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C 1 OPERATION 1.1 GENERAL Many different types of equipment may be encountered, but all work in basically the same way. i.e. the sets operated under the MSA licence operate in Simplex, which means that you cannot hear what anyone else is saying whilst you are transmitting. Make sure that you are familiar with the operation of the set, it is of little use to the event if you do not know how your set operates once you are on location. If you suspect your radio is not operating correctly, inspect ALL connections - power, fuses, microphones, aerials, volume control etc. If the set has power and you have not heard anything, do not assume that the transmit side is not functioning. In an emergency transmit your message several times - it may well be heard, at worst your ANI code will be received so control will know you are calling and suspect that you are experiencing difficulties. If there is a problem with the set, let the Radio Controller or Stage Commander know as soon as possible by any other means available to you. ALL sets are expensive to buy and maintain - please treat them accordingly. Always use Mobile sets INSIDE the car, never outside, they can get wet or dusty and bring on complex technical problems. DO NOT use a loudspeaker outside the car, especially when spectators are present - the frequency and the messages are private to the Officials of the event. 1.2 HANDHELDS Handheld units are more commonly used in flat, clear areas such as Camps, Airfields, etc. These units are usually low powered and, except over short distances are less efficient in Forests. (The short range operation of these units make them ideal as a link between Radio Marshals who may be required to be separated due to vehicle proximity issues (ie. 30M rule – See 1.9 e.) on stages or when asked to investigate a potential incident). 1.3 AERIALS Do not trap cables with sharp edges. Magnetic mounts will not hold on fibreglass or aluminium. Check cables and plugs before every event. If using a magnetic mounted aerial ensure it is placed in the centre of your vehicle roof. This gives the best ground plane effect for signal propagation. 1.4 MASTS If you are using a portable mast and aerial make sure the combined erected height is not more than 9 metres. (See A 2 2.2) Always erect the mast and aerial in a clear area, NOT under trees, power lines or adjacent to any structure which will cause interference. Always use low loss coaxial cable where possible. It is important to ensure that your mast and aerial are erected on a vertical axis. (A lean in any direction will compromise the efficiency of its operation). 1.5 MICROPHONES Correct use of the microphones is essential to get the best result from a transmitter. The operator should hold the microphone no more than three inches from the mouth and the message should be spoken across the face of it. Ensure that the microphone is not jammed in the 'ON' position. IT IS IMPORTANT THAT YOU ARE AWARE OF THE LOCATION OF YOUR MICROPHONE AT ALL TIMES. A MISPLACED MICROPHONE CAN EASILY BECOME JAMMED 'ON'. A JAMMED MICROPHONE WILL DISRUPT THE TRANSMISSIONS FROM OTHER USERS ON THE FREQUENCY AND CAN SERIOUSLY COMPROMISE THE SAFETY FUNCTION. DO NOT ALLOW THE TIME OUT FACILITY TO ENCOURAGE SLOPPINESS. 1.6 CONTROL Whether radio is being used for a compact single venue or for a complex multi event, there are certain to be a sufficient number of radios active to make to provision of a control station a necessity. By definition, a control will be located so that it has communications with the maximum number of stations in its area. The Organisers should consider having one or more of their 'decision makers' e.g. Deputy Clerk of the Course, Chief Safety Officer, based at control, since more information is normally available, as are communication facilities, at control than at any other single place in that area. In the absence of 'decision maker', radio control should fulfil its role of:
1.7 STAGES The entire operation on the Safety & Medical Frequency demands team-work amongst all its operators. This in turn demands a certain discipline. The essence of good communication is - CLARITY, BREVITY AND ORDER. The radio team on each stage, including Radio Marshals, Doctors, Paramedics, Rescue, Ambulances and Recovery, are considered as being the Stage Safety Team. Each station should know the locations and call signs of the others, and should know before calling control for clearance, the wording of his/her message and to whom it is destined. One station in the unit should act as communications co-ordinator for the stage, ideally this would be the start radio located with the Stage Commander. This radio would log the arrival of the Stage Safety Team and report the status of same to the control when invited to do so. It is also the responsibility of the stage communications co-ordinator to secure start/finish communications for the stage, using an intermediate station if necessary. It should not be assumed that control can provide this facility. Each stage radio needs to be established in good time before the running of the stage, in order to iron out any communication problems, since no movement is permitted once the stage is operational. It is recommended that the final stage radio check is scheduled, by control, to take place preferably one hour before the stage is due to become operational. No messages or radio check should be initiated without clearance from either the main radio control or the sub control or link/relay for the stage. Note that it is sometimes possible to gain communications by just moving the vehicle or aerial a few feet. (Radio signals travel in waves. The point at which the wave contacts your aerial is critical with regard to signal reception). Remember control will be able to hear most radios on an event, DO NOT transmit your message until your control has given you clearance to do so. Observe and operate within the controlled system of radio operation at all times. Failure to do so will cause delays and frustration to yourself and others, and could have dire consequences. Long messages will be heard that much more easily if spoken slowly and clearly. Remember that radio sets to the MSA specification are fitted with a thirty second ‘TIME OUT’. Make your messages brief. If you have a long message to transmit, break it into small sections using the term ‘ROGER SO FAR’ as punctuation. The radio MUST be staffed at all times. It is recognised that under certain extreme circumstances a radio may not be monitored. If you find yourself in this situation, upon returning to your radio, immediately check the selcall function. If you have been called by Control an alert will be displayed and you should call Control as soon as possible. 