Operations at BEECN Sites: Difference between revisions

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|style="background:#72452d; color:white; text-align: center; border:2px solid white;"| '''<big>BEECN Guidelines</big>'''
| style="background:#72452d; color:white; text-align: center; border:2px solid white;"| '''<big>BEECN Guidelines [[Main_Page#SECTION 800: Basic Earthquake Emergency Communication_Nodes (BEECN)|↱]]</big>'''
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| style="background:#ddd2cd; text-align:center; border:4px solid white;"| [[Basic Earthquake Emergency Communications Nodes (BEECN)|Introduction]]
| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[Basic Earthquake Emergency Communications Nodes (BEECN)|Introduction]]
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| style="background:#ddd2cd; text-align:center; border:4px solid white;"| [[BEECN Program Organization]]
| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[BEECN Program Organization]]
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| style="background:#ddd2cd; text-align:center; border:4px solid white;"| [[BEECN Volunteers]]
| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[BEECN Sites]]
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| style="background:#ddd2cd; text-align:center; border:4px solid white;"| [[BEECN Caches]]
| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[BEECN Volunteers]]
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| style="background:#ddd2cd; text-align:center; border:4px solid white;"| [[Operations at BEECN Sites]]
| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[BEECN Caches]]
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| style="background:#ddd2cd; text-align:center; border:4px solid white;"| [[Operations at Fire Stations]]
| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[Operations at BEECN Sites]]
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| style="background:#ddd2cd; text-align:left; padding-left:20px; border:4px solid white;"| [[Operations at Fire Stations]]
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This section steps volunteers through what to do when deployed to a BEECN in an emergency or during an exercise. Operations for volunteers who deploy to fire stations to support BEECNs are covered in [[Operations at Fire Stations]].
This section steps volunteers through how to plan for a deployment and what to do when deployed to a BEECN in an emergency or during an exercise. Operations for volunteers who deploy to fire stations to support BEECNs are covered in [[Operations at Fire Stations]].
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|[https://app.smartsheet.com/b/form/24270adbbc63432693f35fa4c526520c BEECN Response Framework Form]
|[https://app.smartsheet.com/b/form/24270adbbc63432693f35fa4c526520c BEECN Response Framework Form]
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|[[BEECN Radio Log]]
|[[Media:Form 6a.Radio Communication Log.pdf|BEECN Radio Log]] (same as NET Form 6)
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|2022.01.24
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== BEECN Operations Basics ==
The BEECN system is a ''hierarchical'' network of communication nodes, with the objective of passing radio messages between neighborhoods and the EOC. The foundation of the network is the 50 BEECN UHF handheld radios transmitting from every area of Portland. Each BEECN has a primary relay point, which is the VHF radio kit at the nearest fire station. Radio messages are then relayed from the fire station up to the EOC. Radio messages also come ''from'' the EOC ''to'' the BEECNs.
 
The diagram below illustrates one part of the BEECN network.
[[File:BEECN Diagram.png|none|thumb|600x600px|'''''A basic part of the BEECN network.''''' ''In this example, BEECN-19 is sending radio traffic to FS-02. However, FS-02 must also exchange radio traffic with BEECNs NE-18 and NE-20. All radio traffic at the fire station level is relayed to the EOC.'']]
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== Deployment Planning: the BEECN Response Framework ==
== Deployment Planning: the BEECN Response Framework ==
PBEM recommends that each BEECN Coordinator (BC) lead an annual process to plan ahead for deployment and activation of their assigned BEECN. To aid in that process and to share the plan with PBEM staff, a [https://app.smartsheet.com/b/form/24270adbbc63432693f35fa4c526520c form] is linked at the start of this article. The Framework should be turned in annually every March 31st ''at minimum'', though BCs can turn them in more frequently if they wish. PBEM encourages BCs to hold a planning session with all the other volunteers assigned to their BEECN in person, virtually, or over email once a year. The planning session serves several purposes:  
PBEM recommends that each BEECN Coordinator (BC) lead an annual process to plan ahead for deployment and activation of their assigned BEECN. To aid in that process and to share the plan with PBEM staff, a [https://app.smartsheet.com/b/form/24270adbbc63432693f35fa4c526520c form] is linked at the start of this article. The Framework should be turned in annually every March 31st ''at minimum'', though BCs can turn them in more frequently if they wish. PBEM encourages BCs to hold a planning session with all the other volunteers assigned to their BEECN in person, virtually, or over email once a year. The planning session serves several purposes:  


* Ensures that all volunteers associated with a BEECN are on the same page and coordinating;
* Ensures that all volunteers in a BEECN cohort are on the same page and coordinating;
* Helps volunteers revisit and review their responsibilities;
* Helps volunteers revisit and review their responsibilities;
* Ensures adequate staffing between Shifts A and B;
* Ensures adequate staffing between Shifts A and B;
* Offers space for volunteers to check in and get to know one another.
* Offers space for volunteers to check in and get to know one another;
* The completed Framework confirms to PBEM that volunteers are still managing the BEECN.


The link to the Framework Form goes to a Smartsheet survey. When the BC talks over the different questions with volunteers and completes it, the BC can direct Smartsheet to email them an electronic copy. That document can then be forwarded out to the other cohort members for printing. To prepare the planning session, a BC can review the questions here:
The Framework Form is a Smartsheet survey. When the BC talks over the different questions with volunteers and completes it, the BC can indicate to email an electronic copy. That document can then be forwarded out to the other cohort members for printing. The Framework surveying questions include:
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| style="background-color: #f0f0f0;" |'''Specific Site Location'''
| style="background-color: #f0f0f0;" |'''Specific Site Location'''
| style="background-color: #f0f0f0;" |'''''Optional.''''' A specific optimal location at the BEECN site the cache should be deployed. For example, through testing, BEECN volunteers may have already identified a spot that gets better radio signal reception. '''Example:''' if your BEECN site is a park, this might read ''"Near the corners of 8th and Main Street, by the bleachers".''
| style="background-color: #f0f0f0;" |'''''Optional.''''' A specific optimal location at the BEECN site the cache should be deployed. For example, through testing, BEECN volunteers may have already identified a spot that gets better radio reception. '''Example:''' if your BEECN site is a park, this might read ''"Near the corners of 8th and Main Street, by the bleachers".''
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|style="text-align: center; background-color: #ffffff"|'''✓'''
|style="text-align: center; background-color: #ffffff"|'''✓'''
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|style="text-align: center; background-color: #f0f0f0"|'''✓'''
|style="text-align: center; background-color: #f0f0f0"|'''✓'''
|style="background-color: #f0f0f0;"|'''Backup UHF Channel'''
|style="background-color: #f0f0f0;"|'''Backup UHF Channel'''
|style="background-color: #f0f0f0;"|The channel on the UHF handheld radio that will reach the Secondary Relay. See: [[Operations at BEECN Sites#BEECN Channel Guide|BEECN Channel Guide]].
|style="background-color: #f0f0f0;"|The channel on the UHF handheld radio that will reach the Backup Relay. See: [[Operations at BEECN Sites#BEECN Channel Guide|BEECN Channel Guide]].
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|style="text-align: center; background-color: #ffffff"|'''✓'''
|style="text-align: center; background-color: #ffffff"|'''✓'''
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|style="background-color: #ffffff"|The post-earthquake timeframe the BEECN cohort agrees to begin operations. See: [[Operations at BEECN Sites#Shift One|Shift One]].
|style="background-color: #ffffff"|The post-earthquake timeframe the BEECN cohort agrees to begin operations. See: [[Operations at BEECN Sites#Shift One|Shift One]].
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|style="text-align: center; background-color: #f0f0f0"|
|'''Shift One Meet Location'''
|style="background-color: #f0f0f0;"|'''Shift One Meet Location'''
|'''''Optional.''''' The location Shift One volunteers plan to meet at before proceeding with a site assessment and BEECN operations. See: [[Operations at BEECN Sites#Shift One|Shift One]].
|style="background-color: #f0f0f0;"|'''''Optional.''''' The location Shift One volunteers plan to meet at before proceeding with a site assessment and BEECN operations. See: [[Operations at BEECN Sites#Shift One|Shift One]].
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|style="text-align: center; background-color: #ffffff"|
|style="text-align: center; background-color: #ffffff"|
|'''Shift One FRS/GMRS Channel'''
|style="background-color: #ffffff"|'''Shift One FRS/GMRS Channel'''
|'''''Optional.''''' The FRS/GMRS channel BEECN volunteers will coordinate on leading up to the start of operations.
|style="background-color: #ffffff"|'''''Optional.''''' The FRS/GMRS channel BEECN volunteers will coordinate on leading up to the start of operations.
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|style="text-align: center" rowspan="2" |'''✓'''
|style="text-align: center; background-color: #f0f0f0" rowspan="2" |'''✓'''
|'''Last Inventory Year'''
|style="background-color: #f0f0f0;"|'''Last Inventory Year'''
| rowspan="2" |The cache should be inventoried once a year at least, and preferably carried out as a team activity so all volunteers can get acquainted with the equipment. This question helps the BC schedule an inventory with their cohort as needed.
| rowspan="2" style="background-color: #f0f0f0;" |The cache should be inventoried once a year at least, and preferably carried out as a team activity so all volunteers can get acquainted with the equipment. This question helps the BC schedule an inventory with their cohort as needed.
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|'''Last Inventory Month'''
|style="background-color: #f0f0f0;"|'''Last Inventory Month'''
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|style="text-align: center"|'''✓'''
|style="text-align: center; background-color: #ffffff"|'''✓'''
|'''Shift A Roster'''
|style="background-color: #ffffff"|'''Shift A Roster'''
|List of BEECN volunteers who plan to deploy for Shift A from 0600 - 1400.
|style="background-color: #ffffff"|List of BEECN volunteers who plan to deploy for Shift A from 0600 - 1400.
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|style="text-align: center"|'''✓'''
|style="text-align: center; background-color: #f0f0f0"|'''✓'''
|'''Shift B Roster'''
|style="background-color: #f0f0f0;"|'''Shift B Roster'''
|List of BEECN volunteers who plan to deploy for Shift B from 1400 - 2200.
|style="background-color: #f0f0f0;"|List of BEECN volunteers who plan to deploy for Shift B from 1400 - 2200.
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The cohort's Framework is shared automatically with PBEM when the form is submitted. The BC should also forward the Framework via email to the fire station that serves as their Primary Relay as an FYI. To find the email address for a fire station, click the appropriate fire station link in the [[Operations at BEECN Sites#BEECN Channel Guide|BEECN Channel Guide]].
The cohort's Framework is shared automatically with PBEM when the form is submitted. The BC should also forward the Framework via email to the fire station that serves as their Primary Relay as an FYI. To find the email address for a fire station, click the appropriate fire station link in the [[Operations at BEECN Sites#BEECN Channel Guide|BEECN Channel Guide]].
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==== Shift One ====
==== Shift One ====
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'''''For example:''''' let's say a cohort selects "36 hours post event rounded forward to 0600". Now suppose the earthquake hits at 0248 in the morning on March 15. That means the team should aim to have the BEECN deployed by 0600 on March 17.
'''''For example:''''' let's say a cohort selects "36 hours post event rounded forward to 0600". Now suppose the earthquake hits at 0248 in the morning on March 15. That means the team should aim to have the BEECN deployed by 0600 on March 17.


