily misunderstood. Standard practice is to first say the word, say “I spell,” and then spell the word phonetically. This lets the receiving station know we are about to spell the word he or she just heard.
Introduction to Emergency Communication course book
How well do you understand radio?You diminish your effectiveness as an emergency communicator if you don’t really understand how radio works. If you are unable to reach anyone from your assigned post it would help to know why. Raising your antenna a few more feet will likely work better than trying to increase your power. We encourage you to continue to educate yourself about radio.
Gary Ross Hoffman, KB0H (SK)
Wherever you are, someone owns the place #1No matter where you are deployed, there is a property owner, even if it’s a public space. Do your best not to damage anything, and ask permission before throwing things into trees or driving stakes into the ground.
Gary Ross Hoffman, KB0H (SK)
Wherever you are, someone owns the place #2No matter where you are deployed, there is a property owner, even if it’s a public space. Other than insects, leave the wildlife alone.
Gary Ross Hoffman, KB0H (SK)
Wherever you are, someone owns the place #3No matter where you are deployed, there is a property owner, even if it’s a public space. Don’t take any “souvenirs” home when you leave, not even rocks or plants.
Gary Ross Hoffman, KB0H (SK)
Wherever you are, someone owns the place #4No matter where you are deployed, there is a property owner, even if it’s a public space. Be sure to clean up after yourself. When you leave, the place should look just as it did when you first arrived.
Gary Ross Hoffman, KB0H (SK)
Know when to leaveEveryone will be grateful for your service, but when your shift ends, please do not hang around the disaster site as a sightseer. Your family will be anxiously awaiting your return home.
Gary Ross Hoffman, KB0H (SK)
Are those batteries REALLY charged?Before you head off to handle an emergency, be sure that those batteries that you THINK are charged really are.
Eric Bueneman, N0UIH
It may be a dirty assignment but don’t show up looking like a slobYou can be the smartest amateur radio operator in the world, but if you show up at a served agency dressed in a slovenly fashion, you will leave them with a very poor impression of yourself and of ham radio in general.
Introduction to Emergency Communication course book
Try running a netYou may be the first amateur radio operator available during an emergency. This would make you the Net Control operator, even if only for a short period of time. To help prepare yourself for this possibility you should try running a local net at least once. St. Louis Metro ARES will be happy to give you that opportunity, and will give you all the assistance you need.
Introduction to Emergency Communication course book
There is no privacy on the airWe are not allowed to use codes or encrypt data on the amateur bands. Make sure that your served agency understands that if they ask you to send patient information or other information of a personal nature.
Introduction to Emergency Communication course book
APRS phone appWhen deploying for an exercise or an actual disaster, consider activating an APRS app on your smartphone. If any ‘pings’ gets through, it could greatly assist the event managers in keeping track of personnel in the field.
Gary Ross Hoffman, KB0H (SK)
Preparedness is an ongoing processYou cannot read one pamphlet, put together an emergency kit, and assume that you’re set for life. Emergency preparedness is an ongoing process. You need to update your knowledge, review your plans, and check your kit on a regular basis.
Gary Ross Hoffman, KB0H (SK)
Be familiar with the equipment before you try to operate itYou may encounter a situation where you are relieving another operator, but you are unfamiliar with the radio he is using. Ask him to stick around while you take a look at the manual. Once you feel that you understand the radio’s basic functions, confirm this by asking the other operator a few questions such as, “If I want to change frequencies, I press this, then this, right?” Investing a few minutes doing this can save you a lot of grief later.
Gary Ross Hoffman, KB0H (SK)
Take your ID with youIf you are responding to a disaster scene, you’ll find that the first thing you’re going to need is identification. Be sure to take your ARES and other special ID with you. It would also be a good idea to have copies of your amateur radio license and emergency preparedness certificates.
Introduction to Emergency Communication course book
You are a communicator, not a commentatorRefrain from making comments on the state of emergency operations. Your job is to pass messages and information as requested by the served agencies, not to express opinions.
Gary Ross Hoffman, KB0H (SK)
Control the paperField operations can be very messy, especially when it comes to managing paperwork. Have some way to keep your logs and messages from blowing away. Also, it would be a good idea to take along some hard surface, such as a clipboard, so that you can write more easily.
Gary Ross Hoffman, KB0H (SK)
Don’t deploy yourself to a disasterSometimes Amateur Radio operators aren’t even needed. When they are, there is always an organized response. Rather than showing up on your own, discover which Amateur Radio group is handling communications, contact them, and find out if, when, and where they will need you.
Gary Ross Hoffman, KB0H (SK)
Before you go, check the forecastBefore you deploy, be sure to check the weather forecast. Knowing what the weather conditions are going to be will help you decide what to take with you. You might also consider taking a portable weather radio with you so that you can keep up to date on changes to the forecast.
Gary Ross Hoffman, KB0H (SK)
Common channelsWhen programming your group’s radios or your served agencies’ radios, be sure to set up the channels the same way. This will insure that you can rapidly find the frequency that you need.
Steve Wooten, KC0QMU
Be sure that you know how to set the CTCSS without the manualHave you ever tried to access an unfamiliar repeater and didn’t know how to change the CTCSS tone on your rig? How many menu items did you have to go through to find the right commands?
Curt “Bart” Bartholomew, N3GC
Mark your trip hazardsYour field station may have a number of trip hazards, such as your feedline, guy wires, tent pegs, and tripod legs. Be sure to mark them in bright colors, or alternatively, wrap them with brightly colored warning tape.
Various experienced operators
Kilo not KilowattA thorough search of the available literature shows that the ITU phonetic word for the letter K is Kilo, and that Kilo is not an abbreviation of Kilowatt. A number of net control operators have complained that they instinctively write down KW when they hear Kilowatt on the air. If you were trained to say Kilowatt, we regret the inconvenience, but please retrain yourself to say Kilo.
Gary Ross Hoffman, KB0H (SK)
Practice loggingThere is NO emergency communications role that does not involve writing or typing logs. One good way to develop logging skills is to listen to a net, any net, and fill in a log sheet as people check in.
Peter Brisbine, N0MTH and Janelle Haible, N0MTI
Learn the proper way to send numbersRead each numeral individually. For example, say two three four rather than two hundred thirty four. Ennunciate each numeral. Always say zero and never say oh. Pronounce nine as niner.
Introduction to Emergency Communication course book
Interference, #1If your team sets up multiple stations, be aware that they could interfere with each other. Make sure that antennas operating on the same band are as far from each other as you can put them. If that’s not possible, try making as much vertical separation as you can.
Gary Ross Hoffman, KB0H (SK)
Interference, #2During a deployment you may be working with multiple agencies, and they likely will have communications or other electronic equipment of their own. Make sure that your emissions do not interfere with them.
Gary Ross Hoffman, KB0H (SK)
Interference, #3With your home station, you are probably very aware of potential interference with your neighbors’ TV, stereo and so forth. Be just as mindful of potential interference to the electronics of the citizens surrounding the area where you’ve been deployed.
Gary Ross Hoffman, KB0H (SK)
So many ways of communicatingEven within Amateur Radio, there are many different ways of communicating. Voice modes alone vary greatly depending on whether you are operating SSB, FM, simplex or through a repeater, a chat net or an emergency net, and so forth. You don’t necessarily need to try everything, but at least listen to as many different formats as you can so that you get a feel for the different protocols being used.
Gary Ross Hoffman, KB0H (SK)
Thank you, but…You’re on vacation. You’ve taken some of your Amateur Radio equipment with you and are listening to the local frequencies. Suddenly, there is a call-out for an emergency deployment. You want to help, so you get on the air and offer your services. The net control operators thanks you, but declines. Don’t get angry, and don’t take it personally. There are many legitimate reasons why your offer was refused. In all likelihood, it was because they didn’t know your qualifications and background, and didn’t have the time or resources to check on you. Accept the situation and keep monitoring. If the emergency escalates, they may call back and ask if you’re still available.
Introduction to Emergency Communication course book
Debrief after every activitySchedule a timely debriefing after the emergency is over. You will want to know what the group did well and what areas could use improvement. You will also want to confirm that there are no issues still awaiting resolution. It is also a good idea to perform debriefings after training exercises.
Introduction to Emergency Communication course book
The value of tactical call signsTactical call signs such as “Shelter 5”, “Net Control”, and “EOC” are descriptive and give immediate information. They can be very useful during planned events and during emergencies. Do not, however, forget to include your FCC call sign at ten minutes intervals and at the end of each contact.
Various experienced operators
When the reporter asks questionsYou’re in the field working for a served agency during a disaster. A reporter comes up to you and asks, “Hi! What are you doing?” “I’m handling Amateur Radio communications,” you reply. “Heard anything good?” the reporter says, smiling. “You’ll have to ask the Public Information Officer,” you say. That’s it. As exciting as it may be to have a reporter talking to you, it’s up to the PIO to disseminate information about what is happening.
Gary Ross Hoffman, KB0H (SK)
This is…According to the American Radio Relay League, studies show that checking in to a net by saying “This is” and then unkeying before sending your call sign just wastes time. It is better to simply give your call sign, let the net control operator state who he heard, and move on from there.
Introduction to Emergency Communication course book
Accuracy over speedWhen working a disaster and facing a pile of important messages to be delivered, it is natural to want to get them out as rapidly as possible. Slow down. It is much more important to get them out accurately than quickly.
Introduction to Emergency Communication course book
Backup net controller, #1When acting as a backup net control operator, you should be doing everything that the primary net control operator is doing, except talking. You should be following the script and keeping a log, exactly like the primary is, so that you can smoothly take over the net if the primary NCO drops off the air.
