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Formal Messaging

The ARRL Radiogram and the ICS-213 prepared by Clint Miller Story County Amateur Radio Emergency Service. Formal Messaging. Formal vs. tactical messages Review of the standard ARRL Radiogram Introduction to using the ICS-213 Practice message. Formal Messaging.

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Formal Messaging

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  1. The ARRL Radiogram and the ICS-213 prepared by Clint Miller Story County Amateur Radio Emergency Service Formal Messaging

  2. Formal vs. tactical messages Review of the standard ARRL Radiogram Introduction to using the ICS-213 Practice message Formal Messaging

  3. Thanks to all the groups that made PowerPoints and posted them on the internet so I could copy them!

  4. Practice Message Handling The Goal of practice is to send and receive Accurate, Brief, Clear messages, in plain language, provide efficient emergency communications. Always transmit messages exactly as written, even if it doesn’t make sense to you. We send each other messages all the time… Messages on radio can be - Informal or Tactical Communications

  5. Informal / Tactical Messages Formal Written messages are NOT needed for most communications such as: - “Real-Time” Tactical Communications: - Direct conversations between third parties - Life-safety matters when timing is critical - Most routine task assignments - Most routine task completions - Most routine resource coordination - Record routine exchanges as line-items in your Comm Log (ICS Form 309)

  6. A Formal Written Message Is Needed For “Record” Communications - ALWAYS Because incident reports are public documents, USE A FORMAL MESSAGE FOR: • Station activation & closure • Damage assessments • Shelter and EOC status • Situation updates • Declarations • Resource Requests • ICS facility relocations

  7. MESSAGE COMPOSITION : Keep messages short Don’t use abbreviations No Punctuation (except end of sentence) Include title/ ICS position in address Include title/ ICS position in signature

  8. MESSAGE FORMS : For many years amateur radio operators have sent messages using the radiogram form. Currently, most served government agencies require use of the ICS-213 form to document messages

  9. The National Traffic System (NTS) is a structure that allows for rapid movement of traffic from origin to destination and training amateur operators to handle written traffic and participate in directed nets. The National Traffic System

  10. ARRL Radiogram • Preamble: Message number, precedence, HX (optional handling code), station of origin, check (text word count), place of origin, time filed (optional), and date. • Addressee: Name, call sign (if a ham), full street address, city, 2-letter state abbreviation, zip code (very important) & telephone (be sure to include area code). • This Radio Message was received at:Station identification and location.

  11. ARRL Radiogram • Text: 25 words maximum, 5 per line; Use the word “xray” for a period (.) and “query” for a question mark (?). Last word in salutation (i.e., “73”, “Love”, etc.) • Signature: (Write-in above REC’D block) Name & call sign of person who wrote the message – include full phone number if not a Ham or if new to NTS. • REC’D & SENT: Record the names and call sign of the person you rec’d the message from and/or sent/forwarded the message to, along with the date & time (CST/CDT or Z).

  12. Radiogram Detail 704 R C N2GS 14 CHESTER NJ 1830 JUL 2 • Number • Assigned by the message originator • No standard way of numbering messages • Consecutive (1, 2, 3..., starting over at the new year or monthly) • Order by month & number (507 = 7th you originated in May; 11244 = 244th message you originated in November • Precedence (E, P, W, or R) • E = Emergency (life or death urgency in a declared emergency) • P = Priority (official traffic in a declared emergency) • W = Health & Welfare (used only in a declared emergency) • R = Routine (everything else – most frequently used)

  13. Radiogram Detail 704 R C N2GS 14 CHESTER NJ 1830 JUL 2 • (Optional) HX or Handling Code – A, B, C, D, E, F or G • Collect landline delivery authorized within ___ miles of addressee or unlimited if blank (A150 = collect call authorized w/in 150 miles; A = collect call authorized regardless of miles) • Cancel message if not delivered within ___ hours of filing time & service originating station (B72 = cancel if not delivered within 72 hrs and send message to originator to notify them) • Confirmation of delivery requested by originating station (“TOD YOUR 1014 JULY 4 1330 PST XRAY 73” or if issues “ARL SIXTY SEVEN 1014 PHONE 650 555 1212 INCORRECT NO REPLACEMENT FOUND SENT RADIOGRAM INSTEAD XRAY 73” • Report your identity & time/date rec’d message plus time/date delivered or sent to another • Delivering station to get reply from addressee and send to originator as a new message • Hold delivery until ___ (numbered day of month) – great for birthday or anniversary messages (F14 = deliver on 14th of the month; F1 = deliver on the 1st of month after date filed) • Delivery by mail or toll call not required, service originating station (often ignored).

