4. FORMS

All the forms that follow are intended to be photocopied for extra copies.

Tactical Message forms

To be used to transmit messages from one government employee to another. They are written to reduce content errors and to ensure delivery.

The sending Ham assigns the serial number. Replies can thus be referenced, "your #314...." In heavy traffic there will be no confusion matching request with response.

The time (in 24 hour local time) is the key to allow the recipient to evaluate the sequence and value of all the information on hand.

Do not use "please" or "thank you". Keep messages SHORT - twenty five (50) words or less.

The receiving Ham's form should be filled out to look identical to the sending Ham's form.

Scheduling Form

This form is usually maintained by Net Control (one per location). Net Control or the Net Supervisor will oversee the scheduling.

The Hams who sign up, provide the scheduler with their PHONE NUMBERS. If the phones are working, Hams can be given last-minute instructions before they report for duty.

The scheduler provides the Hams with a confirmation phone number and confirmation frequency when they sign up to allow a last-minute briefing.

Each Ham's mission is spelled out clearly. This helps provide continuity between shifts.

One of these forms is kept per location. It is used to keep track of Hams working at the location as well as Hams that work out of the location (e.g., those attached to a fire crew or EOC).

Field Log

Simply write down chronologically what happens and the traffic passed. Necessary for pass down, briefings between shifts and an absolute must for post event litigation.

ARRL Message Forms

Use these for Health and Welfare (H&W) and all formal traffic.

Form 4.1 Washington State General Message Form

The following form is to be used for all ARES/RACES message traffic handling. These forms are used to facilitate tracking of transmitted and received message traffic.

The EOC receives information and requests for assistance through many communications capabilities. In addition, the EOC staff will generate information concerning agency response actions. The proper documentation and control of this information is necessary to provide for disaster analysis, knowledge of EOC response, and tracking of EOC actions/decisions.

Messages are taken by call receivers and the appropriate information is written on the form. Write or print clearly. Fill in all appropriate information on the form. WASHINGTON STATE GENERAL MESSAGE FORM (Instructions are on reverse side)

(LINE 1) PRECEDENCE: _______Routine _______Priority _______Immediate (approved by (CHECK ONE) responsible authority)

(LINE 2) MSG. NO.:___________ (LINE 3) DATE:______________ (LINE 4) TIME:______________

(LINE 5) TO: _______________________________________________________________

(LINE 6) INFO: _______________________________________________________________

(LINE 7) FROM: _______________________________________________________________

(LINE 8) SUBJECT: _______________________________________________________________

(LINE 9) TEXT (10 LINES MAX - 5 WORDS/LINE (UPPER CASE TYPED) OR HANDWRITTEN BLOCK LETTERS):

(9A) _________________ ________________ ________________ ________________ ________________

(9B) _________________ ________________ ________________ ________________ ________________

(9C) _________________ ________________ ________________ ________________ ________________

(9D) _________________ ________________ ________________ ________________ ________________

(9E) _________________ ________________ ________________ ________________ ________________

(9F) _________________ ________________ ________________ ________________ ________________

(9G) _________________ ________________ ________________ ________________ ________________

(9H) _________________ ________________ ________________ ________________ ________________

(9I) _________________ ________________ ________________ ________________ ________________

(9J) _________________ ________________ ________________ ________________ ________________

(LINE 10) PAGE _____ OF _____ PAGES

============================= COMMUNICATIONS CENTER ==============================

SEND (INITIALS): _______ TIME SENT: _______ RECEIVE (INITIALS): _______ TIME RCV: _______

RELAYED THRU: _________________

CHECK METHOD USED:

CEMNET _____ RACES _____

FAX _____ STARC _____

OPSECURE _____ FNARS _____

ACCESS _____ OTHER _____ INSTRUCTIONS FOR COMPLETION/USE OF FORM

LINE 1

Line 1, "PRECEDENCE", should indicate the appropriate level for handling transmission/receipt of the message. The following precedence criteria will be followed:

IMMEDIATE (I): Message concerns a situation where lives are endangered/gravely impacted and immediate action/response is required. Message will be approved and initialed by the emergency management director and/or appropriate elected official at the local level and by the state ECC Supervisor and/or Disaster Manager at the state level. Action/response should occur within 30 minutes to one (1) hour after "receipt" of message. IMMEDIATE messages should be transmitted ahead of any priority or routine message.

PRIORITY (P): Message concerns a situation where a timely operational response is required that would ensure that lives are not further endangered. Action/response should occur within four (4) to six (6) hours after "receipt" of message. PRIORITY messages should be transmitted ahead of any routine messages.

