Field Communications Operations Handbook
Contents
1. _ spun Jo JEQUINN 1002201 504 puo PeqUEDIO Aq asn 103 813060 41103 snjejs uonenis GOL 305 N R 26 32 Form COES 105 Safety Assessment Field continued Purpose The PSA Field Form is used to collect and report information about the state of the city immediately after a city wide emergency or disaster occurred It is not a message form but a summary of the PSA survey Preparation All CARES members should have several PSA forms as part of their Go Kit Additionally all CARES members should participate in the annual PSA Drill NOTE If you do not have a COES 105 Form reference the entries listed on the opposite page and create a manual listing Distribution PSA results are transmitted to the EOC per the PSA message protocol 1 Assessment Date and time when the assessment was made Date time Your name Used by the ARKs for walk in PSA reports Performed by 3 Command Post Location 4 Street Between 5 Map Grid Chamber Used by the ARKs for walk in PSA reports This is the map grid for the area covered by the map PSA Number of Units Enter the number of2. s nasa das lg A ia 28 10 MODIFIED MERCALLI INTENSITY SCALE MMI 28 11 MINIMUM FIELD DEPLOYMENT EQUIPMENT 12 HOURS 30 12 ABOUT CARES in 31 Notes Rev 140108 2237 2 32 Phone Numbers Fire Ambulance other Emergency 9 1 1 alternate 408 299 3233 Cupertino EOC Radio Room 408 777 3170 Cupertino City Office 408 777 3200 Citizens Corp Coordinator 408 215 8459 CARES Emergency Coordinator 408 839 8798 CARES AEC Training 1 408 718 0783 CARES AEC Membership 408 813 4168 Santa Clara County Radio Room 408 808 7887 Operating Frequencies CARES Frequencies CH 1 TAC 1 Resource Net 147 570 Simplex PL 151 4 CH 2 TAC 2 Message Net 146 460 Simplex PL 151 4 CH 3 TAC 3 Command 440 150 PL 100 0 W6TDM County Frequencies CH 4 SCC Resource Net 146 115 PL 100 0 AAGBT 5 SCC Resource North 145 270 PL 100 0 W6ASH CH 6 SCC Message Net 147 360 PL 110 9 W6TI CH 7 SCC Message Alt 1 145 450 PL 100 0 K6FB CH 9 SCC Hospital Net 145 230 PL 100 0 N6NFI CH 10 NTS Net 146 640 PL 162 2 WR6ABD CH 12 SCC Resource South 444 625 PL 110 9 NGNAC CH 13 SCC Command 442 500 PL 100 0 WB6ZVW CH 14 SCC Command Al
3. Types of messages Third Party Formal Official Messages These are messages passed on behalf of another person or served agency and need to be passed exactly as given to you official messages are written down assigned a message number logged and tracked They become part of the official event record Administrative Informal Tactical Messages These are short messages initiated by you or on behalf of someone else that do not warrant the formality of an official message Sample tactical messages include Where is my shift replacement Tell Dr Smith the supplies arrived etc Preparing the Message 1 10 Do not pass victim or patient names over the radio The only personal names that generally belong in a message are names necessary for the message of agency officials if they choose to put them into messages Anyone can monitor amateur radio channels There may be exceptions to this policy such as matching up lost children Make sure the Shift Supervisor or Net Control Station NCS approves of any eXceptions Try to get fully worded and signed messages not paraphrases When someone asks you to send a message of any substantial length agree with the message author on the exact wording that constitutes the message Work with the message s author to create a message that is short to the point and uses the minimum number of words If the message s author gives you a verbal message such as tel
4. 2 2014 Field Communications Operations Handbook Cupertino ARES RACES Table of Contents 1 PAONE NUMBERS 420 0 2 2 E na ci Ea 3 2 OPERATING 3 3 MESSAGE PRIORITIES 3 2 riae CREAR 3 4 SAFETY BRIEFING 5 iiie douce sdbasestecteas 4 5 PROCEDURE FIELD RESPONDER eene 6 5 1 CHECKLIST FIELD RESPONDER eene nennen nnn 7 5 2 Form ICS 2144 INDIVIDUAL OR UNIT LOG m 8 6 PROCEDURE MESSAGE HANDLING eren nnn 10 6 1 MESSAGE PASSING GENERAL MESSAGE EXAMPLE 12 6 2 MESSAGE PASSING PSA MESSAGE 13 6 3 FORM ICS 213 MESSAGE FORM 14 6 4 FORM ICS 309 COMMUNICATIONS LOG n 16 PROCEDURE EMERGENCY NET OPERATIONS 18 7 1 NET EOGISTIES A 6 22525 hol i cte m ae UMS oe 18 7 2 CHECKLIST NET CONTROL OPERATOR eene nnn 19 7 8 Form COES 201 NET CONTROL STATION LOG 22 8 PROCEDURE PRELIMINARY SAFETY ASSESSMENT 24 8 1 GHEGKEIST PS ian edere eet ese ne etude da i 24 8 2 Form COES 105 PRELIMINARY SAFETY ASSESSMENT FIELD 26 9
5. Make this announcement This is your call Net Control for the Cupertino ARES Emergency Net This is a directed net Permission to pass traffic is required by Net Control 20 32 14 Perform periodic health and welfare checks of all checked in CARES members time and traffic permitting Starting a Health and Welfare Check Please acknowledge your call and state your location Call each checked in station and wait for an acknowledgement e Call for any other new check ins Preliminary Safety Assessment Report collection 15 Preliminary Safety Assessment PSA reports should not be sent until the EOC Radio Room Operator RRO is on station or the EC RO directs it to some other location _ 16 Until the RRO checks in and is ready create the list of stations that have EMERGENCY LIFE THREATENING and PSA traffic to pass Ask stations to stand by with their traffic We will first call for EMERGENCY LIFE THREATENING Traffic and then PSA Traffic Stations with EMERGENCY Traffic ONLY please identify now Record the stations with EMERGENCY Traffic 17 Once the EOC Radio Room is staffed and checks in direct the EMERGENCY traffic to the EOC 18 Call for other PSA reports We will now call for Preliminary Safety Assessment Traffic Stations with PSA Traffic please identify now Direct the traffic to the EOC NOTE PSA Forms must be routed to your local ARC Shift Change 19 When contacted b
