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Effective Utilization of Portable Hand-heldRadios During an Emergency
Portable Radio Fundamentals
for the New York City OEMOffice of Emergency Management
Community Emergency Response Team (CERT)
Prepared by the NYC Amateur Radio Emergency Communications Service (NYC-ARECS)
Objectives:
Develop a plan for CERT communications
Identify radio features and controls
Use correct radio operating proceduresProcedural words, and standard ITU phonetics
Use your portable radio more effectively during
an emergency!
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Planning Considerations
Identify who needs to communicate with whomDiscuss 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
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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
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Intra-team search & rescue ops
Radio use on searches requires cautionOne search team member maintains contact Relay resource requests or status reports
from a safe, stationary positionMaintain situational awarenessSafety first
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Setting Up Communications
Use two-way radios for:
Intra-team, among team members Inter-team coordination between teamsEach team is assigned its own “working” channel or
frequency for its operations
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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
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Sample Communications Plan
CERT Communications Plan Communications
Plan – ICS 205 1. Incident Name 2. Date / Time Prepared 3. Operational Period Date / Time
4. Amateur Radio (ARS) and General Mobile Radio Service (GMRS)Channel Utilization Radio Type/
Cache Channel
ID Function Frequency
/ Tone Info. Remarks
VHF-2m Ham 1 ARES-Hams NE Sector 147.495 Requires Amateur Radio Lic. VHF-2m Ham 2 ARES-Hams NW Sector 147.525 Requires Amateur Radio Lic. VHF-2m Ham 3 ARES-Hams SW Sector 146.565 Requires Amateur Radio Lic. VHF-2m Ham 4 ARES-Hams SE Sector 146.595 Requires Amateur Radio Lic. VHF-2m Ham 5 ARES-Hams Mutual Aid 146.415 Requires Amateur Radio Lic. VHF-2m Ham 6 Fairfax Repeater 146.79- Requires Amateur Radio Lic. VHF-2m Ham 7 Tysons Corner Repeater 146.91- Requires Amateur Radio Lic.
UHF-GMRS REACT1 REACT Repeater 462.675+(141.3)
Requires GMRS Lic.
UHF-GMRS FRS1 Neighborhood Watch To Responders
462.5625 *Max 5w w/GMRS Lic.
UHF-GMRS FRS2 CERT Team Leaders to Command Post
462.5875 *Max 5w w/GMRS Lic.
UHF-GMRS FRS3 CERT Planning 462.6125 *Max 5w w/GMRS Lic. UHF-GMRS FRS4 CERT Logistics 462.6375 *Max 5w w/GMRS Lic. UHF-GMRS FRS5 CERT Admin 462.6625 *Max 5w w/GMRS Lic. UHF-GMRS FRS6 CERT Operations 462.6825 *Max 5w w/GMRS Lic. UHF-GMRS FRS7 Safety Officer-EMERGENCY 462.7125 RIT *Max 5w w/GMRS Lic. UHF- FRS FRS 8 CERT Operations 467.5625 No GMRS FRS only 500mw
UHF – FRS FRS 9 CERT Operations 467.5875 No GMRS FRS only 500mw UHF – FRS FRS10 CERT Operations 467.6125 No GMRS FRS only 500mw UHF – FRS FRS 11 CERT Operations 467.6375 No GMRS FRS only 500mw UHF – FRS FRS12 CERT Operations 467.6625 No GMRS FRS only 500mw UHF- FRS FRS 13 CERT Operations 467.6875 No GMRS FRS only 500mw UHF - FRS FRS 14 CERT Operations 467.7125 No GMRS FRS only 500mw *Use of the GMRS interstitial simplex channels at 5 watts requires a GMRS license and an FCC Part 95 Type Accepted Radio. ICOM F21GM is suggested for this purpose. 5. Prepared by ( Communications Unit Leader, (COML) Unit Leader Type III) Name____________________________________ FCC Call sign____________ 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!
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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”
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Portable Radio “Anatomy”
Channel Selector(If your radio has one)
Select your “channel” Develop a plan ahead !
“Up-Down” arrowsOr a rotating “knob”
Portable Radio “Anatomy”
Volume control
Adjust the volume control until you can “hear” other users
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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
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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!
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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!
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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!
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Portable Radio “Anatomy”
Antenna (flexible or telescoping)Extend fullyHold vertical (best reception)Replace or repair
If visibly damaged
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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…
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When Do You Speak?
Speak ONLY if you have toThen 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!
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What is a “Controlled Net?”
Some one “takes command” to control / manage what is going onRadio users must call “Control” to get
permission before calling anyone else
Use a Controlled Net when more than four people are “on the air”
Why?
It enables “Control”
(the person in charge) to:
PRIORITIZE resource requestsQUICKLY handle multiple situationsRECORD what happens
WHO is “Control?”
It could be ANYONE, even you!