Gary Ross Hoffman, KB0H (SK)
Backup net controller, #2Let’s say that you are the backup net control operator for a net. Like the primary NCO, you are keeping a log and noting who checks-in. You hear the primary NCO acknowledge a check-in, but the call sign that he repeats is not what you wrote down. If the participant himself does not correct the NCO, then wait for an opportune moment and contact the NCO yourself. Indicate that you wrote down something different, then let the primary NCO call back the participant for clarification.
Gary Ross Hoffman, KB0H (SK)
Backup net controller, #3Let’s say that you are the backup net control operator for a net. During the net, the primary NCO drops off the air. You take over as the new NCO. Is it permissable for you to now call for a new backup in case something happens to you? Absolutely!
Peter Brisbone, N0MTH
Contact personBefore you respond to any emergency, know who your contact person is. If you’re going into the field it may be an incident commander. If you’re reporting to a served agency, it may be the local emergency manager. In most cases, however, you should have been given the name of the person to whom you are to report.
Gary Ross Hoffman, KB0H (SK)
Contact listYou know who the Emergency Coordinator is, but do you know who else is in your organization? Who is the “go-to” person for HF? How about digital operations? What if you are asked to assist the team in an adjacent county? Do you know who the Emergency Coordinator is there? It might be a good idea to make a list of the various people you may need to contact. Once you’ve made it, be sure to keep it up to date.
Gary Ross Hoffman, KB0H (SK)
Know how to operate your radioEvery transceiver model is different, of course, but you should become intimately familiar with the workings of the one you plan to use during an emergency. Get to know its quirks, such as a delay between pressing the push-to-talk button and the transceiver actually transmitting, and especialy know how to enter a new frequency, offset, and tone.
Bob Gale, WA4GDX
Documents bagYou have a go bag for your radio equipment, but do you have one for your documents? You should have a copy of your team’s Emergency Operations Plan, a list of frequencies you’re likely to use, maps, addresses of served agencies, the names of contacts, and various other docments. Many of these can be stored in a 3-ring binder. You will also need log sheets, message forms, and a blank pad of paper. All of these may be kept in a waterproof bag or attache case and should be part of your deployment kit.
Gary Ross Hoffman, KB0H (SK)
NOAA weather radio frequenciesMost amateur radio transceivers allow you to listen to frequencies outside of the amateur bands. Program the NOAA weather radio frequencies into your 2 meter rig so that you can quickly check the weather conditions wherever you are. Many newer radios already have these frequencies programmed in. Be sure that you know how to access them.
Gary Ross Hoffman, KB0H (SK)
Know what to do when things get formalYou may have a relaxed, friendly relationship with your contact at a served agency, but when the emergency happens, everything will change. Remember that you are a volunteer working for professionals. Drop the casual banter and follow the instructions you are given.
Gary Ross Hoffman, KB0H (SK)
Cell phone chargersThere is no way to tell whether or not there will be cell phone service during a disaster, but you’ll probably carry one with you anyway. It can be an invaluable tool, even if all it can do is store data. Be sure to include chargers for it in your go bag, one that works on wall current and one that will work in your car. You might also consider getting a small solar powered charger made specifically for low current devices.
Gary Ross Hoffman, KB0H (SK)
Why exercises are importantEvery exercise that we hold exposes new flaws in plans, preparations, and readiness. So why hold them at all? The first reason is to find and correct those flaws. They can never be entirely eliminated, but the more of them that we identify and correct ahead of time, the fewer we will have to worry about when disaster strikes. The second reason is to acclimate the emergency communications operators to the unexpected. Operators who have participated in lots of exercises become accustomed to failures and surprises. They tend to adapt to the unexpected more quickly and are less likely to panic than operators who have never participated in exercises.
Gary Ross Hoffman, KB0H (SK)
Portable does not mean mobileIt’s fun to put together a high-tech multi-function field station in your vehicle, but chances are that you will never get to use it. You can’t take it into a building with you, and if a command post in the field, there’s a good chance that you won’t be able to park near it.
Gary Ross Hoffman, KB0H (SK)
Where will your field station sit?When assembling your field station, do not forget that it has to sit on something. A simple fold-up TV-dinner tray will suffice. Do not assume that there will be convenient tables at the disaster site.
Gary Ross Hoffman, KB0H (SK)
Push THEN TalkPause for a second after keying up your transmitter. It may be slower to react than you realize.
John Weis, N0UFB
Portable does not mean hand-heldWhile antenna, height, feedline and so forth are much more important than power, sometimes a hand-held radio simply will not suffice. It has been noted that some very cheap models can’t provide enough power to get a signal through even a modest run of coaxial cable. It will take a mobile transceiver to truly work well in the field.
Gary Ross Hoffman, KB0H (SK)
EatDo not skip meals just because things are busy. You may not think that you need to eat anything, but volunteers have suddenly fainted without feeling any early symptoms that something was wrong. At the very least, consume an energy bar or a quick snack.
Gary Ross Hoffman, KB0H (SK)
No Q-signals, pleaseQ-signals are very useful if you are sending Morse code, but often lead to confusion when used verbally. The idea that “everyone knows” certain Q-signals is a fallacy. Do not use them on voice channels during emergency communications.
Introduction to Emergency Communication course book
Generator safetyWhen running a gasoline powered generator, do not place it indoors or in any location where the exhaust could be blown indoors or toward your station. Many people end up in emergency rooms with carbon monoxide poisoning because of poorly placed generators.
Ed Harris, KC0UKR; Dr. Zulfia Kisrieva-Ware, M.D., Ph.D.; and a host of others
New environments, new concernsYou should always consider the environment in which you are about to operate. If you’re used to working indoors, can your equipment stand up to the rigors of being outdoors? If you’re an operator from Arizona and have volunteered to work on the coast of Puerto Rico, can you protect your equipment from salty sea spray? Always take time to consider the special conditions under which you’re about to operate.
Gary Ross Hoffman, KB0H (SK)
Think about whether you will need helpYou’ve been deployed to a field site and told to set up in a depression. You feel that you are prepared, because you brought plenty of mast sections, feed line, and guy wires. Did you consider that you might need help getting that mast up and taking it down again? Think about it before trying to do it alone. There will usually be volunteers on site willing to assist you.
Gary Ross Hoffman, KB0H (SK)
Don’t ignore minor injuriesDon’t ignore that small cut or bug bite. It will just get worse over time. Take a few minutes to go to the first aid station, if only to get a little disinfectant spray and a bandage.
Gary Ross Hoffman, KB0H (SK)
Did you follow the procedures during the call out?There are set, written procedures for call outs. If you skip all or part of these, you are just going to cause confusion. Even if your contact at the served agency to which you’ve been assigned asks you to respond, remind him that he needs to go through the ARES chain of command first. If you deploy anyway, at the very least the ARES leadership won’t know that you’re there. At worst, you may have been needed much more urgently at another location.
Gary Ross Hoffman, KB0H (SK)
Is it an ARES or a RACES deployment?St. Louis Metro ARES volunteers are automatically members of St. Louis Metro RACES as well. Deployments, however, will almost always be through ARES. This is because RACES rules severely restrict Amateur Radio operations. For example, under a RACES deployment, we would not be able to communicate with the hospitals, as their operators work under the Hospital Amateur Radio Network. We also would not be able to accept walk-in volunteers. Making the deployment an ARES one gives us much more flexibility.
Gary Ross Hoffman, KB0H (SK)
My rig died during the deployment. Can I use something else to communicate?Yes! Your job is “communicator”. Use whatever means is available to you and works, whether it be blinking a Morse message to someone up on a hill, or just jumping in your vehicle and hand-carrying the message yourself. Remember, though, you must still use the official message forms.
Gary Ross Hoffman, KB0H (SK)
Should your mobile phone be part of your emergency communications gear?Your mobile phone can be important during an emergency, but do not depend on it to be an essential part of your emergency communications setup. The Internet and/or cell service may not be available. If you use your phone to access vital documents, contact lists and so forth, make sure that they are stored in the phone itself and not in the “cloud”, and that you have a way to keep it fully charged.
Gary Ross Hoffman, KB0H (SK)
Checking in at the deployment siteJust about every disaster site will have a system for keeping track of who is there. Some will have a sign-in sheet. At others, you may be asked to turn in a card or other ID, or you may be issued a site badge. When you leave, make sure that you follow the signing-out procedure. If you fail to do so, they may organize a search party to find you.
Gary Ross Hoffman, KB0H (SK)
Is your portable mast secure?Is your portable mast secure or will the wind blow it over? You can put additional weight on the base or spike it to the ground, or you can put guy wires on the mast itself or fasten it to something secure.
Gary Ross Hoffman, KB0H (SK)
Battery Safety Tip #1Avoid a short circuit. Always use the terminal cap (if provided) to cover the positive battery terminal, or better yet, house your battery in a protective plastic case to keep any conductive material from falling across the terminals.
Cece Rongey, W0CMR
Battery charging logAre you unsure of when you last charged some of your batteries? We suggest that you number each battery and keep a log, just a simple piece of paper, at your battery charging station. If you charge your batteries on the fly, such as in your car, then just put a sticker on the battery and write the charging date on the sticker.
Gary Ross Hoffman, KB0H (SK)
Have backupsExperts in preparedness tell us that we need to have three ways to do everything. We may never achieve that goal, but we can at least have spare pens and pencils, extra batteries, and more than one flashlight. Once you have spares of the easy stuff, you might consider adding such things as backup antennas and transceivers.
Gary Ross Hoffman, KB0H (SK)
UHF as well as VHFWe are used to ARES activities taking place on the 2 meter band, but this may not always be so. The Missouri ARES Interoperability Plan indicates that on-site operations should take place on the UHF 70 centimeter band. If you do not have any 70 centimeter equipment, consider purchasing a hand held transceiver for that band.
