Communications - Manual
Los Angeles Fire circa 2010
4/7 COMMUNICATIONS
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4/7-01.01 ROUTINE OPERATIONS/COMMUNICATIONS
-01. GENERAL
.01 DEPARTMENT TELEPHONE NUMBERS
It should be emphasized to the public that the fastest method of contacting the Fire Department for a life or death emergency is through the Emergency 911 Service. All 911 calls are received by the LAPD’s Police Service Representatives (PSR’s) who are trained to quickly screen calls. If the call is a Fire Department related incident, the caller is transferred to the Operations Control Dispatch Section (OCDS) for processing and dispatch of emergency resources. The public should be instructed to call 911 when there is a life or death emergency that requires the immediate response of emergency services from police, fire or paramedics.
In addition, the following phone numbers may be given for Fire or EMS Emergency Services:
Metropolitan Area - (213) 384-3131
Harbor Area - (310) 832-4241
San Fernando Valley - (818) 785-2151
The following numbers are to be used by members and given to the public for Fire Department business:
Headquarters (213) 485-5971
Metropolitan Area (213) 485-2121
Harbor Area (310) 548-7721
West Los Angeles (310) 575-8321
San Fernando Valley (818) 756-8121
Sunland/Tujunga (818) 756-8121
-15. BUSINESS TELEPHONE
.01 GENERAL
Fire station extension numbers may be given out to the public (fire prevention, local merchants, etc.) when necessary.
A. For emergency calls received on the business telephone system, the following information shall be obtained and referred to OCDS so that a dispatch may be made:
1. Address of the incident (including apartment number or special instructions).
2. Nearest cross street.
3. Type of emergency.
4. A call-back telephone number.
B. When giving a fire station business phone number to citizens, it should first be explained to them that it is for business only and is not to be used for emergency calls.
.20 USE
The City Hall business telephone system shall be used for Departmental business only. Conversations over the telephone system should be as brief as possible.
.40 ANSWERING
Company Commanders shall promptly answer the telephone. When answering, give assignment, rank and surname, example, "Fire Station 1, Captain Doe." The member calling shall identify themself in a like manner. At Battalion/Division headquarters, when the Battalion/Division Commander is out of quarters, the telephone “Voice Mail” feature will automatically answer telephone calls. The “Voice Mail” feature eliminates the need for Company Commanders to answer Battalion/Division business phones.
.70 CALL WAITING FEATURE
Most Department business telephones are provided with an override feature called "Call Waiting". The "Call Waiting" works by sounding a special tone on the telephone ear piece that alerts the party that another caller is trying to complete a call. The telephoned party should then place the existing call on "hold" by depressing the cradle or "tap” button; they may switch back and forth between callers if desired. The "Call Waiting" feature shall be answered immediately as the system has been installed for OCDS's use in case of alarm system failure.
.75 VOICE MAIL FEATURE
Most Department business telephones are provided with a feature called “Voice Mail.” “Voice Mail” allows a caller to leave a brief message when the telephone is not answered. Responsible members shall review the “Voice Mail” throughout the day so that all messages can be answered in a timely manner.
.80 RECALL
When telephone calls are to be made in connection with a recall, the business telephones will be used. At the time a recall is authorized, OCDS will send by teletype a special Telecode number to be used for all long distance telephone calls associated with the authorized recall. When the recall is terminated, the Telecode numbers will be removed from service and will not be accepted by the long distance system. It is important that concerned personnel use this procedure for long distance telephone calls during recall so that an accurate accounting of telephone costs for the incident can be calculated. If City Hall lines are unavailable, the station grapevine telephone may be used. The Telecode System, however, is only functional on City Hall lines. (Refer to Vol. 4, 8/3-50.01 for reimbursement for official telephone calls.)
-30. DISPATCH COMMUNICATIONS NETWORK (DCN)
.01 GENERAL
The Dispatch Communications Network consists of a Dispatch Teletype Printer and one or more Dispatch Telephones (fire phones) at each fire station. When OCDS is operating in "Automatic Mode", a fire station will receive the following for each alarm:
A. A "long ring" tone.
B. A dispatch teletype message listing alarm information.
C. An audio message over the station's public address system, giving alarm information followed by 5 bells.
D. A Mobile Data Terminal (MDT) message listing alarm information (on the dispatched resource).
In addition to the above, gong lights will be turned on if the alarm panel is so set. When OCDS is operating in "Manual Mode", a fire station will receive the following for each alarm:
A. A "long ring" tone.
B. An audio message over the station's public address system, giving alarm information.
In addition to the above, gong lights will be turned on if the alarm panel is so set. Stations housing an ambulance, EMS District Captain or a Chief, have been provided with a "Day/Night" switch, which disconnects the station's public address system and the light activating relay when the switch is in the "night" position. These switches will be placed in the "day" position at 0630 hours, and left there until 2200 hours. At this time they will be switched to the "night" position. The ambulance, EMS District Captain, or Chiefs' phones will ring and must be answered at those phones only.
