1. How to use a hand-held radio effectively in an emergency
Radio Fundamentals
Some of you may have never used a portable 2-way radio before.
Others of you may have learned sloppy radio procedures which could stand gentle correction.
Whether you are “mic shy” or have simply gotten rusty in radio operating procedure and need a refresher in basics, this workshop should be helpful.
Particularly, if you have never used 2-way radio before, these materials will make doing so less intimidating and give you a quick-start to using your radio more effectively in an emergency.
How to use a hand-held radio effectively in an emergency
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2. (C) Dallas, Texas CERT Team
PURPOSE
This unit is intended to provide a basic introduction to using a radio should circumstance require it during an emergency response.
CERT members interested in radio are encouraged to become licensed Ham or GMRS operators and develop proficiency in operating radios in a robust environment.
(C) Dallas, Texas CERT Team

3. After completing this unit you will be able to:
Objectives:
After completing this unit you will be able to:
Understand types of radios and licenses
Identify typical radio features and controls
Use correct radio operating procedures
Know standard procedural words and phonetics
Know how to operate on a controlled net
You may bring a radio with you on deployments or be issued a radio by the Dallas Emergency Operations Center. It is crucial that you be ready to operate the radio and use it efficiently to maximize effectiveness of your rescue efforts.
We will teach the basics of radio discipline and operating procedures. If you later use a 2-way radio on a CERT team deployment, please lead by example and teach others these recommended procedures.
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4. What radios are used for
Radios enhance operations by:
Allowing reporting from action teams
Facilitate quick re-deployment of resources
Sending weather and other warnings to teams
Allowing us to work quickly and safely
Communication about what is going on in an incident is crucial for two purposes: first, it allows the incident command to make decisions about operations and resources; second, information received at incident command allows proper documentation that affects reimbursement of local agencies.
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5. Alerting Considerations
Dallas EOC may:
Notify CERT by , ham radio, or phone
If you self-activate in your neighborhood:
Use any available communications, including land line, cell phone or to contact the Emergency Operations Center in the Office of Emergency Management.
If you have a radio
Monitor ham frequency
CERT Districts within the City of Dallas may have their own alerting and mobilization team communication plan.
Communication methods used to alert and mobilize team members in a City district may include person-to-person contacts, landline or cellular telephone, or text messaging.
Whatever method your team decides upon, it should be efficient, organized, communicated to all team members and be made available to all team members.
NEXT SLIDE >
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6. TYPES OF RADIO - What is FRS?
The Family Radio Service
No license is required
Max. transmit power 500mw Short range – “line of sight”
The FCC created FRS as an unlicensed service for use by families and groups. FRS radios operate in the Ultra-High Frequency or UHF band. If you have line of sight to the person you want to talk to, FRS radios will work nicely. If talking within a mile or less of another vehicle and all you want to do is talk to that vehicle, FRS is great. Despite the advertising claims, reliable communication of over a mile using FRS is the exception and not the rule. FRS radios are limited by FCC regulation to 500 milliwatts (½ watt) of transmitter output. This is line-of-sight communication.
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7. TYPES OF RADIO - What is GMRS?
General Mobile Radio Service
An FCC Part 95 Licensed Service for personal and business use by immediate family members
FCC license, 5 years w/Fee, no test is required
More powerful than FRS for longer range.
FRS channels 1 through 7 are shared with GMRS
FRS and GMRS may legally talk to each other on the shared simplex channels.
Licensing is how the FCC makes sure that applicants have selected the right radio service for their need. Radio spectrum is regulated to serve many interests, including business and public safety use. Licensing ensures that an operator of a malfunctioning radio that is causing interference can be identified and advised of malfunctions more easily. GMRS and FRS users can legally talk to each other.
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8. TYPES OF RADIO - What is Ham Radio?
Ham radio is licensed for access to a wide range of radio frequencies
FCC licensing is required and is obtained through training, passing exams and paying fees
Licenses are good for 10 years
Licensed operators may use substantially more powerful radios that can reach long distances
Communications can use repeaters
Each licensee has a unique call sign
Ham radio or “amateur radio” has a long history of supporting emergency service. Unlike with FRS/GMRS and CB radio, ham radio requires licensing. The tradeoff is that hams have access to more frequencies and more types of service, including digital transmission, video transmission, long distance communication and more.