“CONTROL’S” JOB IS TO:
MAINTAIN radio discipline by:Setting the examplePrioritizing 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 itemThis 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 informationSituation update / tasks assigned
Problem identification and locationStatus of building search and evacuation Resources needed, available, assigned, out of
service or in transitionPersonnel safety / accountability
Brief Team Leader and Incident CommanderBecomes part of official incident record
Your “Job” as a volunteer who is an occasional radio user
PARTICIPATE in training exercisesLEARN and use correct procedureLISTEN to the radio all the timePAY ATTENTION to instructionsBe BRIEF when you talk on the radio
Participating in a Controlled “Net”
Respond ONLY to “Control”Get permission before contacting anyone
Answer PROMPTLYMonitor the radio continuouslyAnswer 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
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 easilyUse your Unit ID CONSISTENTLYContact “Control” or others by THEIRS Listen for YOURS
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
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”
RADIO OPERATING PRACTICEPractice the ABCs:
“ACCURACY + BREVITY = CLARITY!”
Avoid idle chatter! Establish initial contact with ‘Control’ by stating
your unit ID onlyWait for ‘Control’ to recognize you before
transmitting any further
RADIO OPERATING PRACTICE(continued)
THINK BEFORE you speakKeep 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 infoThat'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 phrasesShort transmissions help the listener
RADIO OPERATING PRACTICE(continued)
CLARIFYREPEAT Critical InformationCONFIRM 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 explainIf more information is vital to ensure that your
information is fully understood, then be brief Let ‘Control’ or the requestor ask for detailsASK who a message is for if you don't knowLet 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
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 microphoneUse 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” - 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 - SierraB - Bravo K - Kilo T - TangoC - Charlie L - Lima U - UniformD - Delta M - Mike V - VictorE - Echo N - November W - WhiskeyF - Foxtrot O - Oscar X - XrayG - Golf P - Papa Y - YankeeH - Hotel Q - Quebec Z - ZuluI - India R - Romeo
Radio ServicesCitizen’s Band (CB)Multi-Use Radio Service (MURS)Family Radio Service (FRS)General Mobile Radio Service (GMRS)Amateur Radio Service (“Ham Radio”)
CB Radio40 channels10 watt maximum output20 mile or better rangeNo License RequiredRadios easily obtainableWidely used by truckers and othersChannels may be cluttered
MURS5 channels2 watt maximum output3-4 mile rangeNo License RequiredExternal antennas permissibleChannels may be cluttered
FRS and GMRS
16 frequencies (channels)
50 W max5 mile rangeFCC license required.
Valid for immediate family members
14 frequencies (channels)
500 mW (½ watt) max1-2 mile rangeUnlicensed operationLicensed operation on
channels 1-7 by any GMRS license holder at 5 watts max
GMRS - General Mobile Radio Service
FRS – Family Radio Service
Amateur (Ham) RadioMultiple bands and frequenciesMost widely used bands for emergency
communications are 2 meters (VHF) and 70 centimeters (UHF)
License required1500 watt maximumRange in excess of 100 miles with repeatersExisting 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 FeaturesAntenna
Do not pick up the radio by the antennaOn/OffVolumeChannel SelectInterference 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 RadioIf 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 frequencyPut a sub-audible tone on the
transmissionOnly transmissions with the selected
tone can be heardThe 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 PTTLISTEN more than you talk!
Wait a second between pushing the PTT button and speakingGives 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 earbudSpeaker / mikeRechargeable batteriesBelt caseOthers?
Communication Limitations
Communication BasicsRole of the CommunicatorTactical Call SignsTalking on the radioNoisy EnvironmentsControlled Nets
Role of the communicator
Your role as an emergency communicator is to:Be a set of eyes on the ground during an
incidentRelay information between official personnel in
connection with an incidentBe a trained emergency resource at an incidentBe 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?
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 signThen 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 SignThen 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“
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
“I SPELL” - Copy as I spell phonetically
“FIGURE(S)” - Copy numbers following
“INITIAL” - Single letter follows“MIXED GROUP” - following Group
containing both numbers and lettersSpeak 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 - SierraB - Bravo K - Kilo T - TangoC - Charlie L - Lima U - UniformD - Delta M - Mike V - VictorE - Echo N - November W - WhiskeyF - Foxtrot O - Oscar X - XrayG - Golf P - Papa Y - YankeeH - Hotel Q - Quebec Z - ZuluI - 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 EnvironmentsPreventive Steps: Use earphone or headset
Also saves battery power
Turn down volumeDon’t add to the noise level!
Shield microphone from the wind
Speak ACROSS the microphoneUse 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
saysWhich 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 therewww.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 repeatedlyIf Net Control doesn’t answer you, wait for pending
traffic to finish before trying againIf truly urgent, interrupt by saying “break”Wait for Net Control to terminate the current
conversation and acknowledge the “break”
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