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SECTION 3: BASIC COMMUNICATIONS GUIDELINES

3.1 BASIC THEORY OF TELECOMMUNICATIONS6

There are six elements to any communications, whether a simple request for the time or a complex set of instructions or supply request. All six elements should be present in your ARES transmissions.

3.1.1 Concept

Determine exactly what is to be sent. This is not as easy as it sounds; we must identify and understand a need, clarify and simplify, then reduce it to its most basic and immediate essentials.

3.1.2 Documentation

Once we have the concept, we must determine how to deliver it to the intended receiver. We must consider the vocabulary and expression to be used and find the best way to deliver it in a simple form. Complex words or difficult phrases can be better understood if simplified.

3.1.3 Transmission

Next we have to send the message through either speech (phone), or written message forms (including CW, packet or other digital modes). Make sure the transmission is free from interference (such as loud talking in the background, engines, aircraft etc.). Alternatives must be provided when interference noise becomes a problem.

3.1.4 Reception

The person receiving the message must not only receive it, but understand it. The relaying operator must be able to give a legible copy of the message to the intended receiver, thus minimizing the chance of error or misunderstanding.

3.1.5 Interpretation

Reception is not enough. The addressee must be able to correctly interpret the message as it was originally conceived and delivered to the sending ARES operator.

3.1.6 Feedback

There must be a system to indicate that the first five steps have been completed successfully and the message was received AND understood. This evidence may be direct a vehicle was requested and it arrived, or supplies were ordered and arrived. Depending on the circumstances it may be necessary to repeat the message back, or at least its essential parts, to make sure that it is understood. If you are the receiving operator, make sure you understand the instructions before action is taken.

3.2 GENERAL POINTS

Things that prevent the message from getting through:

Insure you have the most appropriate antenna

Choose the best band and mode for the job

¤ Use headset or ear piece

¤ Use a noise canceling microphone to reduce background noise

¤ Send at a speed the receiving station can copy at - they have to write it down. This is about 15wpm (one word every 4 seconds). Accuracy first, speed second.

¤ Use the ARRL Radiogram form so messages are correctly formatted and there is no miscommunication in the interpretation. Even if you do not understand the meaning send the message exactly as it is written. Many organizations have terminology that is specific to their role.

¤ Use only ITU phonetics; the use of "cute" phonetics causes confusion

¤ Only check in if you are going to be part of the net

Important Points

3.3 PRINCIPLES OF DISASTER COMMUNICATIONS8

3.3.1 Keep the noise down

In a disaster many stations may have weak signals. It is essential that all stations remain silent unless they have traffic. Don t transmit until recognized by the Net Control Station. Don t break into a disaster net just to let them know you are there.

3.3.2 Monitor established disaster frequencies

Many areas have established disaster frequencies which are nearly always monitored. Other areas use an established net which becomes the disaster net in an emergency. Alaska has an established statewide disaster frequency of 5.1675 MHz. While this is just outside of the 75/80 meter amateur band FCC regulations allow the use of the frequency by amateur operators in an emergency. See section 4.5.3 on Net Frequencies for the regular schedule of HF nets.

For local traffic the local linked repeater system will be the primary Net Control Frequency. Should none of the Juneau Amateur Radio Club repeaters be available the Engineers Cutoff repeater can be used.

Simplex frequencies will be used for passing traffic (see section 4.5.2)

3.3.3 Avoid spreading rumors

Amateur bands, as well as local public service bands, can be monitored by the public. Only pass those messages that you have been asked to do so by the agency served. Do no expand, modify or exaggerate on the messages you send. All messages should be written down and signed by the responsible representative, this prevents misinterpretation of verbal information.

3.3.4 Authenticate all messages

As mentioned above, all original messages should be signed by the person authorizing/requesting their transmission. The signature line should also include their title and agency. ARES members should not initiate traffic.

3.3.5 Strive for efficiency

During an emergency some people have the ability to remain calm, others become hysterical and some amateurs may feel the need to become sleepless heroes operating without rest. Instead of operating around the clock arrange shifts at the best equipped and best located station. Arrange relief shifts so that everyone gets adequate rest. In the initial stages of a disaster there is a large amount of chaos but after things get organized there will be the need for communications for a long time. It is essential that operators are fresh and alert and able to respond to the needs for the agencies served.

