BOOK: Blue Book II SECTION: Communication Manual Pg 1 of 20

BOOK: Blue Book II SECTION: Communication Manual Pg 1 of 20

COMMUNICATION PROCEDURES

TABLE OF CONTENTS

OPS/001 LETTER AND MEMORANDUM WRITING

OPS/002 STATION LOGBOOK SOP

OPS/101 GENERAL RADIO USE

OPS/102 800 MHZ RADIO OPERATIONS

OPS/103 STANDARDIZATION OF DISPATCH ORDERS

OPS/104 INTEROPERABILITY WITH WILL ROGERS FIRE

OPS/105 INTEROPERABILITY WITH MUTUAL AID FIRE DEPARTMENTS AND OTHER AGENCIES

OPS/106 DIRECT CHANNELS

OPS/107 INTEROPERABILITY WITH EMSA

OPS/108 EMERGENCY BUTTON ACTIVATION...... 18

OPS/109 EVACUATION TONE...... 19

OPS/201 WIRELESS COMMUNICATIONS

OPS/001 LETTER AND MEMORANDUM WRITING

The examples on the following pages are to assist you writing letters and memorandums. These samples are to be followed in general for correct written communications.

Before you write a letter or memorandum, plan what you are going to say and how to say it. The letter must convey your message because you will not be there to explain it. A letter or memorandum represents you and the department and both are judged by it.

The letter or memorandum should be neat, have correct spelling, use proper grammar and be typed.

If you have any questions about correct format or contents for letters or memorandums contact one of the secretaries at Headquarters.

SAMPLE
TO:John Doe(Eight lines down from top margin)
680D Battalion Chief
FROM: / Jane Doe
Lieutenant Engine 50D /
DATE:January 24, 2002
SUBJECT: Memorandum for Information
This memorandum format is used for information to anyone in our organization or City office. The pink memo can be used for less formal communications for inter-departmental mail.
This memorandum format should be used whether or not you have the memorandum letterhead.
The memorandum format can be used to transmit any information in writing to anyone. For example, this format could be used for running late, to inform the District Officer of lost equipment, or any other reason you would need to pass information.
Any letter should answer the questions:
1. Who?
2. What?
3. Where?
4. When?
5. Why?
6. How?
A signature is not required on this memorandum. You should initial just to the right of your name on the "FROM" line.

OPS/001 LETTER AND MEMORANDUM WRITING– continued

SAMPLE VEHICLE ACCIDENT MEMORANDUM
TO:John Doe(Eight lines down from top margin)
Battalion Chief, 650A
FROM: / Lieutenant Jane Doe
Engine 50A /
DATE:January 24, 2002
SUBJECT:Vehicle Accident Memorandum
In any letter concerning Oklahoma City Fire-Rescue vehicles, Administration Policy #11 should be consulted.
Items that should be covered in the letter concerning the accident are:
1. Facts that led to the accident
2. Your version of what happened
3. Steps taken after the accident
Any letter should answer these questions:
1. Who?
2. What?
3. Where?
4. When?
5. Why?
6. How?
A signature is not required on this memorandum. You should initial just to the right of your name on the FROM line.
SAMPLE
TO:Jon Doe(8th line down from the top margin)
Fire Chief
FROM: / Jane Doe, Lieutenant
Truck 123 A Shift /
DATE:January 24, 2002
SUBJECT:A request for New Equipment – A New Procedure – To Correct an Existing Problem (This is an Example)
The first paragraph should point out the situation as it exists. Be truthful about the problem.
The second paragraph should relate to the problem you have with the apparatus, station, equipment or etc.
The third paragraph should identify a solution to the problem. This is very important.
The last paragraph should contain justification for the changes. Justification is necessary even if it is obvious.
Captain Jane Doe ______
Truck 123 A Shift
Captain John Smith ______
Truck 122 B Shift
Captain Jane Smith ______
Truck 123 C Shift
pc: John Smith, Battalion Chief 650A (pc = personal copy, printed copy, or photo copy)
APPROVED: DENIED: Date:
______
(The employee to whom the memo was written will sign on the appropriate line as to approving or denying, and the date that it was signed)

