New York State RACES Standard Operating
Procedure
Introduction
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 | This manual is written to provide a
standard of operation and a guide for
training and message handling techniques
and net procedures for Radio Amateur
Civil Emergency Service (RACES) operators
in New York State RACES Nets for state-wide
nets as well as local county and city
RACES nets. Instructions and general
operating procedures presented in this
Standard Operating Procedure (SOP) are
are applicable to message traffic
handling by RACES and used in all RACES
training. All amateur radio operators are
encouraged to use this document in
training and/or activated net operations.
Proficiency is developed by practice
using good procedures. Since message
handling is the primary function of a
RACES net, efficiency in this regard is
the major goal toward which this SOP is
directed.
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Description and Authority
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| RACES is an organization of Federal
Communication Commission licensed amateur
radio operators who volunteer to provide
radio communications for state and local
governments during times of emergency.
Created in 1952 primarily to serve in
civil defense emergencies, RACES provides
essential communications and warning
links to supplement State and local
government agencies during emergencies. RACES
is organized to provide emergency
communications for civil
preparedness purposes only. RACES is
a special part of the amateur radio
service sponsored by the Federal
Emergency Management Agency (FEMA), and
is conducted by amateur radio operators
using their primary station licenses or
by existing RACES stations. In the event
that the President invokes the War
Emergency Powers Act, amateur radio
operators enrolled with their local
emergency management offices would become
limited to certain frequencies, while all
other amateur operations would be
silenced.
During an emergency, RACES is
operated under the direct control of the
local emergency management office, as
authorized by the Federal Communication
Commission and the Director of the New
York State Emergency Management Office.
RACES is authorized by Section 606 of
the Communications Act of 1934 as amended
by Part 97.407 of the Federal
Communications Commission. A copy of part
97.407 is in the appendix. RACES guidance
is also provided by FEMA document CPG1-15
March 1991. A copy of this document is
available at the FEMA web site: www.fema.gov/library/civilpg.htm
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| NOTE: FCC rules, Part 97,
still apply to all RACES
stations and RACES
operators participating
in RACES operations.
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NYS RACES and ARES
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| ARES is the "Amateur Radio Emergency
Service". This is the national
amateur radio emergency preparedness
organization sponsored by the American
Radio Relay League (ARRL). This
organization is completely different from
RACES, although many goals are in common.
In many cases, ARES will be used as a
public service organization to assist
with communications during non-emergency
events such as parades, foot and bicycle
races, and community events. Membership
in the ARRL is not required for amateur
radio operator to be an ARES member. In
general, ARES is organized to serve the
public, and RACES is organized to serve
the government. It is desirable for RACES
members to also be enrolled in the ARES
program. The additional training received
during ARES public service events can be
of great value during times of emergency.
In addition to this, there are times of
emergency when ARES will be the first
organization to activate for
communications assistance. As an
emergency escalates, the local Emergency
Manager may call for a RACES activation.
At this time, with radio operators
already activated, the operation can
smoothly go from an ARES operation to a
RACES operation. It must be noted that
when this happens, the RACES members are
now under the supervision of the County
RACES Radio Officer and the County
Emergency Manager, and are no longer
directly involved with the ARES operation.
At this point, operations will usually
move to the EOC if the radio operators
are not already there. It is suggested
that one operator on each shift remain
with the ARES operation to act as liaison
between RACES and the non-RACES stations
which may be involved supporting other
agencies or organizations. Whenever
possible, RACES and ARES communications
should be on different net frequencies.
Cooperation between the ARES and RACES
organizations is of high importance, and
cannot be understated. |
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RACES Eligibility
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| Any United States citizen who possesses a
valid FCC Amateur Radio Operator License,
Technician Class or higher, is eligible
to become a member of RACES. The services
of amateurs who have a Novice Class
license may be used, but this is not
recommended due to the privilege
limitations. All RACES operators are
required to operate within the
restrictions of their license class, as
per FCC part 97. |
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RACES Membership
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| Membership in RACES is on a county
level. Individual members will
register with the RACES Radio Officer of
their county. The Radio Officer will
provide a list of RACES members to the
County Emergency Manager, who will
approve the individual’s membership
in RACES. The County Radio Officer as
well as the County Emergency Management
Office will maintain this list. RACES
members should be registered in one
county only. If a member is
registered in more than one county, and
there is a need for RACES volunteers in
multiple counties, it would be impossible
for individual county emergency managers
to know the number of volunteers
available.