6. Always release the microphone key if you stop talking Do not resume transmitting until you get an acknowledgement from the recipient such as continue or something similar Speak clearly and slowly As a pacing guide say the message as fast as you could write it not necessary to actually write it down again Use the phonetic alphabet page 24 to spell items that cannot be understood reliably by pronouncing them The receiver should ask for any necessary repetitions until he she has copied the whole message If he she asks you to repeat something repeat it exactly the same as you first said it do not paraphrase The receiver is trying to copy your words if you use different words you are creating a moving target If the receiver heard your words but did not understand and asks you to explain then it is OK to paraphrase If the receiver copied your message and is confident of the copy he she will acknowledge receipt and end the exchange The receiver DOES NOT need to read the message back to you Unnecessary read backs tie up the frequency for other traffic Once any questions are resolved the other person acknowledges receipt of the message for instance OK got it or copied or message received The receiver may omit the read back step if confident that he has the message correct and simply acknowledge receipt of the message If the receiver does read it back to you compare
7. These logs provide a basic reference from which to extract information to be included in any after action report Preparation An Individual Log can be initiated and maintained by each member of the ICS Completed logs are forwarded to supervisors who provide copies to the Documentation Unit Distribution The Documentation Unit maintains a file of all Individual Logs The original of each log must be submitted to the Documentation Unit 1 Incident Name Enter the name assigned to the incident Include the Activation Number for this event 2 Operational Period Enter the time interval for which the form applies Record the start and end date and time 3 Individual Name Enter the name of the individual who is filling out this form 4 Section Enter the ICS Section to which the individual is assigned 5 Assignment Location Enter the assignment or location for the individual 6 Activity Log Enter the time and briefly describe each significant occurrence or event e g task assignments task completions injuries difficulties encountered etc 7 Prepared By Enter name and title of the person completing the log Provide log to immediate supervisor at the end of each operational period Date Time Enter date month day year and time prepared 24 hour clock NOTE If you do not have a printed ICS 214a form you must create one and make all appropriate entries 9 32 6 Procedure Message Handling
8. or fire responders 5 Medical or Other Emergency In the event of an emergency or injury is occurring take the time to get a description of your location and call 408 299 3233 immediately and then Net Control who will notify any available 4 32 10 11 medical personnel Do not move the injured person unless they are not in a safe place such as where traffic could hit them Health and Welfare Checks During the course of this event Net Control will perform periodic Health and Welfare checks When called by Net Control acknowledge and give your location and FCC call sign and location Tactical Calls Tactical Calls will be used in this event Each assigned location will receive a tactical call sign Cupertino Fire Seven Springs Ark Bob s Shadow etc Make sure that you know your tactical call sign and at the end of your communication within 10 minutes give your FCC call sign Checking In and Out When moving to a new site or arriving and leaving a site make sure you check in and out of the area with the local ICP staff if present and Net Control Your immediate supervisor and buddy need to know where you are at all times When taking a break notify your buddy and Net Control Return any borrowed equipment and turn in all logs when checking out Liability when Driving All responders who operate a personal vehicle must have adequate personal vehicle insurance to cover personal injury and other l
9. to your assigned manager The Incident Commander is Your assigned buddy is For this assignment you report to 1 Volunteer Registration To work this event you must be registered as a City Volunteer or Disaster Service Worker DSW with the City of Cupertino A registration with any other city or county is insufficient A Cupertino registration will provide you with workers compensation coverage while you participate in this event as long as you operate within the scope of your training and your assigned duties 2 Personal Responsibility for Safety For this event the City requires that you pay careful attention to all safety briefings and maintain a safe operating environment at all times If at any time you see an unsafe behavior or a safety hazard that affects any staff or participant you must stay away from the hazard and report it at once to the ICP safety officer or event official Keep yourself protected from the elements seek shade in the summer and drink and eat as needed 3 Compliance with all Applicable Laws Event responders are expected to comply with all applicable laws during the course of this event This includes wearing seatbelts and following all traffic laws including speed limits full stops at stop signs no jay walking etc 4 Emergency Access Before starting an assignment identify your location and or address and the best access for ambulance