  14. Radiogram Detail 704 R C N2GS 14 CHESTER NJ 1830 JUL 2 Station of Origin: Call sign of station who put the message into NTS format; If N2GS prepares message 1207 for a fellow ham, then puts it onto an NTS packet BBS for relay to Vermont, the originator is... N2GS. If WB2W prepares message 23 for his non-ham neighbor then gives it to N2GS to relay to any NTS net, the originator is... WB2W. Check: The word count in body text only (do not count the address or signature); precede with “ARL” if any of the ARL numbered texts are used (i.e., ARL7). Place of Origin: The city & state where the message was written. (Optional) Time Filed: This is not used much... 24-hr format & time zone Date: Month (non-numeric – abbreviated) & day number message was created (i.e., Jul 2).

  15. Radiogram Detail JOE SMITH KC2XXY1234 SECOND STSUMMIT NJ 07901 650-123-4567 To: Name, call sign (if going to a ham), street address or P.O. Box, city, state (abbreviated) & zip code. Note: Digital and packet NTS messages are routed via zip code. Telephone Number: Be sure to include the area code and double-check the number!!! This Radio Message was received at: Your station identification, date received, and your location. More received-from detail will go in the “REC’D” block after body text and signature.

  16. Radiogram Detail THIS IS THE ARRL RADIOGRAM FORM XRAY DETAIL TO FOLLOW XRAY HAVE FUN 73 GREG SZPUNAR N2GS Text: 25 words maximum, 5 per line; Use “xray” for a period (.) and “query” for a question mark (?). Signature: There is no “Signature” field, just write-in below text; Name & call sign of author – include phone number if not a ham or if not known on an NTS net.

  17. Radiogram Detail Austin AK2US 7/2/03 2112 CDT REC’D: Call sign from whom you received the message and date & time of receipt. Time may be either your local time (CST/ CDT) or Zulu time. Make sure date agrees with time (Zulu is 6 hours ahead of CST – can cause date to roll forward). SENT: Call sign yousent or passed the message to, or to whom you delivered it, with date & time. Also good to note delivery method for your own reference (i.e., via phone or left on Tom’s voicemail). Always leave your call back number if message was left on voicemail!

  18. ARL Numbered TextsPurpose & How Counted • ARL Numbered Texts replace common phrases in message body text (i.e., Happy Birthday, Greetings by amateur radio, etc.) • Use of ARL texts reduce total message word count – faster and more consistent transmission of text • Translated before delivery of message to addressee • ARL text numbers are always spelled-out in words (i.e., ARL SEVEN or ARL FORTY SIX) • Message word count (check) is written as “ARL#” (i.e., ARL4 or ARL15) to alert operators that message includes at least one ARL numbered text.

  19. ARL Numbered Messages • ARL numbered messages are divided into 2 groups. Group one contains messages for RELIEF and EMERGENCY use. Group two is used for more ROUTINE messaging. This slide and the following slides show these message groups. • Group One - For Possible RELIEF EMERGENCY Use • ONE Everyone safe here. Please don't worry. • TWO Coming home as soon as possible. • THREE Am in _______ hospital. Receiving excellent care and recovering fine. • FOUR Only slight property damage here. Do not be concerned about disaster reports. • FIVE Am moving to new location. Send no further mail or communication. Will inform you of new address when relocated. • SIX Will contact you as soon as possible. • SEVEN Please reply by Amateur Radio through the amateur delivering this message. This is a free public service. • EIGHT Need additional _______ mobile or portable equipment for immediate emergency use.

  20. ARL Numbered Messages (Emergency) • ONE Everyone safe here. Please don't worry. • TWO Coming home as soon as possible. • THREE Am in _______ hospital. Receiving excellent care and recovering fine. • FOUR Only slight property damage here. Do not be concerned about disaster reports. • FIVE Am moving to new location. Send no further mail or communication. Will inform you of new address when relocated. • SIX Will contact you as soon as possible. • SEVEN Please reply by Amateur Radio through the amateur delivering this message. This is a free public service. • EIGHT Need additional _______ mobile or portable equipment for immediate emergency use.

  21. ARL Numbered Messages (ROUTINE ) • ARL FORTY SIX = Greetings on your birthday and best wishes for many more to come. • ARL FORTY SEVEN = Your message ______ to ______ delivered _______ _______UTC • ARL FIFTY = Greetings by amateur radio. • ARL FIFTY ONE = Greetings by amateur radio. This message is sent as a free public service by ham radio operators at _______. Am having a wonderful time. • ARL SIXTY SEVEN = Your message number _____ undeliverable because of ______. Please advise.

  22. How to Deliver an NTS Message • Preferred delivery is via telephone. • Okay to leave on voicemail or answering machine IF you are comfortable you reached the right person. • Radiogram postcard if cannot reach by phone. • Service originating station to inform if cannot deliver or if they requested confirmation.

