multi-agency radio communication system (marcs) · version 2017.9 marcs sop 9/1/2017 10 | page •...

TUSCARAWAS COUNTY HEALTH DEPARTMENT

MULTI-AGENCY RADIO COMMUNICATION SYSTEM

(MARCS)

STANDARD OPERATING PROCEDURE

Version: 2017.9

Date Originally Adopted: 9/1/2017

Date of Last Revision: 11/9/2018

Date of Last Review: 11/9/2018

Version 2017.9 MARCS SOP 9/1/2017

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RECORD OF CHANGES

The Health Commissioner for the Tuscarawas County Health Department authorizes all changes to the Tuscarawas County Health Department Multi-Agency Regional Communications System (MARCS) SOP. Change notifications are sent to those on the distribution list. To annotate changes:

1. Add new pages and destroy obsolete pages.

2. Make minor pen and ink changes as identified by letter.

3. Record changes on this page.

4. File copies of change notifications behind the last page of this EOP.

Change Number

Effective Date

Version Significant Changes:

Page Number & Summary Name

2018.11 11/9/2018 2017.9 Reformatted to current format.

Pg. 4: Updated distribution list

Paul Westlake


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RECORD OF DISTRIBUTION

A single copy of this Tuscarawas County Health Department Multi-Agency Regional Communications System (MARCS) SOP is distributed to each person in the positions listed below.

Date Received

Program Area

Title Name

Health Commissioner, TCHD Katie Seward

Health Commissioner, NPCHD Vicki Ionno

PHEP Office PHEP Coordinator Paul Westlake

Environmental Clerical Specialist Cristinia Westlake

Environmental Sanitarian, NPCHD Lee Finley

Switchboard Operator, TCHD Rosetta Melnichinko

This plan is available to all Tuscarawas County Health Department and New Philadelphia Health Department employees on their respective agency websites. Two copies can also be found in the department operations center (DOC) in hard copy format. Additionally, each Director and the Public Health Emergency Preparedness Coordinator possess an individual copy.


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DOCUMENT DESCRIPTION

The content of the Multi-Agency Radio Communications System (MARCS) SOP is intended to provide guidance for communications, both in the event of an emergency or in routine communications, using the MARCS Radio.

CONTENTS

STATEMENT OF PROMULGATION ............................................................................................................. 1

RECORD OF CHANGES ............................................................................................................................... 3

Introduction: ..................................................................................................................................................... 6

What is MARCS? ............................................................................................................................................ 6

MARCS Subscribers in Ohio: .......................................................................................................................... 6

General Radio Information: .......................................................................................................................... 6

Procedures: ....................................................................................................................................................... 7

General: ......................................................................................................................................................... 7

Voice Communications Procedures: ............................................................................................................. 7

Best Practices .................................................................................................................................................... 8

Common Phrases .......................................................................................................................................... 8

Phonetic Alphabet ......................................................................................................................................... 8

Special Information: .......................................................................................................................................... 9

Safety Concerns: ............................................................................................................................................ 9

Handling Guidelines: ..................................................................................................................................... 9

Radio Care and Service: ................................................................................................................................. 9

Incident Command System (ICS) Communications: ...................................................................................... 9

Equipment: ..................................................................................................................................................... 10

ODH Contact Information ............................................................................................................................... 10

Training & Exercises: ....................................................................................................................................... 11

ODH LHD MARCS Radio Checks Guidance ...................................................................................................... 12


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INTRODUCTION:

WHAT IS MARCS?

• Multi-Agency Radio Communications System (MARCS) is an 800 MHz radio system and data network.

• MARCS utilizes state-of-the-art trunked technology to provide statewide interoperability in digital clarity to its subscribers.

• MARCS functions throughout Ohio and within a 10-mile radius outside of Ohio. • MARCS uses radio towers and numerous other interconnections that enable shared communications

in all 88 Ohio counties, and up to 97.5% of Ohio’s landmass.

MARCS SUBSCRIBERS IN OHIO:

There are currently over 500 federal, state, and local public safety agencies with over 23,000 voice devices on the system

GENERAL RADIO INFORMATION:

• The MARCS handsets are ASTRO ® XTSTM 5000 Digital Portable Radios (Model III) manufactured by Motorola.

• These radios are designated for a specific type of use through the terms of subscription agreement with the state MARCS office.

• Each of the individual radio has an identification number programmed into it that allows for direct calling between two radios.

• A detailed list of the TCHD MARCS radio programming, including channels and zones, is located in Attachment 1: Tuscarawas County Health Department MARCS Talk Groups.

• If radios are used during an incident, ICS Forms 205: Incident Radio Communications Plan and/or 205A: Communications List may be used to see who is utilizing what MARCS zones and channels.

o Both of these forms provide a way to document essentially the same information (how to contact people). However, ICS Form 205 is geared specifically toward radio communications and provides spaces to document exactly on what radio channel and zone each individual or organization is operating.