Shift One establishes the timeline and cadence for the incident going forward at that BEECN.
Shift One establishes the timeline and cadence for the incident going forward at that BEECN. When a cohort chooses their start time, it is recorded to a schedule kept by PBEM so that EOC staff know around when they can expect to hear from specific BEECNs. In the aftermath of an earthquake a cohort may begin their operations ''sooner'' than their Shift One time, but should avoid starting later if possible.


Shift One also requires planning considerations different from the other shifts:
Shift One also requires planning considerations different from the other shifts:
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# '''Shift One Meet Location:''' PBEM does not recommend that Shift One volunteers meet at the BEECN site. Presumably, Shift One volunteers will be the first volunteers on site. But, the earthquake may have rendered the site hazardous and/or the site may be crowded with people looking for help. In either case, it makes the most sense for BEECN volunteers to gather together at a predetermined location and then proceed to the site together for [[Operations at BEECN Sites#BEECN site assessment and set up|an initial assessment]], followed by commencement of BEECN deployment and activation. An ideal meet location may be the home of a volunteer who lives closest to the site, or the Cache Storage Location (if it is offsite).  
# '''Shift One Meet Location:''' PBEM does not recommend that Shift One volunteers meet at the BEECN site. Presumably, Shift One volunteers will be the first volunteers on site. But, the earthquake may have rendered the site hazardous and/or the site may be crowded with people looking for help. In either case, it makes the most sense for BEECN volunteers to gather together at a predetermined location and then proceed to the site together for [[Operations at BEECN Sites#BEECN site assessment and set up|an initial assessment]], followed by commencement of BEECN deployment and activation. An ideal meet location may be the home of a volunteer who lives closest to the site, or the Cache Storage Location (if it is offsite).  
# '''Shift One FRS/GMRS Channel:''' If BEECN volunteers have access to FRS/GMRS radios, they could be used to speak amongst each other to check in before shift. If the cohort decides to take this route, they should choose an agreed FRS/GMRS channel to speak on.
# '''Shift One FRS/GMRS Channel:''' If BEECN volunteers have access to FRS/GMRS radios, they could be used to speak amongst each other to check in before shift. If the cohort decides to take this route, they should choose an agreed FRS/GMRS channel to speak on.
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==== Operational cadence ====
==== Operational cadence ====
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| colspan="3" |...and the cycle continues until BEECNs are de-activated by PBEM or the BEECN cohort can no longer continue.
| colspan="3" |...and the cycle continues until BEECNs are de-activated by PBEM or the BEECN cohort can no longer continue.
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=== Self determination to deploy ===
=== Self determination to deploy ===
Individual volunteers have personal discretion to deploy when the self- deployment protocols are met [[Operations at BEECN Sites#Deployment Protocols|as described above]]. The decision to deploy following a disaster is a volunteer’s own, and a volunteer may never be coerced into deploying. A volunteer who chooses not to deploy will not be subject to any consequences related to his or her standing in the BEECN program.
Individual volunteers have personal discretion to deploy when the self-deployment protocols are met [[Operations at BEECN Sites#Deployment Protocols|as described above]]. The decision to deploy following a disaster is a volunteer’s own, and a volunteer may never be coerced into deploying. A volunteer who chooses not to deploy will not be subject to any consequences related to his or her standing in the BEECN program.
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== BEECN On-Site Operational Flow ==


=== Deployment Guiding Principles ===
=== Deployment Guiding Principles ===
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==== Personal Security ====
==== Personal Security ====
# Volunteers must never carry firearms or other weapons when volunteering at a BEECN. A folding knife or knife with less than a twelve-inch blade is acceptable as a tool.
# As indicated in the [[PBEM Volunteer Code of Conduct|Volunteer Code of Conduct]], Volunteers must never carry firearms or other weapons when volunteering at a BEECN. A folding knife or knife with less than a twelve-inch blade is acceptable as a tool.
# If confronted by a person at any time who intends to take the equipment and/or harm the volunteers, volunteers must not engage physically or verbally. Take the handheld radio if it is safe to do so, leave all other equipment and walk away, and call out for help. Do not attempt to confront any threatening person.
# If confronted by a person at any time who intends to take the equipment and/or harm the volunteers, volunteers must not engage physically or verbally. Take the handheld radio if it is safe to do so, leave all other equipment and walk away, and call out for help. Do not attempt to confront any threatening person.


=== BEECN site assessment ===
==== Media Requests ====
It is critical that public messaging be kept consistent and only government representatives should talk with the press during an emergency. All requests from the media to speak on the record about an emergency must be relayed to PBEM for approval. Unless authorized by PBEM, BEECN volunteers may not interview with media representatives or answer media questions about the emergency.<br />
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== BEECN On-Site Operational Flow ==
 
=== Step 1: BEECN site assessment ===
Shift One volunteers should make a safety assessment of the BEECN site before deploying there for the first shift of routine operations. Potential hazards to look out for include (but are not limited to):  
Shift One volunteers should make a safety assessment of the BEECN site before deploying there for the first shift of routine operations. Potential hazards to look out for include (but are not limited to):  


* '''Utilities:''' Note the status of all utilities. If you smell gas, leave the area. If you see downed wires, assume they are live.
* '''Utilities:''' Note the status of all utilities. If you smell gas, leave the area. If you see downed wires, assume they are live.
* '''Collapse Zone:''' Stay out of the collapse zone of any buildings. Even if a building appears to have weathered the initial earthquake, consider the aftershocks. The collapse zone is 1.5 x height of the building.
* '''Collapse Zone:''' Stay out of the collapse zone of any buildings. Even if a building appears to have weathered the initial earthquake, consider aftershocks. A collapse zone is 1.5 x height of the building.
* '''Tall trees:''' Be wary of tall trees. Trees generally do well in earthquakes. But a weak tree, dying tree, or tree in loose soil is a hazard.
* '''Tall trees:''' Be wary of tall trees. Trees generally do well in earthquakes. But a weak tree, dying tree, or tree in loose soil is a hazard. An aftershock could also shake out branches and other debris.


