Message Passing USE AND DISTRIBTION NOTICE. Housekeeping. Agenda. Message Passing Tabletop 1/31/2018

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1 USE AND DISTRIBTION NOTICE Message Passing Santa Clara County RACES authorization is granted to use and duplicate this material as is as long as this page and the copyright notices on each page are included, acknowledging Santa Clara County ARES/RACES as the holder of the copyright. Permission is granted to adapt this presentation to your needs as long as you acknowledge our copyright and include a note similar to "adapted with permission from Santa Clara County ARES/RACES Santa Clara County ARES /RACES Updated ARES and Amateur Radio Emergency Service are registered servicemarks of the American Radio Relay League Incorporated and are used by permission. For additional information on training or any of our programs send an to: info@scc ares races.org 1 2 Housekeeping Agenda Introductions Pen/pencil & paper Cell phones on silent or vibrate Side conversations Questions Refreshments Breaks Restrooms In case of emergency Review of Basic Concepts Message Passing Fundamentals Phonetics Rules of Thumb Prowords Message Types Formal Agency Specific Informal Unfamiliar forms Problem Solving Exercises, exercises, exercises 3 4 Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 1

2 Learning Objectives At the end of the class, you should be able to: Properly send, receive and log formal, agency specific, and informal messages, including messages using formats that you haven t seen before What does it take to be a great Message Passer? You need to be a great communicator, com mu ni cate: to transmit information, thought, or feeling so that it is satisfactorily received or understood Who is able to communicate precisely, pre cisely: 1. in a precise manner 2. exactly Following a shared, standard procedure, that EVERYONE is trained to use! 5 6 Where do we pass messages? County Message Net City to Santa Clara County Op Area Local Nets Basic Concepts Some of the basic concepts that always apply to emergency communications Fielded Stations to Local EOC Tactical Nets Could be CERT teams Could be other volunteer teams NGO s, FBO s, Map Your Neighborhood teams Fielded Stations to Fielded Stations Public Events Others? Emergency Nets 7 8 Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 2

3 Points to Remember... Points to Remember... Formal and informal messages and agency message forms must be completed correctly, concisely, and legibly. Time must be written as 24 hour local time; unless otherwise instructed Communication logs must be clear, concise and legible Illegible messages should go back to the message originator, or if that is not practical the radio room Shift Supervisor, for clarification. If you are given a verbal message, write it out, and get approval from the originator before sending it. Identify with tactical call, and use your FCC call every 10 minutes and at end of communication Clearly state the nature of your traffic ( I have 1 priority message for you or I have 2 routine messages for you ) When ready to send, inform the receiver of the message type (City Scan, ICS 213, Logistics Request, etc.) Pass messages exactly as written, which may include what we perceive as mistakes. Corrections made to messages by the originator should be initialed. Ask for clarification if needed Use the Message Form or designated form of the agency 9 10 Points to Remember... Effective Radio Techniques Transmit only facts, not conjecture Transmit only information that comes from an approved source or other appropriate authority; When in doubt, ask Avoid sending personal or confidential information that you don t want seen on the Nightly News Dead bodies, What else? Use standard ICS position titles, facility names and/or tactical names Make only necessary transmissions Use learned procedures and techniques to reduce the number of transmissions Use a minimum of words to convey a message Leave a pause at beginning of transmission to allow repeater to key up. If repeaters are linked, leave an even longer pause Leave sufficient gaps between transmissions for others to break in Drop PTT when not speaking; avoid open mic or dead air Use standard ITU phonetics when spelling Other suggestions? Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 3