10. trapped inside Break Use BREAK to separate transmissions 11 OK Continue 12 KNGPE Area water pressure is low End of Use End of Message and Message This is DeAnza ARC KN6PE identify 13 EOC Acknowledged This is EOC K6XYZ back to net 14 NCS This is KD6ABC Net Control for the Cupertino Emergency Net Other stations with emergency traffic please identify now Message Precedence 1 EMERGENCY LIFE THREATENING situations reports and updates that might directly result in deploying or prioritizing resources for an incident involving life saving efforts 2 URGENT PROPETY THREATENING situations and reports of new threats revised flood projections wind direction changes in a major fire and reports of additional damage from an earthquake aftershock suggesting additional rescue efforts or surveillance 3 ROUTINE Includes PSA and ISA reports correspondence between agency representatives material and logistics messages routine resource requests shift planning relief requests etc 4 Health and Welfare welfare inquiries 12 32 6 2 Message Passing PSA message example WHO SAYS WHAT NOTES 1 KN6PE Net Control this is KN6PE with PSA Station identifies the message Traffic for the EOC priority and destination in one transmission 2 NCS KN6PE acknowledged EOC are you ready to copy PSA traffic 3 EOC EOC is ready 4 NCS KNOPE your message number is 30 Send Net
11. Controls assigns the your traffic to the EOC message numbers 5 KN6PE EOC This is KN6PE with PSA Traffic Station first passes the essential message 30 Break elements of a message 6 EOC OK Continue The EOC Radio Room Operator is using the COES 106 form to record this data 7 KNGPE PSA Message is Number of houses PSA traffic is passed in pre surveyed is 24 Map coordinate is G5 defined blocks First pass the Break survey quantity and map grid 8 EOC OK Continue 9 KN6PE Section 1 is 8 0 3 0 Break Say Section then only the 4 numbers from Section 1 of your form then say Break 10 EOC OK Continue 11 KN6PE Section 2 is 11 5 1 Break Say Section then only the 3 numbers from Section 2 of your form then say Break 12 EOC OK Continue 13 KN6PE Section 3 is 1 Break 14 EOC OK Continue 15 KNGPE Section 4 is 1 0 3 1 Break Say Section then only the 4 numbers from Section 4 of your form then say Break 16 EOC OK Continue 17 KN6PE Section 5 15 0 End of Message This is Use End of Message and KNGPE identify yourself 18 EOC Acknowledged This is EOC K6XYZ back to net 19 NCS This is KD6ABC Net Control for the Cupertino Emergency Net Other stations with emergency traffic please identify now NOTE See Section 8 for the process and form description of the information to be passed 13 32 6 3 Form ICS 213 Message Form Co
12. ES 105 Preliminary Safety Assessment Form Field Personal Gear MUST HAVE 19 Watch or clock 20 Flashlight headlamp spare batteries for 12 hours 2 Safety vest ANSI standard City issued 22 Sturdy closed toe shoes Documentation Identification Maps Recommended Nice to Have 23 SCCo issued ID badge other city badges 24 Thomas Guide for Santa Clara County 25 Cupertino City Map County Grid Personal Gear Recommended Some of the following items may be REQUIRED depending on the assignment 26 Fueled vehicle always keep your fuel tank at least 1 2 full 27 Long pants 28 Hat broad brim recommended 29 Seasonal jacket rain gear 30 Food for 12 hours Water for 12 hours 31 Leather Gloves Eye Protection 32 First Aid Kit 30 32 12 About CARES The CARES Mission The mission of Cupertino ARES is to recruit maintain and train Amateur Radio volunteers capable of providing professional emergency communications increasing the City s emergency response effectiveness and speeding the recovery effort Our objectives Preparedness CARES members train to respond to a local emergency with our equipment training and experience Response CARES members deliver backup and emergency communications to our city various served agencies and our neighbors What we do Provide backup communications when regular
13. cial to ensure they are in radio contact with the EOC at all times EOC Support Assigned at the Communications Van as Shift Supervisor Comm Team Lead Radio Operator EOC runner or other support staff 31 32 Cupertino ARES RACES 10300 Torre Avenue Cupertino CA 95014 3255
14. ck ins on this form ICS214 log Unit Log 2 Announce the start of the net This is your name your call sign Attention all stations on the frequency Please stand by for emergency or drill traffic Repeat Pause This is your name your call net control for the Cupertino ARES Emergency Net This is drill an actual emergency This is a directed net All stations not connected with the emergency are asked to please stand by All CARES member stations are asked to stay on frequency until the close of the net Please give your current availability when you check in 3 Call for the EC or any CARES AEC to state the reason for the activation If none are available briefly describe what you know CARES has been activated by Requesting Agency There is brief description and location of the emergency 4 Call for check ins and ask for field assignment availability CARES stations ALPHA thru LIMA check in now and state your availability for a field assignment Record all call signs availability CARES stations MIKE thru QUEBEC check in now CARES stations ROMEO thru ZULU check in now Call 2 or 3 times 19 32 5 Call for relays Ask a loud station to call for check ins as well Log all stations that check into the net m CARES members who tried to check in but were not acknowledged please announce your call and say RELAY Please go now pause Are there an