1.8 STAFFING DO NOT over staff a stage with radio's, it is more helpful to have 12 radios covering three stages, than 8 radios on one stage and only four covering the remainder. Radio operators MUST NOT have any other job. Radio cars MUST be staffed by at least two persons. It may be that the radio vehicle may have to park away from the stage and be out of clear sight of the competitors. If this occurs then one of the team of two will be required to be remote from the vehicle, therefore an independent means of communication into the Safety & Medical Frequency system will be required. It is in this role that Handheld radios will be useful. Operators should be chosen for a clear speaking voice, and common sense. Women, because of the nature of their voices, make excellent operators and are often employed as such professionally. IT SHOULD BE UNDERSTOOD THAT RADIO PERSONNEL ARE MARSHALS AND AS SUCH SHOULD ACT ACCORDINGLY IF REQUIRED TO DO SO. IT IS ACCEPTED THAT, IN SOME CASES, SAFETY AND MEDICAL RADIO MARSHALS MAY HAVE ADDITIONAL RADIO EQUIPMENT WITHIN THEIR VEHICLE EITHER FOR EVENT EVENT ADMINISTRATION PURPOSES OR IN CONNECTION WITH A POSITIVE REPORTING FUNCTION, WITH OR WITHOUT A COMPETITOR INTERACTION CAPABILITY. IT IS IMPORTANT THAT ALL SAFETY & MEDICAL RADIO MARSHALS UNDERSTAND THAT THE OPERATION OF THE SAFETY & MEDICAL FREQUENCY TAKES PRECEDENCE OVER ANY OTHER FREQUENCY IN TIMES OF NEED. Cars should be positioned as near as possible to the start and finish controls and mid points but remember:
1.10 OFFICIALS ALL OF YOU WHO HAVE RADIOS, HAVE THEM BECAUSE YOU ARE OF GREAT IMPORTANCE TO THE RUNNING OF THE EVENT. ENSURE THAT YOUR SET IS MONITORED AT ALL TIMES SO THAT YOU CAN BE CONTACTED QUICKLY FOR YOUR ADVICE AND ASSISTANCE. Of course, you will be in so much better a position to perform your job if you have been aware of the status of the event throughout. Monitoring of the network, not necessarily by yourself, but by a 'secretary' will give you much information which would otherwise be impossible for you to obtain. If your set is to be left unattended at any time during the event, let control know where you will be, and how you can be contacted. Upon returning to your radio, immediately check the selcall function. If you have been called by Control an alert will be displayed and you should call Control as soon as possible. 1.11 VEHICLE TRACKING SYSTEMS A radio system is a reactive medium and as such will benefit from additional aids such as are detailed below.Organisers may incorporate a system as follows:-.
All these systems are of immense use, particularly in areas where a lot of stages are operating in close proximity. Start/finish operators should find out which system is being used and make sure that start/finish control crews pass on immediately any information regarding possible missing competitors. All operators on the stage should, as far as is possible under the conditions, keep their own log of competitors passing their locations - it is useful to have a copy of the entry list with you to assist in identifying a vehicle. If a car is reported missing by one of the systems, you will be required to know whether or not that car has passed your location. This is basic stage safety procedure. 1.12 CONTROL PROCEDURE The purpose of a Control is to allow for a structured and efficient interchange of information and instructions between all of the radios contained within an event’s Safety & Medical Communications system and to interface with the event organisation and other supporting frequencies where required. The basic procedure for operating under a controlled radio system is set out below. Stations wishing to pass messages must first call control for clearance. Control should respond either 'GO AHEAD' or 'WAIT'. Each individual station is given 'GO AHEAD' as soon as the frequency is clear, at which time they should call directly the station they require to pass their message - do not waste time in telling control who you wish to call unless you require control to relay your message. In cases where direct contact with control is not possible make a short call to the station you require. That station should then call control for clearance. IT IS IMPORTANT THAT YOU LISTEN CAREFULLY AT ALL TIMES AND DO NOT TRANSMIT WHEN ANOTHER STATION IS ALREADY USING THE CHANNEL. Control should use the phrase 'CONTROL TO STANDBY' or specifically invite calls, when it is ready to receive further callers. If several stations call simultaneously, control should acknowledge those call signs identified, and ask for any more to repeat their call sign only, continuing in this fashion until there are no more replies. Control will then ask one of the callers to ‘GO AHEAD’ but this may not necessarily be the first call sign received. Make your messages brief and indicate when it is complete. Use 'OUT' instead of 'OVER' at the end of your final transmission. It is worth noting here that control may have a link into any administration frequency in use. Control may also have a link into the Positive Tracking system, if in use on the event, either via the postive tracking control or with the individual tracking radio locations.
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