4 Use Control Phrases Message Passing Do s These words are spoken to begin or end the message, indicate information for the receiving operator, or to separate parts of the message All stations standby or All stations hold your traffic Pass messages in five word groups Others? DO use plain language No Q codes or 10 codes DO use standard ITU phonetics Practice reading street signs, license plates phonetically DO voice numbers correctly 11 FIGURES one one NOT eleven FIGURES one one DO use prowords for less traffic and absolute accuracy Turn on Kay I SPELL kilo alfa yankee street Sorry, I didn t get that. Can you repeat SAY AGAIN DO exchange and record message numbers Formal and informal messages When passing messages One to One or One to Many (multistation) DO limit on the air time Read back messages only when requested DO practice copying call signs During weekly nets, etc Follow the NTS Manual (plus SCCo changes) Message Passing Fundamentals The building blocks of the message passing process Most of what we will cover comes from the ARRL NTS manual Chapter 2 Sending Messages on Voice Print it out; keep it in your go kit; refer to it often Look for [NTS x.x.x] section numbers A (very) few NTS procedures don t fit RACES situation where the message author and recipient are not radio operators Example: X for end of sentence Santa Clara County RACES additions and/or exceptions adjust for our environment (FM simplex or repeaters) and fill in missing procedures Punctuation, symbols, GPS coords, Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 4

5 Some Rules of Thumb Standard ITU Phonetics SPEED When voicing messages, say a word or group, then pretend to write it This slows you down to the pace that the receiver can handle PAUSES Pauses are crucially important tools in voicing messages. Pauses exist between words/letters, groups (essential for clarity and separation) Additionally, pauses may be used to listen for interruptions throughout the message transmission to improve efficiency. The receiving operator hears such pauses. They are clues to what is coming next in addition to aiding in correct group copying. SPELLING Spell with letters or phonetics based on radio conditions, interference, or type of group. Spell and use phonetics where mandatory. Use only standard phonetics. The objective in traffic handling is absolute accuracy in copy. ALWAYS use standard ITU phonetics A alfa (AL fa) B bravo (BRAH voh) C charlie (CHAR lee) D delta (DELL tah) E echo (ECK oh) F foxtrot (FOKS trot) G golf (GOLF) H hotel (hoh TELL) I india (IN dee ah) J juliet (JU lee ETT) K kilo (KEY loh) L lima (LEE mah) M mike (MIKE) N november (no VEM ber) O oscar (OSS cah) P papa (pah PAH) Q quebec (keh BECK) R romeo (ROW me oh) S sierra (see AIR rah) T tango (TANG go) U uniform (YOU ni form) V victor (VIK tah) W whiskey (WISS key) X x ray (ECKS RAY) Y yankee (YANG key) Z zulu (ZOO loo) If there is a chance of misunderstanding, spell it out with I spell : go to Kay Street go to Kay, I spell kilo alfa yankee, Street * * * * Message Passing Exercise Catch that Callsign???? Comprehension is critical Take out your Form One A list of callsigns will be read See if you can get them all correctly Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 5

6 How did you do? Fictitious Call Signs KILO SIX PAPA MIKE MIKE K6PMM NOVEMBER SIX DELTA KILO CHARLIE N6DKC KILO SIX GOLF DELTA ALFA K6GDA WHISKEY SIX MIKE UNIFORM GOLF W6MUG NOVEMBER TWO DELTA ALFA ALFA N2DAA ALFA ECHO SIX X RAY AE6X WHISKEY SIX KILO ALFA LIMA W6KAL KILO ECHO SIX SIERRA VICTOR X RAY KE6SVX KILO ZULU SIX OSCAR KZ6O WHISKEY BRAVO SIX ZULU VICTOR WHISKEY WB6ZVW KILO SEVEN DELTA ALFA ALFA K7DAA KILO GOLF SIX YANKEE OSCAR LIMA KG6YOL Further examples used in this class make use of fictitious call signs: W6XRL4: Herman Munster Character in a 1960 TV show We will treat it like a real FCC call sign, even though it doesn t have the correct format XNDEOC: City of Xanadu Emergency Operations Ctr We will treat it like a real tactical call sign Message Passing Exercise Catch that word???? Take out your Form One A list of some words you might hear in an activation. See if you can get them all correctly Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 6

