Bayfield County
Standard Operating Guidelines
RADIO COMMUNICATIONS
A. PURPOSE
The Standard Operating
Guidelines described are designed to be used by Bayfield County emergency
services personnel operating communications equipment.
1. The
contents outline policy and standard operating guidelines to be followed in a
variety of situations. It is obviously
impossible to develop procedures for every situation that could arise. Therefore, in situations not covered by
specific instructions, decision made and actions taken must be governed by
common sense and judgment on the part of communications personnel.
2. The
need for standardization cannot be overemphasized. Standard Operating Guidelines (SOGs) save time, reduce confusion,
eliminate error and assist all concerned in providing timely and predictable
reactions to emergency situations.
3. Some
of the specifics that follow pertain to operations of the Communications
Center. This material is included to
provide field personnel with knowledge of Communications Center
responsibilities and procedures in the interest of improving mutual cooperation
and understanding.
B. CHANGES
AND REVISIONS
It is important that the
contents of this publication be up to date at all times.
1. Any
agency or individual desiring changes which affect emergency communications or
which modify, supplement or require action not covered by these guidelines
shall forward a written request to the Chief Deputy to be brought forward to
the Communications User Advisory Board.
2. Changes
to policies and procedures will normally be accomplished by publication and
distribution of pages to all holders of this publication in advance of the
effective date. When more rapid change
is required, notification may be made by other means and followed up with the
new manual page.
3. The Chief Deputy is responsible for implementing procedure
revisions necessary to communications
operations.
A.
DISPATCH frequency
(154.980 / 153.980) – The Local Government frequency is referred to as
DISPATCH. This Dispatch frequency will
be installed as Channel 1 in all fire and ambulance department radios. This frequency will be used as the dispatch
and general operating frequency by all fire and ambulance departments. All requests from and messages for Dispatch
(Communications Center) will be communicated on this frequency.
1. Radio
to radio communication will not use this frequency unless the repeater is
essential to that communication.
2. Efforts
will be made to ensure frequency availability during emergency situations by
limiting the number of non-emergency users.
(Example: school buses, trail
groomers, municipalities, etc.)
B. Bayfield
County TRUCK-TO-TRUCK (154.130) – Installed as Channel 2 in Fire and EMS radios. To be used by all emergency response
personnel and agencies as an on-scene command and coordination frequency, on
which radio to radio communications should take place. Radio-to-radio communication may be done on
this frequency when the repeater is not needed. This frequency is not monitored by the Communications
Center. This frequency is the
designated by the state of Wisconsin as the county fire frequency. The primary use of this frequency is for
coordination of fire department tactical response. The Fire Association has made this frequency available to other
emergency response agencies to facilitate on scene interagency communications.
C. FIRE-COM
(154.295) – Installed as Channel 3 in Fire Department radios. Primarily used by fire departments for
interdepartmental communications when mutual aid is utilized, particularly in
multi-county responses. It may be used
as a second on-scene frequency on which radio to radio communications take
place. This frequency is the same
statewide (nationwide) and is not monitored by the Communications Center. The primary use of this frequency is for
fire department use in a multi-agency response.
D. DISPATCH
TALK-AROUND (153.980) – This frequency is the non-repeater side of the Dispatch
frequency. It allows a user to monitor
all transmissions on the Dispatch frequency without chance of accidentally
activating the repeater. It can be used
as an additional TalkAround/simplex
channel when out of the Washburn area, when Dispatch will not hear transmissions. Labeled as DISP/TA.
E. ALS
400 (155.400) – Primary use for landing zone coordination with medical
helicopters. Also provides voice
contact between an ambulance in the field and a physician at a Duluth medical
control hospital. This frequency is not
monitored by the Communications Center and provides an on-scene EMS frequency
when landing zone coordination is not required.
