7.NWS Gray Net Procedures

7. General Net Procedures

1. Before the Net

2. Acquiring the Frequency

3. NCO Station Identification

4. Net Scripts
   

   1. Official Scripts

   2. Unofficial Scripts

   3. Mandatory Script Content

5. Informal vs. Directed Nets
   

   1. Informal Nets Defined

   2. Directed Nets Defined

   3. Transitioning Net Formats

6. Net Check-Ins
   

   1. Purpose of Check-Ins

   2. Information Collected

   3. Welfare Check-ups

   4. Roll Calls

   5. Handing Off Net Control

   6. Record Keeping Requirements

7. Taking Reports
   

   1. Reportable Events

   2. All Reports Taken

   3. Information Collected

   4. Logging Requirements

   5. Handling Sensitive Information

8. Relaying Reports
   

   1. Sending Reports to NWS

   2. Send Urgent Reports by Phone

   3. Relaying via Radio

9. Dealing with the Unexpected
   

   1. Frequency Conflicts

   2. NCO or WFO Under Direct Threat

   3. Widespread Loss of SKYWARN Repeaters

   4. Telephone Outage in Areas Unreachable by WFO via VHF

10. Handling Fraudulent or Suspect Reports
    

    1. Identifying Suspicious Reports

    2. Probing for Clarity

    3. Logging and Relaying Suspect Reports

7. General Net Procedures

7.1. Before the Net

Net Control should perform a basic equipment check prior to getting on the air, ensuring that their radio equipment is functioning properly and that they have access to the SKYWARN Net Reporting Form. Paper log sheets and scripts should be printed, along with a paper copy of the Team Roster and a current SKYWARN frequency list.

Net Control needs to ensure that the repeater is also in good working order and is not in use by another agency.

7.2. Acquiring the Frequency

In accordance with good amateur radio practice, Net Control should identify and make a couple of inquiries as to whether the repeater is in use. If a conversation is in progress, Net Control should politely break in and mention the need to start a SKYWARN net on the frequency. The stations should be encouraged to surrender the frequency as soon as possible, though there is nothing that can force the stations to stop talking. Most stations will gladly give up the frequency within a minute or two.

7.3. NCO Station Identification

Nets should not use the WX1GYX call sign unless they are being conducted directly from the SKYWARN Radio Desk. Instead, each individual Net Control Operator should use his/her own call sign. More information on use of the WX1GYX call sign can be found in “9.1 Call Sign Usage” on page 41.

7.4. Net Scripts

7.4.1. Official Scripts

The team maintains one or more scripts for use under various conditions. One universal script may be used year-round, or there may be separate scripts for convective and winter weather activations, with additional scripts for informal nets and directed nets. Net Control Operators are encouraged to use these scripts, especially until they are comfortable running the net. Printed copies of the current scripts should be kept along with log sheets, a printed copy of the Roster, and current SKYWARN frequencies at all locations from which the Net Control Operator might be operating SKYWARN nets (home, car, work, etc.).

Official scripts will be posted on the SKYWARN Operations web site and copies should be maintained at the SKYWARN Radio Desk.

7.4.2. Unofficial Scripts

There is no requirement that the scripts be used. The Operating Areas and even individual Net Controllers may adjust or even completely re-write their scripts to suit their own preferences.

7.4.3. Mandatory Script Content

All scripts both official and unofficial must identify the net as the NWS Gray SKYWARN Spotter Net, must identify the net controller and the purpose of the net, must provide a reminder of Reporting Criteria applicable to the current weather scenario, and must provide a periodic recap of current watches, warnings, and statements.

7.5. Informal vs. Directed Nets

7.5.1. Informal Nets Defined

An informal net is used for the majority of SKYWARN activations. Informal nets allow for most efficient use of the repeater by allowing a free flow of information and by keeping the repeater open for regular amateur radio communications.

During informal nets, Net Control does maintain a list of check-ins and may periodically call on specific stations based on location. However, stations do not need to request permission to transmit from Net Control and may communicate amongst themselves with or without being checked in to the net.

Periodically (generally every 10 to 15 minutes) Net Control will read the script, call for check-ins and check-outs, and provide a recap of the severe weather threat along with any watches, warnings, and statements.

7.5.2. Directed Nets Defined

Directed nets are used only under either of two conditions:

1. When a Tornado Warning is active for the net area.

2. When the amount of net traffic is so great as to require a more formal level of traffic management. This is common during winter weather events when many dozens of stations pile up to call in their snowfall measurements to Net Control.