15. d Purpose The Communications Log is a summary of all messages handled by this operator Preparation A Communications Log can be initiated and maintained by each member of a communications team with responsibility for passing radio message traffic Completed logs are forwarded to supervisors who provide copies to the Documentation Unit NOTE If you do not have an ICS 309 Communications Log you must create one and make all appropriate entries Distribution The Documentation Unit maintains a file of all Communications Logs The original of each log MUST be submitted to the Documentation Unit 1 Activation Number The City Activation Number for this event as provided by the ICP or EOC 2 Date Prepared The date and time that this form was initiated Time Prepared 3 Operational Period Enter the time interval for which the form applies Record the start and end date and time 4 Task Name Enter the task name Typically this will be the location for a fixed station such as Quinlan SHELTER or Cupertino EOC Enter the address if available 5 Operator Enter the name of the individual who is filling out Name this form 6 Station ID Enter the Tactical Call for this station 7 Log Time The time that a message was received by or originated from this station 8 Station ID The tactical or FCC call sign of the originating From To and receiving station 9 Subject The subject of this message 10 Page of The increme
16. dents must be able to get along without you for the duration of the assignment 2 Are you physically able to do the job Do not accept an assignment that will cause you hardship or danger These include responding to remote locations that require long off road travel missing meals or extended operation without rest 3 Do you have the right protective gear Depending on the assignment boots long protective pants hardhat heavy gloves and other supplies for whatever else the weather warrants sun rain may be essential 4 Do you have the right radio equipment Make sure you understand the communication requirements and can operate in this environment at the field site 5 Do you have a minimum food and water supply you can bring The agency with which you may be working usually feeds you but the schedule and quality may be erratic Consider bringing enough to eat and drink during your shift at a local incident If you are responding to a mutual aid distant assignment expect to serve anywhere from 12 hours to several days It is impractical to have short shifts such as 6 hours when the work site is many hours of driving time away If you assume you will be staying long enough to sleep there assume you will be camping and bring a sleeping bag 6 32 51 Checklist Field Responder This checklist is relevant for assignments associated with all CARES responses to earthquakes flooding shadowing and oth
17. er non specific CARES activation First Shift If you are establishing the first shift do the following 1 Inform Resource Net Control that you have arrived 2 Check out of the Resource Net and check in with the Message Net 3 Find and inform the Individual in Charge at this field post of your presence 4 Find or establish the workspace and set up any equipment and processes Ark antennas power etc 5 Start the Individual or Unit log ICS 214 In coming Shift Change If you are relieving someone else do the following 1 Inform Net Control that you have arrived 2 Find the person you are relieving and receive a turn over of information and status see Shift Change Information below Include the Safety Briefing Sign in on the local ICS211B form Find the Individual in Charge and inform them of your arrival Familiarize yourself with the work space any equipment and process Make all relevant the shift change notation in the local event log ICS 214 Check out of the Resource Net and check in with the Message Net Out going Shift Change If you are being relieved do the following 1 When contacted by your replacement review all relevant information and status see Shift Change Information below 2 Find the Individual in Charge at the field post and inform them of the shift change and your departure 3 Make the appropriate shift change notation in the Unit log 4 Turn in or turn over to your relief al
18. everity Objects fall Nonstructural damage Moderate damage Heavy damage Extreme damage Not mapped because these intensities are typically limited to areas with ground failure Not mapped because these intensities are typically limited to areas with ground failure Full description Felt by all People walk unsteadily Many frightened Windows crack Dishes glassware knickknacks and books fall off shelves Pictures off walls Furniture moved or overturned Weak plaster adobe buildings and some poorly built masonry buildings cracked Trees and bushes shake visibly Difficult to stand or walk Noticed by drivers of cars Furniture broken Damage to poorly built masonry buildings Weak chimneys broken at roof line Fall of plaster loose bricks stones tiles cornices unbraced parapets and porches Some cracks in better masonry buildings Waves on ponds Steering of cars affected Extensive damage to unreinforced masonry buildings including partial collapse Fall of some masonry walls Twisting falling of chimneys and monuments Wood frame houses moved on foundations if not bolted loose partition walls thrown out Tree branches broken General panic Damage to masonry buildings ranges from collapse to serious damage unless modern design Wood frame structures rack and if not bolted shifted off foundations Underground pipes broken Poorly built structures destroyed with their foundations Even some wel
19. fe Threatening when called Deliver the balance of the report Urgent and Routine when called In the event of aftershocks listen for directions from the EOC or EC RO to re assess your area Retain all assessment paperwork You may be called back for more detailed information requested by the EOC or an Ark site 25 32 Form COES 105 Preliminary Safety Assessment Field 8 2 015302 2015309 4890 40 200 paBBo1 uodax emers ISEM eyou jeunyonuys uonepunoj yo si esdejco ao epied jo uDis JEMNO pue SIOOP punoJe 2620 BLUS Jonj83xe uo junowe SJUSJUOI o SI JO PSyoesy jproyiedns 1461 signs peeg ou seunfuy 0395981 pejueuosip pesnjuo Jo 965 Z lt Aedes Jo lt burgeeug pide seunfuy Spueululo3 0 spuodsey suonsenb sje suy aas Z gt 2 pue Buryyesuq jejnbes nn a E I 2556550 Jo JPEG
