SECTION 8


EMERGENCY TELECOMMUNICATIONS
PROCEDURES MANUAL




AUGUST, 1996

SECTION 8

EMERGENCY TELECOMMUNICATIONS PROCEDURES MANUAL

TABLE OF CONTENTS

1.0 INTRODUCTION
2.0 OBJECTIVES

3.0 IMPLEMENTATION & COORDINATION
NCCC OPERATING STATES

4.0 APPLICATION
ROUTINE
ALERT
RESPONSE
RECOVERY

5.0 BASIC RADIO OPERATION
6.0 RADIO BATTERIES
7.0 BASIC RADIO MAINTENANCE
8.0 EMERGENCY PLANT
9.0 MESSAGE HANDLING
10.0 MESSAGE HANDLING TECHNIQUE
11.0 RECORD & FILING
12.0 STATION LOG
13.0 SAFETY PROCEDURES
14.0 RADIO FUNDAMENTALS
15.0 RADIO STATIONS
16.0 RADIO OPERATIONS & PROCEDURES

All Correspondence concerning the National Emergency Management Organisation [NEMO] should be addressed to:-

The National Emergency Management Organisation, P. O. Box 1517, CASTRIES, SAINT LUCIA

SAINT LUCIA

EMERGENCY TELECOMMUNICATIONS PROCEDURES MANUAL

1.0 INTRODUCTION

The National Emergency Operations Center will be managed by a National Disaster Coordinator who will have an advisory committee consisting of Executive and Operations Personnel from Disaster Related Organizations.

This Committee will have a designated Telecommunications Coordinator who will be responsible for ensuring the availability of telecommunications facilities required for necessary information transfer before, during and after an emergency.

The method implemented to satisfy the objectives will be documented in a National Telecommunications Plan which will be prepared and maintained by a telecommunications sub-committee with the Telecommunication Coordinator as chairman.

2.0 OBJECTIVES

This manual is to provide guidance in the Establishment, Operations and Management of the NCCC

3.0 IMPLEMENTATION AND COORDINATION

The Telecommunications Sub-Committee will appoint a Communications Officer (CO) who will administer the day by day operation of the National Communications Control Center (NCCC) from where the National Telecommunication Plan will be coordinated.

The Communications Officer will be guided by the procedures and activities included in this manual.

The Communications Officer will report to the NEOC's Operations Officer in the absence of the Telecommunications Chair.

The Communications Officer may also be responsible for actual message handling in which case he will be responsible for managing the ODP's network.

NCCC Operating States

The NCCC will be in one of four (4) clearly defined states:

(a) Routine
(b) Alert
(c) Response
(d) Recovery

(a) Routine

This state can only be achieved at NCCC which exist during normal periods with an identified Telecommunications Officer.

(b) Alert

A warning state due to an imminent disaster associated event. During this state, resources are put in a state of mobilization if the routine state was not in place.

(c) Response

These are the activities carried out during (when possible) or as soon as possible after an event.

(d) Recovery

The activities carried out to support the longer term restoration process leading to normality.

4.0 APPLICATION

The following procedures and activities for each of the four states will apply to any NEOC as it currently exists. The initial procedure will depend on the type and extent of the emergency.

The procedures should be written for each NEOC including relevant specifics and displayed in the NCCC.

Routine

A. The following procedures must be carried out on a daily basis.

(1) Check ODP's radio network
- Call each station through the repeater
- Call each station on the simplex mode
- RECORD
(a) Date and Time
(b) Organisation
(c) Quality of transmission
(d) Remarks
- All non-responses must be investigated and remedial action taken.

(2) Check all other Network Radios located at NCCC.

The following procedures must be carried out on at least a weekly basis.

(1) Maintain required electrical characteristics of the NCCC in particular and the NEOC in general. This will require the assistance of two other persons and a volunteer.

- With the assistance of other person(s) transmit on as many radios as possible simultaneously and check the NCCC's voltage. The voltage should not drop by more than 10% of the voltage with the radios transmitting. Refer to electrician if necessary.