7 How did you do? Tsunami Mitigation Erosion Accessible Hazmat Deralement * Catastrophic Impassible Coordinattes * Eradication * Intentionally misspelled 25 Groups vs. Words Some parts of messages are not words Examples include initials, numbers, abbreviations, etc. This example contains no words: 305B NW 1 st St The generic term group is used to refer to combinations of letters, numbers and/or symbols, separated by white space The above example contains 4 groups All words are groups. But not all groups are words. Example groups: car, 53, WD 40, ARRL, W6XRL4/7 26 Pronouncing Figures 0 zero (ZEE row) 1 one (WUN) 2 two (TOOO) 3 three (THUH ree) 4 four (FOH wer) 5 five (FY ive) 6 six (Sicks) 7 seven (SEV vin) 8 eight (Ate) 9 nine (NINE er) Larger numbers are spoken as a string of single digits: 600 = figures six zero zero Usually preceded by the word figures Please copy 109 Please copy figures one zero niner Requesting 16 blankets Requesting figures one six blankets * Punctuation In SCCo RACES we handle punctuation differently than the ARRL NTS manual because the people creating and receiving the message are not other radio operators Period Written:. at the end of a sentence, is not written as a separate word/group. Spoken: period Question Mark Written:? at the end of a sentence, is not written as a separate word/group. Spoken: question mark Colon Written: :, often in an internet address Spoken: colon Semicolon Written: ; within a sentence, is not written as a separate group. Spoken: semicolon Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 7

8 Symbols Symbols (cont.) The NTS manual does not cover how to voice many symbols. SCCo RACES will adopt the following standard: / is spoken slash Example: and/or is spoken mixed group alpha november delta SLASH oscar romeo + is spoken plus Example: is spoken telephone figures PLUS one <pause> four zero eight <pause> eight six seven <pause> five three zero niner depends on the context is spoken minus as part of a number Example: 123 is spoken figures MINUS one two three is spoken dash when used as a dash Example: w2xsc 1 is spoken mixed group whiskey two x ray sierra charlie DASH one Voicing of. is context dependent: In a number,. is spoken decimal Example: Spoken: figures one four six DECIMAL four seven five In an , packet, or internet address,. is spoken dot Example: joe@host.com Spoken : address juliet oscar echo atsign hotel oscar sierra tango DOT charlie oscar mike At the end of a sentence,. is spoken period Example: Bring food. Spoken : bring food PERIOD Symbols (cont.) Message Passing Prowords Here are some more: = is spoken equal Example: beds = 5; tarps = 10; Spoken : beds mixed group EQUAL figure 5 semicolon tarps mixed group EQUAL figures ten semicolon & is spoken ampersand Example: contact AT&T Spoken : contact mixed group alfa tango AMPERSAND tango Example: staging near Main & Park Spoken: staging near main mixed group AMPERSAND park _ is spoken underscore Example: map_ pdf Spoken: mixed group mike alfa papa UNDERSCORE two zero one eight zero two dot papa delta foxtrot Prowords are special words used to facilitate message passing by voice They are NOT written into the message Prowords can be grouped into four categories, depending on how they are used: Operational/Control Prowords Define the start, end, or control the flow of the message Clarification Prowords Always spoken after a group Clarifies or emphasizes what was just said Qualification Prowords Used withina group Defines a quality to allow precise copy Introductory Prowords Always spoken before a group Alerts receiving operator to what is coming next It is important to use each of them in the right place to avoid confusing the recipient and slowing down the message transfer Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 8

9 Control Prowords Control Proword Examples Used to control message flow Can be used to Begin a message End a message Separate parts of the message Control the pace Request repeats MESSAGE NUMBER [NTS ] Indicates the start of a message ROGER [NTS ] Acknowledged, i.e. I heard and understood (does NOT mean yes ) BREAK Interrupt STAND BY Wait CONTINUE or GO [NTS ] Used by the receiver to tell the sender to continue with the next set of five words/groups MESSAGE ENDS or END OF MESSAGE [NTS ] Indicates the end of the message content SAY AGAIN Used by the receiver to request a repeat. Followed by a qualifier Say Again Qualifiers [NTS ] Message Passing Exercise WORD AFTER Say again word after Respond with group or part requested WORD BEFORE Say again word before Respond with group or part requested BETWEEN AND Say again between and Respond with group(s) between blanks, observing limits ALL AFTER Say again all after Respond with all groups after the one specified to the end of the message, unless limited ALL BEFORE Say again all before Respond with all groups in the message to the group specified, unless limited Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 9