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Insurance
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| New York State does not now
provide insurance of any type (workman’s
compensation or otherwise) for RACES
volunteers. The local county where the
RACES member is registered may elect to
provide insurance for RACES volunteers.
This is solely at the discretion of each
individual county’s legislature or
board of supervisors. |
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RACES Activation
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| All RACES activation must be through
the appropriate civil defense (emergency
management) office. The statewide
RACES high frequency net will be
activated upon directions of the State
RACES Radio Officer or other proper
authority at the State Emergency
Management Office (SEMO). Only the Senior
Civil Defense Official (County Emergency
Manager in most counties) or the person
acting directly on behalf of this
official has the authority to activate
RACES on a county level. |
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Location of RACES Operations
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| Since RACES serves the government with a
means of supplemental communications, it
is vital that RACES radio operators be
available at the Emergency Operations
Center or command post, as requested
by the Emergency Manager. The Emergency
Manager or the County Radio Officer will
determine additional deployment of RACES
operators. In most situations, RACES
operators will be working "in the
field", and not from their homes. No
RACES volunteer will ever travel to any
disaster site without prior approval of
the Emergency Manager through the Radio
Officer. Travel into an area under a
"declaration of emergency" may
actually violate certain laws in effect
by the declaration of emergency.
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Inter-County Operation
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| As of this date, there is no
statewide "Mutual-Aid"
agreement for inter-county operation. Any
inter-county operational details must be
determined between the counties involved.
If a county has chosen to provide
insurance coverage for RACES volunteers,
it must be determined from the county’s
insurance carrier if the insurance will
cover a RACES volunteer for "out-of-county"
operation. |
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New York State RACES Nets
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| A list of the HF RACES training nets is
in the appendix of this document. Up to
date information on HF as well as local
VHF nets can be found on the New York
State Emergency Management Office website:
www.nysemo.state.ny.us |
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Radiotelephone (Voice) Procedures
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| Specific instructions for the conduct of
communications employing radiotelephone
procedures are found in the appendix of
this document.. Departures from these
procedures may result in confusion, and
thus reduce accuracy and efficiency of
message handling. |
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Radiotelegraph Procedures
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| Currently, New York State is the only
state still conducting a scheduled RACES
net with the use of Morse code. This net
will cease operations on January 1, 2000. |
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Procedures for Other Digital Modes
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| Other digital modes such as Packet,
Pactor, Pactor II, etc., may also be used
for the transmission of RACES messages. Due
to the built-in error checking in these
modes, plain language will be used
at all times. The use of Q-Signals
and Prowords are to be avoided. If an
error is made during a "keyboard-to-keyboard"
digital transmission, the sending
operator will send: "The following
was sent in error", followed by the
words sent in error. This will be
followed by the words "correction
follows", followed by the proper
text. If an error is discovered in a
message sent to a bulletin board, the
message will be withdrawn if possible. If
this is not possible, a subsequent
message outlining and correcting the
error will be sent. A message is
not considered as delivered until the
receiving station acknowledges receipt
of the message. A message left on a
"public bulletin board" or a
"personal bulletin board" is
not considered as delivered until
acknowledged by the station it was
intended for. For this reason, "keyboard-to-keyboard"
transmission is encouraged whenever
possible.
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RACES Message Format
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| Effective January 1, 2000, New York
State RACES must use the standard message
form as used by the American Radio Relay
League (ARRL) and the National Traffic
System (NTS). Individual nets may, at the
option of the net manager, use this
format immediately. The use of the pre-printed
ARRL Radiogram message form is suggested,
but not mandatory. Specific
instructions on this message form are in
the appendix.
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RACES Training Sessions
RACES HF training nets will be held once each week as
noted in the net schedule in the appendix of this
document. This will be conducted to improve the
efficiency and operation of net procedures and message
handling.