.10 USE OF DISPATCH TELEPHONE
The dispatch telephone (fire phone) shall be used as follows:
A. To check in or out of quarters when operating in "Manual Mode", and for checking into quarters when operating in "Automatic Mode" to verify your status with the OCDS dispatcher.
B. To report apparatus or companies on or off duty.
C. To question alarm information not clearly received.
D. Battalion and Division Commanders normally check in and out of quarters on the business phone when in "Manual Mode". However, when returning from an alarm in either "Manual" or "Automatic Mode", they shall check in on the dispatch phone (fire phone).
E. When there is an extended delay (2 or more minutes) in OCDS answering the fire phone, responsible members can use the business phone to check into quarters by dialing (213) 485-6185.
.30 COMMUNICATIONS PRIORITY - IN QUARTERS
OCDS's order of preference for relaying emergency messages to fire stations will be as follows:
A. Dispatch Phone (audio alarm).
B. Business Phone.
C. Administrative Teletype.
D. Grapevine Telephone.
E. Mobile Data Terminal (MDT) Message. (Members shall check MDT whenever an alert tone is noted for this reason).
.40 COMMUNICATIONS PRIORITY - OUT OF QUARTERS
Order of preference to maintain contact with OCDS when out of quarters with firefighting apparatus:
A. Radio.
B. Private Telephone: When a private telephone is used to contact OCDS, give the number to OCDS and station a member at the phone to receive the calls.
C. Mobile Data Terminal.
.50 REPORTING "STILL ALARMS"
Still alarms received while in quarters shall be reported to OCDS using the business phone or radio. Do not use the fire phone to report still alarms. Use the Centrex emergency number (213) 485-6180. This number is to be used for emergencies only. Still alarms received while out of quarters shall be reported via radio. Members receiving an alarm shall, whenever possible, obtain the exact address (including apartment number) of the incident, nearest cross street, type of emergency and a call-back telephone number. These facts shall be relayed to OCDS so that a proper record and dispatch can be made. If unit reporting the still alarm is on the radio, press CAV.
.60 COMMUNICATIONS SYSTEM OUT OF ORDER
When any part of the communications system, i.e. radio, telephone, etc., becomes inoperative and affects a Company's ability to respond or to work effectively at an emergency, a responsible officer shall notify OCDS immediately and shall arrange for repair as covered in 8/3-96.01. Special tests will be made after any malfunction of the system or unusual event, such as a power failure or earthquake. A test shall be requested anytime reliability is in question.
.70 CARE OF ALARM EQUIPMENT
Chimes, gongs, extension bells, buzzers or other alarm equipment are to be dusted only. They are not to be washed or painted under any circumstances.
.80 GONGS, WINDING OF
Gongs shall be wound as needed. Do not wind during receipt of alarm or teletype message.
-45. ADMINISTRATIVE TELETYPE
.01 GENERAL
The administrative teletype system is a telephone wire system. OCDS and various other Department subdivisions transmit information and orders for the guidance of members and the conducting of Department business over the system. OCDS has the ability to subdivide the administrative teletype system into four areas, and selectively transmit to one or more of the areas. If clarification of the dispatch is needed, contact the dispatcher by radio.
.15 TELETYPE "AREAS" DELINEATED
METRO
Area includes all fire Stations in Battalions 1, 2, 3, 5, 7, 11 and 13, and Fire Stations 58, 61 and 68 in Battalion 18.
SAN PEDRO
Area includes all fire stations in Battalion 6.
VALLEY
Area includes all fire stations in Battalions 10, 12, 14, 15 and 17.
WEST LOS ANGELES
Area includes all fire stations in Battalions 4 and 9, and Fire Stations 43 and 92 in Battalion 18.
.30 RECORDING MESSAGES
All messages received which affect each command will be journalized (duplicate messages do not need to be journalized a second time).
.45 AUTHORITY FOR SENDING MESSAGES
Bureau Commanders may approve messages which affect their command. Messages that affect more than one Bureau require approval of the Commander of Operations, or the Administrative Office in that order.
EXCEPTION
Operations Control Dispatch Section is authorized to transmit routine and emergency messages under specific circumstances.