10 Exercise How would you ask for a repeat? Clarification Prowords You are RECEIVING a message. The sender has paused at the end of these five word groups. indicates an unintelligible word Herman Munster received a more jelly donuts please. Go to more after after Used to clarify or emphasize something that was just said Always spoken AFTER the relevant group Usually used for a single group Use proactively if the recipient might possibly misunderstand Heterographs i.e. words that sound the same but are not spelled the same Examples: to/too/two; for/fore/four; ate/eight; be/bee Words that may sound the same under noisy conditions Examples: he/she/we/fee/bee/tea/sea/gee/key/me/the/ Clarification Proword Examples Message Passing Exercise I SPELL [NTS ] Used to indicate you are going back to spell the group just voiced Used with ONE GROUP AT A TIME Said IMMEDIATELY after voicing the group, followed by either phonetic or letter spelling of the group Example: You need to I SPELL tango oscar arrive at I SAY AGAIN [NTS ] Used to emphasize or to help ensure receipt of what was just said Say the group(s), then "I say again", then repeat the group(s), and then continue Usually, limit repeats for clarity to one group at a time to avoid confusion. However, in very bad radio conditions, repeating phrases or whole lines of a message can increase the chance for correct copy Example: Do not, I SAY AGAIN, NOT, go in there Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 10

11 Exercise How would you say? Qualification Prowords You re SENDING the following in a message. ALL CAPS ITALICS, below, indicates something that you want to make sure the other person receives CLEARLY and CORRECTLY Turn right on KAY Street Need to eliminate all METHYLTETRAETHYLBADSTUFF DON T enter the building We need jelly donuts NOW Always spoken WITHIN a group Typically previously identified with an Introductory Proword Alerts the receiving operator to a special quality for the character(s) that follows Allow precise copy, such as case sensitive information (web addresses, passwords, chemical names, etc.) Implies that the following characters are going to be sent one character at a time, phonetically Remains in effect for group until over ridden Like the Caps Lock key on your keyboard Qualification Proword Examples Introductory Prowords UPPERCASE and LOWERCASE Used to indicate that following characters should be copied in in the appropriate case Used with ONE GROUP AT A TIME Remain in effect until the end of the group or until over ridden by another Qualification Proword Example: Written: The password is password Spoken: The password is password <pause> I spell LOWERCASE papa alfa sierra sierra UPPERCASE whiskey oscar romeo delta Written: Deliver 1 LiFePO4 battery Spoken deliver figure one mixed group UPPERCASE lima LOWERASE india UPPERCASE foxtrot LOWERCASE echo UPPERCASE papa oscar four battery Alert the receiving operator to a special type of group to follow, such as initial(s), figure(s), mixed groups, or amateur call signs... i.e. things which are not normally spoken words Always spoken BEFORE the relevant group(s) Implies that the next group is going to be sent one character at a time, letters phonetically if present Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 11

12 Introductory Proword Examples Figure(s) Telephone figures Initial(s) GPS coordinates (SCCo RACES enhancement) Amateur call Mixed group(s) Mixed group figure(s) address Packet address Internet address Intro Proword: Figure(s) Identifies one or more numerals to follow Voice each digit separately A. is voiced DECIMAL A preceding is voiced MINUS Examples: Written: Send 12 dozen jelly donuts right away Spoken: Send FIGURES ONE TWO <pause> dozen jelly donuts right away Written: Switch to frequency Spoken: Switch to frequency FIGURES ONE FOUR SIX DECIMAL ONE ONE FIVE Written: The temperature will dip to 10 Spoken: The temperature will dip to FIGURES MINUS ONE ZERO [NTS ] Intro Proword: Telephone Figures [NTS ] Intro Proword: Initial(s) [NTS ] Identifies a telephone number to follow Identifies one or more initials to follow Best to include area code for clarity Voice each letter phonetically Examples: Written: , (408) , or Spoken: TELEPHONE FIGURES four zero eight<pause> five five five <pause> one two one two Written: Spoken: TELEPHONE FIGURES plus eight eight one six <pause> four zero eight<pause> five five five <pause> one two one two Examples: Written: James T Kirk Spoken: James <pause> INITIAL tango <pause> Kirk Written: ARRL Spoken: INITIALS alfa romeo romeo lima Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 12

