Public Service/Field Services Forms
ARRL Field Organization Leadership Officials may use this letter head for written correspondence.
This placard may be printed and used as a small sign.
The ARRL Radiogram form is available in PDF format.
Includes both relief emergency and routine message radiograms, in addition to the precedences to use in emergency, priority, welfare and routine situations.
Monthly report form used by ARRL Official Observers (OOs) and Official Observer Coordinators (OOCs).
Please use the on-line Net Directory registration form.
ARRL Section Emergency Coordinators may use this monthly report form.
This is the application form may be used to register for your local Amateur Radio Emergency Service group. Once filled out, it should be submitted to your local ARRL Emergency Coordinator (EC). Please check with your local EC for any possible additional pre-requisites or training that may be necessary for ARES membership and participation.
This reporting form should be used to report monthly activity of local and section nets that are associated with the ARRL National Traffic System. These reoprts should be submitted to your Section Traffic Manager or Section Manager.
This form is for those wishing to apply for the ARRL Emergency Coordinator (EC) or ARRL District Emergency Coordinator positions. Once filled out, it should be submitted to your Section Emergency Coordinator or Section Manager for consideration.
ARRL Officials may use this form to document the purpose of travel, meetings or other gatherings. This form should accompany any travel expense reports when they are submitted for reimbursement.
ARRL Officials may use this form to document when reporting administrative expenses when they are submitted (along with receiptes) for reimbursement.
This form explains the criteria of the Public Service Honor Roll (PSHR). The form also serves as one example of how you may report your monthly PSHR actiivty to your Section Traffic Manager or Section Manager.
ARRL District Emergency Coordinators and ARRL Emergency Coordinators may use this form to report monthly activity to their Section Emergency Coordinator.
How to originate and handle formal radiograms, including precdences, handling instructions, QN signals, Q signals, abbreviations, prosigns and prowords.
Useful references including UTC time conversion, ITU phonetic alphabet, RST system, good communicatons and operating procedures.
This form may be conveniently downloaded, printed, and copied as needed for use in emergency shelters and/or other locations.
When filled out, this serves as a handy reference for use during emergencies.
ARRL Emergency Coordinators: Report your Simulated Emergency Test results with this form.
ARRL Net Managers: Report your Simulated Emergency Test results with this form.
ARRL Emergency Coordinators may submit their annual report with this form.
An explanation of how the Simulated Emergency Test scores are achieved.
If you are a Section Net Manager, you may present this net paticipation certificate.
If you are a Local Net Manager, you may present this net participation certificate.
2014 Simulated Emergency Test
October 4 -5
The ARRL Simulated Emergency Test is a nationwide exercise in emergency communications, administered by ARRL Field Organization Leaders including Emergency Coordinators, District Emergency Coordinators, Section Emergency Coordinators and Net Managers. Many other Section Leaders like the Section Manager and the Section Traffic Manager may have a hand in planning the exercises and/or reviewing the results. Amateur Radio Emergency Service ® (ARES®), National Traffic System (NTS), Radio Amateur Civil Emergency Service (RACES) and other public-service oriented groups can be involved. The SET weekend gives communicators the opportunity to focus on the emergency-communications capability within your community while interacting with NTS nets. Although the main SET weekend this year is October 5 -6, local and section-wide exercises may be held throughout the fall season.
During September, the ARRL will be among dozens of organizations and agencies taking part in National Preparedness Month. "The Ready Campaign," produced by the Ad Council in partnership with the US Department of Homeland Security (DHS), is aimed at making citizen preparedness "a priority for every city, every neighborhood and every home" in the US. The ARRL encourages you to consider this year's Simulated Emergency Test and preparations for it as a demonstration of Amateur Radio's readiness and as an active participant in National Preparedness Month. http://www.ready.gov/
How to Join the SET
To participate in this year’s emergency test, contact your local ARRL emergency coordinator or net manager to find out the details. ARRL Sections, ARES teams and nets may conduct their exercises anytime during September through December. If you don’t know who to call, please touch base with your ARRL Section Manager for assistance. See page 16 of QST for contact information or check the ARRL Web page. The URL to start with is http://www.arrl.org/sections/. From there, you’ll find links to ARRL section home pages with names and contact information for your Section Leaders including the Section Emergency Coordinator and Section Traffic Manager. Whether you’re a new licensee or an experienced radio amateur, the SET is a golden opportunity to learn or practice useful skills in traffic handling, net operation and emergency communications protocols and management.