.60 SPECIAL SIGNALS
One bell indicates a "routine" message. Four bells indicate an "urgent" message on the teletype, and require an answer-back. Five bells indicates a “dispatch”, ten bells indicates a "Death Notice", and require an answer-back.
.75 BURNING INDEX
When it is available, the Fire Danger Rating is transmitted by teletype, along with fire weather and pre-deployment information, between 0700 and 0800 hours daily. The Fire Danger Rating is transmitted as a numerical rating and is interpreted, using the Burning Index (B.I.), as follows:
.85 RED FLAG ALERT
A red flag alert will be activated when the B.B.I. is in the extreme range, the humidity is 15% or lower and the wind speed is 25 M.P.H. or greater.
4/7-60.01
-60. TESTING PROCEDURES
.01 TESTS OF ALARM SYSTEMS
Tests of portions of the alarm systems will be made at the times indicated below. Station Commanders shall be responsible for ensuring that the station's equipment is properly tested and any malfunctions promptly reported. Station Commanders shall notify OCDS whenever a test is not received within 15 minutes of the proper time.
0630 Hours
Three bells and a short message on the station's administrative teletype. Switch the Day/Night switch to the "DAY" position on all ambulance, EMS District Captain and Chief circuits.
0800 Hours
A test message on the dispatch teletype and a short verbal message on the station audio requiring an answer-back from the station on the fire station, ambulance, EMS District Captain and Chief answer-back. Special phones to Rescue Maintenance and the Helicopter Company will also be tested.
1700 Hours
Repeat of the 0800 dispatch teletype and audio test. Answer-back required.
Each Sunday morning, the following tests shall be conducted after the 0800 audio test:
A. OCDS will request a test of the Fire Station "outside" dispatch telephone (on the front of quarters). Do not pick up this phone until instructed to do so by OCDS. Do not press the answer back.
B. Depress the "test" button on the power failure alarm panel. The alarm should sound and the trouble light come on momentarily.
C. Emergency Traffic Tone Test – OCDS shall test the emergency traffic tone on Sunday mornings at approximately 0815 hours. This test shall be conducted on the division administrative channels. Station Commanders shall be required to monitor their division administrative channel during this test. Radio confirmation to OCDS will not be required. Unless actively involved in emergency operations, all on duty members are required to monitor the emergency tone for training purposes.
-75. ANSWER-BACK
.01 ANSWER-BACK BUTTON
Actuate the answer-back button.
A. Upon receipt of an alarm. Use the answer-back for the type unit dispatched (lighted button).
B. After the 0800 and 1700 hrs. tests of the dispatch teletype system, press all lighted answer-backs, one at a time, waiting at least three seconds between each (small red light goes out).
C. To acknowledge receipt of any "Special Notice" or "Special Signal" (Death Notice, etc.).
D. Do not use answer-back until OCDS has completed message and stated "OCDS clear."
E. Do not use answer back on Sunday morning outside dispatch telephone test.
-90. RADIOS
.01 MESSAGES PERMITTED
Radio messages should be brief and limited to essential information. F.C.C. regulations permit radio messages pertaining to any of the following:
A. Emergencies to which the Fire Department responds.
B. The movement or disposition of apparatus.
C. Location of personnel.
D. Radio tests.
.02 REPEAT/DIRECT RADIO COMMUNICATIONS
All members shall carry and operate their radio equipment in the repeat mode. The 800 MHz simulcast voice radio system is both a communication and a safety system designed to provide portable handheld radio communications to the majority of the city. This capability is only achieved when portable and mobile radios are operated in the repeat mode. In the repeat mode the system will hear a message and repeat it over a wider area at higher power, thus providing excellent coverage within the city limits.
Members may encounter radio problems when operating in the following locations:
Below ground level (i.e. basements, tunnels)
Within or adjacent to shielded rooms (i.e. x-ray rooms, sound stages)
Enclosed elevator cars
Center core area of some high rise buildings
Steep or narrow canyons
Any location outside the city limits
Members working in these environments shall be aware of the possible limitations of the radio system. Members shall only utilize the direct mode when encountering radio transmission problems. Members should be aware that in the direct mode, radio messages might only be heard by other portable or mobile radios, and only in the immediate area.
.03 LAFD FIRE/EMS RADIO CHANNELS
.03 PORTABLE HAND HELD RADIO ANTENNAS
It is imperative that the appropriate radio antenna be utilized with Department radios. Antennas are designed and engineered for specific types of radios and applications to obtain optimum radio performance. The following information is provided to ensure the correct antenna is utilized for each radio type:
Any member needing a replacement antenna shall immediately contact FCCII at (213) 485-2772 with the following information:
Station number
Radio type: MX 800, Astro, or Visar
Radio number
Unit the radio is assigned To
Communication Services will come to the work location and replace the antenna. Adjustments or changes to Department radio equipment are to be made only by technicians from the Communications Services Division.
