1. Portable Radio Fundamentals
Effective Utilization of Portable Hand-held Radios During an Emergency
Prepared by the NYC Amateur Radio Emergency Communications Service (NYC-ARECS)
for the New York City OEM
Office of Emergency Management
Community Emergency Response Team (CERT)

2. Objectives: Develop a plan for CERT communications
Identify radio features and controls
Use correct radio operating procedures
Procedural words, and standard ITU phonetics
Use your portable radio more effectively during an emergency!

3. Planning Considerations
Identify who needs to communicate with whom
Discuss communication methods to be used for alerts and activation with team members
Whatever method is selected, it should be
Efficient and organized
Available to all CERT members

4. Communicating During a Response
CERT communications during emergencies:
Intra-team during search & rescue operations
Inter-team to communicate logistics, request assistance, and provide status reports
Group Leaders to CERT Team Leader
Team Leaders to the Incident Command Post

5. Intra-team search & rescue ops
Radio use on searches requires caution
One search team member maintains contact
Relay resource requests or status reports from a safe, stationary position
Maintain situational awareness
Safety first

6. Setting Up Communications
Use two-way radios for:
Intra-team, among team members
Inter-team coordination between teams
Each team is assigned its own “working” channel or frequency for its operations

7. Setting Up Communications
Section chiefs (Operations, Logistics, Planning, and Administration) should be assigned a separate channel to communicate with each other and with the CERT Team Leader
Team Leader Communications with first responders are assigned a separate channel or frequency not used for operations

8. Sample Communications Plan

9. How do I USE a 2-way Radio?
DIFFERENT MAKES and models of radios vary, so…
READ the INSTRUCTIONS
BECOME FAMILIAR with the controls on YOUR radio!

10. Portable Radio “Anatomy”
Power On-Off, Switch
Is combined with volume control on some models
Or “push-button on others
First of all, make sure the radio is “turned on”

11. Portable Radio “Anatomy”
Channel Selector
(If your radio has one)
Select your “channel”
Develop a plan ahead !
“Up-Down” arrows
Or a rotating “knob”

12. Portable Radio “Anatomy”
Volume control
Adjust the volume control until you can “hear” other users

13. Portable Radio “Anatomy”
“Squelch” control
Either a concentric ring
under the Volume control
Or a separate knob of its own
“Open” until you hear “white noise”
“Close” just until noise disappears

14. Portable Radio “Anatomy”
“Push-To-Talk”
(PTT) Switch
PUSH to TALK
Let go to LISTEN
LISTEN more than you talk!
If somebody seems in control of things, LISTEN to them!

15. Portable Radio “Anatomy”
Speaker-Microphone
To SPEAK, Push-To-Talk
SPEAK in a NORMAL tone
To LISTEN, Just LET GO
LISTEN more than you talk!

16. Portable Radio “Anatomy”
Batteries or
Battery Pack
Use AA or AAA alkaline
Or a rechargeable pack
If supplied with the radio
Make sure the pack is charged
Carry spare batteries!

17. Portable Radio “Anatomy”
Antenna (flexible or telescoping)
Extend fully
Hold vertical (best reception)
Replace or repair
If visibly damaged

18. A 2-way radio is not “Like a telephone...”
BECAUSE:
You can’t hear anyone if YOU are talking!
So, no one else can speak when YOU talk!
If EVERYONE talks, NOBODY understands!
Which results in CHAOS %^~#&*!
SO…

19. When Do You Speak? Speak ONLY if you have to
Then KEEP IT SHORT
The MOST important in using way radio effectively is…
LISTENING, Not TALKING!
If someone seems in control of things, LISTEN to them!

20. What is a “Controlled Net?”
Some one “takes command” to control / manage what is going on
Radio users must call “Control” to get permission before calling anyone else
Use a Controlled Net when more than four people are “on the air”

21. (the person in charge) to:
Why?
It enables “Control”
(the person in charge) to:
PRIORITIZE resource requests
QUICKLY handle multiple situations
RECORD what happens

22. It could be ANYONE, even you!
WHO is “Control?”
It could be ANYONE, even you!

23. MAINTAIN radio discipline by:
“CONTROL’S” JOB IS TO:
MAINTAIN radio discipline by:
Setting the example
Prioritizing messages and requests
Handling all radio traffic efficiently
TRACK what’s going on…
Write down everything that happens...
REPORT to the Team Leader or Incident Commander

24. You MUST write things down!
Because you can’t remember everything in your head
Especially when it gets busy!
Nor can you effectively brief the Incident Commander from memory
Or accurately reconstruct what happened some time days later...