(2) Check Emergency Generator and battery backup.

- Exercise under normal load conditions for at least 30 minutes.

- Check and restore fuel tank as required.

- Ensure at least two (2) oil change quantity of engine oil and filter available.

(3) Check Radio Output Power

- Requires applicable watt meter.
Repair or adjust as necessary.
- Check all radios

(4) Maintain a checklist (including comments) on all associated networks.

(5) Ensure back up weather data facility at NCCC or elsewhere is operational.

- A hard copy of the data and/or picture must be held in a designated file.

(6) Maintain Emergency Information System and exercise radio link.

- Alternate stations maybe used to check link and update its data.

(7) Generate a Telecommunication Network report.

- Include information on NDO's and associated networks.

(8) Ensure that an adequate supply of message forms and logs are always available.

The following activities should be carried out at least once per month.

(1) Carry out physical inspections of antennas antenna brackets, cable and connectors.

(2) Maintain an updated list of contact persons, their telephone numbers, radio call signs, organization post, function (in plan) and addresses.

(3) Maintain a library of manuals for equipment own and operated by NDO.

- Records of checks and adjustments must be included.

(4) Maintain an updated inventory list of all equipment owned or held by the NDO.

(5) Ensure that adequate waterproof materials are available to protect equipment if this becomes necessary.

(B) ALERT STATE

The following procedures from the Routine State must be carried out in the shortest possible time at the initiation of this state.

From Routine State

Weekly Procedure #1
Weekly Procedure #3
Daily Procedure #1
Weekly Procedure #8
Monthly Procedure #5

In addition to the above, the following must be carried out.

(1) Check all telephone related instruments

(2) Open relevant files
- Open personnel log, record date and time of arrival
- Open in out message register
- Open Personnel contact file

(3) Open for message/instructions
- These maybe left by other personnel

(4) Contact operations for call out
- All operators to report or remain on short call.

(5) Report communications status to Operations Officer.

(6) Open communications Status Board.

(7) Establish contact with Divisional EOCs if applicable.

C. RESPONSE

This state assumes all operators are in place at the NCCC.

- Communications Officers and Ham Operators re-establish communications at NCCC immediately after event.

(1) Restore power if necessary.

- Use mains supply if available.

- Start emergency plant if required.

- Check voltage value before turning on any equipment.

- Set up a radio if necessary.

(2) Check telephone lines and associated equipment and report to Operations Officer.

- Note if any equipment is working i.e. conventional phones, cellular phones, fax machines, modems if any.

- Use telephone related equipment where possible.

(3) Switch on all radio equipment and check for proper working conditions.

- Check repeaters radios for Repeaters signal.
- Check HF radios for channel activity.
- Check Simplex radio with each other.

(4) Establish radio contact with critical agencies by the most appropriate means available and record.

(5) Determine status of NDO's network in all possible modes.

- Check Repeater Mode
- Check Simplex Mode
- Check Dispatch Mode

(6) Summarize telecommunication facilities and report to Operations Officer.

- Complete prepared Form

(7) Establish radio contact with CDERA and local HAMs.


(8) Request status report on all relevant support networks and records.

- Update communications status boards
- Reassign networks where necessary

(9) Request Damage Report from Cable & Wireless and LUCELEC.

- Information to be used to minimize efforts on telephone lines (if NCCC own is still working) and those without power to be targeted for assistance where radios are being used.

- If necessary obtain information on INMARSAT Terminal.

(10) Establish communication links with:

- EOC
- Radio Saint Lucia and Radio Caribbean
- Meteorological Office, if applicable (HF/VHF)
- Seismic Research Unit, if applicable (HF)
- CDERA (HF)
- Police Control and the Marine Unite if applicable
- Other appropriate agencies

(11) Communications Officer must check stations and/or organizations for which equipment assignments were pre-arranged based on National Plan.

- Effect remedial action where necessary.

(12) Manage ODP's network as necessary.