During directed nets, all transmissions are at the direction of Net Control. Stations check in with Net Control and wait to be recognized. Stations should be asked during the check-in process if they have any specific report for SKYWARN. Stations with reports to pass should be called at the conclusion of check-ins unless there is emergency traffic which must be handled sooner.

As traffic is handled, stations should be asked if they wish to remain checked in to the net.

Stations may still use the repeater to pass traffic to one another, provided it is done at the direction of Net Control. It is imperative that Net Control understand that not all stations will be familiar with the concept of a directed net or the procedures that go along with one, so some stations will take advantage of pauses in net activity to call other stations. If the discussion goes on much longer than simply coordinating a phone call or a switch to a different frequency, Net Control should politely and tactfully remind the stations that a directed SKYWARN net is in progress and they should use an alternate frequency for their discussion.

7.5.3. Transitioning Net Formats

If a net is operating as an informal net and either a tornado warning is issued or the amount of traffic passing through net control warrants a shift to a directed net, Net Control should use this procedure to make the change:

1. Announce that due to the tornado warning or heavy traffic volume, SKYWARN is transitioning into a directed net. If the switch is due to a tornado warning, read a quick recap of the warning.

2. Explain that as part of the directed net all transmissions will be at the direction of net control and all stations on frequency are respectfully asked to please hold all non-SKYWARN and non-emergency traffic until such time that the tornado warning expires or traffic subsides to the point the informal net can resume.

3. Briefly list the call signs of stations already checked in and ask if there are any other stations wishing to check in.

4. Ask stations that have traffic to call for SKYWARN Net Control and then promptly handle that traffic.

5. Provide another recap of the tornado warning, if any. As soon as the tornado warning expires or when traffic volume subsides, the net should be reverted back to an informal net and an announcement should be made that transmissions no longer require net control authorization and the frequency is once again open for routine traffic.

7.6. Net Check-Ins

7.6.1. Purpose of Check-Ins

Asking stations to check in to the net provides a means of keeping track of who is on the air and where they are located. This gives Net Control a way to go to specific areas for reports as appropriate for the weather situation or at the request of NWS employees, and it also allows Net Control to keep tabs on the welfare of stations in the path of severe weather.

7.6.2. Information Collected

Net Control should make a note of the call sign, first name, and location of stations as they check in. If a station is mobile, direction of travel should also be noted.

7.6.3. Welfare Check-ups

Net Control should keep an eye on radar and other NWS products and should keep stations appraised of the severe weather threats. Stations in the path of severe weather should be notified and encouraged to take shelter and then check back in with Net Control as soon as the threat passes.

7.6.4. Roll Calls

During longer activations, about once every 60 to 90 minutes, Net Control should run down the list of check-ins and ask each station to come back with an acknowledgment that they are still on frequency and wish to either remain on the net or be checked out (stations may check out at any time and do not need to wait for the roll call.) Stations that do not answer should be called again at the end of the first roll call, and then removed from the list if there is still no response.

7.6.5. Handing Off Net Control

When handing off the net from one Net Controller to another, the list of current check-ins and the time of the last roll call should be provided to the incoming Net Controller. This can be done over the air, online, or through any other method available. This will prevent hassling stations to check in again just because of a change in Net Controllers.

7.6.6. Record Keeping Requirements

There is no need to keep a list of check-ins past the end of a net. Neither the details nor a count of check-ins needs to be documented in the team records. No log entries should be made for simple check-ins or check-outs.

7.7. Taking Reports

7.7.1. Reportable Events

Reportable Events are any weather events which meet the NWS established “12. Reporting Criteria” provided on page 52.

7.7.2. All Reports Taken

One of the goals of the net scripts (described on page 28) is to provide a reminder of what constitutes a reportable severe weather event. That is, what kinds of reports the SKYWARN net is looking for. However, all reports taken into a SKYWARN net must be accepted and logged.

Any SKYWARN team member who knowingly and willfully engages in the collection of Spotter reports via amateur radio and fails to log those reports in the electronic log in a timely manner is subject to dismissal from the team.

7.7.3. Information Collected

Reports should include the call sign and name of the Spotter, the location of the event, the date and time of the event (if known, otherwise estimate if possible), the date and time of the report, and the details of the report. If the station calling in the report is a trained Spotter, it should be indicated on the report.

7.7.4. Logging Requirements

All reports received into the SKYWARN net must be logged, regardless of whether the report meets SKYWARN reporting criteria, with two exceptions, noted below. The SKYWARN Net Reporting Form should be used for all report logging unless Internet access is not available to Net Control.

