TELECOMMUNICATIONS OPERATIONS

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2. Time Conversion .......................................................................................................... ......B-3 3. Time, State Reference Map................................................................................................B -4 4. Establishing Contact...................................................................................................... .....B-5 5. Establishing Contact C Relay.............................................................................................B-6 6. Receiving a Message....................................................................................................... ...B-7 7. Receiving a Message C Conditions Difficult.....................................................................B-8 8. Transmitting a Message.................................................................................................... B-10 9. Transmitting a Message C Conditions Difficult..............................................................B-11 10. SHARES Message Form................................................................................................B-13 11. SHARES Events Log.....................................................................................................B-1 4 APPENDIX C: SHARES HF INTEROPERABILITY WORKING GROUP TERMS OF REFERENCE.......................................................................................C-1 APPENDIX D: SHARES EMERGENCY READINESS NOTICE.................................................D-1 APPENDIX E: SHARES STATION DATA FORM........................................................................E-1 APPENDIX F: SHARES ADDRESS CODE REGISTRATION FORM........................................F-1 August 1, 1995 _______ NCSM 3- 3-1 1-1 NATIONAL COMMUNICATIONS SYSTEM Washington, D.C. NCSM 3-3-1 TELECOMMUNICATIONS OPERATIONS Shared Resources (SHARES) High Frequency (HF) Radio Program User Manual CHAPTER 1: PROGRAM DEFINITION AND OVERVIEW 1.1 Purpose . This manual provides instructions to Federal users and establishes standard high frequency (HF) radio operating procedures for the Shared Resources (SHARES) HF Radio Program. 1.2 Applicability . This manual is binding upon the National Communications System (NCS) and other Executive entities who voluntarily elect to participate in the SHARES HF Radio Program. This manual will be used in conjunction with NCS Handbook 3-3-1, A Shared Resources (SHARES) High Frequency (HF) Radio Program Directory, @ current edition. 1.3 Authority . This manual is issued under the authority of NCS Directive 3-3, A Shared Resources (SHARES) High Frequency (HF) Radio Program, @ September 30, 1988. 1.4 References . a. Executive Order No. 12472, A Assignment of National Security and Emergency Preparedness Telecommunications Functions, @ April 3, 1984; 49 Federal Register 13471 (1984). b. National Telecommunications & Information Administration (NTIA), A Manual of Regulations and Procedures for Federal Radio Frequency Management, @ May 1992, or current edition. c. NCS Directive 3-3, A Shared Resources (SHARES) High Frequency (HF) Radio Program, @ September 30, 1988. d. NCS Handbook 3-3-1, A Shared Resources (SHARES) High Frequency (HF) Radio Program Directory, @ current edition. _________________________________________ -Office of Primary Responsibility: OMNCS -Distribution: NCS August 1, 1995 _______ NCSM 3- 3-1 1-2 e. National Communications System, A A Concept of Operations for a Shared Resources High Frequency Network (SHARES), @ undated. 1.5 General . a. Background. Executive Order 12472 establishes national policy guidance in support of National Security and Emergency Preparedness (NS/EP) objectives. This guidance mandates that action be taken to A ...ensure that a national telecommunications infrastructure is developed... . @ Consistent with the Executive Order, functionally similar government telecom- munications networks should be designed to interchange traffic in support of national leadership requirements. The NCS is responsible for implementation. A segment of this effort addresses the sharing of federally controlled HF radio resources to establish a robust national emergency HF communications infrastructure. Thus evolved the SHARES (derived from SHAred RESources) HF Radio Program. b. Objectives. Objectives of the SHARES High Frequency Radio Program are to: (1) Provide participating agencies with extended high frequency coverage and enhanced emergency high frequency radio communications at no added cost. (2) Provide an enduring backup to vulnerable leased telecommunications. (3) Provide the flagword SHARES to expedite identification and processing of emergency Federal government traffic. (4) Standardize message preparation and procedures to simplify interagency handling of NS/EP traffic. (5) Provide possible work-around to jamming by permitting interagency operation on allocated frequencies identified for SHARES use. c. Concept of Operations. The document entitled A A Concept of Operations for a Shared Resources High Frequency Network (SHARES) @ (Appendix A), approved by the NCS Committee of Principals, sets forth in detail the mission, operational concept, responsibilities of Federal entities, and the sanctioning process for SHARES. It also defines the criteria for frequency selection and coordination which is the most critical factor in establishing the SHARES HF radio capability. The Concept of Operations