Reading for the UNHCR Emergency Management Training

Reading 3.1.1. Establishing Radio Communications Protocol in Field Situations

Communications via radios e.g. devices operating on HF, UHF or VHF frequencies are subject to certain constraints, including physical (distance), technical (compatibility) and legal (government regulation) among others. Physical constraints mean that in some situations, and without additional technical support, your communications may be limited to a distance of from only a few kilometres to a total of 100 kilometres. Technical constraints mean that if you are operating on one radio system (HF), you will be unable to communicate with someone operating on another (VHF). Legal constraints may mean that you need prior government authorization to even operate a radio system – and even if you do, the communications may be monitored by the authorities.

With the introduction of increasingly inexpensive satellite phone technologies into many field emergency situations, it is more common that staff arriving new to a field situation will expect to be able to establish phone-based, two-way communications and will not be experienced with establishing or operating an efficient radio protocol. Understanding the above constraints, and adopting a simple but comprehensive protocol for communications via radios can be an important safety feature in any field situation.

Basic Principles of Radio Protocol

There are three basic, but fundamental principles to follow when establishing a radio communication protocol for a field situation.

1. Alphanumeric call signs (Alpha, Bravo, Charlie – Zero, One, Two)

2. Call signs are location and function specific

3. Transmission in English (in some cases French) only

Alphanumeric call signs : the use of the alphanumerical system to designate call signs for individuals ensures that all users are utilizing simple, number and letter-based identifiers for staff on the same radio network. The system ensures simple, multi-syllable identifiers that are easily pronounced by speakers of most languages.

Location- and function-specific call signs: When identifier call signs are based on an individual’s name, this may lead to confusion when two staff arrive at a duty station with names that begin with the same letter. Similarly, when someone is replaced in an operation and the call signs are based on names rather than functions, other users on the radio network will not quickly be able to communicate with the new replacement as they will be unfamiliar with the call sign identifier. Finally, it is much easier to “decode” call signs that are based on personal names, which can compromise individual security. Use location first, then function when establishing a radio protocol.

Transmission in English or French : it is generally acceptable to use local languages only on unregulated, open (or “simplex”) frequencies, and then only when the users understand that these frequencies are the least secure communications means available. UN standards require that the dominant UN language of the operation, either English or French, be used on official radio frequencies.

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Establishing Radio Protocol

1. Location : choose a letter from a location name

I slamabad = India

K andahar = Kilo

P eshawar = Papa

2. Function : choose a letter from the organisation name:

UNHCR = “HOTEL”

R ed Cross = “ROMEO”

I OM = “INDIA”

3. Function : choose a number to denote responsibility

Head of Office = 1 (“Wun”)

Deputy Head of Office = 1.1 (“Wun Wun”)

Logistics = 4 (“fo-wer”)

Admin = 6 (“seeks”)

It is important to emphasise that the Indicators used for call signs are assigned in a cascading format, from location, to function (organisation) and function (responsibility). This enables a coherent, logical framework that can be expanded as new organizations are added to the network, and more staff are added to each organizations. Actual radio protocols in field situations may vary in some way from the above, but will always follow a logical framework that is both simple and coherent for proper field communications.

The following table details many of the advantages and disadvantages of various long range telecommunications systems:

Technology Advantages Disadvantages

Inmarsat

Standard-A Satellite Communi-cations Terminal

Chief Advantage: Fastest way to establish reliable phone/fax links in an initial stage of emergency

Full phone and fax capability, telex with laptop

High speed data capability optional.

Connects directly to phone lines

Connects to ordinary modems

Can connect to switchboard and be available to many users via field telephones

Supports full duplex (two-way) telex

High equipment costs at about US$ 40,000 for complete station (with high speed data option)

Calls expensive at $6-10 per minute1

Cannot be used when mobile

Should only be used when a telecommunications officer is installing and controlling it (and high usage costs can be monitored)

Terminal is transportable but still relatively heavy: terminal and parabolic antenna go in one suitcase; fax, power supply for use with car battery in separate box (older equipment is heavy at 30

1 UN humanitarian agencies have noted that usage rates for one Inmarsat Standard A terminal can easily run as high as $10,000 - 12,000 per month (about the cost of purchasing and installing one HF short-wave PACTOR Level 2 station.)