13 Intro Proword: GPS Coordinates Intro Proword: GPS Coordinates (cont.) Identifies a set of GPS coordinates to follow Used when a set of numbers contain one or more of the coordinate marker symbols: (degrees), (minutes), (seconds) N (north), S (south), E (east), W (west) Voice the marker symbols where they appear But don t add them, if not already part of written message. Include the word AND between the latitude and longitude parts. Send as a single group, even if written across multiple slots You may need to make adjustments to fit the 5 words at a time rule If the numbers look like coordinates, but don t contain any marker symbols, just send them as FIGURES. Examples: Written: , Spoken: GEE PEE ESS COORDINATES four one DEGREES <pause> two four decimal two zero MINUTES <pause> AND <pause> two DEGREES <pause> one zero decimal four four MINUTES Written: N E Spoken: GEE PEE ESS COORDINATES four one DEGREES <pause> two four MINUTES <pause> one two decimal two SECONDS NORTH <pause> AND <pause> two DEGREES <pause> one zero MINUTES <pause> two six decimal five SECONDS EAST Intro Proword: GPS Coordinates (cont.) Message Passing Exercise Examples: Written: N, W Spoken: GEE PEE ESS COORDINATES three two decimal three zero NORTH <pause> AND <pause> one two two decimal six one WEST Written: 32.30, Spoken: GEE PEE ESS COORDINATES three two decimal three zero DEGREES <pause> AND <pause> minus one two two decimal six one DEGREES Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 13

14 Exercise How would you say these? Intro Proword: Amateur Call [NTS ] 9 lives Identifies an amateur call sign to follow MHz 1645 hours 600 Hz 107 HOOK ROAD SW APT 21 PHILADELPHIA PA Voice each character phonetically Example: Written: W6XRL4 Spoken: AMATEUR CALL whiskey six x ray romeo lima four N, W , Intro Proword: Mixed Group [NTS ] Intro Proword: Mixed Group Figure(s) [NTS ] Indicates a group of letters, numbers and/or symbols to follow, beginning with a letter Includes amateur calls with / Examples: Written: Ford F150 Spoken: Ford <pause> MIXED GROUP foxtrot one five zero Indicates a group of numbers, letters and symbols to follow, beginning with one or more numbers Examples: Written: 2C Spoken: MIXED GROUP FIGURE two charlie Written: 2/C Spoken: MIXED GROUP FIGURE two slash charlie Written: W6XRL4/VA Spoken: MIXED GROUP whiskey six x ray romeo lima four slash victor alfa Written: 14R5 Spoken: MIXED GROUP FIGURES one four romeo five Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 14

15 Message Passing Exercise How would you say these? WD 40 Android 6S 55 W Younger Ave 4 th FLR 107A E 1 st ST Apt 3C W6XSC Abc?deF(assume case sensitive) Intro Proword: address Indicates an e mail address to is voiced ATSIGN,. is DOT [NTS ] Intro Proword: Packet Address Indicates a packet address to follow callsign@bbscall.#<region>.<state>.<country>.<continent> Usually looks like an address, except contains # Note: Some parts may not be present (right to left) [NTS ] Example: Written: harry@aol.com Spoken: ADDRESS hotel alfa romeo romeo yankee <pause> ATSIGN <pause> alfa oscar lima <pause> DOT <pause> charlie oscar mike # is voiced POUNDSIGN, others like Address Example: Written: w6xrl4@w4xsc.#nca.ca.usa.noam Spoken: PACKET ADDRESS whiskey six x ray romeo lima four ATSIGN whiskey four x ray sierra charlie DOT POUNDSIGN november charlie alfa DOT charlie alfa DOT uniform sierra alfa DOT november oscar alfa mike Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 15