Gary Ross Hoffman, KB0H (SK)
“59” is not the same as “10-4”RST, or Readability, Strength and Tone, seems to confuse both new and veteran operators alike. Most understand that the Tone part is only applicable when operting CW (Morse code). When it comes to the rest, however, operators seem to use the term “59” to mean any number of things. Some contest stations give “59” reports even after they’ve repeatedly ask the send for repeats, as if it means, “thanks for checking in, next station please”. Net controllers using repeaters will faithfully give a “9” for signal strength, even though that’s the strength of the repeater’s signal, not the sender’s. If you’re confused by the RST, or by the term “59”, simply use plain English: “I hear you perfecly clearly”, “You’re broken up, but I can still understand you”, and so forth.
Gary Ross Hoffman, KB0H (SK)
Universal toolsIdeally you would like to take every tool you own with you. Realistically you can’t, of course. Power tools are probably not a good idea as they are heavy and you may not be able to recharge them. A large selection of wrenches, grips, pliers and such can also be unweildy. If you need to keep you kit light, consider multifunction tools, such as a Swiss army knife or a Leatherman tool.
Gary Ross Hoffman, KB0H (SK)
Weather sealantAnywhere you have connectors, you will likely need weather sealant as well. Putty-like sealant is fine for permanent installations, but for temporary in-the-field operations consider using stretchable plastic weather sealant tape instead. It’s much easier to remove.
Gary Ross Hoffman, KB0H (SK)
It’s going to be noisy, so have a set of headphonesIt’s always a good idea to have a set of headphones around, but it may be an absolute necessity in an emergency. You may be placed in an area where other operators are working on different bands, you may be out in the open, or you may even be in the middle of a noisy shelter. A headset should be a vital part your equipment. You can’t communicate if you can’t hear.
Introduction to Emergency Communication course book
Is it going to be windy?If your are going to be deployed outside, you should always consider how windy it is likely to be. Will you need to take extra care in putting up your antenna? Is it likely that your paperwork will blow away? Is there a possibility that you or your station might be hit by flying debris? Consider each part of your station and how best to protect it. Don’t forget to include your own safety.
Gary Ross Hoffman, KB0H (SK)
Why you should take emergency communication coursesStudents who successfully complete course activities and receive their certificates will indeed be ready for roles in situations where lives and property are at stake. Next time it just might be your town and family needing help. Being trained lends confidence and assures that all volunteers are working from the same guidelines.
Introduction to Emergency Communication course book
Be self-sufficientComplex communications systems are fine, but you’re going to make an unfavorable impression if you show up at a disaster site and say, “I’ll be able to set up my station as soon as my buddy arrives with the other half of the equipment.” If your buddy can’t make it, then you can’t provide any service and will just be in the way. Always take a simple, but complete system with you so that you can provide basic communications.
Gary Ross Hoffman, KB0H (SK)
Make a checklistYou’ll never be able to remember everything you will need to take during a deployment, so it would be a good idea to make up a checklist. The checklist will also help insure that you retrieve all of your equipment once the emergency is over.
Various experienced operators
Have fuses handyMuch of your equipment has one or more fuses. Check each item, make a list of the fuses you might need, then put together a small fuse kit. Be sure to replace any fuses you wind up using.
Gary Ross Hoffman, KB0H (SK)
Check the transceiver for overheatingDigital modes are great for sending forms, long lists, images and so forth. They also use a lot more duty cycles of your transceiver than ordinary voice communications. Check to make sure that your rig is not overheating. Reduce the transmit power level if your unit feels hot.
Gary Ross Hoffman, KB0H (SK)
Are you following procedures?Operating procedures are developed from many hours of examining what went wrong during disasters. Familiarize yourself with the procedures and practice them in exercises. Arriving at a disaster scene and trying to freestyle it will only cause problems.
Gary Ross Hoffman, KB0H (SK)
Wet terrainYou are told that you will be setting up your station in an open field. You know that it rained overnight. Will you be prepared? Besides appropriate clothing, think about how to protect all of your gear against the soggy, and probably humid, environment. Also think about how to stabilize any tables, chairs, canopies and such that will have to sit on the ground. And finally, your antenna mast support and guy wire stakes will also need extra stabilization.
Gary Ross Hoffman, KB0H (SK)
It’s not the right time or placeYou’ve been assigned to an Emergency Operations Center or some other location which has been set up as the base of opreations to manage a disaster. The chief of police is there. So is the mayor. Rumor has it that the governor will also arrive shortly. You’ve always wanted to ask why the police cars were Fords instead of Chevys, or why the garbage collection on your street is so eratic. Now is your chance to talk to the Man In Charge about what’s bothering you. DON’T. There is a lot going on, and the issues you want to bring up are trivial by comparisson. Moreover, you are there because you have special skills, not because you were invited to air your grievances. If you do so, you will make a bad impression not only on yourself, but also all Amateur Radio volunteers, and there is a good chance that none of us will be invited to participate in future relief efforts.
Gary Ross Hoffman, KB0H (SK)
Practice simplexWhen communicating through a repeater, everyone can hear everyone else, and the signal strength is always the same. The dynamics are much different when operating simplex. For one thing, you will probably need to increase your power. You may also hear only half of a conversation, one of the stations being too weak or too far away for you to pick up. ARES teams and local Amateur Radio clubs, often hold simplex exerices. Participate whenever you can so that you become familiar with the quirks of simplex and learn how to address them.
Gary Ross Hoffman, KB0H (SK)
Try to give a simple answerDuring an emergency net, either real or practice, if you are asked a question, do your best to give a short, simple answer. Try not to add a lot of qualifiers or exceptions. When asked for a simple “yes” or “no”, if you can’t answer, your only other response should be, “I don’t know”.
Gary Ross Hoffman, KB0H (SK)
Wing nutsOne way to speed up the installation of an antenna in the field is to use wing nuts rather than regular nuts. You can tighten and loosen them by hand and don’t have to worry whether or not you brought the correct size crescent wrench.
Craig Hirsh, K0CMH
Specialize or generalize?Some groups can provide very sophisitcated communications services to their clients. It is usually the case, however, that these services depend on several operators showing up, each with some specific knowledge or piece of equipment. It is all right to develop such a system, but be aware that it is as prone to failure as the system it is meant to replace. Always be prepared to provide very basic services on your own.
Gary Ross Hoffman, KB0H (SK)
We have our own teamIt is not surprising that people prefer being part of smaller, more intimate groups rather than larger, more formal ones. With emergency communications, however, it is important not to become too insular as you will undoubtably need to communicate outside of your own group. Be aware of what other groups are around, what their procedures are, and how to contact them.
Gary Ross Hoffman, KB0H (SK)
Everyone in the family can be preparedWe stress preparedness in Amateur Radio emergency communications, but everyone in your family can learn the basics. Two great places to start are the Skywarn classes and the FEMA online IS-22 course. Both are easy, free, and entail no obligations.
Gary Ross Hoffman, KB0H (SK)
That’s not the way we used to do itThat’s one phrase you’re likely to hear over and over, and in all probability, it’s true. But everything evolves, times change, and it is necessary to change along with them. Complaining that things are no longer done the same way as in the past does not help. We have to adapt to continue to be effective.
Gary Ross Hoffman, KB0H (SK)
Should I report that thunder?When making reports on a Skywarn net, be sure to only report actual severe weather. Reports of thunder, lightning, that it is raining or that you can hear the tornado sirens are not useful. Hail, flooding, wind damage and so forth are what the National Weather Service is interested in. Go to the Skywarn website www.stlskywarn.org for a more comprehensive list of reporting criterea.
Gary Ross Hoffman, KB0H (SK) and the National Weather Service
Test everything in advanceBesides thoroughly understanding your transceiver’s features and programming it in advance, you should also make sure that you understand how all of your auxiliary gear works. You don’t want to waste valuable time at a disaster scene trying to get your new multi-tool, soldering iron, crimper or whatever out of its original packaging, only to discover that you don’t really understand how it works.
Gary Ross Hoffman, KB0H (SK)
What time is it?When you fill out a message form, exactly what are you supposed to put in the “time” box? If it is a FEMA ICS-213 form, the event is probably localized and you can use the local time. If you are using an ARRL Radiogram, it is less certain, and it is probably best to include a notation such as “Z” (Zulu, UTC), “CST” (Central Standar Time) or something similar. In any case, use the four digit 24 hour time format, such as 0230, 1425, and so forth. Do not include “AM or “PM” and do not insert a “:” (colon) in the time.
Various experienced operators
What did they really say?During one particular emergency net, a relay operator didn’t quite hear who was calling, but was pretty sure he knew who it was and went with his guess. He was wrong. Later during the same net, another operator guessed at the content of a message and wrote down what he thought was said. He, also, was wrong. Accuracy is paramount during emergency nets. If you are not absolutely sure what was said, call for clarification, no matter how many times it takes.
Gary Ross Hoffman, KB0H (SK)
Teach and learnTeach others what you know about emergency communications. Friendly suggestions will work better received than forceful instructions or quotes from a rule book. Also, don’t be above learning from others. Even the newest beginner can teach you something you didn’t know.
Gary Ross Hoffman, KB0H (SK)
Give beginners a meaningful experienceDuring exercises, give beginners something more meaningful to do than just run errands for the experienced operators. Have them get on the air, keep logs, transcribe messages and so forth. It won’t help if they are sent to a disaster site and all they have been trained to do is fetch coffee.
Gary Ross Hoffman, KB0H (SK)
Keep your family informedIf your deployment looks like it’s going to last longer than you anticipated, try to get a message to your family letting them know. Otherwise, they will worry when you don’t come home when expected.