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Reliable, easy to use

Transportable

Offers password security

As manufacturers turn to Standard B technology, Standard A terminals may drop significantly in price

kg; newer models weigh about 18 kg)

Manufacturers phasing out production (although support will continue)

Inmarsat Standard B Satellite Communi-cations Terminal

Chief Advantage: Similar to Standard A terminal but with digital technology (all manufacturers now developing B instead of A terminals)

Handles phone, data, fax, telex at much cheaper rates than Standard -A terminal

Smaller, easier to install antenna

Some makes provide options 64Kbit/s duplex high speed data (DHSD) services to link networks and multiple phone and fax lines (e.g., with private branch telephone exchange or “PBX”)

Uses less power than Standard-A terminal

Transportable

Excellent for video-conferencing in remote locations

High cost of equipment

Generally used for broadcasting or other industry video-conferencing)

Same weight and dimensions as Standard-A terminal

Inmarsat Standard-C Satellite Communi-cations Terminal

Chief Advantage: Cheapest satellite system at about US$4,000 per terminal;

Telecommunications costs at about US$2-3 per text message

Provides “store-and-forward” text messaging capability (message is sent at convenience of sender; receiver does not have to be available at time of transmittal)

Text messages can be prepared off-line on personal computer

Can send text-only messages from a mobile station to a fax machine or links to telex or data networks

Can be as small in size (volume) as laptop computer

Weighs only about 2 - 5 kgs

Has omni-directional antenna

Does not provide real-time dialogue capability (store and forward only)

Sends text only; cannot send voice or graphics images via fax

Requires word-processing literacy on computer

Use of “C” requires a functioning laptop with charged batteries

In telex mode, does not support full duplex; can only send a message and wait for reply (this “store-and-forward” feature is not a problem as long as addressees read their messages and respond promptly)

Can send to fax machines, but can receive only messages from other C terminals, telexes, and, in some cases, email.

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Uses little power; runs off batteries for days

Can be used when mobile if omni-directional antenna is attached

Products continue to be developed, will be supported long-term

New application now handles remote version of CC:mail enabling email communication

Used by many emergency response agencies, particularly for locating convoys in remote areas (when used in conjunction with Global Positioning System or “GPS”)

Inmarsat Standard-M Satellite Communi-cations Terminal

Chief Advantage: Portability, ease of use

Low cost of calls (about US$ 3-4 per minute) relative to Standard-A terminals

Provides direct dial, digital voice communication with narrow bandwidth over public telephone network

Connects to standard RJ-11 telephone jacks

Terminals are compact in attaché case, weigh as little as 8 kg

Can be powered by own internal batteries for 8hrs on standby and for 1 hr of usage, by car battery, or by generator

Antenna built into attaché-case lid

Portable telefax capability (in separate attaché case)

Quickly installed; easy to use; easy to train users

Used by various emergency response organizations (e.g., UNHCR, Red Cross)

Relatively high cost of equipment at about US$ 12,000

Unable to work when mobile

Slow in fax mode relative to Standard-A terminals; operates at only 2400 baud (fax machines connecting with Standard M terminals must be able to operate at 2400 baud as well and parameters must be set specifically for slow handshake

Faxes will cost twice as much as those sent by Standard-A terminals.

With advent of “Mini-M” terminal, (see next section) no reason to purchase a Standard M.

Inmarsat “Mini-M” Satellite Communi-cations Terminal

Chief Advantage: At half the size of a Standard M terminal (i.e. similar to a laptop computer), even more portable

Low cost at about $4,000

Small battery

cost, but disadvantages are becoming minimal

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HF (High Frequency) Radio (short-wave voice) regional to world-wide applications

Chief Advantage: Low cost strategic telecommunications (at about US$2,000 per unit)

No telecommunications (per call) fees (unless used to communicate through commercial land stations)

Flexibility: can handle strategic (global) and tactical (local) telecommunications (although commonly used for regional telecommunications: 50 - 1000 km)

Transceivers (i.e., transmitter and receiver) are compact; weigh only about 2 -10kg (plus antenna and power supply)

Portable & mobile stations available (car radio size)

Less reliable; dependent upon satisfactory ionospheric conditions (HF radio is likely to function daily at some point, although this point changes)

Tight control of frequency allocation

Channels/frequencies must be coordinated

Antenna systems: must be resonant with frequency being used (changes in frequency throughout day require changes in antenna size or automatic tuners); are often unwieldy

HF radios require some operator training (although with new technologies, situation is improving)

HF Data regional to worldwide applications

Chief Advantage: Free data transmission

All Units:

Relatively low cost at US$5,000 per unit (base stations plus modem, laptop computer, power supply, antenna

No telecommunications fees unless through commercial land station

TOR (teleprinter over radio), SITOR, AMTOR Units

Transmits text messages over HF Radio

Provides checking feature to ensure correct message

Can work while equipment is unattended

PACTOR “Level 2” Units

Can transmit email, binary files, images, TCP/IP

Can work with an email gateway to provide direct Internet Access

Transmits data in “packets” which increases transmission speed and reduces errors

Gives (limited) privacy by use of

All Units:

Reliable data links with similar stations worldwide need locally trained operator

Slow data transmission

TOR, SITOR, AMTOR Units

Transmits only letters, numbers

Cannot send email

Cannot provide Internet access

PACTOR “Level 2” Units

Speed depends upon quality of radio; under poor conditions, speed is slower

Note: PACTOR “Level 1” is not suitable for professional use.

