Portable Radio Fundamentals Effective Utilization of Portable Hand-held Radios During an Emergency Prepared by the NYC Amateur Radio Emergency Communications Service (NYC-ARECS) for the New York City OEM Office of Emergency Management Community Emergency Response Team (CERT)

Objectives: Develop a plan for CERT communications Identify radio features and controls Use correct radio operating procedures Procedural words, and standard ITU phonetics Use your portable radio more effectively during an emergency! www.NYC-ARECS.org

Planning Considerations Identify who needs to communicate with whom Discuss communication methods to be used for alerts and activation with team members Whatever method is selected, it should be Efficient and organized Available to all CERT members www.NYC-ARECS.org

Communicating During a Response CERT communications during emergencies: Intra-team during search & rescue operations Inter-team to communicate logistics, request assistance, and provide status reports Group Leaders to CERT Team Leader Team Leaders to the Incident Command Post www.NYC-ARECS.org

Intra-team search & rescue ops Radio use on searches requires caution One search team member maintains contact Relay resource requests or status reports from a safe, stationary position Maintain situational awareness Safety first www.NYC-ARECS.org

Setting Up Communications Use two-way radios for: Intra-team, among team members Inter-team coordination between teams Each team is assigned its own “working” channel or frequency for its operations www.NYC-ARECS.org

Setting Up Communications Section chiefs (Operations, Logistics, Planning, and Administration) should be assigned a separate channel to communicate with each other and with the CERT Team Leader Team Leader Communications with first responders are assigned a separate channel or frequency not used for operations www.NYC-ARECS.org

Sample Communications Plan www.NYC-ARECS.org

How do I USE a 2-way Radio? DIFFERENT MAKES and models of radios vary, so… READ the INSTRUCTIONS BECOME FAMILIAR with the controls on YOUR radio! www.NYC-ARECS.org

Portable Radio “Anatomy” Power On-Off, Switch Is combined with volume control on some models Or “push-button on others First of all, make sure the radio is “turned on” www.NYC-ARECS.org

Portable Radio “Anatomy” Channel Selector (If your radio has one) Select your “channel” Develop a plan ahead ! “Up-Down” arrows Or a rotating “knob”

Portable Radio “Anatomy” Volume control Adjust the volume control until you can “hear” other users www.NYC-ARECS.org

Portable Radio “Anatomy” “Squelch” control Either a concentric ring under the Volume control Or a separate knob of its own “Open” until you hear “white noise” “Close” just until noise disappears www.NYC-ARECS.org

Portable Radio “Anatomy” “Push-To-Talk” (PTT) Switch PUSH to TALK Let go to LISTEN LISTEN more than you talk! If somebody seems in control of things, LISTEN to them! www.NYC-ARECS.org

Portable Radio “Anatomy” Speaker-Microphone To SPEAK, Push-To-Talk SPEAK in a NORMAL tone To LISTEN, Just LET GO LISTEN more than you talk! www.NYC-ARECS.org

Portable Radio “Anatomy” Batteries or Battery Pack Use AA or AAA alkaline Or a rechargeable pack If supplied with the radio Make sure the pack is charged Carry spare batteries! www.NYC-ARECS.org

Portable Radio “Anatomy” Antenna (flexible or telescoping) Extend fully Hold vertical (best reception) Replace or repair If visibly damaged www.NYC-ARECS.org

A 2-way radio is not “Like a telephone...” BECAUSE: You can’t hear anyone if YOU are talking! So, no one else can speak when YOU talk! If EVERYONE talks, NOBODY understands! Which results in CHAOS %^~#&*! SO… www.NYC-ARECS.org

When Do You Speak? Speak ONLY if you have to Then KEEP IT SHORT The MOST important in using 2-way radio effectively is… LISTENING, Not TALKING! If someone seems in control of things, LISTEN to them! www.NYC-ARECS.org

What is a “Controlled Net?” Some one “takes command” to control / manage what is going on Radio users must call “Control” to get permission before calling anyone else Use a Controlled Net when more than four people are “on the air”

(the person in charge) to: Why? It enables “Control” (the person in charge) to: PRIORITIZE resource requests QUICKLY handle multiple situations RECORD what happens

It could be ANYONE, even you! WHO is “Control?” It could be ANYONE, even you!

