ARRL Certification Program
Emergency Communications
Practical Experience

During the activation and operation, the time is develop one's skills and knowledge is limited or non-existent, yet this is the time when having that knowledge and experience makes the most difference and has the greatest impact.  Because of this, practicing emergency communications is best approached as a team effort scheduled on evenings or weekends -- and not learning while the actual emergency is happening.

There are a number of ways to develop knowledge and practice.  Best way is to learn from the experiences of other emergency communicators, taking the best practices and avoiding pitfalls that can occur in any setting.
 

Skill is needed for handling simultaneous and multiple activities that can arise during emergencies.  The very nature of responding to an emergency affords very little in the way of on-the-spot education and training.  Hence it is vital that the education, training and practice occur ahead of time.  Coping with equipment problems, people requesting attention and a response, listening for a station with a weak and distorted signal, all while simultaneously trying to absorb the situation and direct a team effort on and off the air are real-life situations that can occur.    Fortunately, there are ways to learn and practice in a broader setting that are enjoyable.  Simulations, exercises and practice nets are proven ways to bring together these elements in a non-threatening and fun environment, developing the composure and skills, provide analysis and feedback and gain new confidence to rise above any situation..

Amateur radio operators are always in search of new knowledge, equipment and operating opportunities.  The learning and training sessions leading up to the simulations and exercises are excellent ways for specialists to introduce the rest of the team to new modes or techniques.  There are a number of things you can arrange to try out and practice before the exercise, then test the team's proficiency during the event.  Try alternate frequency and communications modes, such as simplex (non-repeater) operations,  SSB where FM modes are prevalent, Near-Vertical Incident Skywave (NVIS) for HF coverage, satellite for reliable long-haul coverage, packet and digital modes for passing message text.  See the section on Communications Technology for more information.

Simulations offer a safe environment for being an NCS or liaison/relay station.  Other operators are trying out their skill and just as in practicing for team sports, an occasional procedural error or two offers an avenue for review, learning and improvement.  Practice removes the fear, uncertainty and anxiety of doing something you have not done before.  Just that calming effect you feel afterwards with that sense of accomplishment is worth the experience.  You have attempted an operating skill that few amateurs venture.  [For the NCS section:  Many amateurs will shy away from being an NCS -- some believing that it is stressful, others thinking it's hard work, a good majority would rather sit on the side and listen.  Being is not a difficult skill to learn and master.  The few who have accomplished the skill of handling nets have acquired a skill that is very useful in running and expediting meetings using a roundtable fashion -- turning business and project meetings into a productive and enjoyable setting.]

The National Traffic System is an excellent vehicle for practicing relaying large volumes of messages in a timely and coordinated fashion.  NTS stations practice originating, relaying and delivering messages (collectively called traffic) quickly and efficiently.  The skills honed with NTS experience removes the hesitation and mishandling that can happen when faced with having to pass traffic with another station that is new to you.
 

Public service events are another setting where emergency communicators can practice teamwork and refine their confidence.  Many public service events involve operators supporting and coordinating outdoor events such as parades or community fun runs communicating between each other using handie talkies.  These outdoor operators are typically supported by Net Control Stations and/or relay stations using portable/mobile stations.  Public service events are excellent settings for practicing and refining skills on passing informal traffic, juggling amongst multiple operating frequencies, outfitting oneself with radio and personal equipment to comfortably operate in the field for a sustained period -- all while enjoying and participating in a community event.

1. Lessons learned on past events
Debriefing sessions should be held after each major operation to exchange lessons learned to be used for future operations.  Since each event typically features a new set of operators, the lessons learned are frequently the same material being conveyed to a new audience.  It is a wise use of time to learn from the experience of others and work towards mitigating potential gaps and obstacles rather than repeat their past mistakes.

These considerations were gleaned from past emergencies, exercises and operations.