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9. FCC Part 95
If you operate a radio that has been approved exclusively under the rules that apply to FRS, you are not required to have a license.
If you operate a radio under the rules that apply to GMRS, you must have a GMRS license.
GMRS radios generally transmit at higher power levels (1 to 5 watts is typical) and may have detachable antennas.
Radios marketed as "FRS/GMRS" or "dual-service radios" are available from many retail or discount stores. Dual service radios can be used on the FRS frequencies without a license, but the higher powered GMRS frequencies require an FCC license.
The FCC grants five-year renewable licenses for GMRS Systems. To apply for a GMRS system license, you may file online through the Universal Licensing System(ULS), or file FCC Form 605 manually.
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10. What are the parts of a radio?
Typical controls include:
On/Off switch, possibly combined with a volume control
Channel selector
Push-to-talk (PTT) button
Channel/Frequency selector
Squelch for static suppression
Other important parts include:
Microphone and speaker (sometimes combined)
Antenna
Battery
While most 2-way radios have similar features, different makes and models of radio vary in their controls and method of operation, but most radios have these features. When you are working with a team using radios, take time to be sure each team member knows the features that you will be using.
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11. First of all, make sure the radio is “turned on”
Portable Radio “Anatomy”
Power On-Off, Switch
Is combined with volume control on some models
Or “push-button” on others
Portable radios should be turned off before removing the battery pack. Disconnecting the battery from a radio without turning it off first on many models will causes it to lose its memory or “personality.”
The power on switch on some radios may be a push-button, on others it is combined with the volume control.
To use the radio you must first ensure it has batteries or a battery pack installed and turn the radio “on.”
First of all, make sure the radio is “turned on”
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12. Channel Selector Up-Down arrows or a rotating knob
More Portable Radio “Anatomy”
Channel Selector
Up-Down arrows
or a rotating knob
The channel selector on some radios is a set of “up-down” arrows, whereas on others it is a rotary knob with numeric indicators. In order to talk to others on your team, or to the command post, you need to know which radio frequency or “channel” they are on. It’s helpful to have a pre-established plan of suggested channel allocations. We will talk about that.
Your team will be assigned a “primary” working channel for operations. Select the channel which you are assigned in the incident communication plan.
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13. Emergency Communications
The “talk” button
Handheld radios typically have a large button on one side that is the “push-to-talk” button
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Emergency Communications

14. Radio Repeater Repeaters are located on high-rise buildings or towers
It “Repeats” signals to extend range of portable units
Receives on one frequency while re-transmitting on another (Duplex)
Transmit at times the power of a hand held radio
Coverage depends upon “radio horizon,” typically 20 to 60 miles operating radius
Repeaters are most often available for ham radio; in some locations there are GMRS repeaters
Many of the radios that might be used for CERT team coordination - including FRS/GMRS, EOC-issued radios, or CB radios – are perfect for close team coordination but lack range. Using a ham radio that can interact with local repeaters and with other hams that have high power base stations which
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15. Repeaters send signals beyond “line of sight”
A repeater consists of a radio receiver, an amplifier, a transmitter, an isolator, and either one or two antennas. The repeater transmitter produces a radio signal on a frequency that is different from that of the received signal.
This so-called frequency offset is necessary to prevent the strong transmitted signal from disabling the receiver. The isolator provides additional protection. A repeater located on a hill top, high building or tower, can greatly enhance the performance of low power portable or mobile radio equipment by allowing communications over distances much greater than would be possible without it.
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16. Next – tactical radio protocol or, what to say and when to say it
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17. A two-way radio is not like a cell phone because:
Only one person can talk at a time
No one else can speak when YOU have the talk button depressed!
SO…
Controlled nets are necessary because 2-way radio is not like a telephone. You can’t hear anyone else if YOU are talking. Nobody else can hear anybody but YOU when you are talking. If everybody tries to talk at once, NOBODY gets through, which results in chaos. The most important part of using a 2-way radio effectively is LISTENING, not talking!
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18. When Do You Speak? Speak ONLY if you have to
LISTEN do not “talk over” others
WAIT until others have finished
THINK about what you will say
USE PLAIN LANGUAGE
KEEP IT SHORT!
If you take nothing else away from this workshop, please remember this:
LISTEN more than you talk.
WAIT until the channel is clear before speaking and speak on the radio ONLY if you have to
THINK about what you are going to say
USE PLAIN LANGUAGE, and
Be BRIEF.