Gary Ross Hoffman, KB0H (SK)
Learn to handle formal trafficFormal traffic is just a way to insure that messages don’t get garbled during transmission. It’s not as difficult as you might think, and there’s a very good chance that you’ll need to know how to do it during a deployment. There is information about message handling on our Web site, and a formal traffic net is held every Wednesday evening after the weekly voice net.
Gary Ross Hoffman, KB0H (SK)
Slow down and speak normallyMany times emergency operators get too excited and talk very fast, making it difficult for receiving stations to understand. You want to get your vital information out as quickly as possible, but control your impulse to grab the microphone and just blurt it out. Take time to think about what information you need to pass and how to do so coherently.
Introduction to Emergency Communication course book
Are the roads open?You have been called up for a deployment. Before you grab your go-bag and jump in your car, tune in the news channels and see if the route you intended to take is blocked. Your preparedness plannning should include thinking about alternatives to the roads you usually travel.
Gary Ross Hoffman, KB0H (SK)
Alfa Romeo Echo SierraUse standard International Telecommunications Union phonetics (Alfa, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, Hotel, India, Juliett, Kilo, Lima, Mike, November, Oscar, Papa, Quebec, Romeo, Sierra, Tango, Uniform, Victor, Whiskey, X-Ray, Yankee, Zulu). Non-standard phonetics disrupt the communications flow by causing the other operator to pause for a moment to do a mental translation.
ARRL Form FSD-220
Don’t step on the tailBefore you key up, wait for the repeater “tail” to drop. That is, wait for the repeater to stop transmitting completely. Then mentally count to three. That should allow enough time for any person or device that has difficulty with connecting to get in.
Gary Ross Hoffman, KB0H (SK)
Ensure your mike is located where it won’t be keyed accidentallyYou’ve heard of “hot mikes” or “open mikes”. This can be caused by the mike resting in a location that allows it to easily key itself. Some people have even been known to be sitting on their mike! Use the mike hook and keep everyone happy.
Curt “Bart” Bartholomew, N3GC
Ensure you are tuned to the proper frequencyHave you ever keyed the mike and no one answered? Keyed it again and the repeater courtesy tone did not sound? Maybe you nudged the memory switch or the tuning knob. Don’t forget to monitor your local emergency radio net frequency if you suspect an emergency is in progress.
Curt “Bart” Bartholomew, N3GC
Do you know how to use that borrowed tool?If you borrow a tool from someone and then discover that you don’t actually know how to use it, do not be embarrassed to ask the owner. It would be much more embarrassing to return it broken.
Gary Ross Hoffman, KB0H (SK)
How do I change frequencies?During an emergency situation, you may find youself using a radio with which you are not familiar. Rather than “experimenting” by pushing buttons and twisting knobs, see if the manual is nearby.
Gary Ross Hoffman, KB0H (SK)
Uncomfortable safety gearIf the disaster site safety officer insists that you wear certain safety gear, put it on and keep it on, regardless of how clumsy or uncomfortable it makes you. If you find it intolerable, get someone to replace you and leave the site.
Gary Ross Hoffman, KB0H (SK)
If you take medications….If you have to take medication that makes you sluggish or less than fully alert, it is best not to volunteer to go to a disaster site.
Gary Ross Hoffman, KB0H (SK)
Keep your loved ones informedIf you are on a lengthy deployment away from home, be sure to keep your loved ones up to date. Give them a daily phone call or send them a radiogram welfare message to let them know that you are okay. They will greatly appreciate it.
Gary Ross Hoffman, KB0H (SK)
There is a proper sequence for message handling, #1If you need to send a formal message, you will almost always need to inform a net control operator first. This operator will contact the station you want to send the message to, and will tell you which frequency to use. Acknowledge that you are leaving your current frequency, and then switch over. Once there, call the station that is to receive the message. If that station replies, ask if the operator is ready to receive. Send your message and confirm that the receiving station copied it properly, then sign off that frequency and return to the main one. Let the net control operator know that you have returned. Do NOT forget that last step, as net control needs to know where you are at aoll times.
Gary Ross Hoffman, KB0H (SK)
There is a proper sequence for message handling, #2When sending a formal message, first make sure that YOU have read it and understand how it is to be handled. Contact the receiving station and make sure its operator is ready to receive. Inform the receiving station of anything special or unusual about the message that is not already in the message itself. Send the message in segments, such as the preamble or header nformation, then wait for the receiving station to tell you to continue. A good way to pace yourself is to write down the message as you read it over the air. Once you have finshed and the receiving station has acknowledge, be sure to log on the appropriate form that you have sent the message and to whom. The FEMA ICS-309 form would be a good example of a logging form that you might use.
Gary Ross Hoffman, KB0H (SK)
Before you go, check the forecastBefore you deploy, be sure to check the weather forecast. Knowing what the weather conditions are going to be will help you decide what to take with you.
Gary Ross Hoffman, KB0H (SK)
Lithium and Alkaline BatteriesLithium and alkaline batteries are very handy, and you undoubtedly have some devices that use them. They do, however, tend to go bad on you at the worst possible moments. Check the ones in your devices frequently, carry spares in your g-bag, and check THOSE ones periodically as well.
Gary Ross Hoffman, KB0H (SK)
There’s a call-out. You’re ready to go. However…Your service as a volunteer emergency communicator is valuable, but is it more important than a scheduled appointment with your doctor? With a scheduled visit by your plumber or furnace repairman? Before you decide to deploy, check your calendar and make sure that you can reasonably postpone any conflicting events. Be especially mindful of commitments you’ve already made to your spouse of children.
Gary Ross Hoffman, KB0H (SK)
OverreachOne unfortunate problem that volunteers working for police departments occassionally suffer is overreach. Having an identifying badge does not make you a policeman nor give you any kind of authority. Unless specifically requested by your police supervisor, the key word to doing anything beyond your job as an Amateur Radio communicator is “don’t”.
Gary Ross Hoffman, KB0H (SK)
Can’t deploy?If you would like to respond to an emergency but can’t leave home for one reason or another, you may still be able to help. Let the Emergency Coordinator know if you can handle net control, act as a net-to-net liaison, relay traffic via HF or digital, or perform other vital tasks. Your participation would be most welcome.
Gary Ross Hoffman, KB0H (SK)
Can’t participate in everything?You want to participate in all of the required events, but can’t make the meetings. Or perhaps the nets are on days or times when you are busy. Don’t despair. Contact the Emergency Coordinator and explain the situation. An accomodation may be possible.
Gary Ross Hoffman, KB0H (SK)
Pay attention to the briefingsYou have your gear and are ready to go, but you have to sit through a briefing from your ARES leader, another from the site manager, and yet another from the safety director. Pay attention. You don’t want to miss the fact that you won’t be using the usual frequency, there are rabid animals in the area, or that the strangers wandering around the site are local government officials.
Gary Ross Hoffman, KB0H (SK)
Antennas in treesIf you’ve ever been to a Field Day site you have probably seen someone use a slingshot, bow and arrow, or some other device to get a wire antenna up into a nearby tree. Be very careful doing this at a deployment site. There may be downed power lines in the trees, or tree trimmers may be about to cut down dangerous limbs. Make sure to inform the site safety officer about what you plan to do.
Gary Ross Hoffman, KB0H (SK)
Be able to communicate with your partnersIf you are setting up more than one station in the field, it may be that you need to keep them separated to avoid interference. You and your partners should take handheld radios with you so that you can communicate between your stations. Even if there is only one station, take a handheld anyway so that you can communicate with your partner when he or she is on break or otherwise absent.
Gary Ross Hoffman, KB0H (SK)
Simplex is important“When all else fails” applies to Amateur Radio repeaters as well as the commercial infrastructure. Your team should develop plans and operating procedures for simplex operations should the need arise.
Gary Ross Hoffman, KB0H (SK)
If the roads are icy…It really doesn’t matter what sort of vehicle you have. If the roads are slippery, the wisest decision you can make is not to deploy.
Gary Ross Hoffman, KB0H (SK)
Review it againYou’ve read, and perhaps even contributed to your group’s Operations Plan. At least once a year, pull it out and review it again. You’ll be surprised by hpw much you’ve forgotten, and moreover, you’re sure to find something that needs to be updated.
Gary Ross Hoffman, KB0H (SK)
Remember, you’re a guestWhen you arrive at the disaster scene, don’t charge in like a bull. “I’m the amateur radio guy. I’ll set up over there.” Find the Incident Commander and introduce yourself. Set up where they TELL you to. If it’s an impossible location with radio interference or overhead obstructions, explain the situation, but POLITELY. NEVER ARGUE. If they still insist, do what they want. Just try to work around the difficulties as best you can.
Gary Ross Hoffman, KB0H (SK)
Survey before you set upYou’ve arrived at the disaster site and have been assigned a spot where you can set up. Before you start lugging equipment from your vehicle, survey the location. Are there overhead obstructions? Is it noisy? Are there trip hazards between there and your car? Take your time. You don’t want any surprises once you start operating.
Gary Ross Hoffman, KB0H (SK)
Include a first aid kit in your go-bagA first aid kit in your go-bag is a must. You don’t need to be ready to perform surgery, but you’ll at least want to be able to treat minor cuts and bug bites on the spot.
Gary Ross Hoffman, KB0H (SK)
Before you decide to deploy in bad weather..You may be personally prepared to endure bad weather, but is your equipment? Electronic equipment almost always lists a temperature range in which it can operate, and sometimes a humidity range as well. Make sure that yours can withstand the heat, cold, and ambient humidity before exposing it to the elemnts. Also think about the stability and effectiveness of your antenna under such conditions.
Gary Ross Hoffman, KB0H (SK)
Remember, it’s an emergency netIt is in our nature to chat, but we must learn to restrain ourselves when on an emergency net. Consider the following exchange: Station 1 – “Do you have a CB radio handy?” Station 2 – “Yeah, I brought mine. I picked it up at a hamfest a few years ago. It was a pretty good bargain. I used to keep it in my truck, but then I got a better one..” and on and on. The first station obviously had an important reason for asking about the availability of a CB radio. He is unable to explain what he needs, however, because the second station is tying up the frequency with unimportant detail. The proper response would have been a simple “Yes”.
