Emergency Communicator’s Notebook

Emergency Communicator’s Notebook

The notes below were copied form the St. Louis  ARES/RACES web site with permission.

• Slow-charge your batteriesWe’ve heard the term “fast and easy” so often that we’ve come to believe that’s the best way to do things. It’s not necessarily true, and it’s certainly not true when it comes to charging your batteries. Fast chargers heat up your batteries and considerably shorten their lifespans. Ultimately, it is cheaper and more efficient to have several batteries on hand and rotate them through a slow charger.

  From Gary Ross Hoffman, KB0H

• Things to avoid saying on the air, Number 1“Okay, I’ll do it. But it’s not actually my job. The guy who’s supposed to do that is always away from the table doing something else.” The other operator doesn’t want to hear any of that and it ties up the frequency. Make a note of your complaints in your log and bring them up at the debriefing, but keep them off the air.

  From Gary Ross Hoffman, KB0H

• The value of tactical call signsTactical call signs such as “Shelter 5”, “Net Control”, and “EOC” are descriptive and give immediate information. They can be very useful during planned events and during emergencies. Do not, however, forget to include your FCC call sign at ten minutes intervals and at the end of each contact.

  From Various experienced operators

• Moist wipes, the duct tape of personal hygieneImagine that you’ve just finished setting up your antenna in a particularly filthy environment. Or that you’ve just helped get the generator going. Or that you’ve just eaten a power bar and your hands are all sticky. Now you have to operate your station. Do you really want to get gunk all over your equipment? Suppose you have to take a message? What will IT look like once you had your dirty hands all over it? Operators who have worked long missions will tell you that having moist wipes in your bag is as important as having duct tape.

  From Various experienced operators

• Check that emergency gearOne problem almost every emergency communications operator encounters is finding that some part of his gear doesn’t work. It usually happens at the worst possible time. It may be dead batteries, a non-functional piece of equipment, consumables that have gone bad, or just something that didn’t work quite the way the operator thought it worked. Pick a date and mark it on your calendar. The weekend before Field Day or before the yearly Simulated Emergency Test would be good. Go through your emergency gear AND your regular equipment and make sure that everything is up to date and works.

  From Gary Ross Hoffman, KB0H

• Never alter a messageDo not alter a message, even to correct a typographical error. What you think is right may actually be wrong. Moreover, any change you make might subtly alter the meaning of the message. Send or write it exactly as you receive it.

  From Introduction to Emergency Communication course book

• Have something handy for your throatEveryone who talks on the air has experienced a moment when he or she suddenly could not talk. It may have been due to a dry throat, a cough, congestion, or a number of other things. For extended sessions at the radio, have something to soothe your throat on hand. It could be a drink or something as simple as cough drops. Please note that if you do keep liquids nearby they should be in spill-proof containers.

  From Gary Ross Hoffman, KB0H

• Do not use VOXVOX stands for voice activated transmitter. VOX devices are handy gadgets, but should not be used in an emergency setting. Ambient noise might activate the transmitter and tie up the frequency. Also, you do not want your casual comments to go out over the air.

  From ARECC Level I course book

• What about your pets?Have you included your pets in your emergency preparations plan? If not, please check www.ready.gov/caring-animals.

  From Federal Emergency Management Agency

• You are your own safety officerWhen setting up or operating a station of any size, the very first thing on your mind should be, is it safe? Am I going to irradiate anyone with RF energy? Could my battery spill acid? Can it fall on anyone’s foot? Have I created an electrical hazard? Could anyone trip over my feedline or get poked in the eye by my antenna? The safety of your station is your responsibility. Make sure that it cannot harm you or anyone else.

  From Gary Ross Hoffman, KB0H

• How close are you to the antenna?You want your signals to reach other emergency operators, not irradiate YOU. This is especially true if you have boosted your power. Make sure your antenna is a safe distance away from your operating location and that its emissions are not directed at you.

  From Gary Ross Hoffman, KB0H

• Every piece of equipment can break, including youWe all have limits. Don’t overtax yourself during a deployment. Watch for signs of fatigue, stress, adverse reactions to the environment and so forth. Stop and take a break if you need one. It is better to have a silent radio than a fresh casualty.

  From Gary Ross Hoffman, KB0H

• Learn to handle formal trafficFormal traffic is just a way to insure that messages don’t get garbled during transmission. It’s not as difficult as you might think, and there’s a very good chance that you’ll need to know how to do it during a deployment. There is information about message handling on our Web site, and a formal traffic net is held every Wednesday evening after the weekly voice net.

  From Gary Ross Hoffman, KB0H

• Listen to the Net Controller’s instructionsOne of the most common mistakes on regular nets is that operators assume that they know what the Net Controller is going to say. They miss the Net Controller’s instructions and wind up giving inappropriate responses. This can be calamitous in an emergency situation. One way to develop the habit of paying attention is to write down the key elements of what the Net Controller is saying. You might be surprised to find that it’s not always the same thing.

  From Gary Ross Hoffman, KB0H

• Keep it briefAir time is precious, especially when there are numerous operators on the same frequency. Refrain from overexplaining things, engaging in personal greetings and chats, and anything else that might prevent important traffic from getting through.

  From Gary Ross Hoffman, KB0H

• Are you following procedures?Operating procedures are developed from many hours of examining what went wrong during disasters. Familiarize yourself with the procedures and practice them in exercises. Arriving at a disaster scene and trying to freestyle it will only cause problems.

  From Gary Ross Hoffman, KB0H

• Check the transceiver for overheatingDigital modes are great for sending forms, long lists, images and so forth. They also use a lot more duty cycles of your transceiver than ordinary voice communications. Check to make sure that your rig is not overheating. Reduce the transmit power level if your unit feels hot.