PBEM recommends scoping out a place to set up the BEECN that is:
PBEM recommends scoping out a place to set up the BEECN that is:


* ''At least'' 12' x 12' in area;
* ''At least'' 12' x 12' in area;
* At higher ground relative to the rest of the BEECN site;
* Level;
* Level;
* Not under trees or power lines;
* Not under trees or power lines;
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Again, in the aftermath of an earthquake, always assume and plan for aftershocks.
Again, in the aftermath of an earthquake, always assume and plan for aftershocks.


=== BEECN set up ===
==== Custody of BEECN Equipment ====
# The BEECN volunteers operating a BEECN are custodians of its associated equipment while the BEECN is activated.
# BEECN equipment (such as first aid supplies) may only be taken from the BEECN site with the permission of the BEECN volunteers or professional emergency response personnel. No volunteer group or private citizen can “commandeer” or legally take BEECN supplies without the approval of BEECN volunteers on site. BEECN equipment taken without permission from present BEECN volunteers is considered stolen and should be reported as such to PBEM.
# City of Portland or Multnomah County employees may use BEECN equipment if needed.
 
=== Step 2: BEECN set up and initial check in ===
# Unlock/open cache and do a brief inventory of the contents (except for inside the First Aid bags).
# Unlock/open cache and do a brief inventory of the contents (except for inside the First Aid bags).
# Set up the tent canopy using the instructions in the [[Operations at BEECN Sites#Setting up the BEECN pop-up shelter|next subsection]].
# Set up the shelter using the instructions in the [[BEECN Caches#BEECN_Pop-Up_Shelters|shelter set-up article]].
# Load batteries into the radio and turn the radio on. See the [[BEECN Caches#Preparing the radio|radio setup page]] if you need help.
# Load batteries into the radio and turn the radio on. See the [[BEECN Caches#UHF Handheld BEECN Radio|radio setup page]] if you need help.
# Turn the radio to your assigned radio channel according to [[Operations at BEECN Sites#BEECN Channel Guide | the BEECN channel guide]].
# Tune the radio to your assigned radio channel according to[[Operations at BEECN Sites#BEECN Channel Guide | the BEECN channel guide]].
# Use the script in [[Section 300.55]] to check in with your station and begin passing radio traffic.
# Open the RADIO LOG in the binder, date it, and prep it to record radio traffic.
# Record the messages you receive in the RADIO LOG included in the binder.
# Use the script shown in the next section to check in with your Relay and begin passing radio traffic.
 
==== Radio script for initial BEECN check in ====
'''Script legend:''' Variable text in <span style="background:#FFFF00">yellow highlight</span>, and spoken words in plain text. Radio scripts for BEECN to fire station:
 
Follow this script to notify your nearby Fire Station that you are set up and ready to communicate.
 
* '''BEECN VOLUNTEER:''' <span style="background:#FFFF00">FIRE STATION NUMBER</span> this is <span style="background:#FFFF00">BEECN NUMBER and BEECN NAME</span> checking in.
* '''FIRE STATION:''' Roger <span style="background:#FFFF00">BEECN NUMBER and BEECN NAME</span>. Are you at BEECN and ready to operate?
* '''BEECN VOLUNTEER:''' I am on station at <span style="background:#FFFF00">BEECN NAME</span> near <span style="background:#FFFF00">(give visual landmark)</span> and ready to operate. I have <span style="background:#FFFF00">#</span> volunteers at this location. <span style="background:#FFFF00">#</span> of them are SUVs.
* '''FIRE STATION:''' Roger, <span style="background:#FFFF00">#</span> volunteers at your BEECN. Please continue to monitor this channel and inform me of staffing changes.
Volunteers will record the time of the first transmission and the time when their Relay is reached in the radio log. After checking in, volunteers request permission to pass radio traffic if there are messages to relay. Otherwise, volunteers wait and listen on channel for further instructions/messages.
 
=== Step 3: Managing survivors at the BEECN site ===
To the knowledge of PBEM staff, BEECN is a novel program with nothing quite like it ever deployed. That means PBEM does not have specific case histories to help predict with certainty how a BEECN deployment is going to go. Here is how PBEM recommends cohorts best prepare to manage survivors at the BEECN site:
 
* We ''do'' know, generally speaking, that communities come together after a disaster and help each other out.<ref>See in particular the work of [https://www.nytimes.com/interactive/2017/12/28/magazine/the-lives-they-lived-enrico-l-quarantelli.html Henry Quarantelli]; also, the "[https://portlandnet.tumblr.com/tagged/misinformation Misinformation]" tag on the NET Tumblr is helpful for more articles on the topic.</ref> PBEM does ''not'' expect roving bands of [https://youtu.be/i2gVXd7FzhQ Mad Max-kitted weirdos] trying to seize the BEECN from volunteers. That said, '''''volunteer safety is priority number one.''''' If a volunteer feels threatened by an individual survivor or if it feels like a crowd is becoming threatening, take the handheld radio (if safe to do so) and walk away from the site. '''Do not check in with the Relay first and do not wait for permission.''' Your shift is over; let PBEM figure out how to re-establish comms later. If possible, send a runner to the Relay to report what happened.
* The '''first <u>operational</u> priority/responsibility of BEECN volunteers is to manage and exchange radio messages.''' All else is secondary to that and should be handled by other volunteers.
* If BEECN volunteers have capacity to do so, PBEM recommends the next operational priority be management of spontaneous volunteers ("SUVs"). SUVs can act as force multipliers, and help as runners, use the first aid equipment, and generally assist other survivors. To learn more about SUV management, see: [[VSF 15: Volunteer/Donations Management]].
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=== Setting up the BEECN pop-up shelter ===
== Exchanging Radio Traffic ==
Click "Expand" to view instructions.
Best operating practices suggest that one volunteer is in charge of the radio and actively talking with the Relay. The other volunteer is interacting with the public and gathering/logging radio messages to relay.
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=== Radio Traffic Reporting Priorities ===
As much as possible volunteers should keep radio traffic minimal and avoid transmitting nonessential radio traffic. Members of the public will have many different purposes for relaying messages through the BEECN network. If messages compete for priority, volunteers should use the rubric below to decide which messages get relayed soonest:
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|[[File:Assembling Canopy Part 1.png]]
! colspan="2" | PRIORITY
|[[File:Assembling Canopy Part 2.png]]
! Explanation
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| style="background-color:#FF0000; color:white; text-align:center; padding:20px;" | '''<big>1</big>'''
| style="background-color:#FF0000; color:white"|'''Scene Stabilization HIGHEST'''
| Equivalent to a 9-1-1 call. Radio traffic concerning major incidents that are causing/threatening to cause widespread casualties and property damage. This can include large and spreading fires, stopping hazardous material leaks, de-energizing electric lines and shutting off gas lines. This information should interrupt all other radio traffic.
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| style="background-color:#FF3333; text-align:center; padding:20px;" | '''<big>2</big>'''
| style="background-color:#FF3333;"| '''Life Safety'''
| Equivalent to a 9-1-1 call. Radio traffic reporting injuries of imminent threat to the life of a survivor or survivors.
|-
| style="background-color:#FF6666; text-align:center; padding:20px;" | '''<big>3</big>'''
|style="background-color:#FF6666;" | '''Damage Assessments and Casualty Reports'''
| Members of the public reporting significant damage to property and infrastructure, or reports of injuries and casualties.
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| style="background-color:#FF9999; text-align:center; padding:20px;" | '''<big>4</big>'''
| style="background-color:#FF9999;"| '''Government Employee Check-in'''
| Government employees may use the BEECN system to check in with their employers via the EOC. If necessary there are “Post Earthquake Employee Check In” forms included in the loose leaf notebook in each BEECN cache.
|-
| style="background-color:#FFCCCC; text-align:center; padding:20px;" | '''<big>5</big>'''
| style="background-color:#FFCCCC;"| '''Person Location'''
| This is a request from someone to help find a missing loved one. BEECN volunteers can direct people to resources but will not facilitate reunification of families, house mates or loved ones.
|-
| style="background-color:#FFFFFF; text-align:center; padding:20px;" | '''<big>6</big>'''
| style="background-color:#FFFFFF;"| '''All Other Traffic LOWEST'''
| Any traffic that does not fall into the above categories. As a general rule, no traffic other than the above '''''should''''' go over the BEECN system. However, this rubric cannot predict all situations and PBEM expects BEECN volunteers to execute appropriate judgement whether the content of a message justifies reporting it to the EOC.
|}
 
=== Logging radio traffic ===
Volunteers record all radio traffic from the fire station and the time received in the radio log. BEECN uses the same form for comms logging as NET, which is NET Form 6. A copy of the form is [[Operations at BEECN Sites|linked at the top of this article]]. For instructions on using NET Form 6, visit [[NET Incident Command System (ICS) Forms#NET Form 6: Communications Log|NET Incident Command System Forms: Communications Log]].
 