If no Internet access is available to Net Control, or if RMS is down, paper forms and log sheets should be used. Once service is restored, logs must be manually entered into the electronic form. When entering this information care should be exercised to avoid re-notifying NWS with any duplicate reports, and attention to detail is necessary to ensure that the dates and times are entered correctly.

Net Controllers who require assistance getting their paper logs entered into RMS can mail or fax them to their Area Manager who will put the data into the permanent logs.

7.7.5. Handling Sensitive Information

Occasionally a Net Controller will be faced with the task of taking a report of an injury or death due to weather. It is extremely important that this information be handled carefully. Here are the guidelines for handling sensitive information:

1. Only request the minimum amount of information required to form the report. The location (address, nearby intersection or landmark), number and type of injuries (for example, two adults with injuries to the legs and one child trapped under debris) will suffice.

2. If this is an initial report for an injury or fatality, gather as much information as possible and immediately relay the information to emergency officials by telephone or radio. Call 911 and request a transfer to the appropriate county or city.

3. If the internet is down or unavailable and the report must be relayed over the air to the NWS, only give the minimum information necessary to convey the report. Do not give names or other specifics unless requested by NWS, and upon receiving such a request it should go by telephone or Winlink RMS to avoid sending the information “in the clear” for the public to hear.

4. Do not dwell on the situation. Keep the net moving. If Net Control is personally (emotionally) affected by the report, they should contact their Area Manager or another Net Controller for temporary relief.

5. Do not discuss the information with anyone not immediately a party to the transmission. Of course the exception is law enforcement and emergency crews responding to the incident.

In other words, get every piece of information necessary to summon aid if still needed, but only relay the bare minimum information over the air to the NWS.

7.8. Relaying Reports

7.8.1. Sending Reports to NWS

If the WFO's Internet connectivity is down, reports that are entered into the SKYWARN Net Reporting Form will need to be relayed by telephone or some other means. Only reports that meet “12. Reporting Criteria” included on page 52, should be relayed to the WFO unless NWS employees have requested that different reporting criteria be used for a particular event (for example, only hail over 1/2").

7.8.2. Send Urgent Reports by Phone

The NWS has requested that urgent reports (such as tornadoes and funnel clouds) be called in by telephone in addition to being entered into the electronic reporting form. This phone call must be made right away.

7.8.3. Relaying via Radio

In the event of an Internet outage or other difficulty in our normal reporting and communication systems, Spotter reports that meet the Reporting Criteria need to be relayed to the WFO by radio. The most efficient way to do this is typically by Winlink. If there is a total computer outage at the radio desk, or if one party involved in the relay of messages does not have access to Winlink, or another suitable digital messaging platform, a voice relay system should be established.

This voice relay system could consist of the radio desk directly monitoring the local nets, or having an additional Net Controller serve as a relay passing critical messages from local nets to the WFO via a single HF frequency or other communication channel. In any instance of a difficulty in achieving routine communication, the Responder(s) operating the radio desk are charged with the responsibility of establishing a process for passing traffic in and out of the WFO based on the current communication situation.

7.9. Dealing with the Unexpected

7.9.1. Frequency Conflicts

In the event a local SKYWARN subnet conflicts with another agency's use of the repeater, every effort should be made to allow SKYWARN to operate on the Primary SKYWARN Repeater. Under no circumstances should an NCO, Area Manager, or other member of the SKYWARN team engage in any argument or other sort of debate on the air about precedence, who was there first, etc.

If another net is in progress, establish contact with Net Control and advise them of the SKYWARN activation, and let them know you are the SKYWARN Net Control Station and are on frequency. Suggest that they continue to run their net and direct traffic for SKYWARN to you.

In some cases, the other NCO will yield to SKYWARN and either terminate their operations or move them to another frequency. In other cases, the other NCO will continue running their net and will accept check-ins from stations with traffic for SKYWARN, requesting they "go direct" with you to relay the report. Or, if the other net is generating relatively little traffic, both nets may coexist with two separate Net Controllers.

If the other net will not cooperate, check to see if the Backup SKYWARN Repeater is in use. If it is not, politely thank the other NCO and ask them to please periodically announce that SKYWARN is active on the Backup repeater and provide the frequency.

A brief report of the details should be passed up the SKYWARN chain to the Amateur Radio Coordinator, complete with the details of date, time, frequency, and the specifics of the conflicting operation (net controller name/call sign, agency name, etc.). This will allow SKYWARN to work out an agreement for better coordination with the other agency in the future.