The Net Control Station (NCS) of any RACES net
involving more than 1 county will provide a weekly report
of net activities to the State Radio Officer (This may be
bi-weekly if the same station is NCS for both weeks).
This report will include the following:
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- Date and time of each
training session.
- Roll call of all stations
in the net, indicating
NCS and assistant NCS.
- Copy of "drill"
message sent.
- Any other remarks or
comments deemed necessary
by NCS.
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The time permitted for RACES training is listed in FCC
Part 97.407 E 4. A copy is in the appendix.
Net Control Station Duties and Authority
RACES nets are directed nets, and will be
treated accordingly. The authority of the NCS extends
only to the operation of the net on the air. However,
within this scope, and while the net is in session, the
authority of the NCS is absolute. It is the duty of the
NCS to maintain strict discipline and adherence to
standard operating procedures. The decisions of the NCS
are final and it’s instructions must be strictly and
immediately complied with.
The NCS will clear traffic within the net, and
dispatch traffic to points outside the net as is required.
The NCS derives authority from the State Emergency
Management Radio Officer (or, in a local net, the County
Radio Officer), and is responsible to that Officer for
the conduct of the net. The success or failure of net
operations depends on keeping the net in order and
operating swiftly and smoothly by use of the powers
invested in the NCS for this purpose. The NCS may break
into the net at any time, if it is the opinion that it is
necessary to aid in the functioning of the net. NCS must
keep a written record of all stations in the net and the
traffic they have for transmission.
Questions, Comments, and Updated RACES
Information
Questions or comments regarding the New York State
RACES program can be directed to the State Radio Officer
via e-mail at the New York State Emergency Management
Office web site. The internet address of the SEMO web
site is: www.semo.state.ny.us.
Net schedules and general information
about the New York State RACES program will be found at
this site. April 16, 1999
Appendix I
FCC Rules Governing RACES
- Radio Amateur Civil Emergency
Service
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- No station may
transmit in RACES unless
it is an FCC-licensed
primary, club, or
military recreation
station and it is
certified by a civil
defense organization as
registered with that
organization, or it is an
FCC-licensed RACES
station. No person may be
the control operator of a
RACES station, or may be
the control operator of
an amateur station
transmitting in RACES
unless that person holds
a FCC-issued amateur
operator license and is
certified by a civil
defense organization as
enrolled in that
organization.
- The frequency bands
and segments and
emissions authorized to
the control operator are
available to stations
transmitting
communications in RACES
on a shared basis in the
amateur service.
- A RACES station may
only communicate with :
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- Another RACES station;
- An amateur station
registered with a civil
defense organization;
- A United States
Government station
authorized by the
responsible agency to
communicate with RACES
stations;
- A station in a
service regulated by the
FCC whenever such
communication is
authorized by the FCC.
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- An amateur station
registered with a civil
defense organization may
only communicate with:
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- A RACES station
licensed to the civil
defense organization with
which the amateur station
is registered;
- The following
stations upon
authorization of the
responsible civil defense
official for the
organization with which
the amateur station is
registered:
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- A RACES station
licensed to another civil
defense organization;
- An amateur station
registered with the same
or another civil defense
organization;
- A United States
Government station
authorized by the
responsible agency to
communicate with RACES
stations; and
- A station in a
service regulated by the
FCC whenever such
communication is
authorized by the FCC.
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- All Communications
transmitted in RACES must
be specifically
authorized by the civil
defense organization for
the area served. Only
civil defense
communications of the
following types may be
transmitted:
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- Messages concerning
impending or actual
conditions jeopardizing
the public safety, or
affecting the national
defense or security
during periods of local,
regional, or national
civil emergencies;
- Messages directly
concerning the immediate
safety of life of
individuals, the
immediate protection of
property, maintenance of
law and order,
alleviation of human
suffering and need, and
the combating of armed
attack or sabotage;
- Messages directly
concerning the
accumulation and
dissemination of public
information or
instructions to the
civilian population
essential to the
activities of the civil
defense organization or
other authorized
governmental or relief
agencies; and
- Communications for
RACES training drills and
tests necessary to ensure
the establishment and
maintenance of orderly
and efficient operation
of the RACES as ordered
by the responsible civil
defense organization
served. Such drills and
tests may not exceed 1
hour per week. With the
approval of the chief
officer for emergency
planning in the
applicable State,
Commonwealth, District or
territory, however, such
tests and drills may be
conducted for a period
not to exceed 72 hours no
more than twice in any
calendar year.