3.3.6 Select the mode and band to suit the purpose

Some amateurs prefer their favorite band and mode. In an emergency the best band and mode for the situation should be used. Amateur radio has a huge advantage over all other radio users; we have 15 bands and multiple modes available to us, including CW, voice and digital. The primary purpose is to get the traffic through.

3.3.7 Use all communications channels intelligently

While the prime objective of emergency communications is to save lives and property, amateur radio is a secondary communications means; normal communications means should be used if available.

3.3.8 Don't "broadcast"

While the general public may be listening to amateur radio traffic it is not our purpose to broadcast. Broadcast stations are well equipped for the purpose, most have emergency generators. Our purpose is to communicate for, not with, the general public.

3.3.9 National Traffic System

Within the disaster area itself ARES is primarily responsible for communications support. During a disaster the first priority of NTS operators in or near the disaster area is to make their expertise available to their Emergency Coordinator. For timely and effective response this means that NTS operators need to talk with their EC s before the disaster so they know how best to respond.

3.4 NETS

Nets can be either open (informal) or a directed net. In an emergency nets are going to be directed, someone is going to be the Net Control Station (NCS) and control who speaks to whom and the order that traffic is passed.

Nets can be established for different purposes and there may be several nets covering one area depending on the scale of the incident and the agencies being served:

3.4.1 Tactical Net

A tactical net is the primary coordination net for the event or for a particular agency being served. These nets should use tactical call signs, identifying the location or function of that site; i.e., shelter, fire control, EOC, etc. Amateur call signs are used that the end of transmissions only, as required by FCC regulations (traffic should not be 10 minutes long). The use of tactical call signs prevents confusion when operators change. Tactical call signs will be assigned by net control.

These nets are restricted to traffic for the event only.

3.4.2 Resource Net

A resource net is for acquiring volunteers for the event and making assignments for various operators.

It should be noted that in the Northern SE AK ARES district, due to the limited ability of operators from outside of the area to respond, a resource net will rarely be needed.

3.4.3 Traffic Net

A traffic net is for passing formal (normally written) traffic. They are a directed net and traffic can either be passed on the net frequency or sent off to another frequency.

During a disaster there may be more than one traffic net, one may be local and one may be on HF to pass traffic into and out of the affected area.

3.4.4 Command Net

A command net can be established to coordinate the response and relief of ARES volunteers, arrange for equipment or other ARES resources to support the function of ARES. This type of net would normally be for the EC and AECs.

3.4.5 Other nets

Other nets may be established to support a particular function or role within the overall emergency response, such as shelters or local Community Emergency Response Teams (CERT).

The number and type of nets will be established at the discretion of the EC.

3.5 ITU PHONETICS

A alpha J juliett S sierra
B bravo K kilo T tango
C charlie L lima U uniform
D delta M mike V victor
E echo N november W whiskey
F foxtrot O oscar X x-ray
G golf P papa Y yankee
H hotel Q quebec Z zulu
I india R romeo    

Pronunciation for numbers
1 wun 6 siks
2 too 7 sevven
3 tharee 8 ate
4 fower 9 niner
5 fiyuv 0 zearow


6from the ARRL Emergency Coordinator's Manual, FSD-9 (9/01), submitted by M.L. Gibson, W7JIE (SK) and Earl Appleby, W6IIH

7the Emergency Plan for the City & Borough of Juneau specifies that the City s Emergency Manager is the lead person in the event of a disaster and ARES responds to requests from the Emergency Manager or their representative. See also section 4.4 pertaining to Search & Rescue operations.

8adapted from the ARRL Public Service Communications Manual, FSD-235 and the ARRL Emergency Coordinator's Manual, FSD-9 (9/01)

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Nick Meacher, N3WWE
Emergency Coordinator
Northern SE AK ARES
907-796-3322
Email: [email protected]

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Last modified: Sat Feb 23 21:30:36 AKST 2002