  From Gary Ross Hoffman, KB0H

• Have fuses handyMuch of your equipment has one or more fuses. Check each item, make a list of the fuses you might need, then put together a small fuse kit. Be sure to replace any fuses you wind up using.

  From Gary Ross Hoffman, KB0H

• Alfa Romeo Echo SierraUse standard International Telecommunications Union phonetics (Alfa, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, Hotel, India, Juliett, Kilo, Lima, Mike, November, Oscar, Papa, Quebec, Romeo, Sierra, Tango, Uniform, Victor, Whiskey, X-Ray, Yankee, Zulu). Non-standard phonetics disrupt the communications flow by causing the other operator to pause for a moment to do a mental translation.

  From ARRL Form FSD-220

• Yes, you are ready to participateCaution is good, but don’t let it prevent you from participating and volunteering. Everyone makes mistakes on their first try, or first dozen tries, and everyone survives them. You will find that most other hams will be sympathetic and supportive of your efforts.

  From Gary Ross Hoffman, KB0H

• Don’t avoid the exercisesIt’s a mistake to ignore an exercise because you are already familiar with what it is about. There are always surprises, new elements, and things that you’ve forgotten. Your presence will also help those participants who are less familiar with the exercise’s concepts.

  From Gary Ross Hoffman, KB0H

• Keep learningEverything is dynamic, including emergency communications. Procedures and techniques that were standard ten years ago are out of date today. Never sit back and feel that you’ve learned everything you’ll need to know.

  From Gary Ross Hoffman, KB0H

• You brought your radio to the emergency, but will you be able to power it?Antenna connectors are fairly generic, but what about power connections? ARES groups around the country use Anderson Powerpoles as the standard power connector on their equipment.

  From Introduction to Emergency Communication course book

• Push THEN TalkPause for a second after keying up your transmitter. It may be slower to react than you realize.

  From John Weis, N0UFB

• Maintain a fire extinguisher near your battery charging stationThis applies primarily to larger batteries, but every battery is a chemical device and you will be pumping energy into it. Having a fire extinguisher handy is a reasonable precaution.

  From Jim Conley, N0OBG

• Mark your equipmentBe sure that every piece of your equipment is marked with at least your name and call sign. After the emergency, you’ll want any property you left behind to find its way back to you.

  From Introduction to Emergency Communication course book

• What is ‘Emergency’ and what is ‘Priority’ traffic?Messages are prioritized as follows:
  Emergency – A message having life-or-death urgency.
  Priority – An important time-critical message.
  Welfare – An inquiry as to the health and welfare of an individual in a disaster area, or a message from a disaster victim to friends and family.
  Routine – Any message not meeting the requirements for a higher precedence.

  From Introduction to Emergency Communication course book

• It’s going to be noisy, so have a set of headphonesIt’s always a good idea to have a set of headphones around, but it may be an absolute necessity in an emergency. You may be placed in an area where other operators are working on different bands, you may be out in the open, or you may even be in the middle of a noisy shelter. A headset should be a vital part your equipment. You can’t communicate if you can’t hear.

  From Introduction to Emergency Communication course book

• Your family comes firstMake sure to take care of your family’s needs before responding to a deployment. You should develop a preparedness plan for them as well as for yourself. If your family is going to need you, don’t leave.

  From Introduction to Emergency Communication course book

• Outdoors isn’t indoorsEven in an urban or suburban setting, working outdoors isn’t like working indoors. You may have taken your equipment into consideration, but don’t forget yourself. Think about your allergies, the sun, heat, cold, bugs and everything else that might affect you. Treat your outside deployment or exercise as if it were a camping trip and prepare for it accordingly.

  From Gary Ross Hoffman, KB0H

• Think about next timeDuring every deployment or exercise, think about the next time. You will always find that something is missing, broken, doesn’t work as expected, wasn’t planned for and so forth. Keep a mental record, or better still a written one of everything that is wrong. Be sure to look it over carefully after the event so you will be better prepared next time.

  From Gary Ross Hoffman, KB0H

• EatDo not skip meals just because things are busy. You may not think that you need to eat anything, but volunteers have suddenly fainted without feeling any early symptoms that something was wrong. At the very least, consume an energy bar or a quick snack.

  From Gary Ross Hoffman, KB0H

• Is no one responding on the secondary frequency?If you have a transceiver capable of handling two frequencies simultaneously and no one is responding on that second channel, the problem may be as simple as the volume has been turned down.

  From Gary Ross Hoffman, KB0H

• Consider the FEMA Professional Development SeriesAmong the many Independent Study courses that FEMA offers for free is a group called the Professional Development Series. Taking these courses will give you tremendous insight into what happens during a disaster, how agencies prepare – or fail to prepare for them, what plans and systems have been set up to cope with them, and what historical events led to the development these plans.

  From Gary Ross Hoffman, KB0H

• Each mode is differentOperating on HF is vastly different than operting on VHF. Even in VHF, working via simplex is not at all like using a repeater. Practice and gain experience with each band and operating mode you’re likely to use during an emergency.

  From Gary Ross Hoffman, KB0H

• Documents bagYou have a go bag for your radio equipment, but do you have one for your documents? You should have a copy of your team’s Emergency Operations Plan, a list of frequencies you’re likely to use, maps, addresses of served agencies, the names of contacts, and various other docments. Many of these can be stored in a 3-ring binder. You will also need log sheets, message forms, and a blank pad of paper. All of these may be kept in a waterproof bag or attache case and should be part of your deployment kit.