MAINTAIN radio discipline by: “CONTROL’S” JOB IS TO: MAINTAIN radio discipline by: Setting the example Prioritizing messages and requests Handling all radio traffic efficiently TRACK what’s going on… Write down everything that happens... REPORT to the Team Leader or Incident Commander

You MUST write things down! Because you can’t remember everything in your head Especially when it gets busy! Nor can you effectively brief the Incident Commander from memory Or accurately reconstruct what happened some time days later...

“CONTROL” LOG WRITE down names of officials for whom you send messages Make a log line entry for each item This is absolutely necessary In case person wanders off before you get a reply or you need to get more information Helps eliminate duplicate requests for the same resources or information

List in chronological order... Who has a problem or information Situation update / tasks assigned Problem identification and location Status of building search and evacuation Resources needed, available, assigned, out of service or in transition Personnel safety / accountability Brief Team Leader and Incident Commander Becomes part of official incident record

Your “Job” as a volunteer who is an occasional radio user PARTICIPATE in training exercises LEARN and use correct procedure LISTEN to the radio all the time PAY ATTENTION to instructions Be BRIEF when you talk on the radio

Participating in a Controlled “Net” Respond ONLY to “Control” Get permission before contacting anyone Answer PROMPTLY Monitor the radio continuously Answer immediately if called Don’t leave the “air” without checking out! Otherwise, “Control” wastes time trying to call or locate you when you are not there

Identify yourself by your : User Names - “Unit IDs” Identify yourself by your : LOCATION and ASSIGNMENT such as: “Stairwell Ten, Evac Chair” Enables “Control” to manage resources or tasks without regard to WHO is at any location, so events can be logged easily Use your Unit ID CONSISTENTLY Contact “Control” or others by THEIRS Listen for YOURS

LISTEN! before transmitting Call Correctly: LISTEN! before transmitting Do not transmit over a contact in progress Contact “Control” by saying: “THIS IS <your unit ID>, Over.” Control acknowledges “<your ID> GO AHEAD” Then you can speak… Please keep it brief

Example: “P2 Garage, this is P2 North Elevator, Over” To call someone else SAY the unit ID of the person you want to call, Then say ‘THIS IS’ . . . Followed by “<your ID> Then say, “OVER>” Example: “P2 Garage, this is P2 North Elevator, Over”

Acknowledge Calls Correctly: When you hear a call to you reply: “THIS IS” followed by “<your ID>” Then tell the unit calling you that it is OK to proceed with their message by saying: ‘GO AHEAD’ “THIS IS P2 GARAGE, GO AHEAD”

Establish initial contact with ‘Control’ by stating your unit ID only RADIO OPERATING PRACTICE Practice the ABCs: “ACCURACY + BREVITY = CLARITY!” Avoid idle chatter! Establish initial contact with ‘Control’ by stating your unit ID only Wait for ‘Control’ to recognize you before transmitting any further

RADIO OPERATING PRACTICE (continued) THINK BEFORE you speak Keep transmissions short STOP transmitting if you stop talking Release Push-to-Talk, otherwise you make “dead air” so that no one else can speak DON’T call repeatedly If Control doesn’t answer you, wait for other traffic to finish before trying again If truly urgent, disregard

RADIO OPERATING PRACTICE (continued) WAIT a few seconds before pushing to “talk” and between phrases so others can break in It’s OK to interrupt, IF you have important info That's why you leave gaps between transmissions When necessary to interrupt, speak only long enough to “IDENTIFY AND SAY WHY” Example:  “Stairway Ten with info”