OPS/001 LETTER AND MEMORANDUM WRITING – continued

Date (8th line down from the top margin)
John Doe, Fire Chief (5th line down from the date)
Oklahoma City Fire Department
123 Nowhere Street
Oklahoma City, Ok 67894
Dear Chief Doe: (2nd line down from address)
This business letter is written on department letterhead using the full block format.
The inside address is typed at the left margin and will contain the name and address of the addressee and their title.
After the salutation, a colon will be used.
The body of the letter begins 2 spaces below the salutation. The letter should be single-spaced. Write to your reader, avoid sexism and offensive language. The letter should be understandable, clear and avoiding technical jargon.
If the letter runs more than one page, the following format should be used at the top left hand corner of the second page: Name of Addressee
Page 2
Date
Sincerely, (2nd line down from the body of the letter)
John Smith (4th line down from the closing)
Assistant Fire Chief
pc: Name (pc = personal copy, printed copy, or photo copy)
Name
Enclosure (If applicable, 2nd line down from personal copy)

OPS/002 STATION LOGBOOK SOP

INTRODUCTION

The station logbooks intent is to be used as a daily record of station manpower and activities. The benefits of a daily journal of station activities allow for a historical review that can be utilized to retrieve data for purposes of information dissemination between shifts and cataloging emergency and non-emergency functions of the particular station.

All entries into the station logbook should be made in ink, legible and in summary form. Typically the ink used for the logbook should correspond with the shift working that day. (i.e. the “Red” shift uses red ink, the “Blue” shift uses blue ink, and the “Green” shift uses green ink.)

FORMAT

Header

At the beginning of each shift the day of the week, the current date and shift should be the “Header” of the shifts activities. If subsequent pages are needed to continue the shifts entries, a “Header” entry like that used at the beginning of the shift should be placed at the top of additional pages.

Example; “Friday, January 07, 2005 “B”-shift

Roll Call

The next entry should show what personnel are working at the station that day and to which apparatus they are assigned. This entry should match the entry made into the AGNI roster.

Along with the daily roster, an entry should be made about which personnel are not at the station and the reason they are absent.

Example:

Engine 55Rescue Ladder 55
Maj. DoeMaj. Soo
Lt. ReaCpl. Lee
Cpl. Mee
Cpl. Faa Cpl. Daa (loaned from station 60)
Absent/Cause: Lt. Snaggletoe to Training for EMT-Refresher,
Cpl. Hopeful vac-full.

Daily Time Line

The entries placed into the book should show the time the entry was made. Appropriate entries into the logbook include:

All station audio tests
Rig radio tests
Daily apparatus check results
All visitors arrival time, purpose of visit, and departure time
Station clean up and daily station duties
Any work orders filled out concerning apparatus or station
Any official information from the District Officers
Any time an apparatus leaves or returns to the station
Circuit tests
Any other information the station officer deems appropriate

OPS/002 STATION LOGBOOK SOP - continued

Daily Time Line - continued

Example:

EMERGENCY CALL ENTRIES

Whenever an apparatus is dispatched to an emergency it should be logged. The address of the call, the nature of the call and the incident number should be noted in the entry.

Medical Calls

Due to privacy laws, the name of the patient or any other specific medical information about the patient should not be entered into the logbook.

Fire Alarm Entries

The address of the incident, incident number, initial assignment and all equipment used should be logged.