subscribes to the following tenets: (1) Any participating Federal entity will accept, to the extent that acceptance does not interfere with the mission responsibilities of the entity, emergency messages of other Federal entities, or other components of the same entity, for transmission by HF radio to the addressee or to another participant for relay to the addressee. August 1, 1995 _______ NCSM 3- 3-1 1-3 (2) A SHARES message is an emergency message sent via the SHARES network. It consists of information that must be communicated to a Federal entity and is of critical importance to the Federal government, the entity = s mission, and/or involves the preservation of life and the protection of property. (3) SHARES messages will be transmitted as unclassified information using clear voice or data in any compatible mode. Encrypted traffic is authorized to be passed over SHARES. (4) Transmission of SHARES messages will be guided by the policy of the agency accepting the message. Advice that a SHARES MESSAGE is to be transmitted will serve to notify operating personnel that a critical NS/EP message requirement exists, and implicitly, that normal communication paths are not available. (5) The participants in the SHARES network are Federal departments and agencies, both military and non-military, and include the assets of federally controlled entities. Further, potential participants may include amateur radio operators with access to Federal HF radio equipment and who are authorized by a Federal department or agency. (6) A directory of federally controlled HF radio station capabilities shall be compiled with appropriate guidelines for use in the SHARES program. Publication and mainte- nance of a SHARES HF Radio Program Directory are the responsibility of the Office of the Manager, National Communications System (OMNCS). d. Network Description. Most Federal departments and agencies which comprise the NCS and the Military Affiliate Radio Systems (MARS) operate numerous emergency intra-agency HF networks and point-to-point radio links in support of their individual missions and mission tasking. SHARES provides the capability to operate in interagency network configurations to establish a robust national communications infrastructure in support of national leadership requirements. Interagency network connectivity significantly enhances the emergency HF capability of each Federal participant. A radio network is commonly perceived as having identified subscribers, assigned frequencies, network structure, and discipline. Although SHARES does not exist as an established network, it does satisfy many of the criteria for a network. More importantly, SHARES provides standardized operating procedures and a structured environment for interagency communications where none existed before. Figure 1-1 depicts the SHARES concept functionally in the case where Agencies B and C are sharing their HF resources to pass a SHARES message coast to coast for Agency A. A SHARES message may be relayed through one or more SHARES participating entities to reach the addressee. The addressee may be part of the same Federal entity as the originator or another Federal entity. e. Participation in the SHARES Program. Participation in the SHARES program is open to all Federal departments and agencies, and federally affiliated organizations who August 1, 1995 _______ NCSM 3- 3-1 1-5 HF radio systems between SHARES member organizations, a portion of each SHARES exercise is devoted to ALE operations. Additionally, the SHARES HF Interoperability Working Group began registering the ALE address codes used by SHARES members in 1991. The address codes, consisting of up to 15 alphanumeric characters, exclude certain emergency words, networking calls, and approved voice call signs. SHARES members may register their ALE address codes using the SHARES ALE Address Code Registration Form contained in Appendix F. 1.6 How to Use This Manual . This User Manual promulgates official implementation guidance and provides essential information for management, administrative, and radio operator personnel who are users of the SHARES HF Radio Program. a. User instructions are contained in Chapter 2. These instructions are consistent with national policy and the NCS approved SHARES HF Radio Program Concept of Operations. b. Operating procedures contained in Chapter 3 have been developed, demonstrated, and validated through a series of interagency HF tests. Training procedures outlined in Chapter 4 are provided to assist participating Federal departments, agencies, and radio stations in establishing in-house training programs and in achieving an operational readiness posture. Procedural information most frequently used by radio operators is provided in quick reference format in Appendix B. c. Federal HF radio stations supporting the SHARES HF Radio Program have been identified by Federal departments and agencies, and the military services. The cornerstone in the SHARES Concept of Operations is that any participating Federal station may call any other participating Federal station on the latter = s assigned HF operating frequency to pass (or relay) a SHARES message. The frequencies, call signs, and other information for participating stations are listed in the SHARES HF Radio Program Directory which is updated, published, and distributed separately. d. This User Manual applies only to the handling of messages bearing the flagword SHARES. SHARES messages are used strictly for emergency purposes and are