Various experienced operators
Maybe laterA disaster has struck and the call goes out for Amateur Radio volunteers. You are eager to respond, but you’ve been experimenting and your gear is spread out all over your shack. Also, your spouse is urging you to stay home and help with preparations there. Rather than hastily gathering everything together and deploying, contact the resources net and say you might be available for a second shift, or better still, work the following day.
Gary Ross Hoffman, KB0H (SK)
Never self-deployOne of the worst nightmares of emergency response professionals is when unexpected volunteers arrive on the scene. They may be well-intentioned, perhaps even qualified, but the professionals have no way of knowing that. Instead of just showing up, find out if there is a volunteer hotline and call it first. For Amateur Radio, there will be probably be a resources net you can contact.
Gary Ross Hoffman, KB0H (SK)
It may be a field station but it still needs to be groundedLightning is just one potential hazard. At the scene of a disaster there will likely be all manner of hastily assembled electrical and electronic equipment. The possibility of interference or shock is very real.
Gary Ross Hoffman, KB0H (SK)
Plain language is bestPlain language is best, especially during an emergency. Q-signals and jargon aren’t understood by everyone. Some police departments are even dropping 10-codes in favor of plain language.
Various, including IEC course book and the Cable News Network
I want to help during an emergency, but I don’t want to join ARESIf this is how you feel, I would strongly recommend that you take the FEMA IC-100 online course. It’s free, you can take it at your own pace, and it will give you a taste of why emergency responses are structured. Then take the ARRL’s EC-001 Introduction to Emergency Communication course online. It is also free. Once you’ve taken these two courses, you will have an idea of what you can expect during a call out, and you will be much better prepared, even if you still decide not to join ARES.
Gary Ross Hoffman, KB0H (SK)
ARES is not a catch-all emergency serviceWe often get volunteers who want to join and provide emergency functions such as river rescue, aerial surveillance, and so forth. Those are admirable skills, but not what we need. Our charter and agreements with our served agencies is only to provide emergency communications, so what we need are capable radio operators.
Gary Ross Hoffman, KB0H (SK)
Practice using simplexDuring a wide area disaster it is likely that our own repeaters will also fail. Learn the differences between operating using repeaters and operating via simplex. Participate in simplex net exercises when they are offered.
Gary Ross Hoffman, KB0H (SK)
Emergency Operations PlanAny emergency response group you belong to will have an Emergency Operations Plan. Make sure that you have a copy and review it often. This ARES group’s plan can be found in the Operations page of this website.
Gary Ross Hoffman, KB0H (SK)
After the exerciseThe exercise has concluded and you just want to pack up and go home. Wait. There is one more important thing to do. An immediate after-event called a “hot wash” should now take place. This is a discussion of how the event went that takes place while it is still fresh in your mind. Do not neglect this step, as you will be required to do the same thing after an actually emergency. The hot wash is in additional to the more formal debriefing that will be scheduled for a later date.
Gary Ross Hoffman, KB0H (SK)
Did you take pictures?If you take pictures during an exercise or actual emergency, don’t just post them on-line. Your organization and probably even the served agency you were helping would like copies for their archives.
Gary Ross Hoffman, KB0H (SK)
Don’t irradiate your headSome operators devise very clever compact “go kits” that consist of a sturdy case containing all of their field station equipment. Setup is just a matter of opening the case, plugging in a few items, and they are ready to go. Unfortunately, some operators simply stick a magnetic mount antenna on top of the case. This is a dangerous practice, as these operators will be much too close to the radiated energey coming from the antenna. Take the time to move the antenna to a location where it won’t endanger anyone.
Gary Ross Hoffman, KB0H (SK)
Don’t interrupt the meetingYou arrive at the hospital or other facility to do periodic testing of the amateur radio equipment. Unfortunately, the radios are in a conference room, and there is a meeting in progress. Do NOT interrupt the meeting. Simply report to your organization that you were unable to perform the test because the room was in use.
Gary Ross Hoffman, KB0H (SK)
UTC or local time?One often-asked question is whether to use Universal Coordinated Time or local time on documents. The general rule of thumb is to use local time when the event is strictly local, and UTC if communicating outside of the local area. In practice sessions, St. Louis Metro ARES uses local time on ICS-213 message forms, and UTC on ARRL Radiograms. If in doubt, mark which one you have used. For example, 1330 CST (Central Standard Time); 1930 Z (Zulu, or UTC). Always use the 24 hour clock, and do not insert colons.
Gary Ross Hoffman, KB0H (SK)
Have a variety of coaxial cable adapters handyWhen going into the field or to a served agency, you may find that there is an antenna already in place. But can you connect your transceiver to it? It would be a good idea to have a variety of coax connector adapters, or better still, an adapter kit in your go-bag.
Gary Ross Hoffman, KB0H (SK)
Don’t forget the message formsWhen going to a disaster scene, don’t forget to take along some standard radiogram and ICS-213 message forms. The agency managing the disaster may not have a form of its own, and you almost certainly will be asked to send some formal messages.
Gary Ross Hoffman, KB0H (SK)
Breaking into a netIf a net is in progress and you have emergency traffic, you may need to “break” into the net. The most common method is to wait for a pause between transmissions and simply say “Break” and your call sign. When the net control station acknowledges you, say you call sign and “Emergency traffic”.
Introduction to Emergency Communication course book
Solar power in the fieldWhile a field solar kit capable of powering a 50 watt transceiver could be somewhat expensive, there are less pricey kits that can charge your accessories, phone, and even your laptop.
Gary Ross Hoffman, KB0H (SK)
Duct tape plusMany emergency communicators keep a roll of duct tape in their go-bags You should also consider including a length of rope, some zip-cord, glue, and even cellophane tape. When you are in the field, there will almost always be something that an emergency repair.
Gary Ross Hoffman, KB0H (SK)
The Net Control Operator is in chargeIf the net you are on has a net control operator, that person is in charge. Do not make an announcement, start reading a message, call another operator directly, or do anything else without first clearing it with the control operator.
Gary Ross Hoffman, KB0H (SK)
Always keep a logRegardless of your role in emergency communications, you should keep a log. Ideally, you would keep a running log on an ICS-214 or ICS-309 form, but if you cannot, transcribe what you have onto one of those forms once you have more time.
Gary Ross Hoffman, KB0H (SK)
What is ‘Emergency’ and what is ‘Priority’ traffic?Messages are prioritized as follows: Emergency – A message having life-or-death urgency. Priority – An important time-critical message. Welfare – An inquiry as to the health and welfare of an individual in a disaster area, or a message from a disaster victim to friends and family. Routine – Any message not meeting the requirements for a higher precedence.
Introduction to Emergency Communication course
How to speak slowlyRadio is tricky but the mind is even trickier. When asked to repeat something slowly, saying something like, “Paaaaaaaapaaaaaaa Aaaaaaaalllffffffffaaaaaaa Uuuuuuuuuunnnnnniiiiiiiffffffffooooooorrrrrrrmmmmmmmm Llllllllliiiiiiiiimmmmmaaaa” is even worse than saying it too fast. If you say it like, “Papa (pause) Alpha (pause) Uniform (pause) Lima” the receiver will have a much easier time understanding you. The same trick is used when sending Morse code. It’s called Farnsworth compression.
Gary Ross Hoffman, KB0H (SK)
Stay in touchWhile you are deployed, you’ll need to keep two people informed of your status. First, let the net control operator know when you take a break, are relieved, or shut down your station for any reason. Second, you should let your family know where you are, how long you’ll be, that you’re leaving for home and so forth. There’s always someone out there who is concerned about you.
Gary Ross Hoffman, KB0H (SK)
Think about next timeDuring every deployment or exercise, think about the next time. You will always find that something is missing, broken, doesn’t work as expected, wasn’t planned for and so forth. Keep a mental record, or better still a written one of everything that is wrong. Be sure to look it over carefully after the event so you will be better prepared next time.
Gary Ross Hoffman, KB0H (SK)
It never hurts to be polite, part 1Suppose you’re manning the radio in a shelter. You’re tired, it’s noisy, and people have been “borrowing” your supplies all through the day. When you’ve gone to the restroom kids have fiddled with your radio and changed all the settings. And now some stranger has just come up and asked a really stupid question. Your instinct is to snap back a witty, but sarcastic reply. Instead, take a deep breath and think about it. Everyone in that shelter is stressed out. The stranger may have just lost his home, and talking to you may be his way of taking his mind off of it. Make the effort to be polite. Who knows, he may be the mayor and you may earn yourself an award.
Gary Ross Hoffman, KB0H (SK)
It never hurts to be polite, part 2During any deployment or exercise, you’re going to encounter someone on the air who isn’t prepared, isn’t following procedures, or is needlessly tying up the frequency. It’s very easy to be brusque with that person, but don’t. Keep your hand off of the PTT button. Take several deep breaths. Try to formulate a polite response. It’s very likely that person is unaware of what he/she is doing. A blunt response will probably result in them leaving the team and never returning, while a polite response is more likely to get them to improve their performance.
Gary Ross Hoffman, KB0H (SK)
Be open to suggestionsNo one likes to be criticized, but rather than getting angry or stewing about it for hours on end, consider what was said to be a friendly suggestion rather than a rebuke. On calm reflection, you may actually find it to be useful.
