06/04/09

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C. O. R. D. EOCC. O. R. D. EOCLogisticsLogistics

Communications UnitCommunications Unit

Messages, Logs & ProceduresBy VE7BZC – Norm Barton

Communications Unit Coordinator

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06/04/092

MESSAGESMESSAGESandand

STATION LOGSSTATION LOGS

A CORD EOCA CORD EOCSeminarSeminar

The CORD EOCThe CORD EOCin September 2003in September 2003

Kelowna Appreciation DayKelowna Appreciation DayOctober 13, 2003October 13, 2003

06/04/093

- Using content from “Firestorm 2003”- Using content from “Firestorm 2003”The Okanagan Mountain Fire, August - SeptemberThe Okanagan Mountain Fire, August - September

06/04/094

Components:Components: The C.O.R.D. EOC Formal Message FormPreparing the Message Transmitting / Finishing the MessageThe Received MessageSuggestions for Clarity and AccuracyRadio and Unit LogsOther EOC Messaging Options“PPP” Plan – Prepare – Practice !

06/04/095

The C.O.R.D. Radio Message FormThe C.O.R.D. Radio Message Form The whiteareas arefilled in by the Originator

The shadedareas arefilled in bythe RadioOperators

Copy distributionis shown at the bottom

Kelowna / Lake Country / Peachland / West Kelowna / Reg. Dist. Central Okanagan EOC

06/04/096

- Numbering:- Numbering:

Use 3 LettersUse 3 Letterse.g. DIR, LIAe.g. DIR, LIA

OPS, RSKOPS, RSK

- Or 3-Letter - Or 3-Letter Abbreviation for Abbreviation for

Field StationsField Stationse.g. “PAR” fore.g. “PAR” forParkinson Rec.Parkinson Rec.

CentreCentre

plus 3 digitsplus 3 digits

The Top of the FormThe Top of the Form

The Originator or The Communications The Originator or The Communications Unit can assign the message numberUnit can assign the message number

06/04/097

Section Section Sub-numberingSub-numberingFIR - - -POL - - -AMB - - -HOS - - -HEA - - -ESS - - -ENG - - -

COM - - -TRA - - -SUP - - -

Section Numbering Section Numbering ( Start 001 ) ( 1001 if ( Start 001 ) ( 1001 if necessary) necessary)

LOG - - -LOG - - -

PLN - - -PLN - - -

FIN - - -FIN - - -

OPS - - -OPS - - -

DIR001DIR001

RSK - - -RSK - - -LIA - - -LIA - - -PIO - - -PIO - - -

DIRECTORDIRECTOR

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Identifies the Identifies the function of EOC function of EOC PersonnelPersonnel

The Incident The Incident Command System Command System Colour Coding…Colour Coding…

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Emergency “E”Emergency “E”

- life and death- life and deathurgency, urgency,

– if in doubt – if in doubt don’t use! don’t use!

PriorityPriority “P”“P” (sometimes(sometimes “U”)“U”)

- Important - Important messagesmessages

- time sensitive- time sensitive- notification of - notification of

death or injurydeath or injury

Welfare “W”Welfare “W”Enquiries about Enquiries about

individualsindividuals

RoutineRoutine “R”“R”- all other- all othermessagesmessages

The Top of the Form The Top of the Form

The The OriginatorOriginator determines determines the PRECEDENCE the PRECEDENCE

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06/04/0910

Radio Operator: Radio Operator:

Station ofStation ofOrigin:Origin:

- Use Tactical- Use TacticalCall SignsCall Signs(assigned by(assigned by

the EOC)the EOC)e.g. “Parkinson”e.g. “Parkinson”

AbbreviatedAbbreviated““PAR” on PAR” on

Message FormMessage Form

- the EOC will- the EOC willUse “EOC”Use “EOC”

The Top of the Form The Top of the Form

Originator : Originator : Sign the Formal Message!Sign the Formal Message!