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| All other rules governing operation in
the Amateur Radio Service must also be
followed. |
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Appendix II
Phonetic
Alphabet
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| Alpha
November Bravo
Oscar
Charlie
Papa
Delta
Quebec
Echo
Romeo
Foxtrot
Sierra
Golf
Tango
Hotel
Uniform
India
Victor
Juliet
Whiskey
Kilo
X-Ray
Lima
Yankee
Mike
Zulu
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Appendix III
New
York State RACES HF Training Nets
New York State RACES HF SSB Net
Sundays at 0900 local time
3993.5 kHz, LSB
New York State RACES HF CW Net
Sundays at 0930 local time (CW Net Operations will
cease on January 1, 2000)
3530 kHz
Appendix IV
Radiotelephone
(Voice) Procedures
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| All operators will transmit messages
exactly as written or received. Prosigns,
prowords, operating signals, or
abbreviations will not be
substituted for text words or groups as
written by the message originator. An
operator who receipts for a message is
responsible for the timely delivery or
relay of that message. Any long delay in
delivery or relay of the message, or non-delivery
of the message, must be immediately
reported to the message originator.
The speed of transmission will be
attained by employing standard voice
phraseology and authorized prowords.
Operators will transmit messages only as
fast as the receiving operator can record
the message. In a net operation, the
speed of the slowest operator will
normally govern the speed of all stations
in the net. This rule may be suspended by
the Net Control Station (NCS) when
practical reasons dictate urgency and a
higher speed.
The inherent break-in capability of
modern equipment makes it possible to
adopt CW break-in methods for voice
transmissions. The break-in procedures
outlined here are basically the same as
for CW operation. Break-in is a procedure
whereby a receiving station may interrupt
a transmitting station to request the
transmitting station to wait, repeat,
shift frequency, etc. Break-in will not
be used when more than one station is
receiving a message. To enhance this
capability, the transmitting operator
should occasionally pause for two or
three seconds to permit the receiving
operator to break in as needed. Any
transmission ending with the proword "OUT"
will also be followed by a 5 second pause
for possible "breaking"
stations. During the transmission of a
message, short pauses should occur
between the heading and the text, at the
end of phrases or sentences, and every
ten groups in long messages. An operator
requiring a "break-in" will do
so by transmitting his or her call sign.
In a more urgent situation regarding
"Immediate" or "Priority"
traffic, the word "break"
followed by the call sign will be used. (For
example, BREAK W2XYZ).
VOX operation will not be used in
any RACES operation. Standard push-to-talk
methods will avoid inadvertent keying and
interference from extraneous station
noises.
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Procedure for Voice Operation of a RACES Net
- Open with net prologue. The Net Control
Station (NCS) will ask for any stations
with traffic. If any traffic is present,
NCS will ask for stations able to handle
the traffic to check in. After clearing
any such traffic, stations will call into
the net in the order as designated by the
NCS.
- After station call-up, NCS will appoint
an assistant net control station.
- Upon completion of the net, the RACES net
closure will be used.
- All stations in the net will maintain a
written log, and be prepared to assume
the duties on NCS or assistant NCS if the
need arises.
Prowords and Radiotelephone (Voice) Net
Techniques
Operating Signals
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Signals) will not be used
for voice operation.