If someone seems to be in charge... Listen to them and do what they say.
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19. Push-To-Talk…PAUSE…talk
Making a call
Push-To-Talk…PAUSE…talk
Push the “talk” button then wait a couple of seconds before speaking
This avoids chopping off the first couple of words as the radio changes over from its receive state to transmit
Do not speak immediately upon pressing down on the push-to-talk, because your first syllable will probably get “clipped.” That is another reason we teach the use of “This is” before identifying yourself.
Portable radios also have a “battery-save” mode, which means that it takes a fraction of a second to change over from receive to transmit.
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20. Command this is Team Alpha
Making a call
Name the unit you are calling, then say the words “THIS IS” followed by your unit name
Example:
Command this is Team Alpha
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21. Receive calls to you:
When you hear a call to you, start your reply in this manner:
<calling unit> THIS IS <your tactical ID>
Here is an example:
TEAM ALPHA THIS IS COMMAND, GO AHEAD
Answering a call to you is just as easy.
Say “THIS IS” followed by your call sign, then acknowledge to the other station you are listening and ready to receive their traffic by using the words “Go ahead.”
This demonstrates the fundamentals:
WAIT
THINK
PLAIN LANGUAGE
KEEP IT BRIEF
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22. Confirm important details
Here’s a conversation:
The call: “SEARCH TEAM CHARLIE, THIS IS COMMAND” The answer: “COMMAND, THIS IS TEAM CHARLIE” The response: “CONTACT MEDICAL ON CHANNEL ONE FOUR, OVER” Confirmation: “TEAM CHARLIE CHANGING TO ONE FOUR FOR CONTACT, CHARLIE CLEAR”
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23. CLARIFY & GET CONFIRMATION
When a message is not clear
CLARIFY & GET CONFIRMATION
Example:
Team: “You want me to contact Team 7 on channel 3?”
Command: “Correct!”
Use the “echo” technique to confirm and read back critical information.
Ask for clarification, if needed.
Read back critical information EXACTLY as you have written it down
Ask the sender to CONFIRM that you have received and copied it correctly.
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24. There is some etiquette
WAIT to be recognized before speaking – the other party may need to write down your report
Be CLEAR that you are done so the channel is available for someone else
Example:
“Blue Team, KF5CMV, clear”
Once Control gives you permission to call your station, be sure you have the other person’s attention before blurting out a long string of information.
Acknowledge any calls directed to you, so that the other station knows you are listening and ready to copy.
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25. Answer questions directly; do not over explain
Keep it simple
Answer questions directly; do not over explain
Add details, but 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
Answer questions simply, using as few words as possible.
If Control or the receiving station wants more detail, they will ask for it. Don’t give long explanations which tie up the channel. If you believe that additional information you have is vital for life, health and safety reasons, be as brief as possible.
If you are on the receiving end of a message and don’t know who should get it, ASK before the other station finishes and maybe leaves the radio.
If it is more expedient to let third parties need to speak directly to each other, then HAND THEM THE RADIO!
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26. Use earphone or headset (if you have one)
Talking into the radio
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
It is a natural reaction to speak louder when it is noisy around you, but that makes matters worse.
An earphone is recommended in noisy environments, to help keep the ambient noise level down in crowded areas such as incident command posts where people need to concentrate.
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27. Procedural Words Using proper key words helps expedite radio messages
The most common are:
“THIS IS” - Used to identify who is calling
"OVER" - Means “I have finished and it’s now your turn”
“GO AHEAD” - Means “I’m ready to copy”
“CLEAR”- Means - “I am finished and expect no reply”
There are world-standard radio operating procedures recommended by the International Telecommunication Union and the International Civil Aviation Organization. The slides which follow describe the minimum, commonly recommended procedural words.
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28. Communication Security
Voice radio is easy to intercept
CERT teams may encounter situations with mass casualties, crimes, or security concerns
Need to comply with HIPAA
Need to not invite onlookers
We must protect the privacy of individuals and the security of operations
. . . so what things should we think about?
Patient confidentiality falls within the HIPAA federal regulation. Other Communications Security (COMSEC) considerations are practical security precautions: you don’t want extraneous people converging on an incident scene, whether they are the public at large or media representatives. They may only be curiosity seekers or they may have looting in mind or perhaps be tempted to exploit victims.