2. Teamwork and Attitude
1. Move the message forward
• The mission for emergency communicators is to use any available communication technique to forward the message to it's final destination.  Whether it's via regular telephone, fax, amateur radio, commercial and government radio, Citizens Band, Family Radio Service, bicycles; the method is immaterial.  What counts is that the message got delivered in usable form to the recipient in a timely and accurate fashion that that the recipient could take action.
• It is a team effort to relay messages from source to destination.  Each person in the chain is needed.  Each person in the chain is special.
• At no time should anyone be put into a situation that endangers that person or the people nearby.
2. Move the message in a timely and accurate fashion
• Each emergency is unique.  You have to use initiative to find the available and the best paths to route the message to its destination.  Do not get locked into Standard Operating Procedures for the sake of the procedure.
• You need not operate the radio yourself.  If necessary, you can turn  the microphone or radio over to the person originating or receiving the message.
• During such times that the party is reachable via telephone, a phone patch is a desirable piece of equipment.
• You may have to dispatch a person to hand-deliver key messages if the recipient is not nearby.
3. Creating an operating environment where none existed
• In a matter of minutes, you must create a new environment where none previously existed -- and chances are that it won't happen seamlessly on its own.  Recognize and accept this reality -- do not rely upon someone else when instead you can do your own preparations.
• The time to prepare personally for emergency and disaster situations is now -- when there is time to think it through, purchase what you need with no lines at the store, and assemble things into kits and checklists.  Your single most important item in the field is fresh water (not beverages such as coffee or soda that will dehydrate you).  There is much written about the topic of personal emergency preparedness, so further discussion will be deferred.
• Now is the time to read about and learn practical skills such as CPR and first aid.  It is a more practical use of time instead of watching comedy on TV.
• Don't worry and be distracted about the condition of someone else's equipment and operational readiness.  Since you're already at your site (or heading to your assignment or evacuation shelter), focus on your situation first, then deal with other situations as conditions permit.  The better your preparations and the faster you arrive at your destination, the faster you'll handle your immediate situation.
• If you have safeguarded your personal records and key belongings in off site locations such as a safety deposit box, your equipment is already substantially packaged, you have a checklist made to include the last minute items, and a checklist for setting up operations, you've substantially increased your chances of attaining success within this time period.
• Just remember that nothing is supposed to go right in a real emergency.  Do not wait for someone else to do your preparations.  YOU make it happen.  YOU provide for your education and results.  YOU make it go right.
4. Remember you are emergency communicators, not emergency rescue personnel
• Keep your Civil Defense RACES ID on you at all times.
• Do not impede the work of professional responders such as fire fighters, police and emergency medical personnel.
• Stay out of the "hot zone" unless instructed.  You don't want to endanger yourself and add yourself to the casualty list.  Follow the directions of your lead operator or the chain of command.
• You may be required to perform duties beyond just emergency communications.  Remain flexible to respond to the needs of the situation.
5. Test your techniques before an exercise or an event.
• If you want to experiment with a new technique or method, test it before you have a major exercise or event.  You don't need  more frustration or embarrassment, so why compound that chance when the stakes are higher?
3. Operating Skills
1. Once you've learned the basics, gain as much on-the-air experience possible
• Practice before the event.  Publicize and hold practice sessions.  Plan for them.
• One cannot anticipate all the possible problems that can come up in the field, or on-the-air during such a spontaneous event.  By engaging in on-the-air activities, you practice solving problems spontaneously while simultaneously advancing the mission of advancing communications.