Gary Ross Hoffman, KB0H (SK)
Don’t be in such a hurry, part 1You’ve arrived at the deployment site and are anxious to set up your station and start operating. Don’t be in such a hurry. Before you do anything else, sign in. Virtually every deployment site will have a sheet for volunteers to sign. After that, find the person in charge and introduce yourself. Discuss what the site manager wants you to do and what your capabilities are. After you have done all that, THEN you can set up your station.
Gary Ross Hoffman, KB0H (SK)
Don’t be in such a hurry, part 2Once you have arrived at an outdoor deployment site, signed in and introduced yourself to the site manager, take time to examine the site. You’ll want to note all safety issues, of course, but also try to envision your station already set up and running. Is the ground too soft to support your table or guy wire stakes? Are you too close to noisy equipment? You don’t want to discover things like that after you’ve already set up and are trying to operate.
Gary Ross Hoffman, KB0H (SK)
Don’t be in such a hurry, part 3Once you have arrived at an indoor deployment site, signed in and introduced yourself to the site manager, find out what he or she expects you to do. It may be that they think that a “communications volunteer” is there to provide everyone with temporary cell phones. It’s best to discover and correct such misconceptions right away.
Gary Ross Hoffman, KB0H (SK)
Don’t be in such a hurry, part 4Before you set up and start operating at a deployment site, think hours ahead. What happens when you need to take a break? Is a partner or relief scheduled to arrive later? If not, can someone at the site keep an eye on your equipment while you’re away from it? Can some other volunteer at the site act as your “runner”?
Gary Ross Hoffman, KB0H (SK)
Don’t be in such a hurry, part 5Before you even accept an assignment to deploy, let the person making the assignment know what your capabilities are and how long you can stay. Your health, battery life, and job or family obligations may put constraints on you. ARES leadership will need to know these things so that they can plan accordingly.
Gary Ross Hoffman, KB0H (SK)
Don’t volunteer for everything, part 1You may be anxious to help during a deployment, but do not volunteer for assignments for which you are ill equipped. For example, do not say, “Yes, I can handle Morse code” if you have not brought CW equipment with you.
Gary Ross Hoffman, KB0H (SK)
Don’t volunteer for everything, part 2You may be anxious to help during a deployment, but do not volunteer to perform a task for which you are not proficient. For example, do not agree to handle a Winlink station if you’ve barely had any experience with Winlink.
Gary Ross Hoffman, KB0H (SK)
Don’t volunteer for everything, part 3You may be anxious to help, but do not volunteer to take on every task that needs to be done. You’ll wear yourself out quickly, and just as quickly lose your enthusiasm for the project.
Gary Ross Hoffman, KB0H (SK)
Practice the basicsIt’s good to have a specialty in emergency communications, but do not neglect the basic skills. Practice handling formal traffic, using the ITU phonetic alphabet, using tactical and personal call signs at appropriate times, keeping logs and so forth. Even the most basic operating skills slip away if you do not use them regularly.
Gary Ross Hoffman, KB0H (SK)
Every piece of equipment can break, including youWe all have limits. Don’t overtax yourself during a deployment. Watch for signs of fatigue, stress, adverse reactions to the environment and so forth. Stop and take a break if you need one. It is better to have a silent radio than a fresh casualty.
Gary Ross Hoffman, KB0H (SK)
Respond to the question askedThe Net Controller asks, “Do you need a break?”. The operator at the other end replies, “We’ve got two other guys here, but one of them is running a message over to Post Five and the other one doesn’t really know how to run this rig, and it’s my own equipment and it’s really expensive. And besides, the Captain told me to let him know the minute someone answers his request and I’m not sure I trust this other guy to handle that.” You’ll notice that the operator did everything except answer the question. Focus on the question asked, or the statement made, and respond to it directly.
Gary Ross Hoffman, KB0H (SK)
RecheckDuring an exercise or actual emergency, you may need to leave the primary frequency for a period of time. This may be to pass a formal message, make a repair to your station, or simply to take a break. Always let the net control operator know that you are leaving the frequency. When you return to the primary frequency, call “recheck” and let the net controller know that you are back.
Gary Ross Hoffman, KB0H (SK)
HeadacheYou’ve developed a headache and you know it’s going to interfere with your performance. Take a moment to analyze the situation and try to remedy it. Lack of food? Grab a bite to eat. Stress? Take a break. Fumes? Relocate, or just get out of the area. Noise? Use headphones or take a break. Forgot to take your medicine? Take care of that right away and rest until you’re better. For most everything else you may want to seek medical attention.
Gary Ross Hoffman, KB0H (SK)
Test your field equipment in advanceYou’ve purchased a lot of items to take with you if you are deployed into the field. Before you do anything else, take each item out of its package. Test everything and make sure that you know how it functions. If it disassembles for easy transportation, take it apart and put it together repeatedly until you feel you can do so quickly and competently in the field.
Gary Ross Hoffman, KB0H (SK)
Documentation, #1Just as important as your radio, documentation is a vital component of your go-bag. It should include a copy of your Amateur Radio license, any identification you might need, a copy of your group’s emergency operations plan, maps and directions, a list of stations you may need to contact and the frequencies they will be using, and any other resource material that you can comfortably carry.
Gary Ross Hoffman, KB0H (SK)
Documentation, #2If your served agency has a permanent Amateur Radio installation, then documention will be an important part of it. Documents would include the equipment manuals, logs of the various operators who used the radios and what traffic they passed, and a general ledger mentioning quirks, repairs, and alterations that may have been made to the station.
Gary Ross Hoffman, KB0H (SK)
Documentation, #3If you hold an official position in an Amateur Radio emergency communications group, then you should document pretty much everything: What you’ve done, what group-related conversations you had, all of your email exchanges, and so forth. Documentation comes in very handy when no one remembers or there is a disagreement concerning past events.
Gary Ross Hoffman, KB0H (SK) and Steve Wooten, KC0QMU
Permanent emergency stationsVarious police stations, fire stations, hospitals and more have installed amateur radio equipment of their own. If you have some responsibility for such a station, or if you’re regularly assigned to test one, make sure that there is a copy of the manual and a log book with it. Manuals can be downloaded from the manufacturer’s Web site, and a simple notebook can serve as a log book.
Gary Ross Hoffman, KB0H (SK)
“We have our own way of doing things”It used to be the case that various police, fire, and medical services had their “own way” of doing things. State police used different 10-codes than city police. City police and fire departments used mutually incomprehensible jargon. Interaction between agencies often resulted in heated arguments over who was in charge. Eventually, though, agreements were reached. Mutual assistants channels were established. And thanks to FEMA, a set of standardized practices and procedures are available. It is incumbant upon us, as Amateur Radio emergency communicators, to follow the example of the professionals and operate using established standards and processes. Doing things “our own way” will just result in no one being able to communicate with each other.
Gary Ross Hoffman, KB0H (SK)
Talk slowerThe biggest cause of errors during voice communications is one of the operators talking too fast. The receiving operator either misunderstands or misses parts of the message.
IEC course book
Anyone can be a mentorYou can help a new person, no matter how much or how little you know. Newcomers always have questions, but are often reluctant to ask them. If you see someone new at a meeting, go over and introduce yourself. Break the ice and make him or her feel welcome. A little friendliness can go a long, long way.
Gary Ross Hoffman, KB0H (SK)
Did the served agency’s equipment fail?If you are using equipment belonging to a served agency and it fails to operate properly, be sure to notify the person to whom you are reporting. Also note it in the equipment log book and inform your ARES Emergency Coordinator.
Gary Ross Hoffman, KB0H (SK)
Maintaining served agency equipmentIf you are sent to a served agency to operate its Amateur Radio equipment, take the opportunity to check all of it, even those items you might not be using. Make sure all of the connections are tight and that everything powers up properly. Clean anything that appears to be dirty or soiled, and secure anything that may be loose or in danger of falling. Everyone at the served agency will assume that all of these actions are part of your responsibilities anyway.
Gary Ross Hoffman, KB0H (SK)
Amateur Radio tests are low priorityAll too often served agencies will place their Amateur Radio equipment in a very poor location. It may be in a conference room, in a busy dispatch center, or even in someone’s office. If you arrive to perform a regular test of the equipment and find that the location is in use or busy, don’t try to perform the test. Inform your served agency contact, then leave. If checking in to a net was part of the test, let net control know if you are able. Be sure to let your Emergency Coordinator know as well.
Gary Ross Hoffman, KB0H (SK)
Know what tools to takeYou cannot anticipate every tool that you might need during a deployment, but a good start would be to figure out which tools you need to assemble and disassemble your field station. Make sure that your Go Kit includes all of them.
Gary Ross Hoffman, KB0H (SK)
Play to your strengthsNo one can do it all, and no one expects you to. Play to your strengths. If you have a great home HF station but little mobility, you may be a terrific resource for relaying information into and out of the stricken area. If you have mobility but little or no field equipment, you might fit in fine at a served agency. Whatever your equipment and abilities, there is a role for you to play.
Gary Ross Hoffman, KB0H (SK)
Your mind is a great assetDo circumstances prevent you from participating much? You can still be a great asset to your ARES team by being part of its planning committee. New ideas and perspectives can help your team to continue to grow.
Gary Ross Hoffman, KB0H (SK)
Will I be working inside or outside?They are called “emergencies” because no one can anticipate what will happen. Working inside a facility and working outside exposed to the elements require completely different kinds of preparations, and unfortunately there is no way to tell which situation will occur. The best advice is to be fully prepared for the former, and if you are able, build at least some basic kit for the latter.
Gary Ross Hoffman, KB0H (SK)
We cannot do it allWhen the agency we are helping runs short of doctors, cooks, or traffic cops, it is not our job to fill the void. In most cases, we are not trained for it. That does not mean we cannot lend a hand to fill an urgent need when we are qualified to do so, but our primary job is still communications.