Example:

0700 / Station Audio test- okay
0700 / Drivers checked apparatus- “All apparatus okay”
0705 / Rig Radio Test- okay
0730 / Daily station clean up
0800 / P.E. began
0811 / Uniform Company at station delivering towels
0817 / Uniform Company left station
0900 / E-55 on the radio to the store
0945 / E-55 @ station
1100 / 601 at the station: delivered paychecks, new Ad/99 placed in SOP manual
1130 / 601 left station
1300 / Work order “9999” sent in to building maintenance for leaking faucet in Majors office
(0001234)1315 / E-55, RL-55 to 100 N. Walker on a commercial fire alarm.
1700 / E-55, RL-55 @ station. E-55 assigned to fire attack, used 4/ SCBA, 3/Flashlights, 300 ft. of 4” hose, 2- 1” ¾ preconnects, 1- pickhead axe, 2- pikepoles
RL-55 assigned to ventilation, used, 2- PPV fans, 2- pike poles, 1-chainsaw, 2-light cords
1730 / All tools from fire alarm accounted for, cleaned and refueled.
(0001235)1800 / E-55 to N. Pole Dr. on difficulty breathing.
1845 / E-55 @ station. 1 pt. Transported to St. Anthony’s non-emergency by EMSA 44.

OPS/002 STATION LOGBOOK SOP - continued

CORRECTING MISTAKES AND LATE ENTRIES

Occasionally mistakes are made while making entries into the logbook and these errors need to be corrected. If a mistake is made, simply mark a single line through the incorrect entry and initial the strike through.

When it is discovered that an entry was not entered into the book an entry should be made on the next available line in the book. In the left margin, “Late Entry” should be written before the time of the event.

Example

0900 / E-55 on the radio to the store
0945 / E-55 @ station
1100 / 601 at the station: delivered paychecks, new Ad/99 placed in SOP manual
1130 / 601 left station
1300 / Work order “9999” sent in to building maintenance for leaking faucet in Majors office
(Late Entry) 1030 / Air shop at station to deliver 02 bottles for station cascade.

VERIFICATION OF ENTRIES

At the conclusion of each shift the station officer shall sign under the last entry, verifying all entries to be appropriate and complete.

“Friday, January 07, 2005 “B”-shift
Roll Call / Engine-55 Rescue Ladder-55
Maj. Doe Maj. Soo
Lt. Rea Cpl. Lee
Cpl. Mee Cpl. Daa (loaned from St. 60)
Cpl. Faa
Absent/Cause / Lt. Snaggletoe to training for EMT-Refresher, Cpl. Hopeful vac-full
Watch / Cpl. Mee
0700 / Drivers checked apparatus- “All apparatus okay”
0700 / Station Audio test- okay
0705 / Rig Radio Test- okay
0730 / Daily station clean up
0800 / P.E. began
0811 / Uniform Company at station delivering towels
0817 / Uniform Company left station
0900 / E-55 on the radio to the store
0945 / E-55 @ station
1100 / 601 at the station: delivered paychecks, new Ad/99 placed in SOP manual
1130 / 601 left station
1300 / Work order “9999” sent in to building maintenance for leaking faucet in Majors office
(0001234)1315 / E-55, RL-55 to 100 N. Walker on a commercial fire alarm.
1700 / E-55, RL-55 @ station. E-55 assigned to fire attack, used 4/ SCBA, 3/Flashlights, 300 ft. of 4” hose, 2- 1” ¾ preconnects, 1- pickhead axe, 2- pikepoles
RL-55 assigned to ventilation, used, 2- PPV fans, 2- pike poles, 1-chainsaw, 2-light cords
1730 / All tools from fire alarm accounted for, cleaned and refueled.
(0001235)1800 / E-55 to N. Pole Dr. on difficulty breathing.
1845 / E-55 @ station. 1 pt. Transported to St. Anthony’s non-emergency by EMSA 44.
Late Entry 1030 / 125 @ station to deliver fuel (725 gallons of diesel) (300 gallons of Unlead)
0600 / Audio test- okay
Major Doalata Doo

OPS/101 GENERAL RADIO USE

INTRODUCTION
This handbook is intended as a basic guide to proper communications procedures. It is not possible to set exact procedures for all situations.
Nothing in this handbook is intended to limit the use of the radio for necessary communications. This handbook will set some standards and guidelines for use of the radio system.
Due to multiple companies operating on the same talk group, procedural guidelines and simple courtesies must be observed.
GENERAL RADIO GUIDELINES

The two-way radio is the basic tool for communication in modern fire departments. Clear, Concise and Complete messages are essential for communications between the dispatcher and fire apparatus and between fire apparatus on the scene of an incident.