relayed via the SHARES HF radio capability when normal communications media are not reasonably available. e. Management personnel involved with emergency communications should be familiar with the program outlined in Chapter 1 and user responsibilities outlined in para 2.7 and 4.2. Personnel authorized to release messages should be aware of the SHARES capability, how and when to use the flagword, and how to access the network (para 3.3). Personnel working or occupying the areas in and around telephones with numbers listed in the SHARES HF Directory should be aware of SHARES capability and be instructed to transfer incoming SHARES calls to a radio operator on duty or on call. The SHARES Directory provides information about SHARES HF network subscriber stations. Entries for stations listed in the directory include the station = s location (city and state), call sign, frequencies, telephone numbers, agency affiliation, August 1, 1995 _______ NCSM 3- 3-1 1-6 and station capability. All personnel who normally operate HF radios during emergencies should be trained in accordance with procedures outlined in Chapter 4. 1.7 Policy . Policy pertaining to the use of the SHARES HF Radio Program is established by NCS Directive 3-3, A Shared Resources (SHARES) High Frequency (HF) Radio Program, @ September 30, 1988. 1.8 Responsibilities . a. NCS entities participating in the SHARES HF Radio Program will, to the maximum extent possible: (1) Identify HF stations under their control for participation in the SHARES Program. (2) Maintain the operational readiness of their SHARES HF stations. (3) Provide updated information as necessary for inclusion in a SHARES HF Radio Program Directory. Use of Federal frequencies for SHARES traffic shall be in accordance with National Telecommunications and Information Administration A Manual of Regulations and Procedures for Federal Radio Frequency Management. @ (4) Ensure participation of available stations in SHARES exercises. (5) Provide representation, as required, at meetings, briefings, conferences, and other official SHARES HF Radio Program activities. b. The Manager, NCS, will administer the SHARES HF Radio Program and perform the management functions defined below: (1) Publish and periodically update, as NCS issuances, a User Manual, giving detailed procedures for using SHARES HF Radio Program capabilities, and a Directory of participating federally controlled HF radio stations. (2) Develop, schedule, and administer periodic exercises of the SHARES HF Radio Program capabilities. (3) Perform other functions, as necessary, to improve the SHARES capabilities. c. The SHARES HF Interoperability Working Group will meet the following objectives as set forth in Appendix C: (1) Implement the SHARES Concept of Operations. August 1, 1995 _______ NCSM 3- 3-1 1-7 (2) Refine SHARES plans and procedures. (3) Maintain SHARES readiness through exercises. (4) Foster interoperability through examination of regulatory, procedural, and technical issues, and make recommendations as appropriate to the NCS Council of Representatives. August 1, 1995 _______ NCSM 3- 3-1 1-8 THIS PAGE INTENTIONALLY BLANK August 1, 1995 _______ NCSM 3- 3-1 2-1 CHAPTER 2: USER INSTRUCTIONS 2.1 General . The administrative aspects of SHARES network participation, such as internal SHARES message priority, security, and logistics, involve certain user responsibilities. This section discusses the SHARES network in relation to these administrative areas, and defines Federal user responsibilities for maintaining SHARES operations. 2.2 Network Participation . This manual is binding upon NCS and other Executive entities who voluntarily elect to participate in the SHARES HF Radio Program. Each Federal entity identifies, by station location, the call sign, frequencies, and other information to be listed in the SHARES HF Radio Program Directory as network subscribers. To allow for additions and deletions to the list, and changes in perishable information (telephone numbers, times of operation, etc.), the Directory will be updated periodically to maintain current SHARES network subscriber lists. The listed stations will handle (transmit, relay, and receive) SHARES message traffic on a voluntary, non-interfering basis. Use of Federal frequencies for SHARES traffic shall be in accordance with National Telecommunications and Information Administration (NTIA) A Manual of Regulations and Procedures for Federal Radio Frequency Management. @ 2.3 SHARES Message Priority . A Federal NS/EP message bearing the flagword SHARES consists of information that must be communicated to a Federal entity and is of critical importance to the Federal government, the entity = s mission, and/or involves the preservation of life and the protection of property. Since the handling of SHARES message traffic is voluntary and on a non-interfering basis, SHARES messages are not assigned precedence. The priority for handling SHARES traffic, in relation to any other mission essential or emergency traffic, is to be established by each Federal user. 2.4 Security . It should be recognized that the SHARES HF capability is an emergency communications network. Because of the number of network subscribers, and equipment incompatibilities, SHARES does not lend itself to the application of security measures on a network-wide basis. However, there are certain options available to provide communications protection for SHARES messages. These are outlined in the following sections. a. Operations Security (OPSEC). Federal