In all voice operation,
the operating information
will be conveyed by
concise phrases,
procedures, and prowords
as described in the
following pages. |
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Signal Strength and Readability
Test Signals for Receiver or Transmitter Adjustment
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station to perform "on-the-air"
testing for transmitter
or receiver adjustment,
such signals should not
continue for more than
fifteen seconds and will
be followed by the call
sign of the transmitting
station and the proword
"out". If this
is to be done on a net
frequency, permission
must first be obtained
from the NCS. As good
operating practice
dictates, tune up should
be done "off- the-air"
with a "dummy load"
whenever possible. |
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Phonetic Alphabet
Use of Numbers
Prowords
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| Prowords are
pronounceable words or
phrases, which have been,
assigned a very specific
meaning for the purpose
of expediting message
handling where
radiotelephony (voice)
procedure is used. A list
of prowords authorized
for general RACES use is
in the appendix of this
document. |
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Note on Prowords "Over" and "Out"
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are never used together
to end a transmission.
Every transmission will
end with either "over"
or "out". The
proword "over"
is to be used when an
answer is requested or
expected. When no answer
is expected,
transmissions will end
with the proword "out". |
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ARL Numbered Radiogram Messages
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Numbered Radiogram
Messages is authorized
for RACES use. A list
of these messages is in
the appendix. |
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Tactical Callsigns
Appendix V
Format
for a RACES Radiotelephone (Voice) Training Net
This is (NCS Callsign), New York State
Emergency Management Office Net Control in the Radio
Amateur Civil Emergency Service, operating on 3993.5
kilohertz (or other frequency of operation) by
authority of the Federal Communications Commission and
the Director of the State Emergency Management Office.
This is a directed net, alerted for the purpose of a
RACES training drill. Those not directly concerned with
this RACES exercise are requested to keep this frequency
clear. I will pause for 10 seconds to allow stations to
adjust equipment……..Out.
Any stations with traffic of higher than routine
precedence, call……..Over
If any traffic higher than routine is present, NCS
asks for stations able to handle the traffic to check in,
and the traffic is now handled.
This is (NCS Callsign), net control. I now
request stations to check in by region. Stations in
Region 1, call…….Over
NCS will record all stations checking in from
Region 1
I roger (calling stations are acknowledged,
callsigns are given phonetically). Are there any
other stations in Region 1, or relays from Region 1?…….Over
(Additional stations are acknowledged).
This procedure is repeated for Regions 2, 3, 4, and
5.
Any station, in any Region, wishing to check in, give
your Region followed by your callsign.
Acknowledge these stations, and give callsign of
station they will follow and be followed by in the net
listing.
Appoint an assistant NCS.
All stations, prepare to copy drill message…..Out.
Drill message is now given.
(Callsign of assistant NCS, or any other station in
the net) read back the message…..over.
Are there any stations requiring fills………..Over.
Do necessary fills for message)
All stations beginning with (callsign) in
Region (first region in net) roger the message…Over.
After stations have rogered the message, verify the
station count with the assistant NCS.
Release any stations that have requested to secure
after the message.
This is (callsign of NCS), net control for the
New York State RACES net. Are there any other stations
wishing to check into this net? If so, call…..Over.
Have assistant NCS critique the session.
Add any additional information deemed necessary by
the NCS.
Ask for additional comments or words for the net.
Closing:
This is (callsign of NCS), New
York State Emergency Management Office Net Control in the
Radio Amateur Civil Emergency Service, operating on 3993.5
kilohertz by authority of the Federal Communications
Commission and the Director of the State Emergency
Management Office. All units close station. This is (NCS
callsign) closing net and station…..Out. Appendix
VI Net Prologue and Closure for an Emergency Net
This is (NCS Callsign), New York State
Emergency Management Office Net Control in the Radio
Amateur Civil Emergency Service, operating on 3993.5
kilohertz (or other frequency of operation) by
authority of the Federal Communications Commission and
the Director of the State Emergency Management Office.
This is a RACES net activation. This is not a drill. I
say again, this is not a drill. Those not directly
concerned with this RACES activation are requested to
keep this frequency clear. I will pause for 10 seconds to
allow stations to adjust equipment……..Out.
Any stations with traffic of higher than routine
precedence, call……..Over
Any traffic higher than routine is now handled.
NCS will now take check-ins and appoint an
assistant net control station.
Net business will be conducted as required.
Closing:
This is (callsign of NCS), New York State
Emergency Management Office Net Control in the Radio
Amateur Civil Emergency Service, operating on 3993.5
kilohertz (or other operating frequency) by
authority of the Federal Communications Commission and
the Director of the State Emergency Management Office.