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proprietary mode

Favourite system of aid organizations (e.g., OCHA, ICRC, IFRC, UNHCR, WFP, WHO)

Local field telecommunications are those between team members on in the field or between the team and other local and national institutions with whom they work.

Note: While satellite communications terminals are typically used for international telecommunications with organisational headquarters. HF radio is generally preferred for day-to-day field communications on the team when they are likely to be at a particular site long enough to set up HF equipment, tune antennas, etc.

The table below presents a number of field telecommunications options for humanitarian organizations' members who must communicate over short distances (i.e., up to 100 Kms.) These are generally the types of systems needed to communicate with other team members, truck convoy leaders, local counterpart organizations, or on-site field offices.

Technology Advantages Disadvantages

Inmarsat Standard M or Mini-M satcom terminals

Chief Advantage: Same as above (in section on strategic communications)

Useful for tactical telecommunications of emergency teams “on the move”

Extremely high usage costs

Hand-held, two-way VHF radio (also known as “walkie-talkies”) often used over short-distances: several kms

Chief Advantage: Wireless, portable, gives ease of movement

Without Repeater: Inexpensive at US$400 - 700

per radio (complete OCHA kit: US$5,000)

No telecommunications fees

Portable; hand-held or mobile units (functions well when mobile as larger antennas can be car-mounted and mobile telecommunications are often in open areas; mobile can have up to 25km range)

Wireless systems; no cabling required (except for trunked or linked repeaters)

VHF “wireless” LANs available

Without Repeater Range is “line of sight”, i.e.,

depends upon terrain (VHF/UHF waves don’t penetrate thick walls well; never through earth; handheld range may be limited to 2-3 km)

Must be switched on continuously to hear messages

Most are Simplex (one way) communications devices; use requires some training

Regular reliable source of power to charge batteries is needed

With Repeater: Raises costs by US$4,000 per

repeater station

If set to work with repeaters, then cannot work without repeaters (batteries, fuel, security of repeaters must be closely monitored; repeaters for dispatch to an acute emergency must have autonomy for at least 48 hours with 50% transmit time)

Repeater system must be set up by engineers; unsuitable for immediate

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With Repeater: With linked repeaters range of

handhelds can be increased greatly (20 - 50 km and more)

communications needs

Citizen’s band Radio (refers to radio frequency band, not equipment) often used over short distances: several kms

Chief Advantage: CB may be the one band common to all agencies working in some areas

Very low cost ($50 - $100 per unit)

Works well in gentle, smooth terrain

Most countries supporting CB have disaster relief networks

(Only as last resort)

CB illegal in some countries

CB frequency (27 MHz) has problems passing through walls and built-up areas;

Requires heavy antennas

CB is crowded from overuse; lack of user discipline; jamming is likely

Repeaters are forbidden as duplex is not allowed

Amateur (Ham) Radio used over both short, long distance

Chief Advantage: Local amateurs generally well-disciplined in radio use, knowledgeable about local conditions, coverage of local repeater system and packet nodes.

Other advantages: Same as above.

Amateurs can give good advice about hardware deployment

Same as in above section on Amateur Radio Service

Only in case of emergency

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Standard Radio Communications - Phonetic Alphabet

Phonetic Alphabet

A B C D E F G H IAlpha Bravo Charlie Delta Echo Foxtrot Golf Hotel India

J K L M N O P Q RJuliet Kilo Lima Mike November Oscar Papa Quebec Romeo

S T U V W X Y ZSierra Tango Uniform Victor Whiskey X-ray Yankee Zulu

ITU recommended pronunciation guide for the international phonetic alphabet - bold letters should be stressed.

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A Alfa (AL FAH)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 (JEW 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 NEE FORM)V Victor (VIK TAH)W Whiskey (WISS KEY)X X-Ray (ECKS RAY)Y Yankee (YANG KEY)Z Zulu (ZOO LOO)

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PROcedure WORDS (PROWORDS for standard radio communication)

PROWORD MEANING

ACKNOWLEDGE Confirm that you have received my message and will comply.

AFFIRMATIVE Yes/Correct.

NEGATIVE No/Incorrect.

ALL AFTER Everything that you (I) transmitted after… (Keyword).

ALL BEFORE Everything that you (I) transmitted before… (Keyword).

COPY I hear and understand

CORRECT (THAT IS CORRECT)

What you have transmitted is correct.

A. An error has been made in this transmission. It will continue with the last word (group) correctly transmitted.

B. An error has been made in this transmission. Correct version is…

C. That which follows is a correct version in answer to your request for clarification.

WRONG Your last transmission was incorrect. The correct version is…

DISREGARD THIS TRANSMISSION – OUT

This transmission is an error. Disregard it. This proword shall not be used to cancel any message that has already been completely transmitted and for which receipt or acknowledgement has been received.