There are three questions to ask when preparing to send a message over the radio:
Is the message CLEAR?
Have you thought the message out
Will it be understood
Is the message CONCISE?
Is it as short as possible

Is the message COMPLETE?
Does it contain all the information needed

Voice

Normal Tone
Slowly and distinctly
Not too loud or too soft
Speak directly into the microphone
Emotion
Distorts voice
Anger, nervousness and excitement indicates loss of control

Understanding the message

Be sure you understand the message
Put yourself in place of the receiver of the message before sending
When receiving a message, be sure you understand before sending
Get clarification if you do not understand the message sent to you
Repeat the message back if necessary

Choice of words
The shorter the message, the better in most cases
Choose words that are
Easily understood
Distinct
Definite

Humor
Is generally unprofessional and not amusing
May cause misinterpretation of message
Be professional

OPS/101 GENERAL RADIO USE- continued

GENERAL RADIO GUIDELINES - continued

General Hailing Procedures
Briefly rehearse, (in your mind), the message that you wish to transmit
Make sure the radio talk group is idle before transmitting
Keep messages brief and confined to business
Choose words carefully
Speak distinctly
Use the unit number or call sign. Do not use names
Example: “Engine 51 to Dispatch”

“Go ahead Engine 51”

Example: “Engine 1, this is Engine 2”

“Go ahead Engine 1”

Do not use profane or obscene language
Limit use of radio in noisy environments
Allow only authorized personnel to operate the radio
When receiving a message, be sure you understand before acknowledging
Promptly report any radio trouble to the radio shop
Two radios close to each other it may cause feedback (loud squealing)

OPS/102 800 MHZ RADIO OPERATIONS

NEW TERMINOLOGY

Effective immediately, the new 800 MHz radio talk groups will no longer be designated as “Channels”. New terminology is required to allow the various talk groups to function properly under the new guidelines.

The new radio terminology is as follows:

NEW RADIO DESIGNATION / 800 MHz
TALK GROUP
TAC ONE / (FD TAC 1)
TAC TWO / (FD TAC 2)
TAC THREE / (FD TAC 3)
TAC FOUR / (FD TAC 4)
TAC FIVE / (FD TAC 5)
TAC SIX / (FD TAC 6)
TAC SEVEN / (FD TAC 7)
HAZMAT / (HAZ MAT)
HIGHWAY PATROL / (OHP METRO)
AIRPORT RESCUE / ARFF)
FIRE MARSHAL / (FMARSHAL)
TALK 1 / (FD TALK 1)
TALK 2 / (FD TALK 2)
EMSA ONE / (EMSA 1)
FIRE OPS / (FIRE OPS)
FIRE ALERT / (FD ALERT)

OPS/102 800 MHZ RADIO OPERATIONS - continued

GENERAL RADIO CONFIGURATION

All Portable and Rig Mounted radio systems assigned to the fire Department will have identical configurations to avoid confusion. There are five available banks programmed into the Oklahoma City Fire Department’s radios assigned to Suppression units. These banks allow for communications with various local, state, and federal agencies operating on the assigned frequency. Procedures for contacting the various agencies may be found in the Communications Manual following this Operating Procedure.