16 Intro Proword: Internet Address [NTS ] Indicates an internet (e.g. web ) address follows <scheme>://<hostname[:port]>/<path>[?<query>] ftp://some.host.com:21/ Message Passing Exercise Everything after <hostname> is case sensitive! Example: Written: Spoken: INTERNET ADDRESS hotel tango tango papa colon slash slash whiskey whiskey whiskey dot sierra charlie charlie oscar dot oscar romeo golf slash lowercase oscar papa sierra dot hotel tango mike lima poundsign uppercase golf lowercase alfa uppercase kilo lowercase india tango How would you say these? More Rules of thumb (SCCo RACES) support@productco.com xndeoc@w1xsc.ampr.org xndeoc@w1xsc.#nca.ca.usa.noam rtsp:// /cam?zoom=5&tilt=180 ares races.org/macinfo/icsfiles/go kit/xsc_eoc 213RR_v1706.pdf At the end of each five words, unkey To tell the sender to proceed, say "Go or Continue To start a new line, say "New line". (e.g., message has paragraphs) At the end of the message, say "End of message" Hearing "end of message, the receiver says, My message number is <FCC call sign> Sender replies with, <FCC call sign> Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 16

17 Message Types Formal, informal, Regardless of the message type, all are sent using the previously discussed message passing fundamentals Formal Messages ICS Message Form Message Numbers Critically important for tracking messages Message # YOUR message number (often pre stamped to ensure uniqueness) When Receiving Msg.: Sender s Message # If you are receiving a message, put the sender s message number here When Sending Msg.: Receiver s Message # If you are sending a message, put the receiver s message number here GIL 123 Message Form Header Date, Time Use 24 hour clock, local time Severity Emergency severity is usually immediate handling order Handling Order Always handle according to handling order Take Action, Reply, FYI Often neglected; check to make sure sender filled it in Make sure if YES is checked, that a time is given Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 17

18 Message Prioritization Prioritize according to handling order, severity, and time Handling order: Immediate, Priority, Routine ARRL Precedence: Emergency, Priority, Welfare, Routine Red Cross DWI (Disaster Welfare Inquiry) has Welfare precedence Use Severity to prioritize between same handling order Handle Priority/Urgent before Priority/Other Use Time to prioritize between same handling order & severity Ultimately, the service agency decides the order Message Form Address To, From ICS Position (required) Planning, Logistics, Operations, Finance, Can also be locally defined positions: Shelter Manager, Location (required) Santa Clara County EOC, Los Altos EOC, Name (optional) Telephone (optional) OPERATIONS SCC EOC INCIDENT COMMANDER SOUTH COUNTY ICP Message Form Body Subject Reference Used for sending a reply Message body 5 words at a time; 30 words max (ideally) Pretend you are writing when you send; helps pace your sending speed ACTIVE FLOODING HEAVY RAIN CONTINUING AFTER 2345 HOURS. DESPITE OUR BEST EFFORTS LEVEE IS COLLAPSING. Message Form Action Taken Typically for local use Not transmitted via radio NOT FOR REPLIES! Reference field in message body is use to reference a replied to message. Originator may record action they took Who they CC d What else they did with the message Recipient may record action they took Who they CC d Responded via message # X Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 18

19 Message Form Operator Use Message Announcement Procedure We never transmit this information. For tracking and how message was handled (received or sent) Method For us, we will typically check Amateur Radio But we are first and foremost communicators, so we may send by FAX or telephone or other means Operator Call Sign, Name Date, Time W6XRL4 H Munster Step 1: Announce quantity and handling order as usual Examples Net Control, I have 2 Priority messages for you Net Control, I have 1 Emergency and 1 Routine message for you The receiver will prioritize vs. other messages that may be waiting, then: go ahead or ready to copy Step 2: Announce message type before sending Let the receiver know what s coming so they can prepare the right form Message type is ICS 213 Message type is Logistics Request Form Message type is informal (ex. unstructured, non form type messages) The receiver readies the right form, then: go ahead or ready to copy Step 3: Send the message as usual Message number Recommended Transmission Process Sender (wait for ACK each step) 1 Message #, Date, Time 3 Severity, Handling, Requests 4 To, From 5 Subject 6 Reference (if any) 7 Message 5 words at a time 8 End of message Receiver 2 After each step, tell sender to Go, or use prowords to ask for repeats 9 ACK the end of the message with My message number is <rcvr s msg#> 10 End with <FCC call sign> Sender 11 Fill in receiver s message # 12 End with <FCC call sign> Sender & Receiver 13 Fill in the bottom part of the form and hand it off as needed Message Passing Exercise Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 19