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06/04/0911

Originator:Originator:

- 1 word in- 1 word ineach space ofeach space of

the message bodythe message body

- numbers are- numbers areone wordone word

- use “x” at end of - use “x” at end of each sentence, each sentence,

PronouncedPronounced““x-ray”, countsx-ray”, counts

as one wordas one word

- other allowable- other allowablePunctuation:Punctuation:

Comma, Comma, Question MarkQuestion Mark

The CHECK (number of words) is used by The CHECK (number of words) is used by the Radio Operators to verify receipt of the the Radio Operators to verify receipt of the

complete messagecomplete message

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The Top of the FormThe Top of the Form Radio Operator:Radio Operator:

06/04/0912

Originator:Originator:

- Time Filed:- Time Filed:

Use 24 hour clockUse 24 hour clock

e.g. 1 AM = 0100 e.g. 1 AM = 0100 1:15 PM = 13151:15 PM = 1315

Noon = 1200Noon = 1200Midnight = 0000Midnight = 0000

- Date:- Date:

Use the format:Use the format:

Year –4 digitsYear –4 digitsMonth –2 digitsMonth –2 digitsDay – 2 digitsDay – 2 digits

The Top of the FormThe Top of the Form Radio Operator:Radio Operator: City/Town (where you are) City/Town (where you are)

Use Local time for in-province messagesUse Local time for in-province messagesUse UTC for out-of-province messagesUse UTC for out-of-province messages

--

06/04/0913

Radio Radio Operator:Operator:

AfterAfterTransmittingTransmitting

the message,the message,completes thecompletes thebottom of the bottom of the

Message FormMessage Form

Parkinson Recreation CentreParkinson Recreation Centre

Amateur Radio StationAmateur Radio Station

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The Finished “Sent” Message - Complete! Concise! Clear!The Finished “Sent” Message - Complete! Concise! Clear!

Parkinson Reception Parkinson Reception CentreCentre

Radio Operator:Radio Operator:

Sign the formSign the formand record and record

OperatorOperatorCall SignCall Sign

Fill in theFill in theStation Sent To,Station Sent To,

Date Date and Timeand Time

Distribution: White Copy to Radio StationDistribution: White Copy to Radio StationPink Copy –Parkinson Originator, Pink Copy –Parkinson Originator,

Canary Copy – Comms Unit RecordsCanary Copy – Comms Unit Records

06/04/0915

A Finished EOC “Received” Message A Finished EOC “Received” Message

Distribution: White Copy to ESS at EOCDistribution: White Copy to ESS at EOCPink Copy – Radio Station Pink Copy – Radio Station

Canary Copy – Comms Unit RecordsCanary Copy – Comms Unit Records

EOC EOC Radio Operator:Radio Operator:

Confirm Word Confirm Word Count “Check”Count “Check”

with thewith theSending StationSending Station

Print the SendingPrint the SendingOfficial’s name Official’s name

above the Originator above the Originator Signature lineSignature line

Fill inFill in““Station Received Station Received

From:” detailsFrom:” details

Deliver the Deliver the MessageMessage

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The Transmitted / The Transmitted / Spoken Message:Spoken Message:

- Spell confusing / difficult - Spell confusing / difficult words or names using the words or names using the phrase “I spell” followedphrase “I spell” followedby Phonetic Alphabet forby Phonetic Alphabet forthe letters in the word: the letters in the word:

Alpha, Bravo, Charlie, Delta, Alpha, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, Hotel, Echo, Foxtrot, Golf, Hotel,

India, Juliet, Kilo, Lima, Mike, India, Juliet, Kilo, Lima, Mike, November, Oscar, Papa, November, Oscar, Papa,

Quebec, Romeo, Sierra, Tango, Quebec, Romeo, Sierra, Tango, Uniform, Victor, Whiskey, X-Uniform, Victor, Whiskey, X-

ray, ray, Yankee, Zulu Yankee, Zulu

- Reinforce important numbersReinforce important numbers e.g. 2100 hours e.g. 2100 hours

by repeating - say by repeating - say ““two, one, zero zero hours” two, one, zero zero hours” Speak Clearly and Evenly, Pause Speak Clearly and Evenly, Pause

periodically, to let the listener record!periodically, to let the listener record!

06/04/0917

EOC - The Unit Log:EOC - The Unit Log:

- Write in the name of your Unit, your Name & Position,- Write in the name of your Unit, your Name & Position,- beginning Operational Time (24 hour clock)- beginning Operational Time (24 hour clock)

- Fill in the ending time at the end of your shift.- Fill in the ending time at the end of your shift.