  From Gary Ross Hoffman, KB0H

• Know how to operate your radioEvery transceiver model is different, of course, but you should become intimately familiar with the workings of the one you plan to use during an emergency. Get to know its quirks, such as a delay between pressing the push-to-talk button and the transceiver actually transmitting, and especialy know how to enter a new frequency, offset, and tone.

  From Bob Gale, WA4GDX

• Contact listYou know who the Emergency Coordinator is, but do you know who else is in your organization? Who is the “go-to” person for HF? How about digital operations? What if you are asked to assist the team in an adjacent county? Do you know who the Emergency Coordinator is there? It might be a good idea to make a list of the various people you may need to contact. Once you’ve made it, be sure to keep it up to date.

  From Gary Ross Hoffman, KB0H

• Contact personBefore you respond to any emergency, know who your contact person is. If you’re going into the field it may be an incident commander. If you’re reporting to a served agency, it may be the local emergency manager. In most cases, however, you should have been given the name of the person to whom you are to report.

  From Gary Ross Hoffman, KB0H

• Alternatives to amateur radioWhat do you do if your station goes down? Remember, YOU are the communicator, not the radio. Think about alternative ways to get your messages delivered.

  From Gary Ross Hoffman, KB0H

• Know the weather reporting criteriaWeather spotters should familiarize themselves with the list of things that should be reported and exactly how to make a report. Information on calling in a report can be found on stlskywarn.org.

  From Gary Ross Hoffman, KB0H

• Emergency Operations PlanAny emergency response group you belong to will have an Emergency Operations Plan. Make sure that you have a copy and review it often. This ARES group’s plan can be found in the Volunteers Only section of the Web site.

  From Gary Ross Hoffman, KB0H

• The importance of your logsSome operators make little effort to keep a log, since they assume that no one, including themselves, will ever look at it. A well-kept log, however, can be an extremely valuable asset. What mistakes did you make that you never want to repeat? What supplies did you use that you need to replenish? What person did you meet that you want to contact again? Don’t assume that you’ll be able to remember everything. Be diligent about keeping your log and review it regularly.

  From Gary Ross Hoffman, KB0H

• Take a garbage bag with you when you deployIt’s lightweight, it’s inexpensive, and it makes it easy to keep your area free of plastic bottles and any other detritus that might accumulate. More importantly, you’ll make a favorable impression on the agency you’re serving if you clean up after yourself.

  From Gary Ross Hoffman, KB0H

• Everyone is “sir” or “ma’am”Always bear in mind that your role is volunteer communicator and that you are serving professionals. Calling everyone “sir” or “ma’am” may help you to remember this.

  From Gary Ross Hoffman, KB0H

• Up-to-date logsIf you reach a calm period during your deployment, take the opportunity to check your logs and make sure that you accurately and legibly recorded everything. Clean up those hasty scrawls that you made when things were hectic and note those things that you were too busy to write down before.

  From Gary Ross Hoffman, KB0H

• Weather sealantAnywhere you have connectors, you will likely need weather sealant as well. Putty-like sealant is fine for permanent installations, but for temporary in-the-field operations consider using stretchable plastic weather sealant tape instead. It’s much easier to remove.

  From Gary Ross Hoffman, KB0H

• Universal toolsIdeally you would like to take every tool you own with you. Realistically you can’t, of course. Power tools are probably not a good idea as they are heavy and you may not be able to recharge them. A large selection of wrenches, grips, pliers and such can also be unweildy. If you need to keep you kit light, consider multifunction tools, such as a Swiss army knife or a Leatherman tool.

  From Gary Ross Hoffman, KB0H

• Take a portable clockA small, battery operated clock would be a handy item to throw into your go-bag. Set it near your activity or message log sheet so you can note the time by just glancing up. Portable “atomic” clocks will give you perfectly accurate time.

  From Gary Ross Hoffman, KB0H

• Common channelsWhen programming your group’s radios or your served agencies’ radios, be sure to set up the channels the same way. This will insure that you can rapidly find the frequency that you need.

  From Steve Wooten, KC0QMU

• FEMA Courses?FEMA, the Federal Emergency Management Agency, has numerous free online courses to help you prepare yourself for disasters. Take a look at training.fema.gov/IS/crslist.aspx for a list of the courses available.

  From Federal Emergency Management Agency

• Ensure you know how to set the CTCSS without the manualHave you ever tired to access an unfamiliar repeater and didn’t know how to change the CTCSS tone on your rig? How many menu items did you have to go through to find the right commands?

  From Curt “Bart” Bartholomew, N3GC

• Ensure you are tuned to the proper frequencyHave you ever keyed the mike and no one answered? Keyed it again and the repeater courtesy tone did not sound? Maybe you nudged the memory switch or the tuning knob. Don’t forget to monitor your local emergency radio net frequency if you suspect an emergency is in progress.

  From Curt “Bart” Bartholomew, N3GC

• Ensure your mike is located where it won’t be keyed accidentallyYou’ve heard of “hot mikes” or “open mikes”. This can be caused by the mike resting in a location that allows it to easily key itself. Some people have even been known to be sitting on their mike! Use the mike hook and keep everyone happy.

  From Curt “Bart” Bartholomew, N3GC

• Ensure that your transceiver is workingHave you ever gone somewhere in a hurry and noted when you arrived that your rig wasn’t working? Forget to recharge those batteries? Forget a connecting cable? Loose connections? No spare fuse on hand?

  From Curt “Bart” Bartholomew, N3GC

• Don’t rushThere is always a sense of urgency at a disaster site, but even if you are under time constraints, don’t rush. Take the time to set up your equipment properly. It is better to be a little behind than to miss something important or have to re-do something that you did wrong.