RADIO OPERATING PRACTICE (continued) Use PLAIN LANGUAGE ONLY No 10-codes or jargon ! Avoid technical terminology unless it is OPERATIONALLY NECESSARY! USE short simple phrases Short transmissions help the listener

RADIO OPERATING PRACTICE (continued) CLARIFY REPEAT Critical Information CONFIRM correct

RADIO OPERATING PRACTICE (continued) WAIT to be recognized before speaking Don't relay information that must be copied until certain that you have the other's attention ACKNOWLEDGE transmissions to you ‘Control’ then knows you are ready to continue with your assignment, releasing the frequency This avoids having to repeat the message

RADIO OPERATING PRACTICE (continued) Answer questions directly; do not explain If more information is vital to ensure that your information is fully understood, then be brief Let ‘Control’ or the requestor ask for details ASK who a message is for if you don't know Let third parties speak directly to each other

RADIO OPERATING PRACTICE (continued) Wait a fraction of a second after pushing the “talk” button and before speaking This avoids “clipping” off first syllable as radio changes over from its receive state to transmit

Don't speak louder in a noisy environment If you speak louder than is needed for normal speech, the radio will distort your voice, reducing intelligibility

Use earphone or headset (if you have one) In Noisy Environments Preventive Steps: Use earphone or headset (if you have one) Turn down volume - don’t add to noise level! Shield microphone from the wind Speak ACROSS the microphone Use a normal speaking voice

Use Procedural Words Correctly “Prowords” help expedite radio messages and reduce copying errors They are effective ONLY if everyone understands and uses them correctly

The “Basic Four” Everyone who uses a 2-way radio should learn and use these: “THIS IS” - Used to identify who is calling "OVER" - Means “I have finished speaking and it’s now your turn” “GO AHEAD” - Means “I’m ready to copy” "OUT" - Means - “I am finished and expect no reply’ The station who initiates the call always TERMINATES it

Proword Recap “OVER” “OUT” - Tells everyone the contact has ended - Leaves no doubt whose turn it is… “OUT” - Tells everyone the contact has ended Using “Over and Out” together is unnecessary, use either one, or the other.

Some More Prowords... "COPY" - Means OK, received and understood "AFFIRMATIVE"or "NEGATIVE" Use instead of "yes" or "no" because its sound is distinctive and meaning clear, even under noisy operating conditions. “SAY AGAIN” Used to request a word or phrase be repeated from the last known word preceding or referenced, for example: ‘SAY AGAIN ALL AFTER…<known word>’

More Prowords... “CORRECTION” - I made an error and am transmitting again from after the last correct word... “CORRECT?” - Am I Correct? “CORRECT (AFFIRMATIVE)”- You are correct “WAIT” Cease transmission until told to“Go Ahead” by ‘Control’ Example: “Fourth floor acknowledged, WAIT,... Evac Chair make your call”

Yes, more useful Prowords... But, thank goodness we are almost done! “I SPELL” - Copy as I spell phonetically “FIGURE(S)” - Copy numbers following “INITIAL” - Single letter follows “MIXED GROUP” - following Group contains both numbers and letters Speak SLOWLY and DISTINCTLY!

International Telecommunication Union (ITU) Standard Phonetics A - Alpha J - Juliet 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 - Xray G - Golf P - Papa Y - Yankee H - Hotel Q - Quebec Z - Zulu I - India R - Romeo

Radio Services Citizen’s Band (CB) Multi-Use Radio Service (MURS) Family Radio Service (FRS) General Mobile Radio Service (GMRS) Amateur Radio Service (“Ham Radio”)

CB Radio 40 channels 10 watt maximum output 20 mile or better range No License Required Radios easily obtainable Widely used by truckers and others Channels may be cluttered

MURS 5 channels 2 watt maximum output 3-4 mile range No License Required External antennas permissible Channels may be cluttered