• Don't be overly concerned with the problem solving during the exercise.  What's important is that you experience and learn to cope with fielding multiple, unexpected situations which will help you in future activities.
• There is a very good reason for this.  You do not want to deploy into the field with any form of uncertainty or hesitation.  You want to work out your "butterflies in your stomach" ahead of time in a comfortable and safe environment, such as an afternoon or evening net or on simplex with a couple of your buddies.
• Message handling also means knowing how to find the most available and efficient route to send formal or tactical messages between different frequencies and nets.  Invest some time to practice and acquire this skill.
• Practice being efficient with your time and the use of other people's time (like cutting out excessive chatter and getting immediately to the point) -- because during an emergency, time on the radio channel is of the essence.
• Make your transmissions sound crisp and professional like the police and fire radio dispatchers and the air traffic controllers.  Do not use any more transmission time on the radio than absolutely necessary.
• Someone IS waiting to use the channel.  (That's why frequencies are busy and congested during an emergency.)  You don't like it when someone is hogging the channel when YOU need it, so you should be considerate and reciprocate similarly and keep your time on the air short.
2. Your training is complete when you can train another
• The reason?  During an emergency, expect people to walk-on to the project that were not previously trained.  So, you need to feel comfortable training others on-the-job.
• You can use this list as a starting point.  That'll cut down the time to train and learn.
• Ultimately, you want your trained students in time to be able of training others.  Not every one is capable or inclined to do this, but for those who can, it's a worthy art.
4. Operating Practices
1. Agree on a limited set of VHF/UHF frequencies to monitor during the initial stages
• A repeater is one of the most efficient ways of keeping people informed and coordinated during the early stages of an alert.  An HF NVIS frequency has similar coverage and characteristics.
• If the situation is localized, chances are that the repeaters are unaffected, so they can be used to coordinate and pass messages.  If the situation is localized, you may want to establish one or more simplex frequencies on one radio band (VHF or UHF) for local operations, and a repeater frequency on another band (UHF or VHF) for calling and coordination.  Those with dual bander walkies can take full advantage of this situation.
• If the designated repeater is down, have people "guard" and monitor the input frequency to inform and direct responders to the "new" repeater or frequency.  Give periodic QST announcements of the new frequency.  Similarly, have someone guard 146.52, the national simplex frequency.
2. Establish a repeater as a calling channel
• Net operations within a metropolitan area is significantly improved when all stations can hear a common calling channel and move immediately to another frequency to handle the traffic.  Stations should call and confirm a usable frequency, then change frequencies to exchange the traffic.
• Do not converse or pass bulletins on this calling channel.  You want to complete as many requests for contacts as possible.  If you have need to pass a long bulletin, announce the frequency (another repeater or HF channel) and time (e.g.:  in two minutes) where you will pass the bulletin.
• If you have the luxury of a UHF repeater, consider using it for a calling channel.  The bulk of your traffic will probably be passed using two meter VHF, so you'll need a frequency band that's not on VHF for calling to avoid desensing your two meter radio.  Therefore, a two meter VHF repeater for calling would not work out as well as UHF.  UHF repeaters, antennas and duplexors are smaller than their VHF counterparts.  It can be mounted in more locations.  This increases the utility of dual-bander walkies and mobiles with simultaneous dual receivers.  Monitor the UHF side for calls and the VHF side for traffic.
3. Establish a frequency you will monitor
• Various agencies and nets need to cooperate and encourage sending stations to switch to the appropriate monitored frequencies and call to gain the attention of the receiving stations.  If the use of the frequency or the net is directed, get an acknowledgment and permission by the Net Control Station before calling the receiving station.
4. Use a scanner rather than a 2m radio to monitor