===Radio voice procedure===
====Basics====
#Think before you speak. Then, be brief.
#Use no one's personal information (name, health status, address, etc.)
#To make a call, say the tactical call sign of the receiving station, followed by THIS IS and then your tactical call sign, and then OVER. Use the "Hey you, it's me" convention. '''''Example: "Command post, this is Rover One, Over."'''''
====Accuracy====
Use the RSVP system to ensure accuracy.
{| class="wikitable"
|+
|-
| style="background-color: #ffffff; color: red;" |R
| style="background-color: #ffffff;" |'''RHYTHM'''
| style="background-color: #ffffff;" |Make adequate pauses.
|-
| style="background-color: #f0f0f0; color: red;" |S
| style="background-color: #f0f0f0;" |'''SPEED'''
| style="background-color: #f0f0f0;" |Speak more slowly than usual. Use "air writing" when spelling phonetically.
|-
| style="background-color: #ffffff; color: red;" |V
| style="background-color: #ffffff;" |'''VOLUME'''
| style="background-color: #ffffff;" |Speak directly into the microphone.
|-
| style="background-color: #f0f0f0; color: red;" |P
| style="background-color: #f0f0f0;" | '''PITCH'''
| style="background-color: #f0f0f0;" |Pitch your voice higher than normal for conversation.
|}
==== Prowords====
These words have specific meanings that replace sentences or phrases.
{| class="wikitable"
|+
! style="background-color: #000000; color: #ffffff;" |Word or Phrase
! style="background-color: #000000; color: #ffffff;" |Meaning
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Affirmative
| style="background-color: #f0f0f0;" |Normally used when a question is asked and the reply is YES.
|-
| style="background-color: #ffffff; font-weight: bold;" |Break, Break
| style="background-color: #ffffff;" |Interruption to transmission.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Disregard
| style="background-color: #f0f0f0;" |This transmission was made in error; ignore.
|-
| style="background-color: #ffffff; font-weight: bold;" |EMERGENCY EMERGENCY
| style="background-color: #ffffff;" |Use only when there is grave or imminent danger to life. Immediate assistance is required.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Figures
| style="background-color: #f0f0f0;" |Numbers to follow.
|-
| style="background-color: #ffffff; font-weight: bold;" |Go ahead
| style="background-color: #ffffff;" |I am ready to copy your message.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |I spell
| style="background-color: #f0f0f0;" |Next word will be spelt out using the phonetic alphabet.
|-
| style="background-color: #ffffff; font-weight: bold;" |I say again
| style="background-color: #ffffff;" | I am repeating my transmission or portion requested.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Negative
| style="background-color: #f0f0f0;" | Normally used when a question is asked and the reply is NO.
|-
| style="background-color: #ffffff; font-weight: bold;" |Out
| style="background-color: #ffffff;" |End of transmission, no answer required or expected.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Over
| style="background-color: #f0f0f0;" |Invitation to transmit.
|-
| style="background-color: #ffffff; font-weight: bold;" |Roger
| style="background-color: #ffffff;" |Message was received and understood. Can be used with the words over or out.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Say again
| style="background-color: #f0f0f0;" |Repeat all of your last transmission.
|-
| style="background-color: #ffffff; font-weight: bold;" |Say all after
| style="background-color: #ffffff;" |Repeat all after a certain word or key phrase.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Say all before
| style="background-color: #f0f0f0;" |Repeat all before a certain word or key phrase.
|-
| style="background-color: #ffffff; font-weight: bold;" |Standby
| style="background-color: #ffffff;" |Wait for a short period and I will get back to you.
|-
| style="background-color: #f0f0f0; font-weight: bold;" |Sitrep
| style="background-color: #f0f0f0;" | Means a situation report at your location.
|}
|}


== BEECN Channel Guide ==
=== Message Posting ===
BEECNs act not only as a way for local government to receive information from the public in the wake of an earthquake, but also a means to get information to the public. BEECN volunteers may receive direction from the EOC via the Relay to use the roll-up whiteboard and post a general message.
 
=== Troubleshooting ===
 
====== No response from primary relay ======
If there is no response from the Primary Relay, wait five minutes, then repeat the check in message. Continue transmitting every five minutes until the Primary Relay responds. BEECN volunteers should attempt to reach their Backup Relay if they cannot immediately reach the Primary Relay. There is no need to contact the Backup Relay if the BEECN volunteer reaches the Primary Relay.
 
====== Transmission/receiving is poor quality ======
If transmission quality is poor, volunteers should look at the map inside the cache and consider what objects (hills, buildings) are between them and the fire station. If possible, volunteers will move away from/out from behind those obstructions. Additionally, volunteers may have to look for higher ground to get a clear signal. Some BEECNs that are far from their fire station have a white external antenna in their kit. Volunteers can attach this antenna to the UHF handheld radio if they experience trouble communicating. The external antenna is attached by unscrewing the small flexible antenna from the radio and attaching the external antenna cable in its place.
 
== BEECN Demobilization==
#In a prescribed operational period, volunteers should not cease BEECN operations unless:
#*The personal safety of the volunteers is threatened (in which case, volunteers should immediately leave the area and not follow other demobilization protocols).
#*An urgent life/safety issue emerges for a volunteer’s loved one.
#*Shift B does not arrive to relieve Shift A.
#*A Public Safety official in the field (such as PBEM staff, a police officer, or firefighter) orders the BEECN to demobilize.
#Once the decision or order to demobilize is made, BEECN volunteers will sign off from the radio with the fire station:
#*'''BEECN VOLUNTEER:''' <span style="background:#FFFF00">[FIRE STATION NUMBER]</span> this is <span style="background:#FFFF00">[BEECN NUMBER and BEECN NAME]</span>. We are demobilizing and boxing up the cache. <span style="background:#FFFF00">[give reason for demobilization]</span>
#* '''FIRE STATION:''' Roger <span style="background:#FFFF00">[BEECN NUMBER and BEECN NAME]</span>.'''You are now marked in the EOC as inactive.''' Please turn off your radio, remove the batteries and proceed with securing the BEECN cache.
#Volunteers shall take down the tent according to the tent instructions (but in reverse). If there was rain and the fabric canopy is wet, please do not fold it up with the frame. Instead, volunteers should leave the fabric canopy loosely on top of the rest of the equipment inside the cache. This will help guard against mold.
#'''Volunteers must remove the batteries from the radio''', since they may leak after time and render the radio inoperable. Batteries can be left inside the box with the radio.
#Re-pack all equipment inside the box. If any equipment is missing, volunteers should indicate that at the end of the log along with any explanation as to why the equipment is missing. Volunteers may then leave the log inside the BEECN cache for the next shift or take any completed pages with them for turning in to PBEM later.
#Volunteers should next push the box back to its secure location. Once there, the volunteers should position it and lock it up the way it was found, and '''double-check the lock''' to make sure everything is secured.
<br/>
<br/>
 
== APPENDIX: BEECN Channel Guide ==
To find the correct channels for a BEECN, find the BEECN on the table below. Volunteers should set their handheld BEECN radio to the '''primary channel''' first and check in with personnel at their '''Primary Relay''' site. If nobody answers, volunteers should try their Backup Relay next.
To find the correct channels for a BEECN, find the BEECN on the table below. Volunteers should set their handheld BEECN radio to the '''primary channel''' first and check in with personnel at their '''Primary Relay''' site. If nobody answers, volunteers should try their Backup Relay next.