ROUTINE (R): Message(s) that reflect routine data reference operational, logistical, and administrative concerns. Examples: periodic situation updates, requests for routine information or services needed to sustain support of operations. Action/response should occur within twelve (12) to eighteen (18) hours.

Note: Abuse of precedence levels could impede response, as messages received at the state ECC will be handled within each precedent according to the time of receipt. Use the highest precedences, IMMEDIATE and PRIORITY, when appropriate.

LINE 2

Line 2,"MSG NO." should reflect the message number assigned by the "FROM" addressee and/or supporting communications/message center for "each" message prepared/transmitted. No two messages will have the same message number.

LINE 3

Line 3, "DATE", should reflect the date the message was prepared by originator, expressed as year/month/day (i.e., 94/10/17) LINE 4

Line 4, "TIME", should reflect the time the message was prepared by originator, expressed in international 24-hour local time (i.e. 1400 hrs.)

LINE 5

Line 5, "TO" address, should be the agency(s) that is/are to receive message. When addressing "TO" the state ECC indicate, if known, which agency should take action/respond to message (i.e. STATE ECC TRANS, STATE ECC WSP, STATE ECC MIL. etc.). If specific agency is unknown, address message to appropriate functional staff (i.e. STATE ECC OPS, STATE ECC PLNS, STATE ECC LOG, STATE ECC ADMIN, STATE ECC SUPERVISOR).

LINE 6

Line 6, "INFO" address, should be any agency you desire to be informed of message/action.

LINE 7

Line 7, "FROM" address, should be the agency that originates the message and who desires a response or acknowledgement of message.

LINE 8

Line 8, "SUBJECT" should be the general subject of the message (i.e. Medical Request, Request for Assistance, Situation Update, etc.)

LINE 9

A. Line 9, "TEXT", is the message content. For high precedence messages, to be transmitted via radio, messages should be concise, brief, and printed in uppercase block letters, or 5 words per line - hand written uppercase letters. 10 lines maximum.

B. When using this form for exercises, line 9A should state the following: "THIS IS AN EXERCISE MESSAGE".

C. If using as a fax cover sheet, for a multi-page document, indicate in the text area the number of pages to follow.

COMMUNICATIONS CENTER SECTION

A. "OPERATOR'S INITIALS", "TOR", and "TOT", should reflect the initials of the radio and/or communications operator and the time messages are received (TOR)/transmitted (TOT).

B. The operator who transmits/receives a message should indicate the method used.

CEMNET: EMD's VHF Low Band radio system RACES: Amateur radio provided to state/local government STARC: Military Department's HF State Area Command net OPSECURE: EMD's HF Operations, State Emergency Communications Using Radio Effectively radio System FNARS: Federal National Radio System (HF) ACCESS: A Centralized Computer Enforcement Service System (WSP teletype) FAX: Facsimile

Form 4.2 Schedule Form

DATE ________________ LOCATION ________________________________________

Confirmation Freq. _____________ Confirmation Phone # _____________________

SHIFT 1 Time ________ to _________ Scheduler _________________________

Amateur's Mission Call Sign Name Phone Number

___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________ ___________________________ _________ _______________ _______________

SHIFT 2 Time ________ to _________ Scheduler _________________________

Amateur's Mission Call Sign Name Phone Number

Form 4.3 ARRL Message/Traffic Handling Form

(To be filled in at later date)

Form 4.4 Emergency Communications Field Log

MASON COUNTY AMATEUR RADIO EMERGENCY SERVICE/RADIO AMATEUR CIVIL EMERGENCY SERVICE EMERGENCY COMMUNICATIONS FIELD LOG

EVENT: ______________________________ LOCATION:________________________

OPERATOR: ____________________ CALL SIGN: ____________ DATE: ___________

NO PREC TIME TO/FROM MESSAGE

Form 4.4 Emergency Communications Field Log Instructions

INSTRUCTIONS FOR COMPLETING THE ARES/RACES EMERGENCY COMMUNICATIONS FIELD LOG

1. The log was designed to be used as an abbreviated log and consists of the following parts: A B C D E NO PREC TIME TO/FROM MESSAGE

A. NO (NUMBER): Sequential number for messages. Use this block for transmitted messages only. Record incoming message numbers in the MESSAGE block.

B. PREC (PRECEDENCE): Use ARRL categories only: [E]mergency, [P]riorit or [R]outine.

C. TIME: Use 24 hour time for our time zone.

D. TO/FROM: Who the message is to/from. Enter station names and not the name of the person who originated the message or is to receive it.