  From Gary Ross Hoffman, KB0H

• Be ready to explain what you’re doingAn emergency management professional may stop and ask what you’re doing. Be prepared to coherently explain your function and how you plan to perform it.

  From Gary Ross Hoffman, KB0H

• Be adaptableAn emergency situation is never going to be like you expected it to be. Don’t let yourself get flustered. Adapt to the situation as best you can.

  From Gary Ross Hoffman, KB0H

• Be patient with inexperienced volunteersYou may get irritated with inexperienced volunteers and wish that they would get out of the way, but remember that you didn’t know what was going on the first time YOU showed up. Even if you can’t spare a lot of time, show them some courtesy. They are, after all, there to help.

  From Gary Ross Hoffman, KB0H

• It’s all integratedThere are many aspects to emergency communications. If you ignore some parts of it, such as message handling or attending debriefings, you severely impede your effectiveness. To be a good communicator you need to cover all of the bases.

  From Gary Ross Hoffman, KB0H

• Preparedness is an ongoing processYou cannot read one pamphlet, put together an emergency kit, and assume that you’re set for life. Emergency preparedness is an ongoing process. You need to update your knowledge, review your plans, and check your kit on a regular basis.

  From Gary Ross Hoffman, KB0H

• Keep a diary of what takes place during the debriefingRather than relying on your memory or event log, create a separate diary of what takes place during a debriefing. Write down what was accomplished, what is still pending, what worked well, what needs improvement, ideas to solve problems in the future, key events, and conflicts and their resolutions.

  From Introduction to Emergency Communication course book

• Have a variety of coaxial cable adapters handyWhen going into the field or to a served agency, you may find that there is an antenna already in place. But can you connect your transceiver to it? It would be a good idea to have a variety of coax connector adapters, or better still, an adapter kit in your go-bag.

  From Gary Ross Hoffman, KB0H

• Breaking into a netIf a net is in progress and you have emergency traffic, you may need to “break” into the net. The most common method is to wait for a pause between transmissions and simply say “Break” and your call sign. When the net control station acknowledges you, say you call sign and “Emergency traffic”.

  From Introduction to Emergency Communication course book

• Do not overdo itDo not insist on working more than your assigned shift if others can take over.

  From Introduction to Emergency Communication course book

• Two operators at every stationExperience has shown that emergency stations work best if there are at least two operators on duty at all times. One should stay completely focussed on the radio traffic. The other should assist and also “run interference” for the first operator. At the very least, the second operator should keep the area quiet. The two operators should periodically switch positions.

  From Debriefings from many Simulated Emergency Tests

• Plan for a windy dayIf you have to set up your field station outside, you almost certainly will have to contend with the wind. It will affect you ability to hear and may even get into your microphone and garble your transmissions. It will also scatter any loose papers you have at your station. Think about how you can address these issues before your next deployment.

  From Everyone who has ever set up an outside station

• Generator spikesIf you plan to connect your communications equipment to a generator, you may get an erratic supply of electricity. Worse, your equipment could be damaged by power spikes. If you have to use a generator, put a line conditioner between it and your radio equipment.

  From Gary Ross Hoffman, KB0H

• Take care of yourselfThe Introduction to Emergency Communication manual says that your personal safety comes ahead of the mission. Don’t put yourself at risk. You cannot help the emergency relief efforts if you allow yourself to become sick or injured.

  From Introduction to Emergency Communication course book

• Time to check your go-bagJust as the arrival of Daylight Savings Time is a reminder to check the batteries in your smoke detector, the arrival of Field Day should remind you to go through your go-bag and check the perishables. Don’t stop with the food and water. Remember the toothpaste, anti-perspirant, medicines, and anything else that might dry out or go bad. While you’re at it, check the batteries stored in your bag.

  From Gary Ross Hoffman, KB0H

• Consider upgrading your licenseYour day-to-day activities in the amateur radio hobby may not require a higher level license, but what about when disaster strikes? The additional privileges and the knowledge that you gain while obtaining them could serve you well during an emergency.

  From Gary Ross Hoffman, KB0H

• Know what tools you will needYou cannot anticipate every tool that you may need, but a good start would be to figure out which tools you need to assemble and disassemble your field station. Make sure that your Go Kit includes all of them.

  From Gary Ross Hoffman, KB0H

• Plain language is bestPlain language is best, especially during an emergency. Q-signals and jargon aren’t understood by everyone. Some police departments are even dropping 10-codes in favor of plain language.

  From Various, including IEC course book and the Cable News Network

• Anyone can be a mentorYou can help a new person, no matter how much or how little you know. Newcomers always have questions, but are often reluctant to ask them. If you see someone new at a meeting go over and introduce yourself. Break the ice and make him or her feel welcome. A little friendliness can go a long, long way.

  From Gary Ross Hoffman, KB0H

• UHF as well as VHFWe are used to ARES activities taking place on the 2 meter band, but this may not always be so. The Missouri ARES Interoperability Plan indicates that on-site operations should take place on the UHF 70 centimeter band. If you do not have any 70 centimeter equipment, consider purchasing a hand held transceiver for that band.

  From Gary Ross Hoffman, KB0H

• Have a backupExperts in preparedness tell us that we need to have three ways to do everything. We may never achieve that goal, but we can at least have spare pens and pencils, extra batteries, and more than one flashlight. Once you have spares of the easy stuff, you might consider adding such things as backup antennas and transceivers.