Introduction to Emergency Communication course book
I get it, I get it! Why do I have to keep training?It has been said that in a crisis you don’t rise to the occasion, you fall to your level of training. Frequent training and practice will help you to do your job automatically, and you’ll be less likely to be overwhelmed when you arrive at the scene of a disaster.
Jim Conley, N0OBG
Emergency nets are not the same as chat netsOne big reason to hold regular practice emergency nets is so that the participants note and become familair with the differences between those nets and more informal nets. For example, in a chat net you might hear, “Good evening, this is the weekly Hobby Club net, sponsored by the local chapter of the Hobby Club. I’m Rudy, your net controller this evening, and I’m operating from my home QTH in the beautiful suburbs of Elmwood.” During an emegency net, even a practice one, most of that dialog would have been left out. Another example of what you might hear on a chat net is an operator describing a problem he’d just had. That would immediately be followed by several minutes of other operators describing their own experiences with the same problem. During an emergency net the other operators would, hopefully, resist the urge to add their own stories. Participating in practice emergency nets will help you develop skills in brevity and accuracy.
Gary Ross Hoffman, KB0H (SK)
Test your deployment rigYou bought a new transceiver a while back and retired your old transceiver to your emergency go-kit. Pull out that old rig at least once a year and test it. It will probably work, but doing the test will be a good way to refresh your memory on how to operate it, what its quirks are, and so forth. Update the frequencies in its memories as necessary, and be sure that you still know how to plug in new frequencies in a hurry.
Gary Ross Hoffman, KB0H (SK)
Keep learningEverything is dynamic, including emergency communications. Procedures and techniques that were standard ten years ago are out of date today. Never sit back and feel that you’ve learned everything you’ll need to know.
Gary Ross Hoffman, KB0H (SK)
Plan for a windy dayIf you have to set up your field station outside, you almost certainly will have to contend with the wind. It will affect you ability to hear and may even get into your microphone and garble your transmissions. It will also scatter any loose papers you have at your station. Think about how you can address these issues before your next deployment.
Everyone who has ever set up an outside station
It’s over, I can pack up and go home, right?When you’re informed that the emergency is over and you can shut down your station, there is still a lot of work to do. Bring your logs up to date and correct any mistakes. Make duplicates for the agency you are serving. Inform net control that you have been released and are shutting down. Once you have finished these wrap-up tasks and have packed up your equipment, let the served agency person to whom you were reporting know that you are departing. And finally, if you were required to sign in when you arrived, be sure to sign out.
Gary Ross Hoffman, KB0H (SK)
Camping gear not requiredFor deployments within the St. Louis metropolitan area, you will not be asked to work longer than a 8-12 hour shift. You will only need camping and other extended support gear if you volunteer to assist other groups outsode of the local area.
St. Louis Metro ARES Basic Emergency Operations Plan
Staging areasThe location where you are supposed to operate may have minimal or no parking available. If that is the case, you will be directed to a staging area instead, where you will be picked up and transported to the operations site. Some pre-designated staging areas are shown in the St. Louis Metro ARES Basic Emergency Operations Plan, but others may be added as needed.
St. Louis Metro ARES Basic Emergency Operations Plan
Your family comes firstMake sure to take care of your family’s needs before responding to a deployment. You should develop a preparedness plan for them as well as for yourself. If your family is going to need you, don’t leave.
Introduction to Emergency Communication course book
Things to avoid saying on the air, Number 1Avoid words or phrases that carry strong emotions. Most emergency situations are emotionally charged already, and we do not need to add to the problem. For instance, instead of saying, “horrific damage and people torn to bits,” we might say “significant physical damage and serious personal injuries.”
Introduction to Emergency Communication course
Things to avoid saying on the air, Number 2Consider the following on-air statement. “You wouldn’t believe what a shambles it is here. It’s really disorganized. The guy in charge doesn’t know what he’s doing.” This should never have been transmitted. First, it needlessly tied up the frequency. Second, it may have been heard by the press, which would undoubtedly use it. And third, it underminded the authority of the person in charge. Keep personal comments and opinions off the air.
Gary Ross Hoffman, KB0H (SK)
Things to avoid saying on the air, Number 3Consider the following exchange: Station 1 – “Does anyone know where the fire chief is?” Station 2 – “It’s pretty close to noon. He might have gone to lunch.” The operator at Station 2 is just speculating, but his statement may be taken as accurate. Leave the guesswork off the air and only transmit information you know to be factual.
Gary Ross Hoffman, KB0H (SK)
Things to avoid saying on the air, Number 4“Okay, I’ll do it. But it’s not actually my job. The guy who’s supposed to do that is always away from the table doing something else.” The other operator doesn’t want to hear any of that and it ties up the frequency. Make a note of your complaints in your log and bring them up at the debriefing, but keep them off the air.
Gary Ross Hoffman, KB0H (SK)
Things to avoid saying on the air, Number 5Do not think aloud over the air. Think about what you want to say before keying the microphone. “Aaahh, let me see.. Hmmmm, ummm I’m not quite sure..” doesn’t convey any useful information and ties up the frequency.
Introduction to Emergency Communication course book
Things to avoid saying on the air, Number 6You are a net controller, and someone on your net violates protocol or says something inappropriate. Your instinct is to immediately correct him. Don’t. This will only draw attention to his error and embarrass everyone. When you can, contact the offending party and explain his mistake, OFF the air.
Gary Ross Hoffman, KB0H (SK)
Cable cautions, Number 1You always want to be careful where you put your cables, whether in the field or in your shack. Make sure they are not placed where they might be soaked, melted, cut, or tripped over. You also do not want them anywhere near equipment that might induce interference into them, or vice versa.
Gary Ross Hoffman, KB0H (SK)
Cable cautions, Number 2Regularly check your cables and wires to make sure that they are not frayed or otherwise damaged. Be sure to inspect the connectors as well, as they are just as prone to damage.
Gary Ross Hoffman, KB0H (SK)
Cable cautions, Number 3Are you using the correct wires and cables? Can they handle the power load you intend to run through them? Are they appropriate for the frequencies that will go through them? Are they so long that the power or signal loss be too great? Be sure that the connectors are correct for the cables and wires you are using.
Gary Ross Hoffman, KB0H (SK)
Know the weather reporting criteriaWeather spotters should familiarize themselves with the list of things that should be reported and exactly how to make a report. Information on calling in a report can be found on stlskywarn.org.
Gary Ross Hoffman, KB0H (SK)
What if it rains?The weather will never cooperate with you. Make sure that your equipment is sufficiently protected from the elements. Just covering it with a bit of plastic while you run from your car to the communications post may not be enough. If you trip and drop your bundle in the mud, will your equipment still work? It will have a much better chance of surviving if it’s in a waterproof carry-all.
Gary Ross Hoffman, KB0H (SK)
Are those storm clouds?If you are working a site in the field and you see storm clouds approaching, don’t wait until the rain starts to fall before taking action. Inform net control that you are securing your station because of impending foul weather, then start disconnecting and protecting your equipment.
Gary Ross Hoffman, KB0H (SK)
Label your equipmentThings are going to get confusing during a deployment, so be sure that all of your equipment, bags, antenna masts and so forth have your name and contact information on them. At the very least, they should clearly show your call sign. A clever operator will bring along extra labels in case he or she discovers that he missed something.
Gary Ross Hoffman, KB0H (SK)
Everyone is “sir” or “ma’am”Always bear in mind that your role is volunteer communicator and that you are serving professionals. Calling everyone “sir” or “ma’am” will help you to remember this, and will also make a favorable impression with them.
Gary Ross Hoffman, KB0H (SK)
Silicon or graphite sprayWhen setting up a field antenna, use a spray can of silicon or graphite to lubricate the ends of your mast sections. You will find it much easier to disconnect the sections when you are ready to tear down.
Gary Ross Hoffman, KB0H (SK)
Take care of your coaxWhen securing from a disaster scene, don’t just throw everything in a box and leave. In particular, take time to wipe off your coaxial cable. Spray a little Armor All on it to help protect it and keep it supple.
Chuck Wehking, N0EIS
Be patient with inexperienced volunteersYou may get irritated with inexperienced volunteers and wish that they would get out of the way, but remember that you didn’t know what was going on the first time YOU showed up. Even if you can’t spare a lot of time, show them some courtesy. They are, after all, there to help.
Gary Ross Hoffman, KB0H (SK)
Be adaptableAn emergency situation is never going to be like you expected it to be. Don’t let yourself get flustered. Adapt to the situation as best you can.
Gary Ross Hoffman, KB0H (SK)
Know whom to report toIf you arrive at your assigned site and the guard at the entrance tells you, “Sorry, we don’t need your help”, it would help if you know the name, or at least the title of the person to whom you are supposed to report. That is more likely to get you in.
Gary Ross Hoffman, KB0H (SK)
Look professionalNo one expects you to show up dressed like an executive, but if you arrive at a site looking like you’re there for combat duty, a backyard pool party, or to paint your house, you will not convey a good impression.
Gary Ross Hoffman, KB0H (SK)
Share the dutiesIf two of you are working a site, share the duties. Don’t have just one of you one the radio all the time while the other keeps the logs, no matter how proficient you may be at the jobs. Swap duties every now and then. It will help ease tension and cramps, and make each of you better at multiple tasks.
Gary Ross Hoffman, KB0H (SK)
I don’t need a breakYes, you do. At the very least, this will allow the relief operator to do something useful.
Gary Ross Hoffman, KB0H (SK)
VolunteerYour ARES leadershp is always happy to see you show up at events, but they would be even more grateful if you volunteered to help plan and run things. There is always a need for more behind-the-scenes personnel.
Gary Ross Hoffman, KB0H (SK)
Skywarn activityAny time the National Weather Service issues a severe weather warning, St. Louis Metro Skywarn will activate a weather net. Reports made during these nets are sent directly to the National Weather Service, the St. Louis County Office of Emergency Management, and the City of St. Louis Emergency Management Agency. Go to www.stlskywarn.org for more information.