Bonus Points for Operating in 2014 ARRL Centennial QSO Party
During this year's Simulated Emergency Test (SET), participating ARES/NTS members can earn SET bonus points by participating in the ARRL Centennial QSO Party (www.arrl.org/centennial-qso-party). This applies to all involved in the ARES and NTS programs.
During the main (or focal-point) SET weekend, October 4 -5, 2014, ARES and NTS field members and appointees are encouraged to get on the air and call "CQ Centennial." The exchange consists of: RST, name, location, and your designator. You can operate the other side of the event by searching for stations calling "CQ Centennial." If you're new to contesting, working withn a mentor will get you into the action in no time at all. Your participation in the QSO party can be as part of an exercise or separately. Participating stations should notify their Emergency Coordinator, Net Manager (or SET coordinator) of their activity so it can be included on the SET Report forms.
SET Bonus Points. This year there will be a special bonus for groups that include participation in the Centennial QSO Party. Each participating station that makes at least five contacts is worth an additional three points. So, for example, if your group has 15 operators and each operator makes at least five contacts, that would add 45 points to your group's SET score.
All participating stations should review the ARRL Centennial QSO Party rules, which can be found at the link above. All ARRL members are worth at least 1 pont! Certain field organization appointees, elected positions, and others are worth more. See the rules for a complete list of the pont values.
What if your SET was held on another weekend (other than October 4 -5, 2014)? You can still participate on the national SET weekend and count it later or submit an amended SET report form.
This is a great chance to add another on-air dimenstion to your SET activities: you can participate whether you're at an EOC, in the field, or at home. Any why stiop at five contacts? Try to log as many as you can! Try new modes and bands. You can even try 2 meter FM simplex (repeater contacts do not count) and see how many local stations you can work. Finally, don't forget to upload those logs to Logbook of The World. Remember, the most important thing we do as Amateur Radio licensees is to use our spectrum.
Purpose of SET
1. To find out the strengths and weaknesses of ARES, NTS, RACES and other groups in providing emergency communications.
2. To provide a public demonstration--to served agencies such as the American Red Cross, the emergency management agency and through the news media--of the value to the public that Amateur Radio provides, particularly in time of need.
3. To help radio amateurs gain experience in communications using standard procedures and a variety of modes under simulated-emergency conditions.
The scoring format reflects broad objectives and encourages use of digital modes for handling high-volume traffic and point-to-point Welfare reports out of the affected simulated- disaster area. Participants will find SET an opportunity to strengthen the VHF-HF link at the local level, thereby ensuring that ARES and NTS are working in concert. The SET will give all levels of NTS the chance to handle exercise-related traffic. The guidelines also recognize tactical traffic on behalf of served agencies.
Test messages should carry the word "TEST" before the precedence; that is, "Test Priority" on phone and "TEST P" on cw. The text of such messages should also begin with the words "TEST MESSAGE."
ARES units and other groups are free to conduct their emergency exercises anytime between September and December if an alternative date is preferred. The activity period should not exceed 48 hours.
Links to SET reporting forms and the EC Annual Report may be found at http://www.arrl.org/public-service-field-services-forms. After logging on the page, scroll down and look in the middle of the page for links titled “Form A: EC Simulated Emergency Test Report”, “Form B: NM Simulated Emergency Test Report”, and Form C: EC Annual Report.”
You may e-mail your SET summaries to ARRL Headquarters via email@example.com. If you mail them to ARRL via the postal service, the address is: ARRL Headquarters, 225 Main Street, Newington, CT06111-1494. February 3, 2015, is the receipt deadline.