Line 559: Line 738:
| style="background-color:#ddd2cd; border-right: 4px solid black;" |5
| style="background-color:#ddd2cd; border-right: 4px solid black;" |5
| style="background-color:#ddd2cd;" |[https://www.portland.gov/fire/station-21 FS-21]
| style="background-color:#ddd2cd;" |[https://www.portland.gov/fire/station-21 FS-21]
| style="background-color:#ddd2cd;" |5
| style="background-color:#ddd2cd;" |
|}
|}
 
<br/>
== Radio Script for BEECN Check In ==
<br/>
'''Script legend:'''
== Notes and References ==
 
<references />
Variable text in <span style="background:#FFFF00">yellow highlight</span>, and spoken words in plain text. Radio scripts for BEECN to fire station:
Follow this script to notify your nearby Fire Station that you are set up and ready to communicate.
 
* '''BEECN VOLUNTEER:''' <span style="background:#FFFF00">FIRE STATION NUMBER</span> this is <span style="background:#FFFF00">BEECN NUMBER and BEECN NAME</span> checking in.
* '''FIRE STATION:''' Roger <span style="background:#FFFF00">BEECN NUMBER and BEECN NAME</span>. Are you at BEECN and ready to operate?
* '''BEECN VOLUNTEER:''' I am on station at <span style="background:#FFFF00">BEECN NAME</span> near <span style="background:#FFFF00">(give visual landmark)</span> and ready to operate. I have <span style="background:#FFFF00">#</span> operators at this location: <span style="background:#FFFF00">List all participants at that location by name.</span>
* '''FIRE STATION:''' Roger, <span style="background:#FFFF00">#</span> operators at your BEECN. Please continue to monitor this channel and inform me of staffing changes.
 
[[File:BEECN Radio Communication Graphic.png]]
 
=== Basic BEECN Operations ===
 
# If there is no response from the Primary Relay, wait five minutes, then repeat the check in message. Continue transmitting every five minutes until the Primary Relay responds.
# BEECN volunteers should attempt to reach their Backup Relay if they cannot immediately reach the Primary Relay. There is no need to contact the Backup Relay if the BEECN volunteer reaches the Primary Relay.
# If transmission quality is poor, volunteers should look at the map inside the cache and consider what objects (hills, buildings) are between them and the fire station. If possible, volunteers will move away from/out from behind those obstructions. Additionally, volunteers may have to look for higher ground to get a clear signal. Some BEECNs that are far from their fire station have a white external antenna in their kit. Volunteers can attach this antenna to the UHF handheld radio if they experience trouble communicating. The external antenna is attached by unscrewing the small flexible antenna from the radio and attaching the external antenna cable in its place.
# Volunteers will record the time of the first transmission and the time when their Relay is reached in the radio log. A radio log is included in the BEECN cache.
# After checking in, volunteers request permission to pass radio traffic if there are messages to relay. Otherwise, volunteers wait and listen on channel for further instructions/messages.
# As much as possible, volunteers should keep radio traffic minimal, avoiding transmitting nonessential radio traffic. Volunteers may hear other BEECN sites talking on the same channel as well.
# Best operating practices suggest that one volunteer is in charge of the radio and actively talking with the Relay. The other volunteer is interacting with the public and gathering radio messages to relay.
# Volunteers shall record all radio traffic from the fire station and the time received in the radio log.
 
=== Radio Traffic Reporting Priorities ===
Members of the public will have many different purposes for relaying messages through the BEECN network. If messages compete for priority, volunteers should use this guide to decide which messages get relayed soonest:
{| class="wikitable" style="width: 50%;"
|+
! colspan="2" | PRIORITY
! Explanation
|-
| style="background-color:#FF0000; color:white; text-align:center; padding:20px;" | '''<big>1</big>'''
| style="background-color:#FF0000; color:white"|'''Scene Stabilization HIGHEST'''
| Equivalent to a 9-1-1 call. Radio traffic concerning major incidents that are causing/threatening to cause widespread casualties and property damage. This can include large and spreading fires, stopping hazardous material leaks, de-energizing electric lines and shutting off gas lines. This information should interrupt all other radio traffic.
|-
| style="background-color:#FF3333; text-align:center; padding:20px;" | '''<big>2</big>'''
| style="background-color:#FF3333;"| '''Life Safety'''
| Equivalent to a 9-1-1 call. Radio traffic reporting injuries of imminent threat to the life of a survivor or survivors.
|-
| style="background-color:#FF6666; text-align:center; padding:20px;" | '''<big>3</big>'''
|style="background-color:#FF6666;" | '''Damage Assessments and Casualty Reports'''
| Members of the public reporting significant damage to property and infrastructure, or reports of injuries and casualties.
|-
| style="background-color:#FF9999; text-align:center; padding:20px;" | '''<big>4</big>'''
| style="background-color:#FF9999;"| '''Government Employee Check-in'''
| Government employees may use the BEECN system to check in with their employers via the EOC. If necessary there are “Post Earthquake Employee Check In” forms included in the loose leaf notebook in each BEECN cache.
|-
| style="background-color:#FFCCCC; text-align:center; padding:20px;" | '''<big>5</big>'''
| style="background-color:#FFCCCC;"| '''Person Location'''
| This is a request from someone to help find a missing loved one. BEECN volunteers can direct people to resources but will not facilitate reunification of families, house mates or loved ones.
|-
| style="background-color:#FFFFFF; text-align:center; padding:20px;" | '''<big>6</big>'''
| style="background-color:#FFFFFF;"| '''All Other Traffic LOWEST'''
| Any traffic that does not fall into the above categories. As a general rule, no traffic other than the above '''''should''''' go over the BEECN system. However, this rubric cannot predict all situations and PBEM expects BEECN volunteers to execute appropriate judgement whether the content of a message justifies reporting it to the EOC.
|}
 
=== Message Posting ===
BEECNs act not only as a way for local government to receive information from the public in the wake of an earthquake, but also a means to get information to the public. BEECN volunteers may receive direction from the fire station to use the roll-up whiteboard and post a general message.
 
=== Custody of BEECN Equipment ===
 
# The BEECN volunteers operating a BEECN are custodians of its associated equipment while the BEECN is activated.
# BEECN equipment (such as first aid supplies) may only be taken from the BEECN site with the permission of the BEECN volunteers or professional emergency response personnel. No volunteer group or private citizen can “commandeer” or legally take BEECN supplies without the approval of BEECN volunteers on site. BEECN equipment taken without permission from present BEECN volunteers is considered stolen and should be reported as such to PBEM.
# City of Portland or Multnomah County employees may use BEECN equipment if needed.
 
=== Media Requests ===
It is critical that public messaging be kept consistent and only government representatives should talk with the press during an emergency. All requests from the media to speak on the record about an emergency must be relayed to PBEM for approval. Unless authorized by PBEM, BEECN volunteers may not interview with media representatives or answer media questions about the emergency.
 
=== BEECN Demobilization ===
 
# In a prescribed operational period, volunteers should not cease BEECN operations unless:
## The personal safety of the volunteers is threatened (in which case, volunteers should immediately leave the area and not follow other demobilization protocols).
## An urgent life/safety issue emerges for a volunteer’s loved one.
## Shift B does not arrive to relieve Shift A.
## A Public Safety official in the field (such as PBEM staff, a police officer, or firefighter) orders the BEECN to demobilize.
# Once the decision or order to demobilize is made, BEECN volunteers will sign off from the radio with the fire station:
#* '''BEECN VOLUNTEER:''' <span style="background:#FFFF00">[FIRE STATION NUMBER]</span> this is <span style="background:#FFFF00">[BEECN NUMBER and BEECN NAME]</span>. We are demobilizing and boxing up the cache. <span style="background:#FFFF00">[give reason for demobilization]</span>
#* '''FIRE STATION:''' Roger <span style="background:#FFFF00">[BEECN NUMBER and BEECN NAME]</span>.'''You are now marked in the EOC as inactive.''' Please turn off your radio, remove the batteries and proceed with securing the BEECN cache.
# Volunteers shall take down the tent according to the tent instructions (but in reverse). If there was rain and the fabric canopy is wet, please do not fold it up with the frame. Instead, volunteers should leave the fabric canopy loosely on top of the rest of the equipment inside the cache. This will help guard against mold.
# '''Volunteers must remove the batteries from the radio''', since they may leak after time and render the radio inoperable. Batteries can be left inside the box with the radio.
# Re-pack all equipment inside the box. If any equipment is missing, volunteers should indicate that at the end of the log along with any explanation as to why the equipment is missing. Volunteers may then leave the log inside the BEECN cache, for PBEM to pick up later.
# Volunteers should next push the box back to its secure location. Once there, the volunteers should position it and lock it up the way it was found, and '''double-check the lock''' to make sure everything is secured.