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29. Communication Security
Keep names of victims private
Hold or pocket the radio in manner that keeps the push-to-talk button safe to prevent others accidentally overhearing
Keep casualty numbers or incident locations confidential

30. Setting Up Communications
Assign channels to teams and key services as the number of radios allow:
Team Lead / Incident Command
Search, rescue, fire and other action teams
Medical
Logistics
In large incidents where there is a fully developed ICS structure, each section, Operations, Logistics, Planning, Admin, is assigned their own channel to communicate with each other and with the IC and team leaders.
Next slide>
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31. SETTING UP COMMUNICATIONS
CERT communications with first responders may be assigned on a separate channel or frequency
A CERT team member may be assigned to incident command, which may be a fire or police leader, to communicate with CERT teams in the field
The IC or Team Leaders may need to communicate directly with first responders.
This is best done using an assigned channel which is kept clear for this purpose and not used for routine CERT operations.
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32. Identify who needs to communicate:
Making a Radio Plan
Identify who needs to communicate:
Within teams doing field work
Between Team lead and field teams
Between Team Lead and the Emergency Operations Center (EOC)
In a formal activation the most experienced radio operator present will set the communication plan.
Where possible the following plan should be followed:
If using Motorola radios issued by the EOC:
Use Channels 1 through 5 for routine contacts between CERT teams doing local sizeup, search, and rescue.
Use Channel 8 as the primary working channel for coordination between different CERT teams.
Use Ham radios or land lines to communicate with the EOC
If using FRS/GMRS:
Use FRS channels 9 through 14 on low power for routine contacts between CERT teams doing local sizeup, search, and rescue.
Use FRS 8 as the primary working channel for coordination between different CERT teams.
Use FRS channels 1 through 7 on high-power between Team Leaders with the Incident Command, or for Team Leaders to communicate with Public Safety.
Next slide>
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33. First - Tactical Call Signs
Tactical call signs are used in emergencies and during special events such as marathons, parades, or ceremonies
Tactical call signs reflect the activity that is being supported and a location, for example:
Water Stop One
Northeast Triage
Driver Fourteen
Search Team Bravo
Rescue Team Three
Tactical call signs are used during “back and forth” conversations. Periodically the net control/command unit will identify by FCC call sign. Remote or operational units talking with net control or each other should identify at the end of the conversation.
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34. (C) Virginia RACES, Inc. - Used By Permission
Using a controlled net
Team Lead designates a team member proficient in radio operation to manage communication
The command post is addressed as “Command”
All conversations are either started by Command or by units calling Command
Use a Controlled Net when more than four people are using one channel at the same time.
The more urgent the need is to use the radio, the more important it is for there to be a command presence to prioritize and control things.
That is why we want to teach CERTs basic radio discipline by demonstrating and using good radio procedure.
“Controlled” nets are recommended for CERT operations when ever more than four people use the same working channel.
Next slide>>
(C) Virginia RACES, Inc. - Used By Permission
9/22/2018
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35. Using a controlled net
In communication between a portable or mobile unit and a fixed location (such as a command post) the FIXED station controls communication in all matters relating to:
Priority and timing of radio transmission
Choice of working radio channel
Duration and suspension of work
Except in case of distress, life-safety or urgent communications.
Even in a response in your own neighborhood or area, radio communication has some basic rules that it is best to follow so that things don’t get snarled. Letting the fixed station act as control in most situations is just common sense. In all cases, when someone says “Break for emergency traffic”, they have the channel.
In communications between a fixed or stationary unit and a portable or mobile unit, the fixed station always acts as the “control” station.
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36. Why have a controlled net?
It enables the Team Lead to:
PRIORITIZE resource requests
QUICKLY handle multiple situations
Have a radio operator at command who LOGS what happens
Without controlled nets during emergencies, everyone who is excited may try to speak at once, which results in complete, total and utter chaos.
So stop, take a deep breath, collect your thoughts and LISTEN.
A good “Control” station educates people on-air when necessary, but does so with diplomacy and tact.
Being disciplined and organized enables the person in charge to prioritize and deal with the most urgent matters first and to log what happens
Next slide>>>
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37. Participating in a controlled net
Respond ONLY to “Command”
Get permission before contacting anyone
Answer PROMPTLY
Monitor the radio continuously
Answer immediately if you are called
Don’t leave the “air” without checking out!