  From Gary Ross Hoffman, KB0H

• Don’t step on the tailBefore you key up, wait for the repeater “tail” to drop. That is, wait for the repeater to stop transmitting completely. Then mentally count to three. That should allow enough time for any person or device that has difficulty with connecting to get in.

  From Gary Ross Hoffman, KB0H

• Don’t forget the message formsWhen going to a disaster scene, don’t forget to take along some standard ARRL message forms. The agency managing the disaster may not have a form of its own, and you almost certainly will be asked to send some formal messages.

  From Gary Ross Hoffman, KB0H

• Teach and learnTeach others what you know about emergency communications. Friendly suggestions will work better received than forceful instructions or quotes from a rule book. Also, don’t be above learning from others. Even the newest beginner can teach you something you didn’t know.

  From Gary Ross Hoffman, KB0H

• Battery charging logAre you unsure of when you last charged some of your batteries? We suggest that you number each battery and keep a log, just a simple piece of paper, at your battery charging station. If you charge your batteries on the fly, such as in your car, then just put a sticker on the battery and write the charging date on the sticker.

  From Gary Ross Hoffman, KB0H

• Kilo not KilowattA thorough search of the available literature shows that the ITU phonetic word for the letter K is Kilo, and that Kilo is not an abbreviation of Kilowatt. A number of net control operators have complained that they instinctively write down KW when they hear Kilowatt on the air. If you were trained to say Kilowatt, we regret the inconvenience, but please retrain yourself to say Kilo.

  From Gary Ross Hoffman, KB0H

• Don’t step on the tailBefore you key up, wait for the repeater “tail” to drop. That is, wait for the repeater to stop transmitting completely. Then mentally count to three. That should allow enough time for any person or device that has difficulty with connecting to get in.

  From Gary Ross Hoffman, KB0H

• Generator maintenanceOver time gasoline additives can come out of solution, and some of those additives are harmful to engine components. If you do not plan to use your generator for a while, be sure to drain the gasoline, especially from the carburetor.

  From Mel Whitten, K0PFX

• Keep an AM-FM radio handyOur recent mass power outage showed the value of a simple battery powered AM-FM radio. It could be your only source of important news and announcements. Also be sure to have spare batteries on hand.

  From Bob Ernst, KC0NRK

• Generator safetyWhen running a gasoline powered generator, do not place it indoors or in any location where the exhaust could be blown indoors. Many people end up in emergency rooms with carbon monoxide poisoning because of poorly placed generators.

  From Ed Harris, KC0UKR; Dr. Zulfia Kisrieva-Ware, M.D., Ph.D.; and a host of others

• Grab a tiger by the tailA Tiger Tail can extend the range of your handheld radio. Just attach a quarter wavelength to the outer collar of the BNC connector on your HT antenna.

  From http://adjunct.diodon349.com/Radio/ht_tiger_tails_and_other_good_info.htm

• It may be a field station but it still needs to be groundedLightning is just one potential hazard. At the scene of a disaster there will likely be all manner of hastily assembled electrical and electronic equipment. The possibility of interference or shock is very real.

  From Gary Ross Hoffman, KB0H

• Remember, it’s an emergency netIt is in our nature to chat, but we must learn to restrain ourselves when on an emergency net. Consider the following exchange: Station 1 – “Do you have a CB radio handy?” Station 2 – “Yeah, I brought mine. I picked it up at a hamfest a few years ago. It was a pretty good bargain. I used to keep it in my truck, but then I got a better one..” and on and on. The first station obviously had an important reason for asking about the availability of a CB radio. He is unable to explain what he needs, however, because the second station is tying up the frequency with unimportant detail. The proper response would have been a simple “Yes”.

  From Various experienced operators

• Make a checklistYou’ll never be able to remember everything you will need to take during a deployment, so it would be a good idea to make up a checklist. The checklist will also help insure that you retrieve all of your equipment once the emergency is over.

  From Various experienced operators

• Mark your trip hazardsYour field station may have a number of trip hazards, such as your feedline, guy wires, tent pegs, and tripod legs. Be sure to mark them in bright colors, or alternatively, wrap them with brightly colored warning tape.

  From Various experienced operators

• Things to leave off the air, Number 3Consider the following exchange: Station 1 – “Does anyone know where the fire chief is?” Station 2 – “It’s pretty close to noon. He might have gone to lunch.” The operator at Station 2 is just speculating, but his statement may be taken as accurate. Leave the guesswork off the air and only transmit information you know to be factual.

  From Gary Ross Hoffman, KB0H

• Battery Safety Tip #1Avoid a short circuit. Always use the terminal cap (if provided) to cover the positive battery terminal, or better yet, house your battery in a protective plastic case to keep any conductive material from falling across the terminals.

  From Cece Rongey, W0CMR

• Take care of your coaxWhen securing from a disaster scene, don’t just throw everything in a box and leave. In particular, take time to wipe off your coaxial cable. Spray a little Armor All on it to help protect it and keep it supple.

  From Chuck Wehking, N0EIS

• Before you go, check the forecastBefore you deploy, be sure to check the weather forecast. Knowing what the weather conditions are going to be will help you decide what to take with you.

  From Gary Ross Hoffman, KB0H

• Is your portable mast secure?Is your portable mast secure or will the wind blow it over? You can put additional weight on the base or spike it to the ground, or you can put guy wires on the mast itself or fasten it to something secure.

  From Gary Ross Hoffman, KB0H

• Where will your field station sit?When assembling your field station, do not forget that it has to sit on something. A simple fold-up TV-dinner tray will suffice. Do not assume that there will be convenient tables at the disaster site.

