Learning Unit 14

Emergency Activation

ARECC

Objective:

This evenings training session will outline some of the methods used to activate an Ares/Races emergency communications group when an emergency occurs.

Information:

How will I know?

The actual method by which Ares/Races emergency communications volunteers are notified of activation will be determined locally, the following information only outlines some of the most popular methods.

To begin with, you must be registered with a local Ares/Races emergency communications group in advance in order to be on their notification list. "Last minute" volunteers are extremely difficult to integrate into an already confusing emergency response. Join the group well in advance of any emergency, get any training they offer, and be ready when a call comes.

The Activation Plan

Every Ares/Races emergency communications group should have developed a formal, written plan with its served agency to activate their members when needed. The plan should be developed in detail, and then reduced to a simple "checklist" that both served agency officials and emergency communications coordinators can keep nearby at all times. It should detail the circumstances under which emergency communication activation might occur, who will call whom, and the various methods that can be used to contact them. The checklist can also list the actual telephone numbers and other contact information for each individual listed in the order that it is to be used. This information should be verified and updated on a regular schedule. Each member should know the plan and follow it closely.

Initial Notification by the Served Agency

In most cases, three or more members serve as "activation liaisons" to the served agency. When the Ares/Races emergency communications volunteers are needed, it is one of these members who is called first. Never rely on a single point of contact. If that person is unavailable for any reason, the served agency should have one or more alternatives to try. They may be called by phone at work or at home. In the event that these numbers are not operating, the served agency should have all possible telephone numbers, including fax and mobile, and even email addresses.

Group Alerting Systems

Once a liaison has been notified, a number of group alerting methods may be used. No one method should be relied upon completely, since emergency conditions may render it useless. Commercial paging systems and ham repeaters might be off the air, phone lines down, and Internet service disrupted. Again, a written plan and checklist should be developed well in advance, and updated periodically.

Telephone Tree:

In this system, the liaison calls two members, who each call two other members and so on until the entire group has been notified. If any one person cannot be reached, the person calling must then call the members that person would have called had they been reached. This method insures that the "tree" is not broken. Messages should always be left on all answering machines and voice mailboxes.

Email:

While email might not immediately reach members anywhere they happen to be, it is a good backup method as long as it continues to function. Many people have full time high-speed Internet connections at home and the office, and most people check their email frequently. Someone who has otherwise been unreachable may check their email even several hours later, just as they might check an answering machine or voicemail box.

Self-Activation:

If you become aware of an incident or situation that might require the activation of your emergency communications group, you should take immediate steps to make yourself available. Depending on your group's activation plan, this might mean monitoring the assigned net or served agency frequencies, or making contact with one or more of the appropriate leadership in the Ares/Races emergency communications group or served agency. SKYWARN members might also monitor National Weather Radio. Remember, if you are not specifically authorized to directly contact served agency personnel, do not do it. Know your plan and follow it.

I have been notified - Now what?

Your group's activation plan should tell each member what steps to take immediately after learning of an emergency communications activation. In most cases, the first step should be to check in on a specific frequency or repeater. If a repeater is used as the primary gathering point for members, a back-up simplex frequency (the repeater's output frequency works well) should be specified in the event that the repeater is no longer operating. In other cases, some members may also have specific assignments. These might include making contact with the served agency, going directly to a specific location such as an EOC, or making certain preparations. These members should quickly check into the "activation" net to let their Ares/Races emergency communications coordinators know that they have been reached and are responding.

One of the liaison stations should be available on the net to provide additional information from the served agency and directions to members as they check in. If a member is pre-assigned to act as NCS for the "activation" net, that person should take over the task as soon as possible to free up the liaison to work with the served agency or take other action. Some groups simply have the first person signing on act as a temporary NCS until an assigned NCS checks in. Again, it is important to have more than one person assigned to take on the NCS duties in the event that anyone is unavailable.

En Route

While you are headed home to pick up your jump kit or other gear, or to your assigned location, there are several things you may need to do. Check into and continue to monitor the activation net for further information or instructions. Fill your vehicle with fuel and pick up any supplies you may need, including alkaline batteries for radios and lights, food, water, and other supplies on your checklist. Contact your spouse, children, or other family members to let them know what is happening and where you will be. Give them any instructions they will need to be safe. Tell them when you will next try to contact them, and how to contact you if necessary. Knowing that everyone is OK can let you do your job without needless worry, and, of course, the same is true for them.

Review:

The "Ares/Races emergency communications activation liaisons" are several people who can be contacted by the served agency to activate the emergency communications group. Notification systems that can be used are telephone trees, commercial or Amateur paging systems, email, or simple CTCSS receiver activation. Regardless of which primary notification method your group uses, there should be several backup methods as well. Each member should know where to go, what frequencies to monitor, and what nets to check into immediately after notification.