FRS and GMRS GMRS - General Mobile Radio Service FRS – Family Radio Service 14 frequencies (channels) 500 mW (½ watt) max 1-2 mile range Unlicensed operation Licensed operation on channels 1-7 by any GMRS license holder at 5 watts max 16 frequencies (channels) 50 W max 5 mile range FCC license required. Valid for immediate family members

Amateur (Ham) Radio Multiple bands and frequencies Most widely used bands for emergency communications are 2 meters (VHF) and 70 centimeters (UHF) License required 1500 watt maximum Range in excess of 100 miles with repeaters Existing emergency communications groups (ARECS/RACES/ACS/SEDAN/etc)

CERT Radio Communication Service most used by CERT will be FRS Use to coordinate within teams and with other teams Local ARES groups will assist with communications to EOC and other jurisdictions

Typical FRS Radios

Family Radio System (FRS) Radio Basics FRS Radio Features Antenna Do not pick up the radio by the antenna On/Off Volume Channel Select Interference Eliminator Codes (PL or CTCSS) Push to talk (PTT) Accessories

Channels to Use and NOT USE Channels 8-14 are FRS (Family Radio Service) channels and may be used by anyone without a license Channels 15-22 are GMRS (General Mobile Radio Service) and may only be used by “individuals” who have paid for the $50.00 license Channels 1-7 are both FRS and GMRS and may be used by either with or without a license

Turning On/Off Your Radio If your radio has a knob on top, turn it clockwise to turn the radio ON. If your radio has a power button, push it and hold it in until the radio comes on. The radio will chirp and display all feature icons that your radio has available for a brief period. Volume Rotate the On/Off knob while holding the “mon” button until you reach a comfortable listening level. Rotate clockwise to increase and counterclockwise to decrease volume. Some radios use push buttons to adjust the volume up and down.

Channel Select With the radio on, press the menu button, the current channel will begin to flash. Use the +/- keys to change channel while the channel number is flashing. Press the PTT button to set the new channel The channel to be used during an emergency incident will either be assigned by a net control station or by your CERT leader

Interference Eliminator Codes Are not a separate frequency Put a sub-audible tone on the transmission Only transmissions with the selected tone can be heard The same code number is not necessarily the same tone on different makes and models The “mon” button overrides this and allows you to hear everything on the channel Not all FRS radios are code capable

Push to Talk (PTT) Switch To SPEAK, press the Push-To-Talk (PTT) button SPEAK in a NORMAL tone To LISTEN, LET GO of the PTT LISTEN more than you talk! Wait a second between pushing the PTT button and speaking Gives the radio time to change over from its receive state to transmit Avoids “clipping” off first syllable Make sure the PTT doesn’t get pushed accidentally

Accessories Headset or earbud Speaker / mike Rechargeable batteries Belt case Others?

Communication Limitations

Communication Basics Role of the Communicator Tactical Call Signs Talking on the radio Noisy Environments Controlled Nets

Role of the communicator Your role as an emergency communicator is to: Be a set of eyes on the ground during an incident Relay information between official personnel in connection with an incident Be a trained emergency resource at an incident Be part of a team of emergency communicators working to assist first responders during an incident Remember; as the communicator, you are not the decision maker. You relay information to and from the leader.

Tactical Call Signs Identify yourself by your: LOCATION and ASSIGNMENT such as: “Fir Grove CERT Logistics” (this is your Tactical Call Sign) This enables Net Control to manage resources by POSITION, rather than by each person’s NAME Use your Tactical Call Sign CONSISTENTLY Contact Net Control or others by THEIRS Listen for YOURS Tell your successor what tactical call sign you have been using

When Do You Speak? KEEP IT SHORT LISTENING, not talking! Speak ONLY if you must, then KEEP IT SHORT The MOST important thing in using 2-way radio effectively is… LISTENING, not talking! If someone seems in control of things, LISTEN to them!