A scanner has several advantages over a second radio for monitoring activity in the amateur band:
• it scans faster
• has more available frequency bands and memory channels
• requires less power to operate
• frees up your radio so you can talk
• allows you to delegate monitoring to a non-amateur with confidence that they will not transmit when you're not supervising the area.
5. Minimize the need for relay stations
• To the extent possible, communications should be made as direct as possible without the use of relay stations.  Each relay station doubles the amount of time needed to send a message.  There are factors such as terrain and congested frequencies which greatly influence what can be done, but again, to the extent possible find a clear open channel and communicate directly.
6. Do not rely solely on radio repeaters
• Repeaters may go down during windstorms, weather situations, earthquakes, etc..  Hurricane Iniki, September 7, 1992 is a good example.
• QST Article: Hurricane Iniki Rallies Amateurs
• Star-Bulletin article: Ham radio vital link for Kauai during Iniki
• WorldRadio article: Iniki and the American Red Cross
• Alternate techniques include VHF/UHF simplex, HF NVIS, digital modes..
7. Expect to operate on multiple frequency bands

There is substantial interference and desense from radios that are operated next to each other.  For example, a ten watt VHF 2 meter FM radio will effectively wipe-out the receivers of all other 2 meter radios in the immediate vicinity -- therefore, you will be limited to only one 2 meter conversation at a time.  If your radio is susceptible to intermod interference from paging companies, you should expect to be affected by nearby, in-band radio transmissions.  Therefore, consider ways to diversify your use of radio spectrum: (a) UHF (440 Mhz), (b) 222 Mhz, (c) 10 meter, (d) 6 meter, (e) HF, (f) SSB and (g) CW operations.

This is a very solid reason why you should consider upgrading your license to General class or higher.

Consider two meters for local, tactical use with 222 and 440 Mhz for "long haul" inter-EOC and inter-agency metropolitan communications.  Consider HF for communications between metropolitan areas or beyond line-of-sight with the minimum use of relays.

8. Practice both handling both ARRL NTS Radiogram and Tactical messages
• The national standard for passing formal messages on amateur radio is the ARRL National Traffic System (NTS) Radiogram format and NTS handling procedures.  Messages originated locally can be sent outside the affected area, even nationally without having to be reworked.  See:

 http://www.arrl.org/ead/teacher/kemp/appendixa.html
 http://p1k.arrl.org/ead/teacher/kemp/radiograms.html
 http://home.hawaii.rr.com/jy/dradio/index.html#cat1
 
The NTS-style message form above is very handy and appropriate for emergency use.
 
• Tactical messages are short messages with:
• A recipient.
• A sender.
• (Optional) A one sentence status or situation.
• A one sentence request or directive.
9. Handling weak stations
• If you have a weak station on the net, split the net into two nets so the weak station won't hold back the operations of the main net. You'll have too many stations on hold waiting while you try to communicate with the weak station.  Perhaps another station can be NCS or a relay station, move to a second frequency and work with the weak station to relay needed information.
10. Use tactical callsigns
• Notice you don't even have to give your callsign at the beginning of the transmission series -- only at the end.  Use this fact to speed up the call sequence.
• If you have less than 26 stations, give each one a letter unit designation and call them by their ITU phonetics.  For example, the first shelter could be designated "Unit Alpha" manned by W1AA.
• You can then say "Alpha, call Bravo" instead wasting time giving out the full callsigns.  Every amateur is familiar with ITU phonetics, so this is nothing new.
• If you have operating locations, such as hospitals, police and fire stations, you can use the hospital and substation names as tactical callsigns.
11. Use rollcall IDs
• You don't have to ID every transmission, or even in the middle of a string of transmissions -- once at the end of a series of transmission, or once every ten minutes -- whichever comes first.
• If the net has been running for a while in a tactical mode, you can take roll-call IDs.  Let the NCS call out the tactical call (Alpha), and have the station reply with their callsign (W1AA).  That's all you need to do.  Announce callsigns using letters (W ONE A A) (6 syllables) and refrain from using phonetics (WHISKEY ONE ALPHA ALPHA) (7 syllables), which wastes time and holds up the net.  You can also use the acknowledgment to verify that the stations are present and available on the net.
• If the net is on a repeater where all stations can hear each other equally, let the stations ID individually in the order of their alpha unit designation (Alpha, W1AA) when NCS calls for the ID break.
12. The user interface for packet radio is most important
• The software and interface for packet radio interface should resemble e-mail so that clerical, non-amateur radio people can operate the equipment.  JNOS, with it's Internet-style e-mail, interface with Internet e-mail and TCP/IP functionality is recommended.
5. Operating Locations
1. Hazards, special operations, hospitals, etc.
2. Be prepared to deploy into the field and an office building
 
• You may have to operate from an evacuation shelter which is typically a school cafeteria -- which is nothing more than four walls, a concrete floor, a roof over your head, and rows of hard tables and bench seats.  If you do get assigned to an office building, chances are it is not designed to readily contain and operate an amateur radio station, so you'll need long coax cable runs and deal with a less than ideal antenna mounting location.