20 Message Passing Exercise Take turns passing an ICS 213 message Follow county procedure See how far you can get in 4 minutes! Control and Clarification Prowords: I SPELL Say again WORD AFTER Say again WORD BEFORE Say again BETWEEN AND Say again ALL AFTER Say again ALL BEFORE Introductory Prowords: Figure(s) Telephone figure(s) Initial(s) GPS coordinates Amateur call Mixed group Mixed group figure(s) address Packet address Internet address Sending to More Than One Station Announce quantity, priority and type of message All Stations, All Stations, Stand by to copy one routine 213 message Pick a pacing station Mountain View, will you be my pacing station? Mountain View acknowledges Send message as normal Pacing station provides acknowledgments during message transfer and sends their message number at the end Ask for acknowledgments from other stations I will now poll all stations for acknowledgments. When I call you, respond with your message number or request a fill. Los Altos. Gives stations an opportunity to ask for fills or repeats Confirms which stations received the message Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 20

21 Logging Multi recipient Messages on an ICS 309 Sender: Use a separate line for each acknowledgment But the multiple lines essentially constitute one long entry Either repeat the From message number, or use ditto marks, or an arrow, or something else to clearly indicate that all entries are part of the same message Logging Multi recipient Messages on an ICS 309 Receiver: Indicate the multi recipient nature of the message by logging an appropriate TO value. Referring to the previous example of the sender log, here s what the Agency 2 log might look like: 1312 NC XND 100 All Agencies A2 456 Report supply levels by XND 100 All Agencies Report supply levels by Agency 1 A Agency 2 A Agency 3 A Message Passing Demo Multi Station Message Passing Demo Net Control: #### XND 012 All Shelters Donut deadline #### Shelter 2 SH2 005 #### Shelter 1 SH1 059 #### Shelter 3 SH3 101 Shelter 1: #### NC XND 012 All Shelters SH1 059 Donut deadline Shelter 2: #### NC XND 012 All Shelters SH2 005 Donut deadline Shelter 3: #### NC XND 012 All Shelters SH3 101 Donut deadline Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 21

22 Critical Information to Capture Agency Forms and Informal Messages As the operator passing the message, always include: Your message number Their message number Log "N/A" if they don t have one Message handling order City Scan default = Immediate Logistics Request default = Priority Otherwise, default = Routine To Position & Location City Scan default = Planning Logistics Request default = Logistics Otherwise, default = Planning From Position & Location How message was transmitted Sent vs. Received Amateur Radio, Telephone, Packet, etc. Your name and FCC call sign Date and time message was transmitted Other information should only be included if already on the form For example, message creation date/time, situation severity, reply actions, etc. Don t make stuff up! City Scan Flash Report We need to be able to track and account for the message. So it needs all the standard fields. So what s missing? Message #s, Handling Order, To/From Pos n & Loc n, Operator Info (how passed, name, call, date, time) Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 22

23 Resource Request Form 213RR What s missing here? Message #s, Handling Order, To Pos n & Loc n, Operator Info (how passed, name, call, date, time) Example of an informal message Received verbally: Informal Message To the Verizon Rep. at SCC EOC From Dale Foster OPS Section Chief For the THIRD TIME, where are my cows? I WANT an answer in 5 minutes! Based on our recommendations what else should be recorded? Need to add missing tracking info: Message number, date, time, handling order, from location, method (amateur radio, packet, etc.), operator call sign, name Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 23

24 Informal Message Form Message Passing Exercise Message Passing Exercise Pass a plain text message, with a routine handling order Don t forget your message numbers! Don t forget to send 5 words at a time! Say, New line to indicate paragraph breaks See how far you can get in 3 minutes! Control and Clarification Prowords: I SPELL Say again WORD AFTER Say again WORD BEFORE Say again BETWEEN AND Say again ALL AFTER Say again ALL BEFORE What else should be recorded? Introductory Prowords: Figure(s) Telephone figure(s) Initial(s) GPS coordinates Amateur call Mixed group Mixed group figure(s) address Packet address Internet address Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 24