F. MARC 1
(153.845 /151.280) – Mutual Aid Radio Channel repeater frequency. Established to provide a common radio
frequency to be used throughout Wisconsin as a command and control
frequency. During a major emergency, or
to augment day-to-day communications, Wisconsin Emergency Management provides a
portable repeater that may be used locally.
G. MARC 2
(151.280) – Mutual Aid Radio Channel established to provide a common radio
frequency to be used statewide by public safety agencies during periods of
man-made or natural disasters and other emergencies where inter-agency
coordination is required. This channel
is for on-scene command and coordination and is open to all public safety and
municipal agencies, including law enforcement, fire EMS, public works, highway,
emergency management, forestry as well as state an federal agencies.
H. WISTAC
1 (154.265) – Wisconsin Tactical channel to be used by emergency responders for
radio communications at wild land fires and other situations.
I. WISTAC
2 (154.010) – Wisconsin Tactical channel to be used by emergency responders for
radio communications at wild land fires and other situations.
J. WISTAC
3 (154.130) – Wisconsin Tactical channel to be used by emergency responders for
radio communications at wild land fires and other situations. This frequency is the same as the Bayfield
County Truck-to-Truck frequency except for the tones on the transmit side.
K. STATE
EMS (155.340) – This frequency is
primarily used for ambulance to hospital communications. Hospital radios are equipped with tone-coded
squelch, which allows only ambulances with matching sub-audible tones to open
their radio for communication.
Ambulances have the channels of local hospitals programmed into their
radios. This frequency is not monitored
by the communications center and provides an on-scene EMS frequency.
L. WISPERN
(155.475) – Wisconsin Police Emergency Radio Network used for
inter-jurisdictional coordination of law enforcement agencies in
Wisconsin. Dispatch monitors this
frequency but cannot transmit on it. WisPERN
provides law enforcement an on scene tactical command and control frequency.
M. POINT TO POINT (155.370) – Used nationwide by law enforcement. Designed to send messages from one jurisdiction to another, one base to another. This frequency is monitored by Dispatch.
N. LAW
(154.710) – Frequency used to coordinate the activities of the Bayfield County
Law Enforcement community. This
frequency is designated for law enforcement use only. Fire and EMS Departments may monitor this frequency. However, radios are not to be equipped with
the transmit capability.
O. MUNICIPAL
CHANNEL (155.145) – This frequency provides a tactical frequency for use by the
jurisdictions within Bayfield County as a coordinating frequency.
P. The
following is the recommended frequency arrangement for fire and ambulance
radios:
Channel
1 – DISP tower (Dispatch and most commonly used tower)
Channel
2 – BC Trk-Trk (Bayfield County Truck-to-Truck)
Channel
3 – FireCOM (Fire common nationwide)
Channel
4 – DISP T-A (Dispatch Talk Around)
Channel 5 – ALS 400
Channel 6 – MARC 1 (Mutual Aid Radio Channel repeater)
Channel 7 – MARC 2 (Mutual Aid Radio Channel simplex)
Channel 8 – WISTAC 1 (Wisconsin Tactical Channel 1)
Channel 9 – WISTAC 2 (Wisconsin Tactical Channel 2)
Channel 10 – WISTAC 3 (Wisconsin Tactical Channel 3)
Channel 11 – State EMS (no specific hospital designation)
A. Standard
Procedures should be used for handling messages by radio or telephone. Use of standard operation guidelines will
conserve on-the-air time and permit accurate, brief and rapid transmission of
essential information.
B. The
Communications Center will be responsible for handling radio and telephone
messages rapidly and for determining order of priority in which transmissions
will be made.
C. A major
incident could overload the system (ie. major car accidents, severe weather
conditions, large wildland fire, etc.).
There is a definite need at such times for the Dispatcher to maintain
strict control over the frequency in order to sort out the priorities and be
sure calls are transmitted without delay or interruption.