 
• You should also anticipate operating outdoors in a field, so get some sturdy and comfortable boots or work shoes to protect your feet -- you won't know ahead of time that the situation may or may not require quality protection for your feet.  Athletic shoes can be used in situations that are not hazardous.  Use sunscreen if the sun is bright outdoors.  Bring along insect repellent and/or insect spray to deal with annoying insects.  Store spare batteries, water and other personal items in a fanny pack.
6. Equipment
1. On VHF/UHF, use mobile radios, not walkies for portable station operations
• Contrary to popular thinking, walkies are not good for sustained emergency communictions operations -- especially in portable operations.  Very often, you'll need to run power -- at least 1 watt -- over a sustained period of time.  Most walkies are getting compact, with small heat sinks.  If you operate your walkie at high power -- say 5 watts -- for more than a few minutes, the thermal shutdown circuit will activate to protect it from overheating.  Walkies are good for monitoring, and the occassional acknowledgement -- not message handling.
• The solution is to run a mobile radio on low or medium power.  Use a good antenna and deep cycle battery.
2. Don't use more power.  Improve your antenna
• Your signal will radiate better with a better antenna, allowing you to conserve battery power.  Therefore, you get more operating time for the amount of battery you are carrying.
• Transmitting with lower power also allows more receivers to operate in the same area by minimizing receiver desense.
• Mounting a two meter base antenna even ten feet above the ground will substantially improve your capabilities.  It will also improve your reception.
• Even a "ribbon J-pole" antenna made from 300 ohm TV ladder feedline  is better than a rubber duck antenna.  It is small, cheap and light, so there's no excuse for not using something better than a rubber duck antenna.
• Be prepared to use longer coax runs to position your antenna if you're in an office building.
• For select applications such as point-to-point long haul communications, directional antennas such as beams, quads and corner reflectors are excellent to increase your range and reduce the amount of local in-band interference.  Position your antenna so that other antennas are placed to the side and rear -- away of the main power lobes of your antenna.
3. Make photocopies of your manuals and store them with your radio
• Don't leave the details of how to operate your equipment to your memory.  Your mind gets fuzzy when it is fatigued.
• It gives others a chance to study your radio during spare moments you may have.
4. Bring extra fuses
Tape it on the outside so that they are readily visible to others, and that each radio has it's matching fuse already preselected and ready to use.  You can house the spare fuses in clear prescription containers or 35mm film canisters and tape them to the power cord, or you can tape the fuses directly to the power cord with vinyl electrical tape..
5. Bring headphones

There is substantial audio interference from operating in a confined space.  Headphones cut down the noise and allow you to hear your QSO without interfering with the operator next to you.
6. Use a foot switch

For many mobile and base radios, it's very easy to fashion a connector that enables you to control the radio with a foot switch.  This will free your hands when you need them the most to do more things, especially writing down messages.
7. Standardize on the type of batteries you will use
• If you are successful in standardization of batteries, you'll find that you need only AA and D-cells for the majority of your radio and lighting equipment.
• The use of AA alkaline cells instead of rechargeable batteries is encouraged for short-term operations.  A set of alkalines typically has about five times the life of an equivalent ni-cad battery, thereby the eliminating the weight and bulk of additional battery packs and a charger.  You may not have reliable AC power to recharge your batteries.  If you are responding to a long term situation with AC power, bring multiple ni-cads, chargers and a power strip to simultaneously recharge the ni-cads and conserve alkaline batteries.
• You'll need a handful of AAA and 9 volt batteries for the odd-ball equipment such as a VOM meter and digital pagers.
7. Resources
1. Finding standard and non-standard locations

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2. Lack of available food/water and "facilities"