Latest revision as of 14:55, 31 December 2024

BEECN Guidelines
Introduction
BEECN Program Organization
BEECN Sites
BEECN Volunteers
BEECN Caches
Operations at BEECN Sites
Operations at Fire Stations

This section steps volunteers through how to plan for a deployment and what to do when deployed to a BEECN in an emergency or during an exercise. Operations for volunteers who deploy to fire stations to support BEECNs are covered in Operations at Fire Stations.

Relevant Documents Updated
BEECN Response Framework Form 2024.12.26
Response Framework Sample
BEECN Radio Log (same as NET Form 6) 2022.01.24





BEECN Operations Basics

The BEECN system is a hierarchical network of communication nodes, with the objective of passing radio messages between neighborhoods and the EOC. The foundation of the network is the 50 BEECN UHF handheld radios transmitting from every area of Portland. Each BEECN has a primary relay point, which is the VHF radio kit at the nearest fire station. Radio messages are then relayed from the fire station up to the EOC. Radio messages also come from the EOC to the BEECNs.

The diagram below illustrates one part of the BEECN network.

A basic part of the BEECN network. In this example, BEECN-19 is sending radio traffic to FS-02. However, FS-02 must also exchange radio traffic with BEECNs NE-18 and NE-20. All radio traffic at the fire station level is relayed to the EOC.



Deployment Planning: the BEECN Response Framework

PBEM recommends that each BEECN Coordinator (BC) lead an annual process to plan ahead for deployment and activation of their assigned BEECN. To aid in that process and to share the plan with PBEM staff, a form is linked at the start of this article. The Framework should be turned in annually every March 31st at minimum, though BCs can turn them in more frequently if they wish. PBEM encourages BCs to hold a planning session with all the other volunteers assigned to their BEECN in person, virtually, or over email once a year. The planning session serves several purposes:

  • Ensures that all volunteers in a BEECN cohort are on the same page and coordinating;
  • Helps volunteers revisit and review their responsibilities;
  • Ensures adequate staffing between Shifts A and B;
  • Offers space for volunteers to check in and get to know one another;
  • The completed Framework confirms to PBEM that volunteers are still managing the BEECN.

The Framework Form is a Smartsheet survey. When the BC talks over the different questions with volunteers and completes it, the BC can indicate to email an electronic copy. That document can then be forwarded out to the other cohort members for printing. The Framework surveying questions include:

Required? Question Explanation
Specific Site Location Optional. A specific optimal location at the BEECN site the cache should be deployed. For example, through testing, BEECN volunteers may have already identified a spot that gets better radio reception. Example: if your BEECN site is a park, this might read "Near the corners of 8th and Main Street, by the bleachers".
Primary Relay The primary message relay location (always a fire station). See: BEECN Channel Guide.
Primary UHF Channel The channel on the UHF handheld radio that will reach the Primary Relay. See: BEECN Channel Guide.
Backup Relay The backup relay location to use in case the Primary Relay does not respond. Usually, but not always, a fire station. See: BEECN Channel Guide.
Backup UHF Channel The channel on the UHF handheld radio that will reach the Backup Relay. See: BEECN Channel Guide.
Shift One Time Start The post-earthquake timeframe the BEECN cohort agrees to begin operations. See: Shift One.
Shift One Meet Location Optional. The location Shift One volunteers plan to meet at before proceeding with a site assessment and BEECN operations. See: Shift One.
Shift One FRS/GMRS Channel Optional. The FRS/GMRS channel BEECN volunteers will coordinate on leading up to the start of operations.
Last Inventory Year The cache should be inventoried once a year at least, and preferably carried out as a team activity so all volunteers can get acquainted with the equipment. This question helps the BC schedule an inventory with their cohort as needed.
Last Inventory Month
Shift A Roster List of BEECN volunteers who plan to deploy for Shift A from 0600 - 1400.
Shift B Roster List of BEECN volunteers who plan to deploy for Shift B from 1400 - 2200.

Sharing out the BEECN Response Framework

At the end of the survey is a checkbox reading "Send me a copy of my responses". The BC should check the box, input their email address, and click "Submit". An electronic copy of the Framework will arrive in the BC's email (check spam if you do not receive it inside five minutes). You can then forward it out to other cohort members via email. The BC might also consider adding information about how to access the cache at the BEECN Cache Storage Location.

The cohort's Framework is shared automatically with PBEM when the form is submitted. The BC should also forward the Framework via email to the fire station that serves as their Primary Relay as an FYI. To find the email address for a fire station, click the appropriate fire station link in the BEECN Channel Guide.

BEECN Operational Periods and shifts

A single BEECN operational period is 24 hours and divided into three eight hour sections:

Shift A: 0600 - 1400 Shift B: 1400 - 2200 Inactive Period: 2200 - 0600


Shift One

So when should a cohort first activate their BEECN? The first BEECN shift of an activation is called "Shift One". PBEM does not expect to activate the BEECN system from the EOC side for 24 to 48 hours after an earthquake. The BEECN cohort should activate some time around that timeframe, but the starting point on the clock should either be 0600 or 1400. Therefore, in the Response Framework, BCs can choose when they plan to activate their BEECN from the following options:

  • 24 hours post earthquake, rounded forward to 0600
  • 24 hours post earthquake, rounded forward to 1400
  • 36 hours post earthquake, rounded forward to 0600
  • 36 hours post earthquake, rounded forward to 1400
  • 48 hours post earthquake, rounded forward to 0600
  • 48 hours post earthquake, rounded forward to 1400

For example: let's say a cohort selects "36 hours post event rounded forward to 0600". Now suppose the earthquake hits at 0248 in the morning on March 15. That means the team should aim to have the BEECN deployed by 0600 on March 17.

Shift One establishes the timeline and cadence for the incident going forward at that BEECN. When a cohort chooses their start time, it is recorded to a schedule kept by PBEM so that EOC staff know around when they can expect to hear from specific BEECNs. In the aftermath of an earthquake a cohort may begin their operations sooner than their Shift One time, but should avoid starting later if possible.

Shift One also requires planning considerations different from the other shifts:

  1. Shift One Meet Location: PBEM does not recommend that Shift One volunteers meet at the BEECN site. Presumably, Shift One volunteers will be the first volunteers on site. But, the earthquake may have rendered the site hazardous and/or the site may be crowded with people looking for help. In either case, it makes the most sense for BEECN volunteers to gather together at a predetermined location and then proceed to the site together for an initial assessment, followed by commencement of BEECN deployment and activation. An ideal meet location may be the home of a volunteer who lives closest to the site, or the Cache Storage Location (if it is offsite).
  2. Shift One FRS/GMRS Channel: If BEECN volunteers have access to FRS/GMRS radios, they could be used to speak amongst each other to check in before shift. If the cohort decides to take this route, they should choose an agreed FRS/GMRS channel to speak on.

Operational cadence

The timing of Shift One establishes the operational cadence at the BEECN to follow. Provided there are no events that interrupt BEECN operations, a response timeline at the BEECN will look like this (in this example, Shift One begins at 0600:

Time Day Activity
0530 - 0600 Operational Period 1 Shift One volunteers meet at predetermined meeting point and conduct BEECN site assessment to make sure hazards are clear.
0600 - 1400 Operational Period 1 The Shift One volunteers move the cache from its secure location and set up to begin Shift A operations.
1330 - 1400 Operational Period 1 Shift B volunteers arrive to relieve Shift A. Shift A turns over message logs and other important information to Shift B.
1400 - 2130 Operational Period 1 Shift B volunteers commence operations.
2130 - 2200 Operational Period 1 Shift B volunteers wrap up operations and secure the cache. BEECN operations have concluded for the day.
2200 - 0600 Operational Period 1 No activity.
0600 - 1400 Operational Period 2 Shift A volunteers arrive for Operational Period 2. They pull the cache from its storage and begin operations.
1330 - 1400 Operational Period 2 Shift B volunteers arrive to relieve Shift A. Shift A turns over message logs and other important information to Shift B.
1400 - 2130 Operational Period 2 Shift B volunteers commence operations.
2130 - 2200 Operational Period 2 Shift B volunteers wrap up operations and secure the cache. BEECN operations have concluded for the day.
...and the cycle continues until BEECNs are de-activated by PBEM or the BEECN cohort can no longer continue.



Deployment Protocols

A catastrophic earthquake will shut down communications systems such as cell phones and landlines. Therefore, BEECN volunteers must expect to self deploy without a direct request from PBEM or other government authority. Volunteers should self-deploy and follow their BEECN Response Framework if, and only if, the following conditions are met:

  1. A major earthquake has occurred in the Portland area.
  2. The volunteer and their family are not in immediate danger, and are not injured.
  3. Communication systems (such as land lines) are inoperative.