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PROCEDURES:

GENERAL:

TCHD will monitor its own channel (XTSCARWA - Zone 1, Channel 1).

• In addition, it may be useful to scan the following channels: o Ohio Department of Health (XODHCALL - Zone 1, Channel 6) o Tuscarawas County EMA (XCOEMA79 – Zone 1, Channel 2) o New Philadelphia City Health Department (XN.PHILY - Zone 1, Channel 7) o NECO (XLHDNEC - Zone 2, Channel 1)

• When pressing the button on the side of the radio to transmit a message, you will first hear a chirping sound. Make sure to wait until the chirp stops before you try to talk on your radio.

• Remember that public health is not the only agency using the MARCS system, and that many other entities across the state use the system as well.

VOICE COMMUNICATIONS PROCEDURES:

• Transmissions should be limited 15 seconds or less, unless conveying emergency information. • Use clear, plain-English language when using the MARCS system. Avoid codes and other jargon

whenever possible. • There are specific “shorthand” words and phrases used in radio communications. The use of “over”

and “clear” discussed below are examples of such words. You will likely encounter these words and phrases, especially when communicating with agencies who frequently use radios.

• Radio communication can often become scrambled, unclear, and difficult to understand. In such instances, it will be beneficial to spell out letters using the phonetic alphabet, or numbers using phonetic numbers.

o An example of using the phonetic alphabet would be saying “Tango, Charlie, Hotel Delta)” instead of saying “TCHD.”

• Radio usage process: o Press the transmit button on the side of the radio and wait to hear the chirp sound. o Speaking clearly, use one of the following statements to initiate a transmission:

• “(Name of the station you are calling) this is (your station’s name). Over.” Example: “Tuscarawas County EMA, this is Tuscarawas County Health Department. Over”

“(Name of your station) to (Name of the station you are calling). Over.” • Example: “Tuscarawas County Health Department to Tuscarawas County

EMA. Over.” o Wait for the station that you are calling to respond. If needed, repeat the message. o Once the station you called has acknowledged your call, begin speaking with your actual

message. o Once you have finished your message, you should end your transmission by saying “Over.”


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o Once the conversation is complete, you should end your final transmission with “Clear.” This will denote to others on the channel that your conversation is other and they are free to use the channel.

• Attachment 2: Ohio Department of Health MARCS User Guide provides information on using MARCS radios.

BEST PRACTICES

Effective communication is vital to safe and successful operations. In order to maximize clear, concise communications, the following procedures have been identified to promote this standardization.

COMMON PHRASES Affirmative: Yes Clear: Used when all radio traffic is complete, usually with the person’s designation Copy: Acknowledge message received Emergency Traffic: Term used to let others know to clear the radio to allow emergency message Go Ahead: Indicates another person should respond MAYDAY: Universal distress call Negative: No Repeat: Asking that last message be repeated Stand By: Used to indicate a pause while information is gathered Unreadable: Used when the message received is not understandable

PHONETIC ALPHABET

A Alpha N November

B Bravo O Oscar

C Charlie P Papa

D Delta Q Quebec

E Echo R Romeo

F Foxtrot S Sierra

G Gulf T Tango

H Hotel U Uniform

I India V Victor

J Juliet W Whiskey

K Kilo X X-Ray

L Lima Y Yankee

M Mike Z Zulu


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SPECIAL INFORMATION:

SAFETY CONCERNS:

• The radio manufacturer recommends following the guidelines to maximize safety and lifespan of the radios:

o Hold the radio in a vertical position in front of the face with the microphone at least one inch away from the nose and mouth. Antenna should be kept away from the eye.

o When worn on the body, always place the radio in a Motorola-approved clip. o Use only Motorola-approved accessories. o Do not use a radio that has a damaged antenna. o Turn the radio off when charging the battery. Only charge the battery indoors. o Avoid touching any electrically conductive part of the unit with your hands.

• Additional information can be found at: http://transition.fcc.gov/oet/rfsafety/rf-faqs.html • If the radio battery contact area has been submerged in water, dry and clean the radio battery

contacts before attaching battery to the radio. Otherwise, the water could short-circuit the radio. • If the radio itself has been submerged in water, shake the radio well so that any water that may be

trapped inside the speaker grille and microphone port can be removed. Otherwise, the water will decrease the audio quality of the radio.

HANDLING GUIDELINES:

• Do not pound, drop, or throw the radio. • Never carry the radio by the antenna. • Avoid subjecting the radio to an excess of liquids, corrosives, solvents, or spirits. • Do not disassemble the radio.

RADIO CARE AND SERVICE:

• The radio case has two vent ports that allow for pressure equalization in the radio. Do not poke these vents with any objects. Doing so could create leak paths into the radio and the radio’s submergibility will be lost.

