T RAINING V OLUNTEERS The ARRL Introduction to Emergency Communication Course EC-001 (2011) Session One

Reminder Complete two DHS/FEMA Courses IS-100.b Introduction to ICS IS-700 National Incident Management System

Session One Topic Session 1 – Topics 1, 2, 3, 4, 5a, 5b Session 2 – Topics 6, 7a, 7b, 7c, 7d, 8, 9, 10 Session 3 – Topics 11, 12, 13, 14, 15 Session 4 – Topics 16, 17, 18, 19, 20 Session 5 – Topics 21, 22, 23, 24, 25, 26, 27 Session 6 – Topics 28, 29, Summary, Final Exam

Topic 2 – The Served Agency Relationship

Attitude is Everything  Words of one emergency management official “Working with ham radio operators is like herding cats.. Get them the heck out of here!” Attitude is everything! – This has been a weak point for amateurs historically – Will most affect your relationship with the served agency Amateur means we are not paid for our efforts Professionalism means getting the job done efficiently – with a minimum of fuss! Think of Yourself as an Unpaid Employee

Who Works for Whom? You work for them! – “Them” being the served agency Your job? – Meet the communication needs of the served agency How to end a relationship with an agency: – Be a “Know it all” – “I will show you how inadequate you are” – “I can do this better than you!” But I thought “volunteers” do not have to take orders…

Taking Orders You do not have to “take orders” as a volunteer However…as a volunteer… – You implicitly agree to accept and comply with reasonable orders and requests from your “employer” – If you are not comfortable with this, then don’t volunteer But what if there is a situation where you can’t comply…

Handling Situations Where You Can’t Comply Situations where you may not be able to comply include: – Personal, – Related to safety and health, – You do not consider yourself qualified or capable of meeting the demand, – Or perhaps the request is something that is not permitted under FCC rules How to Handle: – Respectfully explain the situation – Work with the served agency or your superiors in the communications group – Come up with an alternate solution If discussion becomes difficult or uncomfortable – Pass the discussion to your emcomm superiors to handle

Scenario What would you do in these circumstances? 1.Your agency has asked you to relay a message on their 800MHz system. You have not been trained on this system. 2.Your agency has asked you to pass a patient’s name and specific health details to another hospital. 3.Your agency representative (non-licensed) tells you to run an errand and while you are gone, he will operate the amateur radio station and pass several messages that he has written.

How are Volunteers Viewed? “Less than useful” or “Part timers” – Professionals view when they don’t work regularly with competent volunteers – Some agencies have learned volunteers cannot be depended upon when needed most – Need a positive, and long established relationship Professionals – Great amount of time and effort into skills and training – “able to handle all possible situations without outside assistance” In the middle of Incident is not the time to change “we don’t need you” attitude

Non-Communicating Roles I thought you said our job should be limited to “communicating”? – Yes and no… Events happen quickly, agency’s communications must move fast too Job description is more like…. – “any function that also includes communication” – Defined by the served agency

Non-communicating Roles Because the job description may be broad… – Pre-planning to clearly define jobs is essential – Obtain job-specific training in advance – Take part in exercises and drills Flexibility is becoming increasingly important to continue our contribution to public safety as Amateur Radio Operators

Example Job Descriptions Radio operator, using Amateur or served agency’s radio systems Dispatcher, organizing the flow of personnel, vehicles, and supplies Resource coordinator, organizing assignments of disaster relief volunteers Damage assessor, evaluating and reporting damage conditions Van driver, moving people and supplies from location to location Searcher, also providing communication for a search and rescue team What are some other examples?

Served Agency Relationships Define general relationships – Memorandum of Understanding (MoU) – Statement of Understanding (SOU) – Statement of Affiliation (SOA) Actual working relationships are more precisely defined at the local level

Example Relationships Department of Homeland Security (DHS) – Statement of Affiliation, making ARES an affiliate member of DHS's Citizen's Corp community readiness program Federal Emergency Management Agency (FEMA) – Military Affiliate Radio System (MARS) and at the national level with ARRL American Red Cross – Chapters may have their own communication teams, or they may have a SOU with a local ARES group The Salvation Army – Salvation Army Team Emergency Radio Network (SATERN)

Example Relationships State and Local Emergency Management – Radio Amateur Civil Emergency Service (RACES) SKYWARN – Sponsored by the National Weather Service – SKYWARN volunteers collect on the spot weather observations

Volunteering Where You are Not Known Emergency occurs in a neighboring area – Where you are not a member – Or perhaps you have not been active It is best to make your offer before making any significant preparations, or leaving home It is possible that your offer might be welcomed, but it is equally possible that it will be refused – Served agency specific requirements specialized training official IDs Most emcomm managers prefer to work only with operators whose abilities and limitations they know If you are turned away, accept the situation gracefully

Volunteering Where You are Not Known If your offer of assistance is accepted, the situation you find may vary quite a bit – Well-organized effort – Not so well-organized effort Best time to offer your services to an emcomm group is well before any emergency occurs

Mutual Assistance An emcomm group should define in advance procedures for supporting the mission – With team members you are familiar with – With “spontaneous volunteers” which includes:

Mutual Assistance Resources First Resource – Locally registered, trained, and equipped team members Second Resource – Registered and trained members/team from a nearby jurisdiction Third Resource Spontaneous volunteers, those that just “show up” (Can cause problems)

Worker’s Compensation Worker’s Compensation Law is Complex – Regulated by individual state’s laws – Some states, Worker’s Compensation insurance coverage may be extended to volunteers Working on behalf of a government or non-profit agency – In many cases, volunteers are not paid employees of the served agency, and are not covered

Other Legal Protections Federal Volunteer Protection Act of 1997 – Services to government agencies or Section 501c(3) organizations are provided immunity from liability If acting within scope of official duties – Provides broad liability protection for Amateurs in most contexts, especially under ARES – Exceptions: Cause harm while operating a motor vehicle Grossly negligent Engages in criminal acts

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Summary Any questions before the quiz?

Topic 2 Question 1.Which of the following best describes your main job as an emergency communicator? A.Dispatcher, organizing the flow of vehicles, personnel, and supplies B.Weather spotter C.Radio operator, using Amateur or served agency radio systems D.Resource coordinator, organizing the assignments of disaster relief volunteers

Topic 2 Question 2.Which of the following best describes the role of a modern emergency communicator? A.You are strictly limited to communication tasks B.You may be asked to serve any function that includes communication C.You do anything a served agency asks D.Discuss the situation with the served agency, and develop an alternative solution

Topic 2 Question 3.If you are asked by a served agency to perform a task that falls outside FCC rules, which of the following is a proper response? A.Document the request, and then do what is asked B.Document the request, but refuse to do it C.Leave immediately D.Discuss the situation with the served agency, and develop an alternative solution

Topic 2 Question 4.In an emergency situation, which of the following is the most appropriate response that you as an emcomm group member can make to an inquiry from the press? A.Answer any question that you are asked B.Volunteer information and make yourself helpful to them C.Refer all inquiries to the served agency's public information officer (PIO) D.Ignore them and hope they will go away

Topic 2 Question 5.Which of the following will most affect your relationship with a served agency? A.Your radio and electronic equipment B.Your knowledge of FCC regulations C.Your attitude D.Your radio skills

A NY Q UESTIONS B EFORE S TARTING T OPIC 3?