D. Under
major incident conditions, radio and telephone conditions at the communications
center may become heavy enough to prevent immediate answers to radio
calls. When this occurs the
communications center may advise the following:
1. “UNITS
STANDBY”. This statement means the
communications center is temporarily unable to answer; do not call again until
answered unless you have an emergency.
2. “ALL
UNITS CLEAR THE CHANNEL EXCEPT FOR EMERGENCY TRAFFIC.” If you have emergency traffic, state your
radio identifier and the work “emergency”.
The use of the emergency category will be restricted to the type of
emergency where life or personal injury is at risk requiring immediate
additional assistance.
E. All
emergency personnel should continuously be aware of the need to conserve the
use of radio frequencies and should make a conscious and positive effort to
eliminate unnecessary use of the radio.
A. The
manner in which radio operations are handled is often a measure of the
efficiency of an organization and the attitude of its individuals. Applications of the general do’s and don’ts
outlined here lead to professional performance.
1.
Make sure the radio is
on the correct channel.
2.
Listen before
transmitting to make certain the frequency is clear.
3.
Organize your thoughts
before transmitting to avoid wasted time and confusion.
4.
Keep transmissions brief
and to the point. Avoid long winded
descriptions and unnecessary repetition.
Accuracy, brevity and speed are all important. However, being accurate should be considered most important.
5.
When using a mobile
unit, hold the microphone approximately one inch from the lips, key the
microphone, pause two to three seconds for the repeater to be activated, and
then speak slowly and clearly across the mouthpiece in a normal voice. Do not hold the microphone directly in front
of your mouth, but slightly to the side at an angle of about 45 degrees, talking
across the face of the microphone instead of blowing into it.
6.
Sirens and air horns
create additional noise when transmitting.
Closing the windows of the vehicle or placing the microphone next to the
side of the throat to talk will avoid that interference.
7.
Communications should be
conducted in a professional manner.
During all radio operations, remain cordial and calm. Words or voice inflections which reflect an
individual’s irritation or sarcasm are not to be used. Remember, your conduct on the radio reflects
on you and your entire department.
8.
No one department should
command the frequency or monopolize the air-time with unnecessary
transmissions.
9.
Radio traffic needs to
be kept to a minimum and pertinent to the emergency at hand. Emergencies may occur simultaneously in
opposite ends of the county. Often only
the dispatcher will hear both departments’ transmissions
10.
The use of thanks,
please and other expressions of courtesy make for good working relationships
among agencies.
11.
When you are finished
with your transmission, secure the microphone in its proper position to avoid
an “open mike” which may block essential radio traffic and/or disable the scan
function of the radio.
B. Users
of portable radios should scan with their radios on a non-repeater frequency,
such as Dispatch Talk-Around, in order to prevent keying of a repeater when not
in service. Dispatch Talk-Around will
assure the user receives any communications coming from Dispatch.
C. If an
authorized user of the radio system feels that a department is not following
these guidelines, he/she should contact their department head. The department head should be given the type
of infraction or problem and the date and time of occurrence. The department head may do the following:
1.
Contact the appropriate
department head by telephone and discuss the concern.
2.
Write a letter
documenting the situation to the appropriate department head.
If
successful contact cannot be made, or if the department head feels nothing has
been done, the concern may be documented in writing to the Chief Deputy
requesting the matter be reviewed.
A. Units
calling Dispatch should identify themselves with the appropriate department
name and then address the communications center as DISPATCH. (Example:
Washburn Fire to Dispatch.) If a department’s radio transmission may
change from tower to tower, the radio unit should also identify the tower on
which they are transmitting.
(Example: South Shore Ambulance
to Dispatch/Port Wing.)
B. If you
need a response from Dispatch, then address Dispatch. (Example: South Shore EMT
Hofman to Dispatch). If you are
transmitting on the radio for the benefit of other responders, do not address
Dispatch and do not expect Dispatch to acknowledge your transmission. (Iron River EMT Victorson to the
scene.)