Gary Ross Hoffman, KB0H (SK)
Don’t risk your lifeSure, we want your help. But please don’t risk your life trying to get to the deployment area. Especially be aware that no matter how big and tough your vehicle is, mother nature is much bigger and tougher.
Gary Ross Hoffman, KB0H (SK)
Think basicIt’s nice to be able to provide a served agency with complex high speed digital communications, but the more complicated it is, the more prone it is to failure. Make sure that you can still competently work analog modes, and read and receive formal messages verbally.
Gary Ross Hoffman, KB0H (SK)
Know what your job isYou’ve answered the call-out, been deployed, and have been sent to a post. But do you know what you’re actually supposed to do? Simulations and exercises show that some operators don’t have any idea what their assignment is, or worse, just ignore it. Be sure you know what is expected of you and and give it your best effort.
Gary Ross Hoffman, KB0H (SK)
Leaving the netOnce you have checked in to an emergency net, do not leave it, even for a few minutes, without first informing the net control station. If they try to reach you and cannot, they may become concerned and send someone to find out what happened to you.
Introduction to Emergency Communication course book
Be ready to explain what you’re doingAn emergency management professional may stop and ask what you’re doing. Be prepared to coherently explain your function and how you plan to perform it.
Gary Ross Hoffman, KB0H (SK)
Don’t rushThere is always a sense of urgency at a disaster site, but even if you are under time constraints, don’t rush. Take the time to set up your equipment properly. It is better to be a little behind than to miss something important or have to re-do something that you did wrong.
Gary Ross Hoffman, KB0H (SK)
Up-to-date logsIf you reach a calm period during your deployment, take the opportunity to check your logs and make sure that you accurately and legibly recorded everything. Clean up those hasty scrawls that you made when things were hectic and note those things that you were too busy to write down before.
Gary Ross Hoffman, KB0H (SK)
There are no dumb questioneFar too often, someone has a question, but is afraid that asking it will make them look foolish or incompetent. In reality, however, if you ask, someone else with think, “Hey! I know the answer to that one!” People LOVE to answer questions, the simpler, the better. Never be afraid to ask.
Gary Ross Hoffman, KB0H (SK)
One size doesn’t fit allThere is no “standard kit” that everyone should have. Each operator has his or her own preference when it comes to equipment brands and models, and many have financial constraints. Develop a kit that works best for you, and don’t be afraid to experiment.
Gary Ross Hoffman, KB0H (SK)
It’s not about your gearBecoming an effective emergency communicator isn’t about having a lot of cool gear, it’s about you. Your attitude, willingness to learn, and ability to work well with others will be your primary assets.
Gary Ross Hoffman, KB0H (SK)
The lesson is important, not the certificateWhen taking a communications course, it is important that you actually learn something. Just skimming through so that you can pass the test completely defeats the purpose, and makes you much less effective as a communicator.
Gary Ross Hoffman, KB0H (SK)
Leave it like you found itWhether you are working indoors or outdoors, once operations cease, return everything to where it was when you arrived. It would also be a good idea to have plastic garbage bags in your go kit so that you can remove any trash that has accumulated.
Introduction to Emergency Communication course
Caution tapeA handy item to have in your go-bag is a roll of “Caution” tape. Use it to mark where you string your wire antennas, cables, power runs and so forth.
Gary Ross Hoffman, KB0H (SK)
Portable clockYou might wish to keep a small battery operated desktop clock with your field equipment. One quick glance and you can tell exactly what time to put on your log sheet. There are even super-accurate “atomic” versions tuned to the WWV Time Station.
Gary Ross Hoffman, KB0H (SK)
WifiWifi and hotspots are so ubiquitous that it’s easy to believe that they will always be available. During a communications emergency, however, there is a very good chance that they won’t. Be sure to take paper copies of any vital information that you might need when you deploy into the field.
Gary Ross Hoffman, KB0H (SK)
Don’t become one of the casualtiesPart of your preparations should be making sure that you’re fit enough to work in less than ideal conditions. You won’t need to be in perfect shape, but you’ll at least want to be able to get through a shift without becoming ill. Regular moderate exercise will help you develop the stamina you’ll need to be an effective emergency communicator.
Gary Ross Hoffman, KB0H (SK)
Keep it briefAir time is precious, especially when there are numerous operators on the same frequency. Refrain from overexplaining things, engaging in personal greetings and chats, and anything else that might prevent important traffic from getting through.
Gary Ross Hoffman, KB0H (SK)
Don’t avoid the exercisesIt’s a mistake to ignore an exercise because you are already familiar with what it is about. There are always surprises, new elements, and things that you’ve forgotten. Your presence will also help those participants who are less familiar with the exercise’s concepts.
Gary Ross Hoffman, KB0H (SK)
Familiarize yourself with your environmentOnce you arrive at a deployment site, familiarize yourself with the environment. Is it noisy? Who else is there? Are there any hazards? And most of all, where are the restrooms?
Gary Ross Hoffman, KB0H (SK)
A personal hygiene necessityHave a personal hygiene bag that you can take with you on deployments to areas where the sanitation facilities are uncertain. Be sure that your bag includes your own roll of toilet paper.
Introduction to Emergency Communication course book
Attention to detail is criticalIn an emergency, any given message can have huge and often unintended consequences. An unclear message, or one that is modified, delayed, misdelivered, or never delivered at all can have disastrous results.
Introduction to Emergency Communications course book
Speculation and RumorsDo not speculate on anything relating to an emergency! There may be hundreds of people listening to what you say, including other amateurs, the media, and the general public using scanners, and any incorrect information could cause serious problems. You do not want to be the source of any rumor.
Introduction to Emergency Communications course book
Be Prepared for AnythingEmergency Communications volunteers need to be prepared for anything. You never know which challenges an emergency situation will offer. You might have not have AC power, or the water may be unsafe and you may need to rely on your canteen. You will rarely know in advance what the conditions of the area are.
Introduction to Emergency Communications course book
Introduce YourselfIf you are assigned to a facility, introduce yourself to the person in charge as an emergency communicator assigned to serve at that location. Identify yourself and explain that you have been assigned to set up a communication station for that location, and by whom.
Introduction to Emergency Communications course book
ListeningListening is an acquired skill that requires a trained ear. It takes lots of on-air practice to be able to pick out very weak signals from atmospheric noise on the channel.
Introduction to Emergency Communications course book
Avoid Distractions in CommunicationListening avoids unnecessary transmission. Asking unnecessary questions at frequent intervals occupies valuable channel time that could be used by someone with a life-and-death emergency to call for help.
Introduction to Emergency Communications course book
Clarity is KeyWhen passing traffic messages, be sure to use a clear speaking voice, enunciating all words crisply, for maximum intelligibility. Clear speech will reduce the likelihood that the receiving station needs to ask for sections of the message to be repeated.
Introduction to Emergency Communications course book
Net Control StationsThe Net Control Station should be able to hear most, if not all, stations in the net. This helps avoid time-consuming relay calls. The NCS is sometimes stationed at the EOC or command post; however, it may be beneficial to keep the NCS away from the noise and confusion.
Introduction to Emergency Communications course book
Error-free Digital CommunicationWhen using digital modes for message handling, be sure to use a mode that allows for ARQ (Automated Repeat reQuest) or FEC (Forward Error Correction) to ensure that erroneous chunks of the message are corrected or retransmitted as needed.
Introduction to Emergency Communications course book
Voice Operated TransmissionVoice Operated Transmission (VOX) is not recommended for message handling or nets. It is too easy for background noise and off-air operator comments to be accidentally transmitted, resulting in embarrassment or disruptions to the net. Use a hand or foot switch instead.
Introduction to Emergency Communications course book
Wait Before SpeakingAfter pressing the push-to-talk switch, be sure to wait a moment before speaking. It takes time for repeaters to key their transmitters, for the transmitter to fully power up, and, on linked repeater systems, for the links to be brought up. Waiting a moment before speaking can ensure that your entire message is transmitted.
Introduction to Emergency Communications course book
Digital Modes and CoolingThe high duty-cycle of many digital modes requires a rugged radio and power supply with adequate cooling. Test your equipment under field conditions for an extended period to identify any possible problems.
Introduction to Emergency Communications course book
Power and SWR MeterAlways have a Power and SWR meter handy in your shack, and in the field too. This simple instrument can be incredibly helpful for finding issues with your system.
Eric Johnson, AE0JE
Spare FusesAlways have spare fuses on hand, and ensure they are the right type to fit your equipment. You never know when you’ll blow a fuse and need to be back up and running quickly.
Eric Johnson, AE0JE
Pen and PaperCarrying a small notepad and a writing utensil on your person during an activation can be an invaluable tool. You’ll never find yourself asking around to borrow a pen, or looking for a piece of scratch paper to write a note on.
Eric Johnson, AE0JE
Hard-Wired Connections are BestWhen in a situation where reliable internet access is important, a hard-wired connection is best. Wireless connections are typically slower, less reliable, and are far more susceptible to interference from nearby radio operations.
Eric Johnson, AE0JE
Know a Variety of Operating ModesIn an emergency situation, especially when dealing with unpredictable band conditions, it can be a valuable asset to be familiar with a variety of operating modes, including CW, Digital, and Packet, as these modes may offer better characteristics for breaking through poor band conditions.
Eric Johnson, AE0JE
Be Aware of Hazards to your AntennasWhile setting up portable or field antennas, it is critical that you maintain awareness of things in the vicinity that could be hazards to you or your antennas. The most dangerous hazards generally include overhead power lines, dead tree branches, and many others.
Eric Johnson, AE0JE