DO NOT ANSWER-OUT

Stations called are not to answer this call, acknowledge this message, or otherwise to transmit in connection with this transmission.

SILENCE-SILENCE-SILENCE!

Cease all transmissions on this net immediately. Will be maintained until lifted.

SILENCE LIFTED Silence is lifted. The net is free for traffic.

END OF MESSAGE – OVER (OUT)

This concludes the message just transmitted (and the message instructions pertaining to a formal message).

END OF TEXT The textual part of a formal message ends. Stand by for the message instructions immediately following.

FETCH…! I wish to speak on the radio to that person.

…SPEAKING Requested person is now using the radio himself.

FIGURES Numerals or numbers will follow. (This proword is not used with the call signs, time definitions, grid references, bearings, distances, etc., especially in fixed-form reports).

FROM A. This is…

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B. The originator of this formal message is indicated by the address designation immediately following.

TO The addressees whose designations will immediately follow are to take action on this formal message.

THIS IS This transmission is from the station whose designation immediately follows.

OVER This is the end of my turn of transmitting. A message is expected. Go ahead.

THROUGH ME I am in contact with the station you are calling; I can act as a relay station.

MESSAGE PASSED TO…

Your message has been passed to…

ROGER I have received your last transmission satisfactorily.

ROGER SO FAR? Have you received this part of my message satisfactorily?

WILCO I have received your message, understand it, and will comply. (To be used only by the addressee). ROGER and WILCO are never used together.

UNKNOWN STATION The identity of the station calling or with whom I am attempting to establish communication is unknown.

VERIFY Verify entire message (or portions indicated) with the originator and send correct version. To be used only at discretion of or by the addressee to which the questioned message was directed.

I VERIFY That which follows has been verified at your request and is repeated. To be used only as a reply to VERIFY.

WAIT (WAIT-WAIT) I must pause for a few seconds.

WAIT – OUT I must pause for more than a few seconds, and will call you again when ready.

WORD AFTER… The word of the message to which I make reference is that which follows…

WORD BEFORE… The word of the message to which I make reference is that which precedes…

WORDS TWICE Communication is difficult. Transmit(ting) each phrase (group) twice. This proword can be used as an order, request or as information.

OUT This is the end of my transmission to you. No answer or acknowledgement is expected.

OUT TO YOU Do not answer, I have nothing more for you, I shall now call another station on the net.

READ BACK! Repeat the entire following transmission back to me exactly as

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received.

I READ BACK The following is my reply to your request to read back.

SAY AGAIN A. Repeat all of your last transmission.

B. Followed by ALL AFTER, ALL BEFORE, WORD AFTER, WORD BEFORE, etc. means: Repeat…(portion indicated).

I SAY AGAIN I am repeating my transmission or portion indicated.

SEND! Go ahead with your transmission.

SEND YOUR MESSAGE!

Go ahead, transmit; I am ready to copy.

SPEAK SLOWER! Reduce the speed of your transmission.

I SPELL I shall spell the next word, group or equivalent phonetically. (Not used when transmitting coded groups only).

RELAY TO Transmit the following message to all addressees or to the address designation immediately following.

RELAY THROUGH Send this message by way of call sign…

Emergency stockpiles that usually include communications equipment

communication equipment(Printed: 18-Feb-99)

STOCKPILE: IFRC Stockpile, Geneva (Geneva, Switzerland) Stockpile holder: International Federation of Red Cross and Red Crescent Societies

STOCKPILE: Medecins Sans Frontieres Logistique Emergency Stockpile (Bordeaux-Merignac, France) Stockpile holder: Doctors Without Borders Logistics, France

STOCKPILE: MSF Stockpile for Central America and Caribbean (Moravia, San Jose, Costa Rica) Stockpile holder: Doctors Without Borders - Costa Rica

STOCKPILE: NOREPS - ABB Nera AS (Billingstadsletta, Norway) Stockpile holder: Norwegian Trade Council - Norwegian Emergency Preparedness Systems

STOCKPILE: OXFAM Logistics Warehouse (Bicester, United Kingdom) Stockpile holder: OXFAM UK

STOCKPILE: Swiss Disaster Relief Unit (SDR) Stockpile (Bern, Switzerland) Stockpile holder: Swiss Agency for Development and Cooperation of the Federal Department of Foreign Affairs of Switzerland

STOCKPILE: UNICEF Procurement and Assembly Center (Copenhagen, Denmark) Stockpile holder: United Nations Children's Fund, Supply Division

STOCKPILE: United Nations Logistics Base (Brindisi, Italy) Stockpile holder: Field Administration and Logistical Division of UN Department of Peace-Keeping Operations

Items of type communication equipment are stocked in 8 stockpiles

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