25. “CONTROL” LOG WRITE down names of officials for whom you send messages
Make a log line entry for each item
This is absolutely necessary
In case person wanders off before you get a reply or you need to get more information
Helps eliminate duplicate requests for the same resources or information

26. List in chronological order...
Who has a problem or information
Situation update / tasks assigned
Problem identification and location
Status of building search and evacuation
Resources needed, available, assigned, out of service or in transition
Personnel safety / accountability
Brief Team Leader and Incident Commander
Becomes part of official incident record

27. Your “Job” as a volunteer who is an occasional radio user
PARTICIPATE in training exercises
LEARN and use correct procedure
LISTEN to the radio all the time
PAY ATTENTION to instructions
Be BRIEF when you talk on the radio

28. Participating in a Controlled “Net”
Respond ONLY to “Control”
Get permission before contacting anyone
Answer PROMPTLY
Monitor the radio continuously
Answer immediately if called
Don’t leave the “air” without checking out!
Otherwise, “Control” wastes time trying to call or locate you when you are not there

29. Identify yourself by your :
User Names - “Unit IDs”
Identify yourself by your :
LOCATION and ASSIGNMENT such as: “Stairwell Ten, Evac Chair”
Enables “Control” to manage resources or tasks without regard to WHO is at any location, so events can be logged easily
Use your Unit ID CONSISTENTLY
Contact “Control” or others by THEIRS
Listen for YOURS

30. LISTEN! before transmitting
Call Correctly:
LISTEN! before transmitting
Do not transmit over a contact in progress
Contact “Control” by saying:
“THIS IS <your unit ID>, Over.”
Control acknowledges
“<your ID> GO AHEAD”
Then you can speak… Please keep it brief

31. Example: “P2 Garage, this is P2 North Elevator, Over”
To call someone else
SAY the unit ID of the person you want to call,
Then say ‘THIS IS’ . . .
Followed by “<your ID>
Then say, “OVER>”
Example: “P2 Garage, this is P2 North Elevator, Over”

32. Acknowledge Calls Correctly:
When you hear a call to you reply:
“THIS IS” followed by “<your ID>”
Then tell the unit calling you that it is OK to proceed with their message by saying:
‘GO AHEAD’
“THIS IS P2 GARAGE, GO AHEAD”

33. Establish initial contact with ‘Control’ by stating your unit ID only
RADIO OPERATING PRACTICE Practice the ABCs: “ACCURACY + BREVITY = CLARITY!”
Avoid idle chatter!
Establish initial contact with ‘Control’ by stating your unit ID only
Wait for ‘Control’ to recognize you before transmitting any further

34. RADIO OPERATING PRACTICE (continued)
THINK BEFORE you speak
Keep transmissions short
STOP transmitting if you stop talking
Release Push-to-Talk, otherwise you make “dead air” so that no one else can speak
DON’T call repeatedly
If Control doesn’t answer you, wait for other traffic to finish before trying again
If truly urgent, disregard

35. RADIO OPERATING PRACTICE (continued)
WAIT a few seconds before pushing to “talk” and between phrases so others can break in
It’s OK to interrupt, IF you have important info
That's why you leave gaps between transmissions
When necessary to interrupt, speak only long enough to “IDENTIFY AND SAY WHY”
Example:  “Stairway Ten with info”

36. RADIO OPERATING PRACTICE (continued)
Use PLAIN LANGUAGE ONLY
No 10-codes or jargon !
Avoid technical terminology unless it is OPERATIONALLY NECESSARY!
USE short simple phrases
Short transmissions help the listener