Otherwise, Command wastes time trying to call or locate you when you are not there.
In a formal net you should respond only to Control and follow instructions exactly.
Answer promptly when called. Do not leave the net without checking out. If you will be out of contact, hand off the radio to someone else, or check out, during a lull in activity, and explaining the situation.
“Supply 1, turning off radio to refuel vehicle, will report when back in service, over.”
Next slide>>>
CERT Communications

38. Operating practices Example: “Stairwell Ten URGENT!”
WAIT a few seconds before pushing “talk” and between phrases so others can break in
It’s OK to interrupt, IF you have urgent info
That's why you leave gaps between transmissions
When necessary to interrupt, speak only long enough to “IDENTIFY AND SAY WHY”
Example: “Stairwell Ten URGENT!”
Listening the channel to avoid “talking over” a conversation in progress is required by FCC regulation and is simple courtesy. Wait a few seconds between each transmission to leave gaps to enable others with more urgent traffic to break in.
It’s OK to interrupt the net if you have a good reason to, but there is a correct way to do it.
Wait for a break between transmissions, identify briefly and say why in plain language with as few words as possible. Then wait for Control to recognize you. “STAIRWELL TEN, URGENT”
Next slide>>>
CERT Communications

39. Radio operating practices
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
A guiding principle of good communication is the use of plain language and common terminology.
Avoid use of technical jargon unless it is operationally necessary.
Keep your radio transmissions short and simple.
Remember that somebody on the other end needs to write down the essential elements.
Speak CLEARLY AND SLOWLY so you can be easily understood.
Next slide>>>
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40. When you can’t reach another unit
Go to a backup frequency
See if you can contact another unit to relay a message to the folks you are trying to contact
Send a runner
When a contact attempt fails on the assigned frequency, try to establish contact on another working frequency appropriate to the area of operations. Return to your previous channel and try again.
When a fixed station is unable to contact a mobile or portable unit, they should attempt to relay the message via any other unit which has good copy.
Next slide>
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41. The Command radio operator’s role
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
It helps for us all to take some “time in the saddle” during exercises to appreciate what Control faces during an emergency.
Everyone should take turns at this. This helps you find out who has leadership potential and makes everyone a more understanding participant.
Control leads by example, being a good radio operator. Handle the work efficiently. Stick to established procedures and write everything down to maintain a clear record.
Next slide>
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42. Good records are important
Because memory is limited
We all get busy!
Information must be summarized or shared later on
Records help us plan on improving
When it gets busy you CAN’T remember everything in your head.
There are too many stresses and distractions.
How else, but with a log, can you reconstruct what happened later and learn from the experience.
Next slide>>>
CERT Communications

43. Maintain a log Record these things: Problems that arise
Status of tasks
Resources needed, available, assigned
Personnel accountability reports (PAR) from teams in the field
Accurate logs provide a time line and account for assigned personnel and resources.
I’m not going to read the slide to you, but after you’ve done this a few times it becomes second nature.
Next slide>
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44. Example CERT Radio Operator’s Log ICS Form 309 (Modified)
Keep a Communications Log
While you could log on anything from a piece of duct tape to a dirty napkin, it helps to have a form as an aid to your thinking.
You don’t have to use the ICS form, but it may be helpful. If you may be reasonably expected to work on a command staff from a fixed location, rather than as a search team member, carry at least a bound notebook.
Next slide>
Example CERT Radio Operator’s Log ICS Form 309 (Modified)
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45. 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
The standard phonetics of the International Telecommunication Union were carefully developed to be readily understood under noisy communication conditions when pronounced by non-English speakers, and to be distinct in any language.
Improvised phonetics and common “TV cop show” APCO phonetics are less effective in noisy operating environments.
Next slide>>>
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46. For more information
Amateur Radio Relay League Emergency Communications
FCC General Mobile Radio Service Licensing Information
Fees
Team leaders at this time please meet in the breakout room for the exercise briefing.
For the rest of you we will wind up and have a brief Q&A session before the start the final exercise.
If you are interested in learning more about 2-way radio there are many good resources on the Internet.
These are only a few links.
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47. Now, Please take the quiz
Radio
Almost done,
Now, Please take the quiz
at this link:
RadioQuiz
We have covered a lot of material quickly.
Are there any questions?
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