C. The use
of plain text (versus 10-codes) is the standard operating procedure for radio
communications.
E. A Fire
Department should transmit the following to Dispatch:
1.
Department Acknowledge
the page (one person) [Mason Fire to
Dispatch. Acknowledge the page.]
2.
Department en route (not
individual apparatus)
3.
Department at the scene
4.
Department leaving the
scene
5.
Department back at the
hall.
F. An Ambulance Department should transmit the following to
Dispatch:
1.
Department – Acknowledge
the page [Iron River Ambulance to Dispatch.
Acknowledge the page.]
2.
Ambulance en route
3.
Ambulance at the scene
4.
Ambulance en route to
hospital
5.
Ambulance arrived at
hospital
6.
Ambulance returning to
hall
G. The
ambulance should also transmit the following information to Dispatch during
Intercept calls:
1.
Intercept request
2.
Making intercept
3.
Action following
intercept (Example: patient transferred
to ground ambulance or helicopter and returning to hall, back en route to
hospital, etc.).
H. If you
are not receiving clear transmission from Dispatch, please inform the
dispatcher with a suggested change of tower in order to receive a better
signal.
A. The order of dispatch by radio pager:
1. Select
appropriate fire/ambulance department(s) button(s).
2. Activate
pager(s).
3.
Announce Department(s)
that are to respond.
4.
Announce type of
emergency.
5.
Announce name of
residence, if appropriate.
6.
Announce location of the
emergency by address, both number and road name, including the
town/village/city.
7.
Announce additional
information needed to respond appropriately.
8.
Repeat steps 1 – 7.
9.
Announce time of
Dispatch.
10.
If there is no response
within two (2) minutes of the initial call, repeat steps 1 – 7.
11.
If there is no response
within two (2) minutes (either by telephone or radio) the Dispatcher will
automatically dispatch another
appropriate department(s).
B. Any acknowledgement of the page means the service is
responsible for the call.
C. Ambulance Departments will be notified as a Fire Department is dispatched in the ambulance response area. If a Fire Department is en route to an emergency, the Dispatcher will automatically notify the appropriate ambulance department.
D. Fire Departments will be notified as an Ambulance Department is dispatched to a motor vehicle accident in the fire department response area. If the fire department in that jurisdiction does not have extrication equipment they may request the closest department with the appropriate equipment also be notified/put on standby until it is known that extrication will not be necessary. If an ambulance is en route to a motor vehicle accident, the Dispatcher will automatically notify the appropriate fire department.
F. If the person in charge of a department feels that a Dispatcher was not following procedures, a verbal or written report should be filed with the Chief Deputy. It is not appropriate for individual responders to call dispatchers directly to air complaints.
G. The Chief Deputy will handle all complaints, contact the Dispatcher involved, compile the facts, and make changes as necessary to resolve the situation. The Chief Deputy is also responsible to report actions taken to the person who filed the incident report and the Dispatcher.
H. Continuous recordings are made of all radio and telephone communications which are accepted at the Communications Center. These recordings are kept indefinitely. Recordings can be played or duplicated for the person in charge of a department or his or her designee. Arrangements must be made with the Chief Deputy.
When
a department is going to be “out of service”, and they are going to have
another service covering their area, the person in charge of the department or
designee will advise the Communication Center of the method of dispatch. This notification should be done ahead of
time. Dispatch will page both the
out-of-service department and the covering department if there is a call for
service for the duration of the request.
A. Pager
tests will be conducted every Monday evening between the hours of 6:00 pm and
8:00 pm. If incident traffic prevents
pager testing, the tests may be conducted the following evening.
B. Additional
pages may be requested by a department.
C. Tests
will not be conducted during heavy incident traffic times in the communication
center.
D. If you
do not receive a page during the designated time, contact other members of your
department. I no other persons received
the page, the person in charge of the department or designee should notify the
Communication Center after 8:00 pm to determine if pager tests were conducted
and request a pager test prior to 9:00 pm if possible.