37. RADIO OPERATING PRACTICE (continued)
CLARIFY
REPEAT Critical Information
CONFIRM correct

38. RADIO OPERATING PRACTICE (continued)
WAIT to be recognized before speaking
Don't relay information that must be copied until certain that you have the other's attention
ACKNOWLEDGE transmissions to you
‘Control’ then knows you are ready to continue with your assignment, releasing the frequency
This avoids having to repeat the message

39. RADIO OPERATING PRACTICE (continued)
Answer questions directly; do not explain
If more information is vital to ensure that your information is fully understood, then be brief
Let ‘Control’ or the requestor ask for details
ASK who a message is for if you don't know
Let third parties speak directly to each other

40. RADIO OPERATING PRACTICE (continued)
Wait a fraction of a second after pushing the “talk” button and before speaking
This avoids “clipping” off first syllable as radio changes over from its receive state to transmit

41. Don't speak louder in a noisy environment
If you speak louder than is needed for normal speech, the radio will distort your voice, reducing intelligibility

42. Use earphone or headset (if you have one)
In Noisy Environments
Preventive Steps:
Use earphone or headset (if you have one)
Turn down volume - don’t add to noise level!
Shield microphone from the wind
Speak ACROSS the microphone
Use a normal speaking voice

43. Use Procedural Words Correctly
“Prowords” help expedite radio messages and reduce copying errors
They are effective ONLY if everyone understands and uses them correctly

44. The “Basic Four” Everyone who uses a 2-way radio should learn and use these:
“THIS IS” - Used to identify who is calling
"OVER" - Means “I have finished speaking and it’s now your turn”
“GO AHEAD” - Means “I’m ready to copy”
"OUT" - Means - “I am finished and expect no reply’
The station who initiates the call always TERMINATES it

45. Proword Recap “OVER” “OUT” - Tells everyone the contact has ended
- Leaves no doubt whose turn it is…
“OUT”
- Tells everyone the contact has ended
Using “Over and Out” together is unnecessary,
use either one, or the other.

46. Some More Prowords... "COPY" - Means OK, received and understood
"AFFIRMATIVE"or "NEGATIVE" Use instead of "yes" or "no" because its sound is distinctive and meaning clear, even under noisy operating conditions.
“SAY AGAIN” Used to request a word or phrase be repeated from the last known word preceding or referenced, for example:
‘SAY AGAIN ALL AFTER…<known word>’

47. More Prowords...
“CORRECTION” - I made an error and am transmitting again from after the last correct word...
“CORRECT?” - Am I Correct?
“CORRECT (AFFIRMATIVE)”- You are correct
“WAIT”
Cease transmission until told to“Go Ahead” by ‘Control’
Example: “Fourth floor acknowledged, WAIT,... Evac Chair make your call”

48. Yes, more useful Prowords... But, thank goodness we are almost done!
“I SPELL” - Copy as I spell phonetically
“FIGURE(S)” - Copy numbers following
“INITIAL” - Single letter follows
“MIXED GROUP” - following Group contains both numbers and letters
Speak SLOWLY and DISTINCTLY!

49. International Telecommunication Union (ITU) Standard Phonetics
A - Alpha J - Juliet S - Sierra B - Bravo K - Kilo T - Tango C - Charlie L - Lima U - Uniform D - Delta M - Mike V - Victor E - Echo N - November W - Whiskey F - Foxtrot O - Oscar X - Xray G - Golf P - Papa Y - Yankee H - Hotel Q - Quebec Z - Zulu I - India R - Romeo

50. Radio Services Citizen’s Band (CB) Multi-Use Radio Service (MURS)
Family Radio Service (FRS)
General Mobile Radio Service (GMRS)
Amateur Radio Service (“Ham Radio”)

51. CB Radio 40 channels 10 watt maximum output 20 mile or better range
No License Required
Radios easily obtainable
Widely used by truckers and others
Channels may be cluttered

52. MURS 5 channels 2 watt maximum output 3-4 mile range
No License Required
External antennas permissible
Channels may be cluttered

53. FRS and GMRS GMRS - General Mobile Radio Service
FRS – Family Radio Service
14 frequencies (channels)
500 mW (½ watt) max
1-2 mile range
Unlicensed operation
Licensed operation on channels 1-7 by any GMRS license holder at 5 watts max
16 frequencies (channels)
50 W max
5 mile range
FCC license required. Valid for immediate family members