.05 IDENTIFYING UNITS AND STATIONS
Mobile units and land stations initiating radio messages will first identify the intended receiver, then the transmitting station or unit designation; i.e., "Engine 2 from OCS" or "OCDS from Engine 2."
.15 RADIO CONVERSATION
All radio conversation shall be business like and courteous. Personal greetings or pleasantries are strictly prohibited. A "Yes", a "No", or an informative answer shall be given to direct questions. The term "Roger" is used to indicate that a message was received and understood.
DEFINITIONS
.20 "AVAILABLE (AVI)
A Company is available to respond to an incident within 60 seconds.
.21 CONDITIONALLY AVAILABLE (CAV)
A Fire Resource, Assessment Engine, and an Assessment Light Force are available to respond to an incident within three (3) minutes from the dispatch of an alarm.
Paramedic Ambulances and EMT Ambulances shall be available to respond to an incident within sixty (60) seconds from the dispatch of an alarm.
Companies will be CAV with OCDS, unless they meet the requirements for NAV status.
.22 NOT AVAILABLE FOR RESPONSE (NAV)
Companies that are unavailable to respond to incidents within the guidelines established as AVI or CAV.
The reasons a company will be considered NAV include:
Annual Aerial/Pump Test.
Staffing Shortages.
Mandated Training/Continued Education approved by Emergency Services Bureau Commander.
Mechanical Breakdown/Change Over/Oil Change.
Decontamination of Personnel and Equipment.
The unavailability of an open bed at a hospital receiving a transported patient.
Training outside the city, when companies will not meet the CAV requirements of being able to respond to an incident within three minutes.
.25 MONITORING - MOBILE UNITS
Radios shall be turned on upon leaving quarters and shall be monitored until returning to quarters, unless:
A. Other LAFD communication is readily available.
B. OCDS determines that radio contact is not necessary.
C. When a unit is CAV, radio watch shall be maintained at all times, whether in or out of quarters.
.30 TRANSMITTING - MOBILE UNITS
Be sure the antenna is in a vertical position before transmitting. Listen to make sure that no other unit is transmitting. If an answer is not received within a reasonable time, repeat the message.
.32 USE OF TACTICAL CHANNELS
Resources will be assigned tactical radio channels at the time of dispatch and upon request of the Incident Commander. Arbitrary selection of tactical channels by members is prohibited.
.35 MOVE-UP RADIO USE
Resources sent on "Move-up" to an area which normally operates on a different channel shall select the new channel upon leaving quarters or when dispatched. During large fires or high activity periods, members shall be particularly alert to messages changing the operating channels. OCDS will attempt to spread the radio traffic over several channels. Changes in channel assignments will be announced on teletype and radio.
.40 RELAYING MESSAGES
Whenever OCDS wishes to contact a particular unit or person but is unable to do so, it shall be the duty of any member near such unit or person who hears the message to acknowledge it and relay it to the unit or person called.
.45 TONE SIGNALS
The following tone signals are used by OCDS:
A. A single tone signal (beep) will precede urgent non-emergency messages.
B. A triple tone signal will be used prior to emergency messages or to alert units on emergency response.
C. A distinctive high/low alternating tone signal will precede an “Emergency Traffic” message, notifying on scene personnel that a firefighter accident has occurred or an extremely hazardous condition at the incident exists. This tone shall be used in conjunction with an emergency button message or when an “Emergency Traffic” condition has been declared.
.47 EMERGENCY BUTTON
The handheld portable radios have an emergency button that allows the user to alert OCDS of a life-threatening situation. When pushed, an emergency alert tone is transmitted to OCDS, along with the ID number of the radio on Channel 6, the Emergency Alert Channel. If it is determined that an actual emergency condition exists, procedures outlined in Training Bulletin #2 – “Firefighter Incident Safety and Accountability” shall be immediately implemented. Any accidental activation of an emergency trigger shall be reported to OCDS immediately on Channel 6 by the member who activated the trigger.
.50 TIME-OUT TIMERS
Mobile radios have been equipped with a device called a "Time-out Timer", which automatically terminates a radio transmission after about 30 to 60 seconds. The purpose of the device is to protect the radio channel from being blocked by a microphone being stuck in the "On" position. Members transmitting a long message should periodically release and re-depress the transmit button to avoid being cut-off by the timer.
.59 RADIO WATCH
To standardize radio watch procedures and prevent dispatch delays, the following steps shall be taken when fire companies, rescue ambulances, and/or other Department units are placed on radio watch.