  23. ICS-213 Served agency messages are sent directly between OEM and deployed resources. ICS Form 213 is widely used by FEMA, SHARES, DHS, CAP, Coast Guard. Its use is straight-forward, a common sense sending protocol, similar to an email message.

  24. Using the ICS-213 Form Preamble To / From Address Message text Signature Message Reply

  25. Message Number This is the number assigned by the first Amateur sending the message. It never changes, no matter how many other operators handle the message. DON’T say the words “my number one”. DO say “Message Number One”

  26. Precedence This tells the importance, or how urgent the traffic is. 99% of all traffic is usually tagged as “Routine.” Emergency [EMERGENCY] Spell out in full (Life or death). Priority - (Urgent). H&W- Inquiry or report as to Health or Welfare of an individual in the disaster area. Routine - (All other messages). Handle last.

  27. From Station This is the call sign of the station that first sent the message.

  28. Check Actual number of words, character groups and separators (X) in TEXT This does not include anything in the preamble, address and signature. Note: When you use the word “X-Ray” to indicate punctuation, it counts as a word. Say “figures one five”

  29. Place of Origin This is the actual place where the message started from, not necessarily the location of the Station of Origin. For example if you originate a message for a person in a town that is not your own, use that person’s town. Otherwise, use your own location.

  30. Time Filed Time the message was written. Time should be in 24 hour format. Use LOCAL time in an emergency.. not UTC time.

  31. Date The date message was written. Use the Month Day format DON’T say “10/6/2011” for date. DO say “ONE ZERO, SIX, TWO ZERO ONE ONE”. Say “Break” to indicate the end of the preamble

  32. Incident Name – Overall event name, doesn’t change To - Complete info: Name, and ICS position to whom you are sending the message. From - Complete info: Name, and ICS position for whom you are sending the message. Subject - Just like an email – the subject of your message. Say “Break for text”

  33. Message Body Keep it all brief and to the point - 45 words or less (if possible) NOTE: ASAP should be said as “INITIALS Alpha Sierra Alpha Papa” NOTE: ETA should be said as “INITIALS Echo Tango Alpha” Use “X-Ray” in place of periods . “X-Ray” counts as a word. Say “BREAK for signature”

  34. Signature / Received from • The Signature and Position identifies the person sending the message. • This will often be the person identified in the “From”, but it may be another person. • Say “END of Message”

  35. Received By The call sign of the operator receiving the message. Fill in the date and time you received the message

  36. The Reply When sending a REPLY, state that you are sending a REPLY to message number XX.

  37. From Station This is the call sign of the station sending the REPLY.

  38. Check Actual number of words, character groups, and separators (X) in REPLY text..

  39. Place of Origin This is the location where the message REPLY is being sent from.

  40. Time Filed Time the REPLY message was written. Time should be in 24 hour format. USE local time, not UTC time. Say “figures: one five one zero

  41. Date Filed Date the Reply was written. Use the mm dd yy format DON’T say “10/6/11” for date. DO say “ONE ZERO, SIX, TWO ZERO ONE ONE”. Say “BREAK for text”

  42. REPLY Message Body Keep it all brief and to the point - 35 words or less (if possible) Use “X-Ray” in place of periods .”X-Ray” counts as a word. Say “BREAK for signature”

  43. Signature / Received From The Signature / Name and Position identifies the person sending the REPLY message. Say “END of Message” Check to see if anyone needs a fill or a correction.

  44. Received By The call sign of the operator receiving the message. Fill in the date and time you received the message

  45. PROWORDS / OPERATING WORDS Meaning Word(s) Start of message NUMBER From (Originator’s ID) FROM Pause for fills BREAK Pause (pause longer) WAIT (WAIT OUT) More to follow MORE End of messageEND OF MESSAGE Transmission received satisfactorily ROGER Go ahead GO, OVER End of this transmission, Reply needed OVER End of transmission, No reply required OUT Yes AFFIRMATIVE No NEGATIVE

  46. PROWORDS / OPERATING WORDS Meaning Word(s) Ready to receive message READY Confirm the following CONFIRM I will spell the group I SPELL (as letters / phonetically) Please repeat SAY AGAIN ...the word after __ WORD AFTER ...the word before ___ WORD BEFORE ...all after ___ ALL AFTER ____ ...all before __ ALL BEFORE ____ ...all between __ and __ ALL BETWEEN __AND __ I will repeat (correction or clarity) I SAY AGAIN Your transmission is too fast SPEAK SLOWER Series of numbers follows FIGURES Single number FIGURE

  47. PROWORDS / OPERATING WORDS Meaning Word(s) Series of initials follows INITIALS Single initial INITIAL Group of letters & numbers MIXED GROUP Amateur call sign AMATEUR CALL Internet Address INTERNET ADDRESS

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