54. Amateur (Ham) Radio Multiple bands and frequencies
Most widely used bands for emergency communications are 2 meters (VHF) and 70 centimeters (UHF)
License required
1500 watt maximum
Range in excess of 100 miles with repeaters
Existing emergency communications groups (ARECS/RACES/ACS/SEDAN/etc)

55. CERT Radio Communication
Service most used by CERT will be FRS
Use to coordinate within teams and with other teams
Local ARES groups will assist with communications to EOC and other jurisdictions

56. Typical FRS Radios

57. Family Radio System (FRS) Radio Basics
FRS Radio Features
Antenna
Do not pick up the radio by the antenna
On/Off
Volume
Channel Select
Interference Eliminator Codes (PL or CTCSS)
Push to talk (PTT)
Accessories

58. Channels to Use and NOT USE
Channels 8-14 are FRS (Family Radio Service) channels and may be used by anyone without a license
Channels are GMRS (General Mobile Radio Service) and may only be used by “individuals” who have paid for the $50.00 license
Channels 1-7 are both FRS and GMRS and may be used by either with or without a license

59. Turning On/Off Your Radio
If your radio has a knob on top, turn it clockwise to turn the radio ON. If your radio has a power button, push it and hold it in until the radio comes on. The radio will chirp and display all feature icons that your radio has available for a brief period.
Volume
Rotate the On/Off knob while holding the “mon” button until you reach a comfortable listening level. Rotate clockwise to increase and counterclockwise to decrease volume. Some radios use push buttons to adjust the volume up and down.

60. Channel Select
With the radio on, press the menu button, the current channel will begin to flash.
Use the +/- keys to change channel while the channel number is flashing.
Press the PTT button to set the new channel
The channel to be used during an emergency incident will either be assigned by a net control station or by your CERT leader

61. Interference Eliminator Codes
Are not a separate frequency
Put a sub-audible tone on the transmission
Only transmissions with the selected tone can be heard
The same code number is not necessarily the same tone on different makes and models
The “mon” button overrides this and allows you to hear everything on the channel
Not all FRS radios are code capable

62. Push to Talk (PTT) Switch
To SPEAK, press the Push-To-Talk (PTT) button
SPEAK in a NORMAL tone
To LISTEN, LET GO of the PTT
LISTEN more than you talk!
Wait a second between pushing the PTT button and speaking
Gives the radio time to change over from its receive state to transmit
Avoids “clipping” off first syllable
Make sure the PTT doesn’t get pushed accidentally

63. Accessories Headset or earbud Speaker / mike Rechargeable batteries
Belt case
Others?

64. Communication Limitations

65. Communication Basics Role of the Communicator Tactical Call Signs
Talking on the radio
Noisy Environments
Controlled Nets

66. Role of the communicator
Your role as an emergency communicator is to:
Be a set of eyes on the ground during an incident
Relay information between official personnel in connection with an incident
Be a trained emergency resource at an incident
Be part of a team of emergency communicators working to assist first responders during an incident
Remember; as the communicator, you are not the decision maker. You relay information to and from the leader.

67. Tactical Call Signs Identify yourself by your:
LOCATION and ASSIGNMENT such as: “Fir Grove CERT Logistics” (this is your Tactical Call Sign)
This enables Net Control to manage resources by POSITION, rather than by each person’s NAME
Use your Tactical Call Sign CONSISTENTLY
Contact Net Control or others by THEIRS
Listen for YOURS
Tell your successor what tactical call sign you have been using

68. When Do You Speak? KEEP IT SHORT LISTENING, not talking!
Speak ONLY if you must, then
KEEP IT SHORT
The MOST important thing in using 2-way radio effectively is…
LISTENING, not talking!
If someone seems in control of things, LISTEN to them!