Call Someone LISTEN! before transmitting Do not interfere with radio traffic in progress SAY the Tactical Call Sign of the person you want to call, Then say “THIS IS” Followed by your tactical call sign Then say, “OVER” Example: “CERT Logistics, this is CERT Operations, over”

Acknowledge Calls Say the Tactical Call Sign of the person calling you Then say “THIS IS” Followed by your Tactical Call Sign Then signal them to proceed with their message by saying: “GO AHEAD” “CERT Operations this is CERT Logistics, go ahead” If you are busy say “STAND BY” or “WAIT” “CERT Search and Rescue, stand by” Don’t forget to return to the station and talk to them.

During a Conversation “COPY“ “AFFIRMATIVE“ or “NEGATIVE“ “SAY AGAIN” Means message received and understood. Some people use “ROGER” instead. Does not mean yes. “AFFIRMATIVE“ or “NEGATIVE“ Use instead of "yes" or "no" Ensures meaning is clear, even under noisy operating conditions. “SAY AGAIN” Used to request a repeat from the last known word Example: ‘SAY AGAIN ALL AFTER…<known word>’

Spelling Words “FIGURE(S)” - Copy numbers following “I SPELL” - Copy as I spell phonetically “FIGURE(S)” - Copy numbers following “INITIAL” - Single letter follows “MIXED GROUP” - following Group containing both numbers and letters Speak SLOWLY and DISTINCTLY!

Correcting Mistakes “CORRECTION” - I made an error and am transmitting again from the last correct word... “CORRECT?” - Am I Correct? “CORRECT”- You are correct.

Terminating a Contact When you have said all you intend to say, use the word “OUT” instead of “over”. This tells the other party you are finished and expect no reply. Don’t use “over” and “out” together. Use one or the other. The person who initiates the contact should usually terminate it. “CERT Operations out”

International Telecommunication Union (ITU) Standard Phonetic Alphabet A - Alpha J - Juliet 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 - Xray G - Golf P - Papa Y - Yankee H - Hotel Q - Quebec Z - Zulu I - India R - Romeo

Do not Speak Louder In A Noisy Environment If you speak louder than is needed for normal speech, the radio will distort your voice and reduce intelligibility.

In Noisy Environments Preventive Steps: Use earphone or headset Also saves battery power Turn down volume Don’t add to the noise level! Shield microphone from the wind Speak ACROSS the microphone Use a normal speaking voice

It’s NOT “just like a telephone” You can’t hear anyone if YOU are talking! No one else can speak when YOU talk! If EVERYONE talks, NOBODY listens! Everybody hears EVERYTHING anybody says Which results in CHAOS (%^~#&*!) SO…

What is a “Controlled Net?” Someone – “Net Control” - takes command to control/manage the flow of communications Radio users must call Net Control to get clearance before calling anyone else. Use a Controlled Net when more than four people are “on the air”

Why Use A Controlled Net? It enables Net Control to: PRIORITIZE resource requests QUICKLY and EFFECTIVELY handle multiple situations RECORD what happens

Participating in a Controlled Net Respond ONLY to Net Control Get clearance before contacting anyone Move to another channel/frequency if requested by Net Control Answer PROMPTLY Monitor the radio continuously Answer immediately if called ACKNOWLEDGE transmissions to you This avoids having to repeat the message. Net Control then knows you are ready to continue with your assignment, releasing the frequency Don’t go “off the air” without checking out! Otherwise, Net Control wastes time trying to call or locate you when you are not there www.NYC-ARECS.org

Participating in a Controlled Net Wait for Net Control to recognize you before transmitting any further If you speak further without being recognized, you may “double” with (talk over the top of) someone, who then must repeat their message DON’T call repeatedly If Net Control doesn’t answer you, wait for pending traffic to finish before trying again If truly urgent, interrupt by saying “break” Wait for Net Control to terminate the current conversation and acknowledge the “break”

www.nyc-arecs.org