20. homes or structures that were Surveyed part of this survey Counts Enter the number of observed occurrences for each category 8 Addresses Enter the address for critical injuries or hazards 27 32 9 Phonetic Alphabet Delta Echo Golf Hotel India Juliet Kilo Lima Mike KO 100 W gt Alpha Bravo Charlie Foxtrot November Oscar Papa Quebec Romeo Sierra Tango Uniform Victor Whiskey Yankee Zulu lt Z 10 Modified Mercalli Intensity Scale MMI Short value description 1 Not mapped 2 Not mapped 3 Not mapped 4 Not mapped 5 Light Shaking severity Not mapped Not mapped Not mapped Not mapped Pictures move Full description Not felt Felt by people sitting or on upper floors of buildings Felt by almost all indoors Hanging objects swing Vibration like passing of light trucks May not be recognized as an earthquake Vibration felt like passing of heavy trucks Stopped cars rock Hanging objects swing Windows dishes doors rattle Glasses clink In the upper range of IV wooden walls and frames creak Felt outdoors Sleepers wakened Liquids disturbed some spilled Small unstable objects displaced or upset Doors swing Pictures move Pendulum clocks stop 28 32 MMI value 10 11 12 Short description Moderate Strong Very strong Violent Very violent Shaking s
21. iabilities Radio Operations When Driving Don t operate the radio or cell phone while driving wait until you are parked or let your buddy talk The driver should make every effort to minimize any distraction from his her driving Additionally headlights should be turned on while driving to increase the visibility of your vehicle Performing a Search from Vehicle If a search by vehicle is needed the driver is to focus on driving The passenger will handle radio communications and documentation Remember to drive slowly 20 mph or slower while performing the search Pull over and allow faster traffic to pass whenever possible Be especially careful in residential zones as children and pets dart out into the street 5 32 5 Procedure Field Responder Description Op Phase Participants Pre Deployment Check This procedure describes how CARES members respond and operate in a field assignment during a declared emergency Initial Response Local Resource Support Extended Response External Services Support CARES members holding a Field Responder Certification will be assigned to lead field positions CARES Field Responders assigned a Field Position must perform this procedure Before volunteering to accept a local field assignment be sure you can answer the following in the affirmative 1 Is your family or home situation secured Depending on the duration of the assignment your family or any depen
22. l assigned equipment 5 Check out of the Message Net and check in with the Resource Net Inform Net Control what you plan to do go home return to EOC etc Shift Change Before turning over or accepting a shift both the in coming and out going operators should review as much information as possible including e The radio channel or channels in use e Any other radio power or antenna details e the tactical call signs and where the stations are located possibly also names and FCC call signs e telephone is accessible its location and phone number e officials or others you are serving how to find and recognize them e purpose of the station e What is going on in general What changes are expected e Any pending activity messages you have sent replies you expect and who should get them e The location of the toilet food water etc e Attend the all hands briefing that occurs during each shift change 7 32 5 2 Form ICS 214a Individual or Unit Log 2 Period Date INDIVIDUAL LOG KS 2142 08 Page of JE 5 INDIVIDUAL LOG June 2000 ICS 214 0 Electrcet emot NOAA 10 Ame 1 200 8 32 Form ICS 214a Individual or Unit Log continued Special Note This ICS form 214a is a log for individual use This is slightly different from the ICS 214 log that is used for an entire unit Purpose The Individual Log records details of each individual s activities
23. l built wooden structures and bridges heavily damaged and needing replacement Water thrown on banks of canals rivers lakes etc Rails bent greatly Underground pipelines completely out of service Damage nearly total Large rock masses displaced Lines of sight and level distorted Objects thrown into the air 29 32 11 Minimum Field Deployment Equipment 12 hours Purpose fully independent operation Cupertino Ark or field location unknown environment heat cold wind rain unknown time of day You must have the following to participate a CARES field response Equipment MUST HAVE 1 2m 2m 440 minimum Mobile antenna mag mount or existing mobile antenna Coax adaptors Radio user manual or cheat sheet Charged batteries or extra batteries for 12 hours operation Ear bud or headphones Notepad pens Clipboard covered recommended 2 3 4 5 6 Power adaptors 7 8 9 1 0 Cell phone and cigarette lighter adaptor Documentation Identification MUST HAVE 11 CA driver s license or CA issued ID card 12 Amateur radio license 13 City of Cupertino Photo ID 14 Vehicle Placard See CERT Coordinator Forms MUST HAVE http www cupertinoares org ccc forms 15 ICS 214 or ICS 214a Unit or Individual Log 16 ICS 309 Communications Log 17 ICS 213 Message Forms 18 CO