One needs to keep in mind that during emergencies, operations will take place at locations that normally do not accommodate groups of people.  As a result, you'll probably find that there are no accommodations for food, water, restroom, personal hygiene and first aid.  You will need to prepare and bring for your needs, and realistically, for at least two more people (since you're working in a team environment and there'll be other responders).  Packaged foods such as MREs, bottled water, prepackaged baby wipes, and rolls of toilet paper are signs of a well-prepared emergency communicator.
3. Staging of resources

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8. People Considerations
1. Shift rotation and overwork

Radio operators are of value only when they show up at the operations site, and as a result, it's very easy to overwork the operators that respond if there is little response.  Team leaders and amateur operators as a whole must recognize this and anticipate bringing in fresh operators to relieve those on shift.

While most of us are accustomed to working in an office or similar environment for eight hour days, radio operators should be allowed to take a break every hour.  Practically speaking, their shift should be no more than four hours in a 24 hour period, allowing them time to handle personal, work or family matters.

Often during emergencies, the demand for emergency communications far exceeds that of available operators.  A typical, well staff operations for a given site requires a minimum of three operators for adequate coverage and rest during a given shift.  Therefore, a given site requires on the order of a minimum of 18 operators per day to sustain operations.
 

2. Lack of replacement equipment

Sometimes, as shift communicators leave, they will take back their personal equipment brought to the operations.  This is understandable, and should be anticipated.  As people respond to an extended operation, take a moment, find out how long they will remain and ask them if they're willing to let others use their equipment.  If they indicate that they can only loan the equipment for a limited period of time, begin putting out a request for replacement equipment early.
3. Everyone is "stressed out"

Emergency communications is a very challenging assignment.  There's a lot of need being placed on people in a short amount of time:
• Meeting with the appropriate person in charge to establish the working relationship, the boundaries of responsibilities and the relative means of handing off working and communications.
• Set up an operating location with work table, lighting and similar considerations.
• The need to rapidly install equipment, antennas in a safe and durable fashion.  Dealing with equipment problems or forgotten pieces of equipment.
• For those responding at an evacuation shelter, informing the general public that we're primarily communicators and not shelter managers -- and to refer shelter management issues to the appropriate designated person.
• Coordinating and establishing the station onto command and operations nets.
• Dealing with problems and shortcoming on the radio nets, and within the operations center or assigned area.
• The level of fatigue after operating for a period of time.
• Dealing with people's differences in priorities, attention span and ability to respond voluntarily.
As these demands wear down the individual's capacity for tolerance, flexibility and creativity, the person shows signs of stress.  People show it as varying levels of irritability and emotional outbursts, which affects the interpersonal relationship present.

Steps are needed to anticipate oncoming stress and mitigate the results after the onset.  These include:

• Inform the emergency communicators that tensions can form, so don't take anything personally.
• Telling people up-front that we're all in this together, and to remind the people present of the objective.  (Since the objective changes from event to event, there is no one single answer.  It could be riding out the event, getting out of danger's way, stabilizing and transporting victims to an area hospital, etc.)
• To establish teamwork and cooperation, and that working together will achieve the most results.  We have to make do with what we have.
• Inform them of who is in charge.
• Look ahead and secure the essentials for the comfort of those present, such as food, water, sanitation, chairs and mats.  Find out what's available to meet the needs of parents with small children if they are present in the scene.  Secure a broadcast radio so that those present can monitor progress as reported by the media.
• Activate and bring in stress management personnel.
4. Being cooperative and not bruising someone else's ego

The best time to emphasize this is up-front, before the event.  Build this in as part of the culture of the emergency communications team.  Remind the team when they're activated and before they begin their operations.  Remind the team that they will be shining examples of what amateur radio is about to the rest of the community, whether they are professionals, the general public or other amateurs.  Therefore, their conduct should be that of "professionals" -- to be courteous, considerate, effective and to rise above the situation.  The only thing that's amateur is in our name and that's because we do it out of love, not compensation.

Remind them that even if things are not going well at the moment, that it's not a failure.  It's delayed success.  The key is to focus at the task at hand and pull it off.  Failure is not an option.