7.9.2. NCO or WFO Under Direct Threat

If a local Net Control Operator comes under a direct threat, the threatened station is to cease operation immediately. A simple announcement such as “I’m under a tornado warning, gotta go!” is sufficient. Drop the microphone and take cover immediately.

In Case of Emergency

When under a direct threat of severe weather, Net Control should not be concerned with taking time to hand off the net to someone else; there should be a second Net Control Operator on frequency already. If not, someone else (NCO or not) will surely take over the net, or SKYWARN simply goes off the air for a few minutes.

Do not jeopardize your safety for SKYWARN!

If NWS Gray is under a direct threat, such as a Tornado Warning, all operations at the WFO may temporarily cease. Control of the Gray CWA is passed to an adjacent NWS. NWS Staff will likely place volunteers' safety over their own; cooperate, do not delay... immediately go off the air and take shelter until directed otherwise!

Good to Know

If operations at NWS Gray are turned over to NWS Norton for any reason, that office can be reached at (508) 622-3250.

Net Control Operators forced off the air due to storm damage or another emergency should notify any Area Manager or other member of the SKYWARN Leadership team as soon as possible once the threat has passed.

7.9.3. Widespread Loss of SKYWARN Repeaters

In the event of a widespread loss of access to designated SKYWARN Repeaters (for example, if all designated SKYWARN Repeaters in a given Operating Area are off the air) all available Net Control Operators should monitor the designated SKYWARN FM Simplex Frequency for their Area. The Primary Simplex frequency for SKYWARN is 146.595. The idea is to blanket as much of the area as possible with NCO coverage.

Reports may also be collected via the NWS Gray SKYWARN HF Frequencies, which are shared by Maine ARES. Please check the frequency to be sure ARES is not currently active before starting a net. HF can be used to relay reports to the SKYWARN Desk in the event of a major communications emergency. In the event that ARES is active, check into the net, announce yourself as the SKYWARN Net Control, and the ARES NCO will announce that SKYWARN has checked in and ask others on the net to direct any weather reports or other traffic for the NWS to SKYWARN.

7.9.4. Telephone Outage in Areas Unreachable by WFO via VHF

If a severe weather event or other emergency disables telephone service between NWS Gray and one or more Operating Areas, and the impacted Area(s) repeaters are unreachable from the WFO, the designated SKYWARN HF Frequencies are to be used to relay reports.

If the local repeater is still operational, an NCO with simultaneous HF and VHF access can relay reports from the local net to the WFO across the HF link. Another alternative is to use Winlink.

7.10. Handling Fraudulent or Suspect Reports

7.10.1. Identifying Suspicious Reports

A suspicious report is any report which does not appear to fit the current weather situation or which otherwise just doesn't “feel” right. Examples might include a lone report of a tornado on the ground where no rotation is present on radar, or an abnormally high snowfall total such as seven inches where everyone else in town is reporting two inches.

Be Careful!

Suspicious reports may be sent to us with either good or bad intentions. The Spotter may be misidentifying a low-hanging cloud structure or using poor snowfall measurement techniques. It is up to the Net Controller to tell the difference between simply a bad report and one that's malicious, and Net Control must be able to handle each situation appropriately.

7.10.2. Probing for Clarity

As a part of the core Net Control training curriculum, Net Controllers should be trained in asking probing questions to better develop a suspect or incomplete report. Many times the suspicions surrounding an unexpected report can be alleviated by asking questions that prompt the Spotter to take a closer look at the situation and provide more details about what they are seeing. Asking the Spotter to describe the shape and movement of clouds, or asking about where and how snowfall measurements were taken, and then providing some brief guidance to the Spotter not only serves us immediately by getting a better quality report right now, it also improves the Spotter's reporting capabilities in the long-term.

It is extremely important that the Spotter not be “challenged” or ridiculed on the air, and that any questions asked are done so in such a way as to not convey any inherent disbelief or suspicion about the report. Questions from Net Control should be tactful and courteous in nature.

7.10.3. Logging and Relaying Suspect Reports

If a Net Control receives a report that seems erroneous, and is unable to extract any clarifying details, they are still encouraged to log it in the report form, but make a note in the comment field that it seems unusual.

If it is necessary to relay a suspicious report over the air, the only permissible verbiage which may be used is to simply say “flagged” when giving the report. The report should not be called fraudulent, suspicious, fake, etc., and no on-air inquiries should be made or elaboration given.

Remember!

Not all suspicious reports are intentional. Net Control Operators must be very careful in handling these reports, so Spotters are not accused of wrongdoing over the air.