24. l them that write down what you think is the entire intended message and then read it back verbatim to the author for approval Official messages should be signed with the title and possibly name of the author When sending the message on the radio you can say for example Signed Quinlan Shelter Manager Address traffic to a specific station What do you do if you are asked to get help for a problem If possible work with the person who asked and try to understand who should handle the problem Then send that person the message asking for help For messages to the EOC if the intended recipient is in doubt address the message to the Planning amp Intel Section Chief Use your judgment whether this much care is needed with tactical traffic If the officer you are shadowing says to you Tell Dr Smith the supplies are arriving you might reasonably not worry about transmitting his exact words Use the ICS 213 Message Form or some facsimile of it when creating your message 10 32 Passing the Message 1 10 11 12 Notify the Net Control Operator that you have a message to pass The Net Control Operator will ensure that the receiving station is ready and direct you to pass the message Say the message in logical phrases of about 4 to 7 words without repetitions Say Break when pausing and release the key while you wait for the other operator to write down each phrase and acknowledge you
25. mmercial Message Form lors F sumus RAPID LETTER gu MESSAGE REPLY mu canant COTE a min jt Note Pad Index Cards Msg Date Time Msg Date Time Pri Front Side Message This 15 the message that needs to be Message written down Watch the details This s the message that needs to be written down Watch the details Rhy Write down the reply on the back of the card If it is going back to the originator deliver it to him her Reply Write down the teply on the bottom of the page If it is going back to the originator deliver it to him her Back Side 14 32 Form ICS 213 Message Form continued Special Note It is anticipated that an operator may run out of message forms due to the volume of messages that could be generated Therefore it is critical that all field operators be able to improvise a message form The two examples on the bottom of the previous page are ways of using a spiral note book or index cards Purpose The Message Form is used to record all originated and received messages by this station The form is used to record all formal traffic between two parties where records of the message are required Message forms are not required for passing informal traffic inquiries etc Preparation The Message Form is used by each member of a communications team with responsibility for passing formal radio message traffic All messages are recorded on ICS 309 Communica
26. ntal Page Number of the forms as maintained by this operator 17 32 7 Procedure Emergency Net Operations Description This procedure describes how the CARES Emergency Net should be operated during Increased Readiness Operations or a declared emergency Op Phase Initial Response Information Gathering Initial Response Local Resource Support Extended Response External Services Support Participants Any CARES members could assume the role of NCO More formal assignments may be made as required Reference NCO Checklist Background The following is an outline script for running an emergency net While some liberties with this procedure are allowed the NCO should ensure the fundamental elements of this procedure are followed 7 1 Net Logistics Net Participants NCO Net Control Operator responsible for ensuring the efficient use of a net frequency The NCO resolves requests for frequency access based on timeliness oldest message goes first as soon as a recipient is available and Message Priority EMERGENCY Urgent Routine EOC EOC Radio Room Operator Field A communicator assigned to a location in the field to pass Responder radio traffic between the field Served Agency and the EOC Served An organization that requires the communications services of Agency CARES Directed Net In most cases CARES will operate its Emergency Net as a Directed Net This is a formal net and stati
27. ons having non incident related traffic will be asked to stand by or move to another frequency Specifically the Net Control Operator NCO will determine who will use the frequency at any given time acknowledging those stations first that may have incident related traffic in priority order Conversations between stations are kept at a minimum and tactical call signs are assigned to support efficient traffic handling 18 32 Open Net CARES may also shift its Emergency Net to an Open Net This type of net is used when either the amount of traffic or the number of stations needing to communicate are low During an Open Net the NCO monitors the frequency and provides minor coordination between stations Field assignment logging general event announcements and other information sharing are performed by the NCO during an Open Net Field Stations essentially self manage the communication exchanges among each other Conversations between non participant responder stations are allowed Tactical Call signs are assigned and used to support efficient traffic handling In the event of a need for tighter net management or in the event of emergency traffic the Communications Team Lead may direct the NCO to shift the net from an Open Net to a Directed Net 7 2 Checklist Net Control Operator Opening the Net If you are establishing the net do the following 1 Start the following logs ICS211B log Check ins record che
28. resources fail or are overwhelmed Provide the city with an early assessment of damage and casualties from Cupertino neighborhoods to help the City focus their response during a disaster Handle message information command and liaison radio traffic for our served agencies Provide communications for community service events and activities Conduct training and drills as necessary to accomplish our objectives Criteria to become an official Cupertino City Volunteer Must be sworn in as a City volunteer or Disaster Service Worker Must be able to follow instructions Must be able to work in teams toward a common objective Criteria to become an official CARES Participant 18 years of Must be a registered Cupertino City Volunteer valid Cupertino ID Card Must have a valid FCC issued amateur radio operators license Must have your own radio equipment necessary to support the CARES mission A successful CARES Field Responder can do the following Program your radio Operate in a radio net Pass a radio message Follow instructions Types of CARES Field Operator assignments Radio Operator ARK Supports the Cupertino OES ARKs with communications between the ARK ICP and the City Emergency Operations Center EOC Radio Operator Field Assigned to various field positions for the purpose of collecting and passing information to the City EOC Radio Operator Shadow Assigned to a Served Agency offi