Preparation is Important
Steps for the Emergency Coordinator
1. Sign up all available amateurs in the area under your jurisdiction and work them into your SET plans.
2. Call a meeting of all ARES members and prospective members to briefly outline (no details!) SET activities, and give general instructions. Do not divulge the exact time or nature of the test to them at this time. This should come as a surprise. Take this opportunity to register new ARES members and get up-to-date information on others. Hold an on-the-air meeting if it's not possible to meet in person.
3. Contact served agencies and explain the intent and overall purpose of the SET. Offer to send test messages to other branches of their agencies, and invite officials to your ARES meetings and SET operating sites.
4. Contact officials of any adjacent communities having no active amateurs and offer to provide representation in amateur networks for them as well.
5. Arrange publicity in consultation with an ARRL Public Information Officer in local newspapers and radio/TV stations by preparing an announcement and/or inviting the press to observe your group's SET operation.
6. Set up liaison with one or more NTS local/section nets (if you don't already have liaison) so you will have an outlet for all messages out of the local area.
7. Formulate your plans around a simulated disaster. Possible "plots" include: a flood, a serious fire, an ice storm, a missing person, a serious accident (automobile, bus, aircraft, for examples), a broken gas line, and so forth. Elaborate on the situation by developing a scenario, but please be realistic.
During the SET
1. Announce the emergency situation. Activate the emergency net. Dispatch mobiles to served agencies.
2. Have designated stations originate messages on behalf of served agencies. Test messages may be sent simulating requests for supplies. Simulated emergency messages (just like real emergency messages) should be signed by an authorized official.
3. Emphasize tactical communications for served agencies.
4. As warranted by traffic loads, have liaison stations on hand to receive traffic on the local net and relay to your section net. You should also be sure that there is a representative on each session of the section net to receive traffic going to the local area.
5. Operate at least one session (or substantial segment of a session) of the local net on emergency-only basis. Or, if a repeater is on emergency power, allow only emergency-powered stations to operate through the repeater for a certain time period.
After the SET
An important post-SET activity is a critique session to discuss the test results. All ARES (and RACES) members should be invited to the meeting to review good points and weaknesses apparent in the drill. Emphasize ways to improve procedures, techniques, and coordination with all groups involved. Report your group's effort using the appropriate forms and include any photos, clippings and other items of interest.
The Role of NTS
The main function of the National Traffic System in an emergency situation is to tie together all of the various local activities and to provide a means by which all traffic destined outside of a local area, section or region can be systematically relayed to the addressee.
Normal NTS routing should be followed. A valid exception is the handling of emergency traffic that should be routed as rapidly and efficiently as possible, bypassing various levels of nets when delivery can be expedited. Another exception is when one station is loaded down with traffic for one region or section. At the discretion of the Net Control Station (NCS), the station may be directed to bypass a normal channel and go directly to a lower (or higher) echelon net.
The interface between NTS and ARES lies in the liaison function between local nets and other NTS nets, particularly at the section level. Responsibility for representation of the local network on the section net lies with the local net manager who may or may not be the EC. Although we usually think of ARES members being the representatives in section nets, it is equally valid to expect NTS personnel to act as liaison to local nets.
At least one net session or substantial segment of a session should be conducted on emergency power. Plan a surprise session or two. Advise the NCS just before net time. If NCS is unable to operate on emergency power, then someone else must be net control. Only stations operating on emergency power may report in during this time.
One of the first steps on the way to a successful SET is to try to get as many people involved as possible, and especially new hams. In a real emergency, we find amateurs with all sorts of varied interests coming out of the woodwork. Let's get them involved in SET so they will know more about how emergency communications should be handled. Promote SET on nets and repeaters, and sign up new, enthusiastic radio amateurs. Many of those offering to help will be inexperienced in public-service activities. It's up to you to explain what's going on to them, and provide them with useful roles. They may like it so much that they become a permanent fixture in your ARES or NTS group. For a review of last year's nationwide Simulated Emergency Test, read the article in July, 2014, QST.
Thanks to your efforts, the public service tradition in Amateur Radio continues!
This Certificate of Merit may be used to recognize and honor someone.
The July (2012) QST article presents the 2010 Simulated Emergency Test results.