A. Members shall be assigned radio watch responsibility. Captains shall make appropriate journal entries to reflect the name(s) of members on radio watch and the time of their watch.
B. The member on radio watch shall remain alert and attentive so that radio messages are replied to in a timely manner.
C. Portable hand held radios may be used to maintain radio watch.
D. If the portable hand held radio experiences reception difficulties, an apparatus radio shall be monitored.
.60 TESTING OF PORTABLE RADIOS
At least once each week, the responsible officer shall cause portable radios to be tested in conjunction with a mobile unit. Additionally, after extended use, fires, etc., an operational check shall be performed to ascertain that no water or damage has affected the radio. (Refer to Vol. 3, 7/1-24.60.) In the event water is suspected of being in the radio, responsible officers shall cause the battery to be removed immediately to prevent electrolysis, and request repair as directed in 8/3-96.50.
Each portable radio has two batteries. Portable radio batteries shall be changed each morning at the time of relief, and if one of the following occurs:
Continuous use in excess of three hours
Radio LCD indicates “LOW BATTERY”
Audible “chirp” sounds when radio is turned on
Batteries are to be recharged in the station charger. Do not leave batteries in the charger once they are fully charged. Remove the battery when the charge light has turned to a green color. Batteries are to be reconditioned in the station conditioner at least once a month. If the battery is not at least 80% at the end of the cycle a second cycle should be performed. If the battery fails to reach the 80% or better the battery should be exchanged by the radio monitor and sent to Piper Tech for replacement.
.61 CLEANING OF PORTABLE RADIO EQUIPMENT
Clean external surfaces of portable radio equipment with a mild detergent solution. A suitable detergent solution may be mixed by adding one teaspoon of mild dishwashing detergent to one gallon of water (0.5% solution). This is the only recommended cleaning agent for the external radio surfaces. Cleaning the radio with solvents or spirits may be harmful and may permanently damage the radio housing.
Apply the detergent-water solution sparingly with a stiff, non-metallic, short-bristled brush (i.e. tooth brush), being careful not to allow excess detergent to remain entrapped near connectors and controls or in cracks and crevices. Do not submerse the radio in the detergent solution. Dry the radio thoroughly with soft, lint-free cloth. Clean all battery contacts with a lint-free cloth to remove dirt, grease, or other foreign material that may prevent good electrical connections.
.62 VISAR HANDHELD RADIO
The Visar radio assigned to all Division Offices and selective command staff members shall be used for routine radio communications only. This radio is limited in the number of channels available and will not provide the same performance as the MX800 or Astro 800 radios.
.65 CHECK
At least once a month, units with multiple channel radios will check the channels not normally used. This check shall be conducted during drills, returning from fires, etc., at times when radio traffic is at a minimum. The check will be from mobile unit to mobile unit and kept as short as possible. The results of these checks will be recorded on the Apparatus and Equipment Check Record, F-973.
.70 SECURITY OF PORTABLE RADIOS
A daily inventory of all portable radios shall be performed. Units that currently maintain a journal shall journalize the daily inventory. The journal entry shall identify the radio number and the member to whom the radio is assigned. Each member is personally responsible for the security of the radio assigned to them and will be held accountable for any loss. Members assigned to a Fire Company shall normally carry their radios in their turnout coats in the radio pouch with the extension microphone securely attached to a suitable radio clip. On EMS responses, the portable radio shall either be carried by the member in a radio belt clip or left in the turnout coat, which shall be placed in a compartment or in the cab of the apparatus. Jumpseats are not considered a secure area unless fully enclosed with latching doors. Members assigned to a Rescue Ambulance shall carry the portable radio in a belt clip when in the work uniform or in a radio pocket when wearing the turnout coat, or brush jacket. All uniform members carrying radios during non-emergency activities where the turnout coat is not worn or a radio pouch is not available on the uniform, shall carry the radio in the belt clip provided by the Department.
The OCDS Floor Captain shall be notified immediately anytime a portable radio is lost or stolen. This includes the loss or theft of a radio on loan from an allied agency, i.e. LAPD Astro Radio. Additionally, members shall follow procedures outlined in 8/5-42.60, Lost or Stolen Items.
.75 MOBILE DATA COMPUTER (MDC)
MDCs are considered part of the Communications System and shall not be removed, changed or disconnected by Department personnel unless expressly told to do so by OCDS. If a MDC malfunctions, a responsible officer shall notify OCDS immediately, and shall arrange for repair. (Refer to 8/3-96.01)
PBow 22:22, October 7, 2006 (PDT)
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