Self determination to deploy

Individual volunteers have personal discretion to deploy when the self-deployment protocols are met as described above. The decision to deploy following a disaster is a volunteer’s own, and a volunteer may never be coerced into deploying. A volunteer who chooses not to deploy will not be subject to any consequences related to his or her standing in the BEECN program.

Deployment Guiding Principles

During the course of any deployment or exercise, BEECN volunteers must ensure that all chosen actions conform to the following guiding principles:

  1. Safety is always the top priority.
  2. Always use the buddy system and always work in pairs. It takes at least two volunteers to operate a BEECN.
  3. If you see something unsafe, say so. Everyone has permission to say, “That does not seem safe” or “I do not feel safe.”
  4. If someone points out an unsafe condition at the BEECN site, stop and correct it right away.

Conduct

When moving the BEECN cache and setting up at the site, volunteers should act as guests on the property. Please be respectful and avoid damaging the grounds or any property at the location. If a property owner is present, or a representative of the property owner, volunteers should follow instructions given by that person. Please represent Portland professionally and respectfully.

Personal Security

  1. As indicated in the Volunteer Code of Conduct, Volunteers must never carry firearms or other weapons when volunteering at a BEECN. A folding knife or knife with less than a twelve-inch blade is acceptable as a tool.
  2. If confronted by a person at any time who intends to take the equipment and/or harm the volunteers, volunteers must not engage physically or verbally. Take the handheld radio if it is safe to do so, leave all other equipment and walk away, and call out for help. Do not attempt to confront any threatening person.

Media Requests

It is critical that public messaging be kept consistent and only government representatives should talk with the press during an emergency. All requests from the media to speak on the record about an emergency must be relayed to PBEM for approval. Unless authorized by PBEM, BEECN volunteers may not interview with media representatives or answer media questions about the emergency.


BEECN On-Site Operational Flow

Step 1: BEECN site assessment

Shift One volunteers should make a safety assessment of the BEECN site before deploying there for the first shift of routine operations. Potential hazards to look out for include (but are not limited to):

  • Utilities: Note the status of all utilities. If you smell gas, leave the area. If you see downed wires, assume they are live.
  • Collapse Zone: Stay out of the collapse zone of any buildings. Even if a building appears to have weathered the initial earthquake, consider aftershocks. A collapse zone is 1.5 x height of the building.
  • Tall trees: Be wary of tall trees. Trees generally do well in earthquakes. But a weak tree, dying tree, or tree in loose soil is a hazard. An aftershock could also shake out branches and other debris.

PBEM recommends scoping out a place to set up the BEECN that is:

  • At least 12' x 12' in area;
  • At higher ground relative to the rest of the BEECN site;
  • Level;
  • Not under trees or power lines;
  • Away from buildings, particularly any brick or block structures.

Again, in the aftermath of an earthquake, always assume and plan for aftershocks.

Custody of BEECN Equipment

  1. The BEECN volunteers operating a BEECN are custodians of its associated equipment while the BEECN is activated.
  2. BEECN equipment (such as first aid supplies) may only be taken from the BEECN site with the permission of the BEECN volunteers or professional emergency response personnel. No volunteer group or private citizen can “commandeer” or legally take BEECN supplies without the approval of BEECN volunteers on site. BEECN equipment taken without permission from present BEECN volunteers is considered stolen and should be reported as such to PBEM.
  3. City of Portland or Multnomah County employees may use BEECN equipment if needed.

Step 2: BEECN set up and initial check in

  1. Unlock/open cache and do a brief inventory of the contents (except for inside the First Aid bags).
  2. Set up the shelter using the instructions in the shelter set-up article.
  3. Load batteries into the radio and turn the radio on. See the radio setup page if you need help.
  4. Tune the radio to your assigned radio channel according to the BEECN channel guide.
  5. Open the RADIO LOG in the binder, date it, and prep it to record radio traffic.
  6. Use the script shown in the next section to check in with your Relay and begin passing radio traffic.

Radio script for initial BEECN check in

Script legend: Variable text in yellow highlight, and spoken words in plain text. Radio scripts for BEECN to fire station:

Follow this script to notify your nearby Fire Station that you are set up and ready to communicate.

  • BEECN VOLUNTEER: FIRE STATION NUMBER this is BEECN NUMBER and BEECN NAME checking in.
  • FIRE STATION: Roger BEECN NUMBER and BEECN NAME. Are you at BEECN and ready to operate?
  • BEECN VOLUNTEER: I am on station at BEECN NAME near (give visual landmark) and ready to operate. I have # volunteers at this location. # of them are SUVs.
  • FIRE STATION: Roger, # volunteers at your BEECN. Please continue to monitor this channel and inform me of staffing changes.

Volunteers will record the time of the first transmission and the time when their Relay is reached in the radio log. After checking in, volunteers request permission to pass radio traffic if there are messages to relay. Otherwise, volunteers wait and listen on channel for further instructions/messages.

Step 3: Managing survivors at the BEECN site

To the knowledge of PBEM staff, BEECN is a novel program with nothing quite like it ever deployed. That means PBEM does not have specific case histories to help predict with certainty how a BEECN deployment is going to go. Here is how PBEM recommends cohorts best prepare to manage survivors at the BEECN site:

  • We do know, generally speaking, that communities come together after a disaster and help each other out.[1] PBEM does not expect roving bands of Mad Max-kitted weirdos trying to seize the BEECN from volunteers. That said, volunteer safety is priority number one. If a volunteer feels threatened by an individual survivor or if it feels like a crowd is becoming threatening, take the handheld radio (if safe to do so) and walk away from the site. Do not check in with the Relay first and do not wait for permission. Your shift is over; let PBEM figure out how to re-establish comms later. If possible, send a runner to the Relay to report what happened.
  • The first operational priority/responsibility of BEECN volunteers is to manage and exchange radio messages. All else is secondary to that and should be handled by other volunteers.
  • If BEECN volunteers have capacity to do so, PBEM recommends the next operational priority be management of spontaneous volunteers ("SUVs"). SUVs can act as force multipliers, and help as runners, use the first aid equipment, and generally assist other survivors. To learn more about SUV management, see: VSF 15: Volunteer/Donations Management.



Exchanging Radio Traffic

Best operating practices suggest that one volunteer is in charge of the radio and actively talking with the Relay. The other volunteer is interacting with the public and gathering/logging radio messages to relay.

Radio Traffic Reporting Priorities

As much as possible volunteers should keep radio traffic minimal and avoid transmitting nonessential radio traffic. Members of the public will have many different purposes for relaying messages through the BEECN network. If messages compete for priority, volunteers should use the rubric below to decide which messages get relayed soonest:

PRIORITY Explanation
1 Scene Stabilization HIGHEST Equivalent to a 9-1-1 call. Radio traffic concerning major incidents that are causing/threatening to cause widespread casualties and property damage. This can include large and spreading fires, stopping hazardous material leaks, de-energizing electric lines and shutting off gas lines. This information should interrupt all other radio traffic.
2 Life Safety Equivalent to a 9-1-1 call. Radio traffic reporting injuries of imminent threat to the life of a survivor or survivors.
3 Damage Assessments and Casualty Reports Members of the public reporting significant damage to property and infrastructure, or reports of injuries and casualties.
4 Government Employee Check-in Government employees may use the BEECN system to check in with their employers via the EOC. If necessary there are “Post Earthquake Employee Check In” forms included in the loose leaf notebook in each BEECN cache.
5 Person Location This is a request from someone to help find a missing loved one. BEECN volunteers can direct people to resources but will not facilitate reunification of families, house mates or loved ones.
6 All Other Traffic LOWEST Any traffic that does not fall into the above categories. As a general rule, no traffic other than the above should go over the BEECN system. However, this rubric cannot predict all situations and PBEM expects BEECN volunteers to execute appropriate judgement whether the content of a message justifies reporting it to the EOC.

Logging radio traffic

Volunteers record all radio traffic from the fire station and the time received in the radio log. BEECN uses the same form for comms logging as NET, which is NET Form 6. A copy of the form is linked at the top of this article. For instructions on using NET Form 6, visit NET Incident Command System Forms: Communications Log.