All units close station. This is (NCS callsign) closing
net and station…..Out.
Appendix VII
Prowords
Proword Meaning
Affirmative Permitted, granted, yes
All after Say again all that part of your transmission
after ____________
All before Say again all that part of your
transmission before ___________
ARL ARL numbered radiogram message follows
Break I hereby indicate the separation of the text
from other portions of the message. This is used at the
beginning and end of text in a message. Also used to mean,
" I desire you to stop your transmission".
By Authority Of ____ Name of Official authorizing
transmission
Correct You are correct, that is correct
Correction An error has been made in this transmission,
transmission will continue with last word correctly
transmitted; an error has been made in the transmission (or
message indicated), the correct version is _______; that
which follows is a corrected version in answer to your
request for verification.
Disregard this transmission. This transmission is in
error, disregard it. (This proword will not be used to
cancel any transmission that has been completed and
receipted for).
Figure(s) Numeral(s) or number(s) to follow.
From The originator of this message is indicated by
the designation immediately following.
Groups This message contains the number of groups
indicated by the numeral following.
Incorrect You are incorrect; that is incorrect; the
correct version is _______.
Initial A single letter or initial follows.
I read back The following is my response to your
instructions to read back, meaning , I read back
everything exactly as transmitted.
I say again I am repeating transmission or portion
indicated.
I spell I shall spell the next work phonetically
I verify That which follows has been verified at your
request and is repeated (to be used only as a reply to
"verify")
Message follows A message which requires recording is
about to follow (transmitted immediately after the call).
More to follow I have more messages, traffic, or
information for you.
Negative Not received, no.
Out This is the end of my transmission to you. No
response is required or expected. After the proword
"out", all stations will pause for a 5-second
interval to listen for stations desiring to break-in.
Over This is the end of my transmission to you, a
response is required or expected.
Read back Repeat this entire transmission exactly as
received.
Relay Station called transmit to _____________
Roger I have received your last transmission
satisfactorily.
Say again Repeat all of your transmission. Followed by
identification data means: "Repeat ------ (portion
indicated).
Speak faster Your transmission is too slow. Increase
speed of transmission.
Speak slower Your transmission is too fast. Decrease
speed of transmission.
This is This transmission is from the station whose
designation follows
Time That which immediately follows is the time or
date-time group of the message
To The addressees, whose designations immediately
follow, are to act on this message
Unknown station The identity of the station with whom
I am attempting to establish communications is unknown.
Verify Verify entire message (or portion indicated)
with the originator and send correct version. To be used
only at the discretion of the addressee to whom the
questioned message was directed.
Wait I must pause for a few seconds (not to exceed 30
seconds)
Wait _____ I must pause for _____ minutes (expressed
in numerals).
Word after Repeat the word after _________.
Word before Repeat the word before ____________.
Word twice Communication is difficult.
Transmit(ting) each word twice. This proword may be used
as an order, request, or as information. Appendix
VIII
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| ARRL Standard Message
Form As Adapted For
New York State Races
Number:
This is the message number as assigned
by the originating operator.
Precedence:
This is the order of transmission of
messages. The following sequence will be
used:
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- Emergency:
- Any message having life
or death urgency to any
person or group of
persons, which is
transmitted by Amateur
Radio in the absence of
regular commercial
facilities. This includes
official messages of
welfare agencies during
emergencies requesting
supplies, materials, or
instructions vital to
relief of stricken
populace in emergency
areas. During normal
times, it will be very
rare. When in
doubt, do not use it.
- Priority:
- Important messages having
a specific time limit.
Official messages not
covered in the Emergency
category. Press
dispatches and other
emergency-related traffic
not of the utmost
importance. Notification
of death or injury in a
disaster area, personal
or official.
- Welfare:
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| A message that is either: |
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- An inquiry as to the
health and welfare of an
individual in the
disaster area.
- An advisory or reply
from the disaster area
that indicates all is
well should carry this
precedence.
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| These messages are
handled after Emergency
and Priority traffic, but
before Routine. |
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- Routine:
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