E. MESSAGE: This is the text of the message. It is not necessary to enter messages verbatim. For example, "Deputy Anderson requests 2 ambulances and 3 tow trucks at the lower parking lot entrance" may be entered as "Dep Anderson req 2 amb/3 tow tks lower pk lot ent". Radio call numbers may be used in place of names. It is not necessary to log transmissions that have nothing to do with completing your assignment, for example, time and radio checks.

2. Your log may be read by others. It is very important that you use only abbreviations that will be easily understood.

3. The first entry in your log should be the time you began your shift/watch and what frequency you are working. Your last entry should be the time your shift/watch ended and if applicable, who your relief was. Also, record any changes in operating frequencies. A new log should be started at 0000 (2400) and be sure to number the logs for each day. An example follows: Form 4.4 Emergency Communications Field Log Instructions (Cont.)

NO PREC TIME TO/FROM MESSAGE 0430 On duty - 147.490 1055 Relieved by KA6ZKB - Lunch 1055 KA6ZKB on net for lunch relief 1115 N7QRL back on net 1705 Relieved by WB7ZAE 1705 WB7ZEA on net 1920 NCS QCB2 2330 Incident over - securing net

4. It is important that strict network/circuit discipline be observed. If a transmission is not needed to complete your assignment, do not make it. Do not use superfluous/extraneous words such as thank you or please. Keep messages short, no more than 25 words.

5. Keep all log sheets together. At the end of the incident/exercise/event insure that all logs are given to the appropriate coordinator.

6. Don't forget your call signs! Your FCC call sign must be used along with your tactical call. Example: LZ1 - K7XO.

THANKS FOR BEING AN ARES/RACES VOLUNTEER

Form 4.5 Mason County DES Disaster Worker Registration Form

MASON COUNTY DEPARTMENT OF EMERGENCY SERVICES DISASTER WORKER REGISTRATION

(To be filled in at later date)

Form 4.6 Grab and Go Checklist for Volunteer Radio Operators

(Duplicate this form for your use)

NAME OF PERSON REQUESTING YOUR SERVICE: __________________________________

AGENCY REQUESTING SERVICE: _________________________________________________

DATE AND TIME OF REQUEST: ___________________________________________________

DATE AND TIME YOU ARE TO REPORT FOR DUTY: _________________________________

COORDINATING FREQUENCY: ____________________________________________________

Take With You: radio, extra batteries, mag mount ant, a copy of this document, pens/pencils, note paper, maps (Roadrunner Map Book), ARRL Message Forms, headphones (w/adapter), amateur radio license (or copy), ARES/RACES DES identification, food, drink, and the appropriate clothing and shoes.

Check-in with the Resource Net 30 minutes before your scheduled time to report to your station. Be at your station 15-20 minutes before your time to begin operations for orientation, updates, procedures, and carry-over traffic.

Call Net Control Station, and check-out the person leaving, then log in.

Use of Tactical and Personal Call Signs: Use ONLY the "tactical" call sign/name of your station except: (1) at the end of a series of transmissions, and (2) every 10 minutes, if the transmission series is long. Example: At the end of a series of transmissions (contact/QSO), end your transmission with, "THIS IS UNION, W7YOS, CLEAR."

Log All Messages on the "ARES/RACES TACTICAL MESSAGE LOG SHEET" or a full size (8-1/2 X 11") sheet of paper, (consecutively numbered). Information required is: PAGE NUMBER, DATE, TIME (24 hour local), MESSAGE NUMBER, FROM STATION, and MESSAGE/TEXT/NOTES.

RESPONSIBILITY AND CAUTIONS: As an ARES/RACES communicator, use good judgment as to the information that you transmit. All transmissions are public domain and there are a lot of people listening. Be sure that the information is factual or that the proper authority has signed

Form 4.6 Grab and Go Checklist for Volunteer Radio Operators (Cont.)

The message to be sent. Avoid transmitting names, addresses, deaths, or other such traffic. For sensitive information or traffic, attempt to use other means of communications such as land-line, packet, single sideband, cw, messenger, etc. Be careful about dealing with the press. It is OK to "sell" Ham radio and the ARES or RACES, but let the public information officials for the served agencies deal with any information regarding the emergency.

WHEN TO CLOSE YOUR STATION: ONLY the Net Control Station can authorize the closing of a station. When you have been released by your local government emergency manager, call the NCS and advise them of the situation and ask what you should do. You may not close a station without prior approval from Net Control.

HOW TO CLOSE DOWN A STATION: After receiving approval from Net Control to close your station, the following must be done:

* Collect all log sheets, (chronological order), and deliver to the NCS (with a copy to your local government representative.)

* Put any station equipment away. Call the Resource Net if your are not sure where things go.

* Clean up your station and put furniture, back where it belongs.

* "Check out" with the served agency/managing authority at your location.

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