The radio configuration for 800 MHz system is as follows:

BANK 1: FD OPS
(Fire Operations) / BANK 2: FD SUPT
(Fire Department Support)
Radio Designation / New Radio
FD TAC 1 / Talk Group 1
FD TAC 2 / Talk Group 2
FD TAC 3 / Talk Group 3
FD TAC 4 / Talk Group 4
FD TAC 5 / Talk Group 5
FD TAC 6 / Talk Group 6
FD TAC 7 / Talk Group 7
HAZ MAT / Talk Group 8
OHP METRO / Talk Group 9
ARFF / Talk Group 10
FMARSHAL / Talk Group 11
FD TALK 1 / Talk Group 12
FD TALK 2 / Talk Group 13
EMSA 1 / Talk Group 14
FIRE OPS / Talk Group 15
FD ALERT / Talk Group 16
/ Radio Designation / New Radio
FD TALK 1 / Talk Group 1
FD TALK 2 / Talk Group 2
FD TALK 3 / Talk Group 3
FD TALK 4 / Talk Group 4
FD TALK 5 / Talk Group 5
FD TALK 6 / Talk Group 6
FMARSHAL / Talk Group 7
BLANK / Talk Group 8
BLANK / Talk Group 9
OHP METRO / Talk Group 10
FD MAINT / Talk Group 11
FD TRAIN / Talk Group 12
BLANK / Talk Group 13
EMSA 1 / Talk Group 14
FIRE OPS / Talk Group 15
FD ALERT / Talk Group 16
BANK 3: OKC AID
(Oklahoma City Aid) / BANK 4: ST AID
(State Aid)
Radio Designation / New Radio
OKC 1 / Talk Group 1
OKC 2 / Talk Group 2
OKC 3 / Talk Group 3
OKC 4 / Talk Group 4
OKC 5 / Talk Group 5
OKC 6 / Talk Group 6
OKC 7 / Talk Group 7
OKC 8 / Talk Group 8
OKC 9 / Talk Group 9
OKC 10 / Talk Group 10
OKC 11 / Talk Group 11
ARFF / Talk Group 12
ARFF TAC / Talk Group 13
EMSA 1 / Talk Group 14
FIRE OPS / Talk Group 15
FD ALERT / Talk Group 16
/ Radio Designation / New Radio
I CAL D / Talk Group 1
I CAL 1D / Talk Group 2
I CAL 2D / Talk Group 3
I CAL 3D / Talk Group 4
I CAL 4D / Talk Group 5
I CAL R / Talk Group 6
I TAC 1R / Talk Group 7
I TAC 2R / Talk Group 8
I TAC 3R / Talk Group 9
I TAC 4R / Talk Group 10
OKC DIR 1 / Talk Group 11
OKC DIR 2 / Talk Group 12
OKC DIR 2 / Talk Group 13
OKC DIR 2 / Talk Group 14
OKC DIR 2 / Talk Group 15
OKC DIR 2 / Talk Group 16

OPS/102 800 MHZ RADIO OPERATIONS - continued

GENERAL RADIO CONFIGURATION – continued

BANK 5: OCPD
(Oklahoma City Police Department) / Personnel assigned to Fire Prevention and Enforcement work Section have an additional bank assigned to their radios only. This bank of “Talk Groups” is not monitored through dispatch and is encrypted for security reasons. Arson and Pub Ed personnel wishing to communicate to Dispatch will need to switch to the FIRE OPS Talk group. The radio configuration for this additional bank is as follows:
BANK 6: ARSON
Radio Designation / New Radio
FD SURV1 / Talk Group 1
FD SURV2 / Talk Group 2
FIRE OPS / Talk Group 3
FD ALERT / Talk Group 4
Radio Designation / New Radio
HEFNER / Talk Group 1
SPLAKE / Talk Group 2
SANTA FE / Talk Group 3
WILL ROG / Talk Group 4
BRICKTWN / Talk Group 5
DISP 6 / Talk Group 6
AIRPORT / Talk Group 7
SCHOOLS / Talk Group 8
MARSHAL / Talk Group 9
PD EMMGT / Talk Group 10
RMA 1 / Talk Group 11
RMA 2 / Talk Group 12
RMA 3 / Talk Group 13
RMA 4 / Talk Group 14
RMA 5 / Talk Group 15
RMA 5 / Talk Group 16

FD OPS TALK GROUPS