A. FIRE –
A department shall request specific equipment, apparatus, and/or personnel when
requesting mutual aid. Examples include
but are not limited to: engine,
tanker/tender, SCBA, personnel, extrication equipment, law enforcement,
ambulance, etc. The Dispatcher will
page the mutual aid department(s) with the specific requests.
B. AMBULANCE/EMS
– A department shall request specific equipment and/or personnel when
requesting mutual aid. Examples
include, but are not limited to:
ambulance, EMTs, extrication equipment, law enforcement, etc..
1. GROUND
INTERCEPT – A department shall request the specific ambulance agency, state the
basic reason for the request and specify the route of travel to the hospital
when requesting a ground intercept.
Communication with the intercepting ambulance will take place on a
non-repeater frequency when possible and include specific information as
needed.
C. MEDICAL
HELICOPTER – Requests for the medical helicopter may be made by any emergency
agency. State:
1. Requesting
agency name.
2. Type of
response
a.
Standby – Helicopter
staff will go to the ship, and prepare for launch. This takes about ten minutes.
b.
Launch – Helicopter will
proceed toward the emergency scene.
3. General location of the incident and/or
landing zone.
4. Type of incident
a.
Auto accident – multiple
patients/with fatality/extended extrication time
b.
Amputations
c.
Severe burns
d.
Remote or difficult road
access
e.
Search in conjunction
with a medical emergency
5. Radio frequency to communicate on – ALS
400.
6. It is
highly recommended that a mobile radio be used for all radio communications
with the helicopter.
D. In
anticipation of an expanding emergency, departments may request notification of
a neighboring department as follows:
1. ALERT
– No action required.
Department
notified that assistance may be needed as local resources are depleted or
inoperable.
Example: Barnes Ambulance down for the week for
repairs. EMTs would be available to
respond to a scene. Both Iron River and
Great Divide may be notified that the need to respond into Barnes service area
to transport a patient may be requested.
Notification
should be done from department to department by telephone when possible. Dispatch is to be contacted if they are
expected to make any changes in established procedures.
2. STANDBY
– Personnel and equipment at the hall ready to respond.
Example: Barnes and Iron River Fire Departments are
responding to a working fire with all personnel and equipment. Brule and Drummond may be requested to
standby at their hall. The expectation
is that personnel would be in turnout gear with trucks and equipment ready to
respond.
Notification would be paged through the
communications center.
3. MOVE-UP
– Department personnel and equipment are moved to a designated location.
Example: Great Divide and Mason EMS have responded to
a multi-casualty accident with all units and personnel. Barnes EMS may be requested to move-up to a
location allowing coverage of both areas, perhaps near A and N. Iron River would be requested to move a unit
to a location allowing coverage toward Mason, perhaps Ino. Move-up locations are designated by the
requesting department.
Notification
would be paged through the communications center.
A. Any
time a multi-agency pre-planned drill is going to be conducted where the
Communications Center will be involved in any respect, the Communications
Center must be notified at least 24 hours in advance. This information should be given to the Chief Deputy and should
include the location, time, approximate duration and the agencies involved, and
the method of notifying each agency to respond to the drill if applicable.
B. Request
for paging by the Communications Center shall be limited to service related
problems, a family emergency that cannot be handled by telephone or department
meetings. Non-emergency paging will be
conducted at the discretion of the dispatcher.
C. If a
department needs to contact the Communications Center for times on a call, do
this through 373-6120. Respect the fact
that the Dispatcher may be busy at this point and call back as needed.
D. During
normal operations, members of the emergency services community and other
interested persons are encouraged to visit the Communications Center to observe
the operations. These visits should be
arranged with the Chief Deputy and may be limited to a maximum number of
people. A tour would be discontinued if
an emergency demanding the Dispatcher’s time would take place.
E. Dispatch need only be contacted when requesting a change in
established procedures.