Category Archives: SOP

Standard Operating Procedurs for SRQARES Radio Operators

SOP

Introduction and Expectations

Upon activation of SRQARES, all participating members need to be aware of their responsibilities as ARES operators.  Our job is to support communications between served agencies whether it’s the ARC, Sarasota EOC, Hospitals or other agencies.  We are working for them, not SRQARES.  Thus, usual casual communication practices are suspended and a formal structured communication plan is implemented. By following news and weather reports preceding an event, operators should have some idea as to any pending emergency situations that might result in an SRQARES activation.

Remember that your first duty is to yourself, your family, and your property. Attend to the safety and well being of our family and your property first. Then prepare yourself for possible SRQARES assignments.

DO NOT SELF DEPLOY REGARDLESS OF THE SITUATION

As a member of SRQARES the organization has the following expectations of you:

  1. Being able to effectively communicate with the R&I Net (Resource & Information).
  2. Understand basic operating procedures.
  3. Able to switch to alternative frequencies as necessary.
  4. Able to operate using simplex operations.
  5. Able to act as a relay station in the event of simplex operation.
  6. Be able to maintain operation for a minimum of 72 hrs.
  7. Be able to manually program your radio should the need arise.
  8. Participate in weekly check-ins and scheduled drills/exercises.

SRQARES members can only be activated or deployed by our Emergency Coordinator EC at which time specific instructions and necessary credentials will be issued.   Operators are not expected to relocate from the safety and security of their base station until deployed and are no longer needed at any emergency evacuation shelters within Sarasota County.  Immediate needs, County shelters are now staffed by County Employees. Long term shelters (72 hours post event) will be operated by the Red Cross and SRQARES will support those. If you evacuate to an emergency shelter you will find yourself in the general population, not in a radio room.

  • Take care of yourself, your family, and your personal property first.  That is the first priority for any volunteer.
  • Remain at your base of operations and prepare for any event such as severe weather.
  • Ensure you have emergency power available, extra batteries, generator, etc.
  • Ensure you have emergency supplies on hand for at least a 72 hour duration.
SOP

Forms

download forms

The SRQARES.org web site has available for download all forms necessary for operations. Ensure that you have an ample supply of the current revisions of all the forms used during activation.  These include:

ROAR (Radio Operators Availability Report

ICS-205 (Emergency Frequencies to be used

ICS-213 form, (General message form

ICS 214 form (your log sheet

Sit Rep form (Check in form) following an event

ICS-217 Communications Resource Availability Worksheet

Sarasota County Grid Square Map.

SOP, Uncategorized

Check In Procedure

LISTEN, LISTEN, LISTEN

Once SRQARES is activated, SAR-1/SAR-2 becomes a controlled R&I (Resource & Information net. Always follow the instructions of the Net Control Station and only transmit when invited to do so. All routine voice traffic is expected to move to alternate frequencies. The R&I Net is intended for Emergency and Priority traffic only. Note that Outbound Health and Welfare traffic is considered to be Priority Traffic while inbound Health & Welfare requests are not.

Check into the R&I net when requested using normal check in procedures: i.e. Net Control this is W4XYZ. Wait for Net Control to acknowledge your transmission and follow net controls instructions.
Once checked into the R&I net, continue to monitor SAR-1 or SAR-2 at the top of each hour to keep up to date on SRQARES status and possible advanced mobilization if required. You do not need to check into the net more than once but are expected to monitor the net awaiting further instructions or assignments. The R&I Net Control will contact you if needed. Start your ICS 214 form, reporting any significant events heard. This log is needed following an event for financial reimbursement of the county by the Federal Government. It also serves as a valuable record for after action reporting of what worked and what we need to improve upon.

During the incident, we expect that there will be little if any traffic passed with the possible exception of unexpected emergencies and weather information.

SOP

Traffic Handling

Traffic is defined as any message for which a radio operator transmits or receives on behalf of a third party.  Operators are expected to transmit and receive messages exactly as they are composed without any spelling or editorial changes.

No messages or content of any message can be shared with outside parties without the approval of the public information officer or EC.  FCC Regulations require that operators must maintain a copy of any third-party messages

Plain English and ITU Phonetics are to be used at all times.  Common Prowords and tactical call signs can be used.

Ten Codes and other “Ham Speak” terms are to be avoided

Common Procedural Words Prowords

“OVER” – used at the end of a statement indicating Net Control should speak

“Stand By” – Wait until Net Control can respond

“Break” – a pause allowing new traffic to enter into the Net

“Relay” – Notifies Net Control of traffic not reaching their station

“Returning” – Notifies Net Control you are returning to the Net

“Out” – Used to indicate termination of the traffic exchange. You’re call sign at the end of the exchange should be used as well.