  From Gary Ross Hoffman, KB0H

• Problems with generatorsYou may want to think twice before connecting your communications equipment to a power generator. Some generators may be poorly regulated and provide an erratic supply of electricity, or worse, power spikes. If you have reliable and adequate battery power, you might consider using that instead.

  From ARECC Level I course book

• Things to leave off the air, Number 2Consider the following on-air statement. “You wouldn’t believe what a shambles it is here. It’s really disorganized. The guy in charge doesn’t know what he’s doing.” This should never have been transmitted. First, it needlessly tied up the frequency. Second, it may have been heard by the press, which would undoubtedly use it. And third, it underminded the authority of the person in charge. Keep personal comments and opinions off the air.

  From Gary Ross Hoffman, KB0H

• Take your ID with youIf you are responding to a disaster scene, you’ll find that the first thing you’re going to need is identification. Be sure to take your ARES and other special ID with you. It would also be a good idea to have copies of your amateur radio license and emergency preparedness certificates.

  From ARECC Level I course book

• Why exercises are importantEvery exercise that we hold exposes new flaws in plans, preparations, and readiness. So why hold them at all? The first reason is to find and correct those flaws. They can never be entirely eliminated, but the more of them that we identify and correct ahead of time, the fewer we will have to worry about when disaster strikes. The second reason is to acclimate the emergency communications operators to the unexpected. Operators who have participated in lots of exercises become accustomed to failures and surprises. They tend to adapt to the unexpected more quickly and are less likely to panic than operators who have never participated in exercises.

  From Gary Ross Hoffman, KB0H

• Accuracy is crucialRichard Palm, K1CE, is the editor of the ARES E-Letter. He once wrote: “A few weeks ago, I handled a radiogram on one of the local VHF nets routed via a major HF net in the Northern Florida section. The message had a simple preamble, address, text, and signature, and yet it was garbled significantly from the original. If there is one thing that we must do right (as) ARES operators, it is to send a message accurately. It is more important than timeliness, or any other feature of message-handling. Take the time to send it right. We hang our hats on that.”

  From Richard Palm, K1CE

• Organization is vitalPicture a random group of volunteers trying to handle a communications emergency. They don’t know each other, have different ideas about what should be done, and half of them want to be in charge. The result is chaos. This is why training alone is not enough. There has to be an organized structure from which to work. That is the purpose of ARES.

  From ARECC Level I course book

• Respond to the question askedThe Net Controller asks, “Do you need a break?”. The operator at the other end replies, “We’ve got two other guys here, but one of them is running a message over to Post Five and the other one doesn’t really know how to run this rig, and it’s my own equipment and it’s really expensive. And besides, the Captain told me to let him know the minute someone answers his request and I’m not sure I trust this other guy to handle that.” You’ll notice that the operator did everything except answer the question. Focus on the question asked, or the statement made, and respond to it directly.

  From Gary Ross Hoffman, KB0H

• Learn the proper way to send numbersRead each numeral individually. For example, say two three four rather than two hundred thirty four. Ennunciate each numeral. Always say zero and never say oh. Pronounce nine as niner.

  From ARECC Level I course book

• Mobile over hand heldA hand held transceiver is certainly a lot easier to transport, but ultimately a mobile transceiver is better for field operation. It has more power and can handle continuous usage a lot better than a hand held radio can.

  From ARECC Level I course book

• There is no privacy on the airWe are not allowed to use codes or encrypt data on the amateur bands. Make sure that your served agency understands that if they ask you to send patient information or other information of a personal nature.

  From ARECC Level I course book

• What if it rains?The weather will never cooperate with you. Make sure that your equipment is sufficiently protected from the elements. Just covering it with a bit of plastic while you run from your car to the communications post may not be enough. If you trip and drop your bundle in the mud, will your equipment still work? It will have a much better chance of surviving if it’s in a waterproof carry-all.

  From Gary Ross Hoffman, KB0H

• Try running a netYou may be the first amateur radio operator available during an emergency. This would make you the Net Control operator, even if only for a short period of time. To help prepare yourself for this possibility you should try running a local net at least once. St. Louis County ARES will be happy to give you that opportunity, and will give you all the assistance you need.

  From ARECC Level I course book

• It may be a dirty assignment but don’t show up looking like a slobYou can be the smartest amateur radio operator in the world, but if you show up at a served agency dressed in a slovenly fashion, you will leave them with a very poor impression of yourself and of ham radio in general.

  From ARECC Level I course book

• Are those batteries REALLY charged?Before you head off to handle an emergency, be sure that those batteries that you THINK are charged really are.

  From Eric Bueneman, N0UIH

• Wilderness ProtocolThe Wilderness Protocol was developed to facilitate communications between hams while hiking or backpacking, but has since become useful anywhere that repeater coverage is sparse. From 7 AM local time to 10 PM, amateur radio operators in such areas are asked to monitor the simplex calling channel 146.52 MHz for five minutes every hour. Monitoring times would be from 7:00 to 7:05, 8:00 to 8:05, and so forth until 10:05 PM. Using this protocol, hams wishing or needing to make contact know which times they are most likely to receive a response. In addition to the primary frequency of 146.52 MHz, the secondary frequencies of 52.525 MHz, 223.5 MHz, 446.0 MHz, and 1294.5 MHz may be monitored.

  From Gary Ross Hoffman, KB0H

• Long Tone ZeroLong Tone Zero, sometimes called LiTZ, is a method of notifying anyone listening that you have an emergency or priority situation. If you have an urgent need to make contact and no one has responded to your voice calls, try the following procedure. While pressing your transmit key, also press and hold the zero button on your transceiver for a minimum of three seconds. This will send a unique DTMF signal over the air. It’s exactly the same tone you hear on your telephone when you press its zero button. Alert ham radio operators will know what it means, and even some repeaters have been programmed to respond to it.