users should be aware that SHARES HF transmissions can be intercepted at great distances. It may be assumed that these transmissions may be targets of exploitation by hostile or criminal elements during emergency conditions. Although no classified information is to be transmitted as SHARES messages without being encrypted, some unclassified information may be very sensitive in terms of content and perish- ability. The frequency agility afforded by the SHARES interagency network that provides a degree of anti-jam protection also provides some degree of operational security. August 1, 1995 _______ NCSM 3- 3-1 2-2 b. Communications Security (COMSEC). The SHARES network presents difficult protection problems. Most existing HF facilities planned to be used in SHARES do not have common COMSEC equipment or keys. For this reason, and within the no-cost constraints for SHARES implementation, new network-wide COMSEC requirements are not established for SHARES. Some Federal agencies have secure intra-agency HF communications capabilities. Some Federal networks have on-line or off-line COMSEC equipment compatible with one or more other intra-agency networks. Federal users with compatible HF COMSEC equipment are encouraged to explore possibilities for sharing common keys and for achieving COMSEC commonality with other agencies in future procurements. c. SHARES Message Classification. SHARES messages will be transmitted as unclassified information using voice or teletype in any compatible mode. Classified messages will be accepted only when the SHARES station can encrypt the text for transmission or when the originator has encrypted the text off-line. d. SHARES Message Authentication. Because of the no-cost constraints for SHARES, no common authentication system will be developed for SHARES users. Users are encouraged to use existing intra-agency authentication systems to validate SHARES messages at the receiving end. 2.5 Logistics . Critical logistics considerations which relate to SHARES include procedures for distributing this User Manual and SHARES HF Directory, for maintaining the directory, and for operational readiness training. The planned logistical support to be provided under the direction of the OMNCS is as follows: a. SHARES User Manual and HF Directory Management. This SHARES User Manual and SHARES HF Directory are available as NCS issuances for distribution to Federal SHARES participants. Participants should identify their requirements and establish their own internal distribution process. b. SHARES Directory Classification and Maintenance. The SHARES HF Directory is classified in accordance with the data volunteered by Federal agencies and departments participating in the Program. The Directory is published in accordance with security guidelines set forth by NTIA and specific classification instructions stated by individual Federal agencies. Further, the Directory is published with the marking FOR OFFICIAL USE ONLY. The SHARES Directory will be updated based on changes provided by Federal departments and agencies. The SHARES Station Data Form is used to add or delete a SHARES station, or to update information on a SHARES station listed in the SHARES Directory. Instructions for completing the data form are shown on the back of the form. Completed data forms are to be forwarded to the SHARES Project Office through the entity = s SHARES HF Interoperability Working Group member. A copy of the SHARES Station Data Form is shown in Appendix E. August 1, 1995 _______ NCSM 3- 3-1 2-3 c. SHARES HF Radio Program Workbook. The SHARES Workbook is a three-ring binder containing all the documents that support the SHARES program (NCSD 3-3, NCSM 3-3-1, NCSH 3-3-1), and other material necessary to participate in SHARES program events. The Workbook provides a means for consolidating, distributing, and maintaining SHARES documentation. The Workbook is distributed to all HF radio stations participating in the SHARES program as well as to Federal emergency planning and response personnel. Workbook distribution is controlled by the SHARES Working Group and SHARES Project Office. Reproduction or distribution of NCSH 3-3-1, contained in the Workbook, is prohibited without prior approval of the SHARES Project Office. d. Operational Readiness Training. Each participating Federal agency and radio station should establish an in-house training program which generally follows the training procedures outlined in Chapter 4. In addition, agencies and stations should be prepared to participate in national SHARES operational readiness exercises conducted by the NCS. The purpose of SHARES exercises is to provide training for station personnel on SHARES radio operating and message formatting procedures, and to expand SHARES awareness within the Federal emergency planning and response community. 