• Access the Ohio Department of Health MARCS technical help at 614-728-2434

INCIDENT COMMAND SYSTEM (ICS) COMMUNICATIONS:

• As previously mentioned above, if radios are used during an incident, ICS Forms 205: Incident Radio Communications Plan and/or 205A: Communications List may be used to see who is utilizing which MARCS zones and channels.

http://transition.fcc.gov/oet/rfsafety/rf-faqs.html





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• Both of these forms provide a way to document essentially the same information (how to contact people). However, ICS Form 205 is geared specifically toward radio communications and provides spaces to document exactly on what radio channel and zone each individual or organization is operating.

EQUIPMENT:

• TCHD has four handheld MARCS units and one base unit. Below are listed details on each radio unit: o MARCS radio base unit: Radio ID #: 7990153 Location: Environmental Health Clerical Specialist Office

o MARCS handheld radio #1: Radio ID #: 7990161 Location: TCHD Switchboard Operator Desk

o MARCS handheld radio #2: Radio ID #: 7990162 Location: Environmental Health

o MARCS handheld radio #3: Radio ID #: 7990163 Location: Environmental Health

o Power sources: Handheld radios: There are six batteries available for use in the handheld MARCS radios. At

any given time, three will be in the radios, and three will be stored in the Environmental Health Laboratory Room as extra batteries. Since the extra batteries will lose their charge over time, they should be rotated into the MARCS radios regularly.

There is one charging dock and a multiple dock charger. Unless someone is using a radio portably, the radio should remain on the charging dock.

Radio base unit: The MARCS radio base unit does not have a battery capability, and must

be plugged into an electrical source for use.

ODH CONTACT INFORMATION Ohio Department of Public Health Office of Health Preparedness Communications and Technology 614-995-4845 [email protected]


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TRAINING & EXERCISES:

• At a minimum, TCHD will participate in MARCS drills from the Ohio Department of Health. See next section.

• TCHD may participate in MARCS drills or other exercises that include MARCS testing, which may include, but are not limited to, Northeast Central Ohio Region V public health agencies, emergency management agencies, and other state and local agencies.

• TCHD will make every attempt to train its staff on the use of MARCS. This document will serve as a training component and reference document.

ODH LHD MARCS RADIO CHECKS GUIDANCE To communicate more efficiently with other local/state emergency responder’s, hospitals, and The Ohio Department of Health effective October 1, 2015, the local health department (LHD) MARCS radio checks will be conducted on a monthly basis with each region being assigned to a specific time on the 1st Tuesday of the month. Table 1 illustrates the regional assignments.

Table 1:

1st Tuesday of the month LHD Region

9:00 a.m. – 10:00 a.m. Northeast Central Region, West Central Region

10:00 a.m. – 11:00 a.m. Northwest Region, Southeast Central Region

12:00 p.m. – 1:00 p.m. Central Region, Northeast Region

1:00 p.m. – 2:00 p.m. Southeast Region, Southwest Region

2:00 p.m. – 5:00 p.m. Missed Radio Checks:

LHDs to call ODH on XODH-Call talkgroup

1. LHDs are required to participate and must “Confirm” at least 75% of the conducted radio checks each year.

2. It is recommended that MARCS radio equipment be located in a place where LHD staff can monitor and respond quickly to emergency transmissions or radio checks.

3. The monthly LHD MARCS radio check is conducted on the 1st Tuesday of the month between 9:00 a.m. and 3:00 p.m. based on region (see above table 1 for your time slot).

4. Radio checks are conducted on the LHDs designated talkgroup (e.g. FRKLNCO). LHDs should always be monitoring their LHD talkgroup and not the Hailing or the XODH-Call talkgroup.

5. LHD staff should routinely check that the MARCS radio equipment is operational, set to their LHD’s talkgroup and the volume is kept at a level that can easily be heard.

6. ODH LHD radio check responses are defined as:

• Confirmed: During the scheduled time (Tuesdays, see table 1 for time), LHD responds to the ODH MARCS radio check call.

o In the event that the LHD misses their radio check, ODH will allow the LHD to call ODH back on the XODH-Call talkgroup after 3:00 p.m.

o Please note: LHDs should still strive to respond to the ODH MARCS radio check immediately when it is possible.

o ODH will allow LHDs to conduct their monthly radio check outside of the designated time frame, however it is understood that ODH will not always be monitoring the radio traffic on non-designated radio check days.

• Non-Confirm: LHDs who do not respond to the ODH MARCS radio check during their designated time or do not call ODH on the XODH-Call talkgroup during the month.

• Out of Service (OOS): LHDs are responsible for contacting ODH if equipment is not operational. ODH will provide technical assistance to the LHD and/or provide contact information for the LHD to schedule repairs if necessary. ODH will consider a LHD as “Out of Service” if technical assistance does not remedy the situation and a higher


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level of technical assistance is required. LHDs who do not notify ODH that they can not respond to radio checks because of non-operational equipment will be categorized as “Non-Confirm”.

Please contact the Ohio Department of Health Office of Health Preparedness Communications Unit at 614-995-4845 or by email at [email protected].

mailto:[email protected]

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