-Fill in names of other Unit Staff as they are assigned duty.Fill in names of other Unit Staff as they are assigned duty.

06/04/0918

EOC - The Unit Log: EOC - The Unit Log: (continued)(continued)

-Record operational events,Record operational events,

-Major Incident EventsMajor Incident Events

- Specific Staff deployments- Specific Staff deployments

06/04/0919

Amateur Radio Stations: Radio Operation LogAmateur Radio Stations: Radio Operation Log

- Begin by writing in the Date and Time (24 hour clock)- Begin by writing in the Date and Time (24 hour clock)- Fill in the next sequential log page number for your Radio Location- Fill in the next sequential log page number for your Radio Location

-Fill in the Tactical Call Sign for your station & the Fill in the Tactical Call Sign for your station & the geographic location of the stationgeographic location of the station

06/04/0920

Amateur Radio Stations: Radio Operation Log Amateur Radio Stations: Radio Operation Log (continued)(continued)

(Record Summary of)(Record Summary of)-Formal Message details, Unit to Unit Messages, Formal Message details, Unit to Unit Messages,

-Individual Operator & Station conversationsIndividual Operator & Station conversations-Major Incident Events, information & deploymentsMajor Incident Events, information & deployments

-Sign IN and OUT of Radio Station AssignmentSign IN and OUT of Radio Station Assignment

06/04/0921

Other forms ofOther forms ofCommunicationCommunicationAre used by theAre used by the

EOCEOC

06/04/0922

Communications Communications The Multi-Set Internal MemoThe Multi-Set Internal Memo

Originator:Originator:

- Include the Date- Include the Date-Recommended: Recommended:

-Include Time (24hr clock)Include Time (24hr clock)

- Remove Remove Yellow Follow-up Copy Yellow Follow-up Copy

from the setfrom the set

Addressee: (Reply)Addressee: (Reply)

- Include the Date- Include the Dateand timeand time

- Return the Pink Copy - Return the Pink Copy to the Originatorto the Originator

- Keep the White Copy- Keep the White Copy

06/04/0923

Communications: E-mailCommunications: E-mail

Recommended:Recommended:

Use wheneverUse wheneveravailable foravailable for

Routine Routine Messages Messages

Recommended:Recommended:

Click “Reply”Click “Reply”each time toeach time tomaintain amaintain a

complete recordcomplete recordof the resolutionof the resolution

of the originalof the originalmessagemessage

06/04/0924

Communications Communications Facsimile (Fax)Facsimile (Fax)

Recommended:Recommended:

Use to sendUse to send““exact” copies quickly,exact” copies quickly,

Recipient on hand Recipient on hand waiting, or to bewaiting, or to beretrieved laterretrieved later

Recommended:Recommended:

Alternate methodAlternate methodfor transmitting for transmitting

non-urgent messagesnon-urgent messagesto be left for laterto be left for later

retrieval retrieval

06/04/0925Via PEP Victoria Packet NetworkVia PEP Victoria Packet Network

Communications: Packet RadioCommunications: Packet Radio

Recommended:Recommended:

Alternate route for Alternate route for messages between messages between

EOCs,EOCs,Regional PREOCS Regional PREOCS

and PEP HQand PEP HQ

Recommended:Recommended:

For lengthy WelfareFor lengthy Welfare traffic, such traffic, such As Evacuee As Evacuee

Registration ListsRegistration Listsand Reportsand Reports

06/04/0926

Amateur Stations running APRS-GPS Maps SystemsAmateur Stations running APRS-GPS Maps Systems

Good for Tactical Messages between Amateur Radio StationsGood for Tactical Messages between Amateur Radio Stations

06/04/0927

““PLAN”PLAN”AnticipateAnticipateWhat can What can HappenHappen

““PRACTICE”PRACTICE”Test, Revise,Test, Revise,Test AgainTest Again

““PREPARE”PREPARE”People, Equipment,People, Equipment,

& Procedures in place& Procedures in place

06/04/0928

Amateur RadioAmateur Radio Operators Operators - Partners in - Partners in Serving the Serving the CommunityCommunity

Norm Bartonve7bzc@rac.ca

www.cordeoc.ca