29. rgency or disaster occurred All CARES Field Responders should perform this procedure Initial Response Information Gathering Preliminary Safety Assessment occurs early during an emergency during an infrastructure damaging event While the information will undoubtedly be fragmented and incomplete it is required to determine the extent of the damage and help the City determine the type of response the City must make to save lives and protect property Early Preliminary Safety Assessment PSA reports are essential to assess life threatening situations and initiate timely remedial action PSA reports should not be delayed by getting mired in detail in an effort to obtain more extensive Damage Assessment information This procedure describes how CARES members will collect and report information about the state of the city immediately after a city wide emergency or disaster occurred 8 1 Checklist PSA The first few moments after an earthquake can be disorientating Once the shaking stops do the following 1 Take care of yourself Determine your condition and assess your immediate safety 2 Take care of your family Determine the condition of your family apply first aid if necessary Determine the structural soundness of your home evacuate if necessary 3 Check into the CARES Emergency Net Turn on your radio and listen If you are the first person on the frequency and have the capability and q
30. sage ID 4 Priority 5 Time Originating station Receiving Station 8 Time Ack See the EOC for name MM DD YY The ID number assigned once the originating station is granted permission to send its traffic The Urgency of the message EMERGENCY E Life threatening Situations reports and updates that might directly result in deploying or prioritizing resources for an incident involving life saving efforts URGENT U Property threatening Situations and reports of new threats revised flood projections wind direction changes in a major fire and reports of additional damage from an earthquake aftershock suggesting additional rescue efforts or surveillance Routine R Includes information such as damage reports correspondence between agency representatives material and logistics messages Health and Welfare resource requests shift planning relief requests etc Health and Welfare welfare inquiries The time when the request to pass traffic was received The Tactical or FCC Call sign of the initiating From station The Tactical or FCC Call sign of the receiving To station The time the Receiving Station acknowledges the message 23 32 8 Procedure Preliminary Safety Assessment Description Participants Op Phase Background Description This procedure describes how CARES members will collect and report information about the state of the city immediately after a city wide eme
31. t 443 275 PL 107 2 K6SNY Emergency Alert System stations of interest KCBS 740 KHz National Primary EAS Station KFBK 1530 KHz CA State Primary EAS Station KLIV 1590 KHz Public AM Station a CNN affiliate WQGH344 1670 KHz Cupertino Community Radio Message Priorities The following message priorities will be used for all CARES message traffic during an activation 1 EMERGENCY LIFE THREATENING situations reports and updates that might directly result in deploying or prioritizing resources for an incident involving life saving efforts URGENT PROPETY THREATENING situations and reports of new threats revised flood projections wind direction changes in a major fire and reports of additional damage from an earthquake aftershock suggesting additional rescue efforts or surveillance ROUTINE Includes PSA Preliminary Safety Assessment and ISA Infrastructure Safety Assessment reports correspondence between agency representatives material and logistics messages routine resource requests shift planning relief requests etc Health and Welfare welfare inquiries 3 32 4 Safety Briefing The City of Cupertino and ICS requires that we conduct a safety briefing before being assigned with a task or being sent to on a field assignment As part of your assignment you will be assigned to an individual who will provide your direction Do not take assignments from anyone else without talking
32. tions Log Copies of messages still in the possession of the operator are forwarded to the Documentation Unit NOTE If you do not have an ICS 213 Message Form you must create one See the Special Note above Distribution The Documentation Unit maintains a file of all Communications Logs and message forms The following is the minimum information to be captured on a message form 1 From The originator of the message This is an individual with formal traffic for the EOC or some other station 2 To The person to whom this message is to be delivered 3 Message Number This is a sequential message number to be assigned by the Message Net Control Operator 4 Date Time The date and time that this message was received or sent 5 Pri Priority The priority of this message See Section 3 Message Priorities for the list of priorities 6 Message The message to be sent or received 7 Reply A reply to a message previously received 15 32 6 4 Form ICS 309 Communications Log 1 8 14 Activation PREPARED COMMUNICATIONS LOG CUP 14 86 Tmz 22 30 FOR OPERATIONAL PERICO TASK NAME 1 8 14 23 00 to 1 9 14 0500 Seven Springs ARK ICP RADIO OPERATOR LOGISTICS STATION LO Jim Oberhofer KN6PE STATION LO 00 45 47 request for next shift staffing plan OC 51 site status report A 00 COCHE FR 16 32 Form ICS 309 Communications Log continue