  From Gary Ross Hoffman, KB0H

• How well do you understand radio?You diminish your effectiveness as an emergency communicator if you don’t really understand how radio works. If you are unable to reach anyone from your assigned post it would help to know why. Raising your antenna a few more feet will likely work better than trying to increase your power. We encourage you to continue to educate yourself about radio.

  From Gary Ross Hoffman, KB0H

• Even a CB radio can be usefulMany truck drivers have Citizens Band transceivers in their vehicles. Upon arriving at the scene they may try calling for instructions on CB channel 19. If you have a CB radio with you, you may be the only emergency communications operator able to respond to them.

  From ARECC Level I course book

• I get it, I get it! Why do I have to keep on training?It has been said that in a crisis you don’t rise to the occasion, you fall to your level of training. Frequent training and practice will help you to do your job automatically, and you’ll be less likely to be overwhelmed when you arrive at the scene of a disaster.

  From Jim Conley, N0OBG

• Can you continue to operate if the power goes out?Storms caused power disruptions all over the area a few years ago. If your home were affected, would you be able to stay on the air? Would you have sufficient lighting to be able to write down important messages?

  From Eric Bueneman, N0UIH, and Gary Hoffman, KB0H

• Write it downKeeping a proper log is an important part of ANY station operation, but it is absolutely essential for an emergency station. You cannot rely on your memory alone, especially in the stressful environment of a disaster scene. Things may be happening fast, but you should still make the effort to log your messages and significant events.

  From ARECC Level I course book

• Take the IEC CourseThe ARRL’s Introduction to Emergency Communication contains almost all of the basic information you’ll need to become an effective emergency communicator. If you are unable to take the course itself you should still get the book and study it.

  From Gary Ross Hoffman, KB0H

• Stay up to datePolicies and information change. Knowledge gets stale. What you learned about emergency communications may become obsolete. We recommend that every few years you obtain the latest version of the Introduction to Emergency Communication manual and go through it carefully. A little refresher study couldn’t hurt even if not much has changed.

  From ARECC Level I course book

• Don’t become one of the casualtiesPart of your preparations should be making sure that you’re fit enough to work in less than ideal conditions. You won’t need to be in perfect shape, but you’ll at least want to be able to get through a shift without becoming ill. Regular moderate exercise will help you develop the stamina you’ll need to be an effective emergency communicator.

  From Gary Ross Hoffman, KB0H

• Have three power sources availableIf you are going to use a hand held transceiver, figure that the rechargable battery will eventually give out and you won’t have any way to recharge it. Many new hand held transceivers have optional packs that hold alkaline batteries. It would be a good idea to have one of those (and fresh batteries, of course) in your go bag. And since those batteries could also fail, also take a gel cell battery. Don’t forget to take along the appropriate adapter so you can plug in your hand held unit.

  From John Weis, N0UFB

• Have a variety of power adapters handyYou never know what kind of power source is going to be available at a disaster scene. Have a variety of power adapters ready. Cigarette lighter plugs would be a good idea, as well as simple alligator clips to clamp onto a battery.

  From ARECC Level I course book

• Sometimes a digital mode is bestSome messages contain long lists of supplies, or details where accuracy is important. Voice transmission can introduce errors and tie up the net for a long time. For these types of messages you should consider using a digital mode.

  From ARECC Level I course book

• What do you do if the repeater goes down during an emergency?Turn off the “repeater offset” (+/-) feature on your receiver and work directly on the repeater’s output frequency.

  From John Weis, N0UFB

• Backup power needsEvery radio owner should be able to power his or her transceiver from standard batteries. Rechargeable batteries are great for everyday use when AC power is available to recharge them, but recharging batteries when the power is out or when heavy use drains the batteries quickly can be a problem.

  From Introduction to Emergency Communication course book

• We cannot do it allWhen the agency we are helping runs short of doctors, cooks, or traffic cops, it is not our job to fill the void. In most cases, we are not trained for it. That does not mean we cannot lend a hand to fill an urgent need when we are qualified to do so, but our primary job is still communications.

  From Introduction to Emergency Communication course book

• Slow down and speak normallyMany times emergency operators get too excited and talk very fast, making it difficult for receiving stations to understand.

  From Introduction to Emergency Communication course book

• We are not “first responders”Except in rare cases of chance, we will seldom be first on the scene. We do not need flashing lights and sirens, gold badges, or fancy uniforms. In most cases, beyond reporting the situation to the proper authorities, amateur radio operators have little usefulness as communicators at the very beginnings of an emergency.

  From Introduction to Emergency Communication course book

• Why you should take emergency communication coursesStudents who successfully complete course activities and receive their certificates will indeed be ready for roles in situations where lives and property are at stake. Next time it just might be your town and family needing help. Being trained lends confidence and assures that all volunteers are working from the same guidelines.

  From Introduction to Emergency Communication course book

• ARES is not a clubARES is not an organization itself but a volunteer program of the ARRL and consists of licensed amateurs who have voluntarily registered their qualifications and equipment for communications duty in the public service when disaster strikes.

  From Introduction to Emergency Communication course book

• Use phonetics for clarityTo reduce requests to repeat words, use phonetics anytime a word has an unusual or difficult spelling or may be easily misunderstood. Standard practice is to first say the word, say “I spell,” and then spell the word phonetically. This lets the receiving station know we are about to spell the word he or she just heard.