RECOVERY

This involves closing off the Response phase and gradually returning to the Routine phase or to Pre-Alert State.

(1) Monitor restoration of telephone service at the international, national and divisional levels and in particular the critical organisations/institutions. The Restoration times should be recorded.

(2) Instruct Divisional EOCs to close off emergency channels.

(3) Instruct HAMs and CBers to close channels as required.

(4) Recall all cellular phones as necessary.

(5) File all documents as appropriate.

(6) Submit status report to Operations Officer.

(7) Close Communications Status Board and Log Out.

5.0 BASIC RADIO OPERATION

To Transmit a Message

i. Select correct channel
ii. Listen before transmitting to ensure channel is idle.
iii. Place mouth about 10cm from microphone.
iv. Activate PTT and speak clearly without shouting.
v. At the end of your message, release PTT to receive.

To Receive Message

i. Set volume control to mid position.
ii. Set Mute/Squelch control until rushing noise is heard.
iii. Reset volume to a comfortable listening level.
iv. Reset Mute/Squelch control until rushing noise is just silenced.
v. Select correct channel.

Fault Finding Procedure

- Total Failure

If the radio is unable to transmit or receive, follow the procedures below.

Receiver Failure

a. Check volume control and mute setting.

b. Check speaker connections.

c. Check that antenna is satisfactorily connected.

Transmitter Failure

a. Check that microphone button is connected and that PTT is operational.

b. Check if transmit lamp is glowing.

c. Check antenna connection.

d. If watt meter available, check output power.

6.0 RADIO BATTERIES

The most popular portable battery is the rechargeable Nickel Cadmium (NICAD) battery. They are capable of being recharge in one (1) hour, compact and light weight.

To maintain optimum performance, these batteries should not be subjected to:

1. Continual overcharging

2. Complete discharging

3. Reduced cycle charging

4. Storage in excessively hot or cold locations.

Because the output voltage remains virtually constant until the batteries are almost discharged little warning of battery failure is given.

Batteries should not be continuously left on charge or returned for charging after a short period of use. This will severely shorten the battery life. Batteries should be used for at least eight (8) hours and then returned for charging.

It is recommended that a spare battery be kept on charge and used on a regular basis.

7.0 BASIC RADIO MAINTENANCE

It is recommended that radio communications equipment be installed and serviced every six (6) months by qualified technical personnel. There are, however, some basic checks and remedial action which can be carried out by a knowledgeable operator.

Operator Maintenance

Operators should carry out regular maintenance checks as follows:

a. Visual check of all connections.
b. Regular on-air testing.
c. Keep batteries charged and ensure that dry cells are removed from equipment in storage.
d. Keep radio clean, dry and dust free.
e. Check all accessories.

Should a fault be found label the radio and describe the fault with as much information as possible to aid repair. Include name, contact number and all accessing items prior to dispatch for servicing.

8.0 EMERGENCY PLANT

Emergency Plants are intended to provide an electrical supply similar to the normal mains supply. It consists of three main sections.

(i) Alternator
(ii) Engine
(iii) Controls

The Alternator provides the electrical output while the engine provides the mechanical input. The engine can use either gasoline or diesel oil.

While the Alternator and the controls require little or no Routine Maintenance, the engine must be serviced regularly. The engine is similar to the automobile engine and routine servicing will be similar. This includes the regular changing of engine oil and filter and sometimes the `topping' up of the engine oil. The oil can be checked when the engine is off by removing the dipstick and checking the manufacturer's marks. Plant must be off when refueling.

The Alternator usually has a voltmeter, ammeter and frequency meters installed to check the voltage, current and frequency respectively of the generated voltage.

The controls are used to start and stop the engine, check oil pressure, engine speed etc. If the plant is to start automatically after mains failure, it is equipped with an automatic transfer switch which sense the mains failure and mains return.

The plant will usually start 30 seconds to a minute after the failure.

The plant is equipped with a battery and charger for starting the engine. The battery will also require maintenance.

In all cases the manufacturer's service schedule and procedures must be followed.