33. ualifications to perform as a Net Control Operator establish the CARES Emergency Net Check in to the net when check ins are requested 24 32 Only if your family is secure perform the Preliminary Safety Assessment extent of the assessment that you perform will depend on your situation The assessment should be performed in a manner that does not jeopardize your personal safety or exceed your physical ability to perform the assessment e assessment could range from surveying houses in your field of view from the front window of your house to walking the length of your street However you perform the assessment use the Preliminary Safety Assessment Field Form to collect the following information Number or estimate of obvious injuries e Number of types of structural damage e Number or estimate of fire hazards Number or estimate and type of utility hazards downed power lines broken water mains obvious gas leaks Number or estimate of access hazards roads blocked or impassable Number or estimate of houses that are included in this survey Street covered address range Report your Preliminary Safety Assessment The Net Control Operator will request Preliminary Safety Assessment reports in the following order e EMERGENCY LIFE THREATENING e message traffic including PSA If you have a mix of different message priorities deliver the specific message priority EMERGENCY Li
34. what you hear with the message you just sent On completion of this exchange the sender can mention there is another message if there is one For example more traffic Passing very short simple messages may go a bit differently You send the entire text and the receiver may simply say copied Or the receiver may say the text back to you and you say affirmative However don t say affirmative and then say parts of the message again Doing this gives the other station mixed signals are you agreeing with the read back or not 11 32 6 1 Message Passing General message example WHO SAYS WHAT NOTES 1 NCS Is there any EMERGENCY Traffic for the Net Control calls for traffic net 2 KNG6PE Net Control this is DeAnza ARC with Station identifies the message EMERGENCY Traffic for the EOC priority and destination in one transmission 3 NCS DeAnza ARC acknowledged EOC are you ready to copy emergency traffic 4 EOC is ready 5 NCS DeAnza ARC your message number is 29 Net Controls assigns the Send your traffic to the EOC message numbers 6 KN6PE EOC This is DeAnza ARC with Station first passes the essential EMERGENCY Traffic message 29 elements of a message Break 7 EOC OK Continue 8 KN6PE Message is House fire at numerals 5 4 1 Sends the message in 4 to 7 Woodhill Court Break words blocks natural phrases 9 EOC OK Continue 10 KNGPE person
35. y relays Log all check ins by RELAY 6 Pass the Net to the EC RO or AEC DRO to make any announcements or direct resources to assigned locations 7 When done the EC RO or AEC DRO will turn the net back to the Net Control Operator Establish a Frequency Guard 8 Request one member to monitor the County Resource Net AA6BT 146 115 PL 100 0 9 Ask for volunteers to listen to the following Emergency Alert System EAS Local Primary LP stations for information Direct them to report to the net after 5 minutes on what was heard KCBS 740 KHz 1 National Primary EAS Station KSOL 98 9 MHz LPIS KSJO 92 3 MHz LP2 10 If resources are available Ask for volunteers to monitor these additional stations of interest NWS 162 4 MHz National Weather Service KFBK 1530 KHz CA State Primary EAS Station KLIV 1590 KHz Public AM station local CNN News K6FB 145 45 PL 100 High level repeater Sierras to coast W6ASH 145 270 SPECS Mtn View to Redwood City 11 Answer calls for traffic Determine the availability of the destination station to RECEIVE traffic Direct the SENDING station to pass their traffic to the RECEIVING station assign a message number 12 During periods of high traffic volume call for traffic in priority order EMERGENCY then Priority EMERGENCY Life Threatening URGENT Property Threatening Routine routine resource requests shift planning etc Health and Welfare Every 30 minutes During Activations 13
36. y the next shift CARES member review all relevant information and status see topics below 20 Make the appropriate shift change entry on the Unit Log 21 The person being relieved informs the EC of the shift change Review the following information during a shift change e The radio channel s in use CH 1 147 570 MHz CH 2 146 460 MHz e Any other radio power or antenna details e List of checked in members call signs tactical call signs and location e Review the Log e What is going on in general what changes are expected e Any pending activity messages replies and action items e Site logistics toilet food water etc 21 32 Form COES 201 Net Control Station Log 7 3 1 i 3 j i 22 32 Form COES 201 Net Control Station Log continued Purpose The NCS Log Form is used to manage the flow of information between stations that have messages to pass by recording all message requests Preparation All qualified CARES Net Control Operators should have several copies of this log in their Go Kit Distribution NCS 105 are delivered to the Shift Supervisor as soon as possible immediately after the event General Instructions e Sequentially number the first column 9 starting with 001 and continue the numbering on subsequent forms Enter the date in the Date Field at the top for the period this form covers Start a new form when the date changes Incident Name Date 3 Mes
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