  From Introduction to Emergency Communication course book

• Things to avoid saying on the air, Number 2Avoid words or phrases that carry strong emotions. Most emergency situations are emotionally charged already, and we do not need to add to the problem. For instance, instead of saying, “horrific damage and people torn to bits,” we might say “significant physical damage and serious personal injuries.”

  From Introduction to Emergency Communication course book

• Prepare before the emergency, Part 2Emergency communication planners should give advance thought to the kinds of information that might need to be passed by the agencies they serve.

  From Introduction to Emergency Communication course book

• Prepare before the emergency, Part 1The best time to offer your services to an emergency communicaions group is well before any emergency occurs. This will allow you to obtain the proper training and credentials and to become known to the group’s managers. When the time comes to serve, you will be ready for your job.

  From Introduction to Emergency Communication course book

• We have no authority at emergency sitesIn most cases, we cannot make decisions for others, or make demands on the agency we serve or any other agency. The only decisions we can make are whether to participate or not, and those affecting our own health and safety.

  From Introduction to Emergency Communication course book

• Half of communicating is listeningDon’t be so focussed on what you want to say that you don’t listen to what the other fellow is saying. Listening for and hearing a message, then understanding it and properly responding to it are vital to effective emergency communications.

  From Introduction to Emergency Communication course book

• Volunteer to work at public eventsWorking at events such as the MS 150 Bike Tour and Scottish Games gives you valuable field experience. You learn how to work within a team structure and what it’s like to serve another organization. You’ll probably also get a taste of the unexpected.

  From ARECC Level I course book

• Debrief after every activitySchedule a timely debriefing after the emergency is over. You will want to know what the group did well and what areas could use improvement. You will also want to confirm that there are no issues still awaiting resolution. It is also a good idea to perform debriefings after training exercises.

  From ARECC Level I course book

• Keep a copy of the operating manual with your field transceiverYour field radio may do something unexpected. You may need to use one of its special features. Your relief operator may not be familiar with how it works. There are dozens of reasons for keeping a copy of your field transceiver’s operating manual nearby, preferably in a waterproof wrapper.

  From ARECC Level I course book

• Don’t forget the duct tape!Duct tape is a wonderful product that comes in handy during a disaster.

  From Every “go-bag” list ever written

• Leaving the netOnce you have checked in to an emergency net, do not leave it, even for a few minutes, without first informing the net control station. If they try to reach you and cannot, they may become concerned and send someone to find out what happened to you.

  From Introduction to Emergency Communication course book

• A personal hygiene necessityHave a personal hygiene bag that you can take with you on deployments to areas where the sanitation facilities are uncertain. Be sure that your bag includes your own roll of toilet paper.

  From Introduction to Emergency Communication course book

• ARES is not a clubARES is a volunteer program of the ARRL and consists of licensed amateurs who have voluntarily registered their qualifications and equipment for communications duty in the public service when disaster strikes.

  From Introduction to Emergency Communication course book

• Practice using simplexDuring a wide area disaster it is likely that our own repeaters will also fail. Learn the differences between operating using repeaters and operating via simplex. Participate in simplex net exercises when they are offered.

  From Gary Ross Hoffman, KB0H

• How we may be viewedVolunteers are often viewed as “part timers” whose skill level and dedication to the job vary widely. Many agencies and organizations have learned that some volunteers cannot be depended on when they are needed most. Do not be offended if this attitude is obvious and remember that we cannot change it overnight. It takes time to prove ourselves and for a positive working relationship to develop and mature.

  From Introduction to Emergency Communication course book

• When volunteering, check before leaving homeIn some cases, an emergency occurs in a neighboring area where we are not a member of the responding communication group. For whatever reason, we might feel obligated to offer our services. If at all feasible, it is best to make our offer through formal leadership channels before making any significant preparations or leaving home.

  From Introduction to Emergency Communication course book

• Be consistent when using tactical call signsTo be effective, a tactical call sign, once assigned, should be used consistently. For instance, do not use EOC one time and Command the next for the same location. A list of tactical call signs and the locations or functions to which they are assigned should be made known to all who might make calls to or receive calls from each such location or function.

  From Introduction to Emergency Communication course book

• Save some resources for the next shiftThe adrenaline will be pumping during the initial deployment, but if it’s an extended emergency, manage your resources carefully. Do not use up your batteries all at once, and do not send all of your people right away.

  From Introduction to Emergency Communication course book

• It doesn’t always have to be amateur radioYour primary job during a disaster will be communications. If the resources are available, it may be more efficient to use a telephone, a fax machine, or even email. It doesn’t always have to be amateur radio.

  From Introduction to Emergency Communications course book

• Wing nutsOne way to speed up the installation of an antenna in the field is to use wing nuts rather than regular nuts. You can tighten and loosen them by hand and don’t have to worry whether or not you brought the correct size crescent wrench.

  From Craig Hirsh, K0CMH

• Cheap batteries are not cheapBuying very cheap alkaline batteries in bulk may seem like a good idea, but you are likely to find that many of them have already started to decompose before you even open the wrappers. Stick with the better brands.

  From Gary Ross Hoffman, KB0H

• RecheckDuring an exercise or actual emergency, you may need to leave the primary frequency for a period of time. This may be to pass a formal message, make a repair to your station, or simply to take a break. Always let the net control operator know that you are leaving the frequency. When you return to the primary frequency, call “recheck” to let the net controller know that you are back.

  From Gary Ross Hoffman, KB0H

• Silicon sprayWhen setting up a field antenna, use a spray can of silicon to lubricate the ends of your mast sections. You will find it much easier to disconnect the sections when you are ready to tear down.

  From Gary Ross Hoffman, KB0H