69. Call Someone
LISTEN! before transmitting
Do not interfere with radio traffic in progress
SAY the Tactical Call Sign of the person you want to call,
Then say “THIS IS”
Followed by your tactical call sign
Then say, “OVER”
Example: “CERT Logistics, this is CERT Operations, over”

70. Acknowledge Calls Say the Tactical Call Sign of the person calling you
Then say “THIS IS”
Followed by your Tactical Call Sign
Then signal them to proceed with their message by saying: “GO AHEAD”
“CERT Operations this is CERT Logistics, go ahead”
If you are busy say “STAND BY” or “WAIT”
“CERT Search and Rescue, stand by”
Don’t forget to return to the station and talk to them.

71. During a Conversation “COPY“ “AFFIRMATIVE“ or “NEGATIVE“ “SAY AGAIN”
Means message received and understood.
Some people use “ROGER” instead.
Does not mean yes.
“AFFIRMATIVE“ or “NEGATIVE“
Use instead of "yes" or "no"
Ensures meaning is clear, even under noisy operating conditions.
“SAY AGAIN”
Used to request a repeat from the last known word
Example: ‘SAY AGAIN ALL AFTER…<known word>’

72. Spelling Words “FIGURE(S)” - Copy numbers following
“I SPELL” - Copy as I spell phonetically
“FIGURE(S)” - Copy numbers following
“INITIAL” - Single letter follows
“MIXED GROUP” - following Group containing both numbers and letters
Speak SLOWLY and DISTINCTLY!

73. Correcting Mistakes
“CORRECTION” - I made an error and am transmitting again from the last correct word...
“CORRECT?” - Am I Correct?
“CORRECT”- You are correct.

74. Terminating a Contact
When you have said all you intend to say, use the word “OUT” instead of “over”.
This tells the other party you are finished and expect no reply.
Don’t use “over” and “out” together. Use one or the other.
The person who initiates the contact should usually terminate it.
“CERT Operations out”

75. International Telecommunication Union (ITU) Standard Phonetic Alphabet
A - Alpha J - Juliet S - Sierra B - Bravo K - Kilo T - Tango C - Charlie L - Lima U - Uniform D - Delta M - Mike V - Victor E - Echo N - November W - Whiskey F - Foxtrot O - Oscar X - Xray G - Golf P - Papa Y - Yankee H - Hotel Q - Quebec Z - Zulu I - India R - Romeo

76. Do not Speak Louder In A Noisy Environment
If you speak louder than is needed for normal speech, the radio will distort your voice and reduce intelligibility.

77. In Noisy Environments Preventive Steps: Use earphone or headset
Also saves battery power
Turn down volume
Don’t add to the noise level!
Shield microphone from the wind
Speak ACROSS the microphone
Use a normal speaking voice

78. It’s NOT “just like a telephone”
You can’t hear anyone if YOU are talking!
No one else can speak when YOU talk!
If EVERYONE talks, NOBODY listens!
Everybody hears EVERYTHING anybody says
Which results in CHAOS (%^~#&*!)
SO…

79. What is a “Controlled Net?”
Someone – “Net Control” - takes command to control/manage the flow of communications
Radio users must call Net Control to get clearance before calling anyone else.
Use a Controlled Net when more than four people are “on the air”

80. Why Use A Controlled Net?
It enables Net Control to:
PRIORITIZE resource requests
QUICKLY and EFFECTIVELY handle multiple situations
RECORD what happens

81. Participating in a Controlled Net
Respond ONLY to Net Control
Get clearance before contacting anyone
Move to another channel/frequency if requested by Net Control
Answer PROMPTLY
Monitor the radio continuously
Answer immediately if called
ACKNOWLEDGE transmissions to you
This avoids having to repeat the message.
Net Control then knows you are ready to continue with your assignment, releasing the frequency
Don’t go “off the air” without checking out!
Otherwise, Net Control wastes time trying to call or locate you when you are not there

82. Participating in a Controlled Net
Wait for Net Control to recognize you before transmitting any further
If you speak further without being recognized, you may “double” with (talk over the top of) someone, who then must repeat their message
DON’T call repeatedly
If Net Control doesn’t answer you, wait for pending traffic to finish before trying again
If truly urgent, interrupt by saying “break”
Wait for Net Control to terminate the current conversation and acknowledge the “break”