SOP

Recovery Operations

Assuming our principal event will be a Hurricane, once sustained wind speed drops below 40 MPH, an “All Clear” will be issued by the EOC.  At that time, the SRQARES R&I net control operator will return to handling traffic starting at the top of each hour and move into a Recovery Mode of operation.

In all probability, most if not all repeaters will be down.  In such an event, the Net Control Station will operate in the simplex mode and continue to supply information updates at the top of each hour.  Listen closely prior to entering the Net to avoid stepping on any emergency or priority traffic.

SOP

Situation Reports

Immediately following an event, Net Control will request Situation Reports (Sit Reps). Your Situation Reports can provide critical information representing on the ground, real-time, “SITUATIONAL AWARNESS” at your location.  This information will be passed to the EOC to assist in the prioritization and deployment of County resources.

Operators are requested to complete a Sit Rep (Situation Report before checking back into the R&I net. I.E., “Net Control W4XYZ”.  Net Control will acknowledge your call sign.  You may be requested to move to a different frequency and/or report to a different sub-net control operator.  If so, check into the new net using the same procedure.   When requested by the Net Control Station, submit your SitRep slowly allowing Net Control time to copy your information and acknowledge your report.  Operators are expected to standby and monitor their assigned net until released by the Net Control Station.  Once an assignment is complete, all stations should return to the R&I Net for further assignments or to request to secure their station.

You may be requested by net control to move to a different frequency or special net.  Acknowledge Net Controls instructions, and move to the assigned frequency and check into the new net. I.E., “Net Control” W4XYZ and wait for acknowledgment.  Follow Net Controls instructions.

Your situation may change during the Recovery Phase of an event.  Be prepared to notify Net Control of any significant changes to your Sit Rep.  For example, a family member may be injured while cleaning up debris requiring you to leave your station. 

SITUATION AWARENESS IS POSSIBLY THE BIGGEST CONTRIBUTION THAT WE CAN PROVIDE DURING AN EVENT.

SOP, Uncategorized

Simplex Operaton

With Simplex operation, many stations may or may not be able to reach the Net Control Station.  In this case, you may need to take the initiative and act as a relay station.  You can hear the calling station but Net Control doesn’t respond or acknowledge the transmission.  Copy the calling stations traffic to relay.  Re-enter the net with the proword “Relay” and your call sign”.  Net control will acknowledge your call sign and request your traffic at which time you can relay the message.  In some cases, multiple relays may be necessary.  Speak slowly and use ITU phonetics to avoid having to repeat your traffic multiple times.

SOP

Net Protocols

When entering and leaving a Net during operations, it is essential to use the proper procedures.  To enter the net, wait for a pause in traffic and just call “Net Control” followed by your call sign.  Net Control should acknowledge your call.  If you need to leave the net for any reason call Net Control and advise as to how long you will remain off the Net.  Upon returning, follow the standard check in with Net Control.

If you do not intend to return to service, advise the NCS that you are “Securing” your station.  At no time is an operator to leave the net without authorization by the Net Control Station.  The Net Control Station is responsible for all enlisted volunteers and needs to maintain a record of your availability and status.  While actively enrolled as a volunteer and, upon being assigned a role you are legally and financially insured under the Good Samaritan Act. 

SOP

Paperwork and Reporting

Basic forms normally used by an emergency communication station are available on line at SRQARES.org.  Upon SRQARES activation, make sure to down load and make copies.  Following the incident or at the completion of a shift change, all paper work; ICS -213 messages passed, and completed ICS 214 forms should be forwarded to the SRQARES Emergency Coordinator at REDCOM. Delivery options include:

  • Hand delivery to REDCOM, or
  • Send via WinLink to N4SER-3, or
  • Send by email to admin@srqares.org.

Your ICS-214 activity log should include any significant event that occurred during your shift. At a minimum it should include:

  • Your check in and ROAR report to the NCS
  • Your receipt of any assignment
  • Your departure to and arrival at an assignment and the name of who you reported to
  • Any messages, especially ICS-213 forms that you transmitted by radio and who received them when transmitted (callsign and name)
  • Your release from an assignment and the name of the person who released you.
  • Your departure from an assignment and return to home or REDCOM

These logs are used to evaluate the overall performance of our SRQARES response and traffic handling. The SRQARES management team needs to evaluate what worked and what didn’t and what steps need to be taken to improve our support role.  This information is also used by the County in calculating volunteer hours involved (in-kind donations for which they are eligible to receive Federal disaster funds.

Even at your home station an ICS-214 form should be used for ALL SRQARES activities.  The form is a legal document reporting your activities during an incident.  The ICS-213 form is the general message form normally used in recording and transmitting messages.  ICS-213 forms should be retained documenting message traffic handled by your station.  Both the 213 and 214 forms should be submitted to the EC as soon as possible following an incident.