Radio voice procedure

Basics

  1. Think before you speak. Then, be brief.
  2. Use no one's personal information (name, health status, address, etc.)
  3. To make a call, say the tactical call sign of the receiving station, followed by THIS IS and then your tactical call sign, and then OVER. Use the "Hey you, it's me" convention. Example: "Command post, this is Rover One, Over."

Accuracy

Use the RSVP system to ensure accuracy.

R RHYTHM Make adequate pauses.
S SPEED Speak more slowly than usual. Use "air writing" when spelling phonetically.
V VOLUME Speak directly into the microphone.
P PITCH Pitch your voice higher than normal for conversation.

Prowords

These words have specific meanings that replace sentences or phrases.

Word or Phrase Meaning
Affirmative Normally used when a question is asked and the reply is YES.
Break, Break Interruption to transmission.
Disregard This transmission was made in error; ignore.
EMERGENCY EMERGENCY Use only when there is grave or imminent danger to life. Immediate assistance is required.
Figures Numbers to follow.
Go ahead I am ready to copy your message.
I spell Next word will be spelt out using the phonetic alphabet.
I say again I am repeating my transmission or portion requested.
Negative Normally used when a question is asked and the reply is NO.
Out End of transmission, no answer required or expected.
Over Invitation to transmit.
Roger Message was received and understood. Can be used with the words over or out.
Say again Repeat all of your last transmission.
Say all after Repeat all after a certain word or key phrase.
Say all before Repeat all before a certain word or key phrase.
Standby Wait for a short period and I will get back to you.
Sitrep Means a situation report at your location.

Message Posting

BEECNs act not only as a way for local government to receive information from the public in the wake of an earthquake, but also a means to get information to the public. BEECN volunteers may receive direction from the EOC via the Relay to use the roll-up whiteboard and post a general message.

Troubleshooting

No response from primary relay

If there is no response from the Primary Relay, wait five minutes, then repeat the check in message. Continue transmitting every five minutes until the Primary Relay responds. BEECN volunteers should attempt to reach their Backup Relay if they cannot immediately reach the Primary Relay. There is no need to contact the Backup Relay if the BEECN volunteer reaches the Primary Relay.

Transmission/receiving is poor quality

If transmission quality is poor, volunteers should look at the map inside the cache and consider what objects (hills, buildings) are between them and the fire station. If possible, volunteers will move away from/out from behind those obstructions. Additionally, volunteers may have to look for higher ground to get a clear signal. Some BEECNs that are far from their fire station have a white external antenna in their kit. Volunteers can attach this antenna to the UHF handheld radio if they experience trouble communicating. The external antenna is attached by unscrewing the small flexible antenna from the radio and attaching the external antenna cable in its place.

BEECN Demobilization

  1. In a prescribed operational period, volunteers should not cease BEECN operations unless:
    • The personal safety of the volunteers is threatened (in which case, volunteers should immediately leave the area and not follow other demobilization protocols).
    • An urgent life/safety issue emerges for a volunteer’s loved one.
    • Shift B does not arrive to relieve Shift A.
    • A Public Safety official in the field (such as PBEM staff, a police officer, or firefighter) orders the BEECN to demobilize.
  2. Once the decision or order to demobilize is made, BEECN volunteers will sign off from the radio with the fire station:
    • BEECN VOLUNTEER: [FIRE STATION NUMBER] this is [BEECN NUMBER and BEECN NAME]. We are demobilizing and boxing up the cache. [give reason for demobilization]
    • FIRE STATION: Roger [BEECN NUMBER and BEECN NAME].You are now marked in the EOC as inactive. Please turn off your radio, remove the batteries and proceed with securing the BEECN cache.
  3. Volunteers shall take down the tent according to the tent instructions (but in reverse). If there was rain and the fabric canopy is wet, please do not fold it up with the frame. Instead, volunteers should leave the fabric canopy loosely on top of the rest of the equipment inside the cache. This will help guard against mold.
  4. Volunteers must remove the batteries from the radio, since they may leak after time and render the radio inoperable. Batteries can be left inside the box with the radio.
  5. Re-pack all equipment inside the box. If any equipment is missing, volunteers should indicate that at the end of the log along with any explanation as to why the equipment is missing. Volunteers may then leave the log inside the BEECN cache for the next shift or take any completed pages with them for turning in to PBEM later.
  6. Volunteers should next push the box back to its secure location. Once there, the volunteers should position it and lock it up the way it was found, and double-check the lock to make sure everything is secured.



APPENDIX: BEECN Channel Guide

To find the correct channels for a BEECN, find the BEECN on the table below. Volunteers should set their handheld BEECN radio to the primary channel first and check in with personnel at their Primary Relay site. If nobody answers, volunteers should try their Backup Relay next.

BEECN Channel Guide
Resource Name Primary Relay Primary UHF Channel Backup Relay Backup UHF Channel
BEECN NW-01 Linnton FS-22 2 FS-26 2
BEECN NW-02 Forest Park ES FS-27 2 FS-16 1
BEECN NW-03 Chapman ES FS-03 2 FS-06 2
BEECN NW-04 The Fields FS-03 2 FS-06 2
BEECN N-05 St. Johns FS-22 2 FS-26 2
BEECN N-06 University of Portland FS-26 2 FS-22 2
BEECN N-07 Jantzen Beach FS-17 2 FS-08 2
BEECN N-08 Arbor Lodge FS-08 2 FS-24 2
BEECN N-09 Jefferson HS FS-24 2 FS-08 2
BEECN NE-10 Columbia Field FS-17 2 FS-08 2
BEECN NE-11 Woodlawn Park FS-14 3 FS-08 2
BEECN NE-12 Alberta Park FS-14 3 FS-08 2
BEECN NE-13 Irvington ES FS-13 3 FS-14 3
BEECN NE-14 All Saints FS-28 3 FS-13 3
BEECN NE-15 Rigler ES FS-28 3 FS-14 3
BEECN NE-16 Roseway Heights FS-28 3 FS-12 3
BEECN NE-17 Montavilla FS-19 3 FS-28 3
BEECN NE-18 Knott City Park FS-30 4 FS-02 4
BEECN NE-19 Parkrose HS FS-02 4 FS-30 4
BEECN NE-20 Wilkes Park FS-02 4 FS-30 4
BEECN NE-21 Glenfair Park FS-07 2 FS-30 2
BEECN SW-22 Lincoln HS FS-01 5 FS-04 5
BEECN SW-23 PSU FS-04 5 FS-01 5
BEECN SW-24 Ainsworth ES FS-15 5 FS-04 5
BEECN SW-25 Lair Hill Park FS-04 5 FS-21 5
BEECN SW-26 Hamilton Park FS-16 1 FS-15 5
BEECN SW-27 Gabriel Park FS-05 1 BEECN SW-28 1
BEECN SW-28 Ida B. Wells HS FS-05 1 FS-10 4
BEECN S-29 Access Academy FS-05 1 FS-20 1
BEECN SW-30 West PDX United FS-18 4 FS-10 4
BEECN SW-31 Holly Farm FS-18 4 FS-10 4
BEECN SW-32 Stephenson School FS-18 4 FS-10 4
BEECN SW-33 Riverdale HS FS-10 4 FS-18 4
BEECN SE-34 Colonel Summers FS-21 5 FS-09 5
BEECN SE-35 Brooklyn Park FS-04 5 FS-21 5
BEECN SE-36 Sellwood MS FS-20 1 BEECN SE-37 1
BEECN SE-37 Duniway ES FS-20 1 BEECN SE-36 1
BEECN SE-38 Woodstock Park FS-25 3 FS-20 1
BEECN SE-39 Clinton Park FS-25 3 FS-19 3
BEECN SE-40 Harrison Park FS-19 3 BEECN SE-39 3
BEECN SE-41 Lents Park FS-11 2 FS-25 3
BEECN SE-42 Flavel Park FS-11 2 BEECN 38-38 3
BEECN SE-43 Lincoln Cemetery FS-29 2 FS-11 2
BEECN SE-44 Ventura Park FS-07 2 FS-30 4
BEECN SE-45 Mill Park FS-07 2 FS-07 2
BEECN SE-46 Gilbert Heights FS-07 2 FS-29 2
BEECN SE-47 Clatsop Butte FS-29 2 BEECN SE-46 2
BEECN SE-48 Parklane Church FS-07 2 FS-31 2
BEECN S-49 Elizabeth Caruthers FS-04 5 FS-21 5
BEECN SW-50 SW Harbor Way Median FS-04 5 FS-21



Notes and References

  1. See in particular the work of Henry Quarantelli; also, the "Misinformation" tag on the NET Tumblr is helpful for more articles on the topic.