25 Unfamiliar Form what do you do? Unfamiliar Form what do you do? First thing always check to be see if the receiving party has a copy of the form you are thinking of sending. If they do, it simplifies your sending process Send them a copy via fax or ? If they have a copy of the unfamiliar or non standard form and it has numbered fields... Send it using the numbered fields saves time ONLY send the fields that have a value What if they don t have the form? Come up with a process! Define a process with what works for you and you think would get you message across. For Example: A Donut Ordering form How does the recipient know what you re saying is the name of a field, or data you are transmitting? Set the expectation: I will say the word field followed by the field name, then the word value followed by the data in the field If a form will be used more than once, assign field numbers and pass the form layout, first: I will say field followed by the number, then Name followed by the name. Subsequently, use the field numbers: I ll send the message as field, followed by the number, pause, then say the field value Example of an unfamiliar form: Donut Ordering Form Example of Form with Numbered Fields Date: Time: 1050 hours Person Ordering: Michael Glazed: 1 dozen Jelly: 1 Raspberry Plain: 24 mixed Bear Claws: de clawed What else should be recorded? Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 25

26 Proword Is Part of the Message Problem Solving How to handle the problems that will inevitably happen What if a proword like figures is part of the message? Answer: Use I spell Examples: Written: The latest figures are encouraging. Spoken: The latest figures I SPELL foxtrot india golf uniform romeo echo sierra <pause> are encouraging. Written: Itemize 4 figures for each. Spoken: Itemize FIGURE four <pause> figures I SPELL foxtrot india golf uniform romeo echo sierra <pause> for I SPELL foxtrot oscar romeo <pause> each Long Messages When you run out of room on the form when receiving a message: Make it abundantly clear on page 1 that there is more than one page ( Page 1 of X ) Use plain paper for subsequent page(s) Number each subsequent page ( Page X of Y ) All subsequent pages MUST include message number Use only front of paper Copying and/or scanning often misses the back of pages Immediately staple or otherwise affix all pages together If an Operator is sending a message poorly (say, an ICS 213), what do you do? Suggest a process, like, Send fields left to right, top to bottom, 5 words at a time If that doesn t work, switch to a more directive approach by asking for individual fields: message number?, date?, time? To position?, etc. If, after going through that once, and the next message isn t sent properly, it might be time to suggest another operator (through discreet channels) Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 26

27 If an Operator is sending a message poorly (using an unfamiliar form you haven t seen) what do you do? Examples of other forms Try suggesting: First, tell me the names of each of the fields on the form, left to right, top to bottom. Pause after each one (or five) and wait for an acknowledgment by me. If the fields are numbered, tell me the number when you tell me the field name Then ask for each piece of info by the field name Message Passing Exercise Message Passing Exercise Pass unfamiliar Meal Request form Devise a plan, e.g. send as field name/value pairs Tell receiver what to expect Don t forget to send 5 words at a time! See how far you can get in 3 minutes! Control and Clarification Prowords: I SPELL Say again WORD AFTER Say again WORD BEFORE Say again BETWEEN AND Say again ALL AFTER Say again ALL BEFORE 107 Introductory Prowords: Figure(s) Telephone figure(s) Initial(s) GPS coordinates Amateur call Mixed group Mixed group figure(s) address Packet address Internet address 108 Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 27

28 How d You Do? 20 COFFEES 20 SODAS Did you copy the message EXACTLY? Don t be afraid to ask for spelling of a word get it right! Beware of heterographs to vs. too vs. two for vs. four ate vs. eight Did you add? Your message number How received Amateur Radio Call sign Name Date Time Did the sending station ask for the receiver s message number? Summary You should now be able to: Properly send, receive and log formal, agency specific, and informal messages, including messages using formats that you haven t seen before And you should be able to do it precisely! Practice is the only way to become and remain proficient! Copyright 2018 Santa Clara County ARES /RACES. All rights reserved. 28