2.6 SHARES Operations . a. SHARES Use. SHARES is always available for use by a SHARES participant to meet individual or interagency mission requirements so long as the tenets contained in para 1.5c above are met. Use of the flagword A SHARES @ at the beginning of all SHARES messages serves to notify SHARES participants that the message meets the tenets established for SHARES use. A SHARES entity that uses SHARES to support its mission during an emergency situation should notify the SHARES Project Office as soon as the situation permits. Notification is made to the SHARES Project Office through the participating station = s SHARES HF Interoperability Working Group representative. b. SHARES Emergency Readiness Notice. The majority of participating SHARES HF radio stations operate on an as-needed or standby basis. The SHARES Emergency Readiness Notice serves as a means to increase the number of stations A on-the-air @ and available to support a particular emergency operation. The Emergency Readiness Notice alerts participating SHARES stations to the fact that an emergency situation exists for one or more Federal entities, and that requests for assistance in processing SHARES messages may be expected. The SHARES Emergency Readiness Notice also provides station personnel time to evaluate to what extent, if any, their station could participate in SHARES, and to reset station frequencies to those published in the SHARES HF Radio Program Directory. The Emergency Readiness Notice is prepared by the SHARES Emergency Coordination Team (SECT) and distributed to SHARES HF radio stations through the station = s SHARES HF Interoperability Working Group representative. The preformatted SHARES Emergency Readiness Notice is shown in Appendix D. August 1, 1995 _______ NCSM 3- 3-1 2-4 c. SHARES Emergency Coordination Team (SECT). The purpose of the SECT is to coordinate SHARES events during emergency situations. The SECT is formed only in the event a SHARES Emergency Readiness Notice is issued, and is composed of SHARES HF Interoperability Working Group members who voluntarily elect to participate. SECT activities include maintaining SHARES Emergency Readiness Notice dissemination status, keeping emergency response personnel informed of the status of SHARES capabilities, resolving any problems concerning SHARES which may arise during the operational event, monitoring SHARES Coordinating Frequencies, and issuing follow-on SHARES Emergency Readiness Notices as required. d. SHARES Coordinating Frequencies. Up to four SHARES Coordinating Frequencies will be used to support each SHARES operational event. The frequencies will be obtained from the Department of Defense (DoD) pool of authorized frequencies at the beginning of each activity. Frequency selection will depend upon propagation conditions and operational requirements of the event. Notification of the frequencies selected will be made through the SHARES Emergency Readiness Notice. Every effort will be made to obtain from DoD the same frequencies for each event. The frequencies shall be used only for coordinating SHARES events. They are not to be used to pass SHARES message traffic. e. SHARES Coordination Concept. The voluntary nature of SHARES makes it difficult for the SHARES Emergency Coordination Team (SECT) and participating SHARES stations to determine which stations are on-the-air and available to support SHARES during an emergency situation. The SHARES Coordination Concept provides the SECT and other SHARES stations the capability to identify which stations are available to provide SHARES support. Under this concept, each SHARES station which elects to support SHARES during an emergency situation submits a SHARES availability report to any one of the SHARES Coordination Stations (SCSs) as soon as possible after the emergency begins. The report shall include the station call sign and time the station became available to support SHARES. Only one report is submitted. Follow-on reports or information on the extent or period of station availability are not required. Reports received by the SCSs are forwarded to the SECT. Upon receipt by the SECT, the information is compiled and provided to emergency planning and response personnel, the users of SHARES, and to other SHARES stations to improve the efficiency of SHARES capability. The SHARES stations currently identified to serve as SHARES Coordination Stations are listed in NCSH 3-3-1, SHARES Directory, Chapter 1. f. Station Participation. Stations participating in a SHARES operational event are requested to provide a copy of the SHARES Events Log(s), and submitter = s name and phone number to the SHARES Project Office as soon after the event as possible. The address of the SHARES Project Office is: National Communications System SHARES Project Office, NC-EP 701 South Courthouse Road Arlington, VA 22204-2198 August 1, 1995 _______ NCSM 3- 3-1 2-5 This information will be used by the SHARES HF Interoperability Working Group to assess the level of SHARES activity during the operation, and to provide a basis for acknowledging station participation. 2.7 SHARES User Responsibilities . Participation in SHARES requires that each Federal agency, department or radio station attend to certain administrative details to effect a SHARES capability in support of national leadership requirements and to enhance a Federal entity = s own emergency HF capability. Areas of responsibility were discussed in the preceding sections. Other user responsibilities include: a. Providing information to update the SHARES HF Directory. b. Establishing internal priorities for handling SHARES message traffic on a non-interfering basis relative to other mission critical message traffic. c. Applying OPSEC, COMSEC and authentication systems to SHARES message traffic to protect sensitive information for whatever purpose any participating agency deems necessary in support of their assigned missions. d. Providing internal distribution of the SHARES User Manual and SHARES HF Directory, and assuring that at least one copy of each is available at each participating radio station. e. Providing operational readiness training, including management, administrative, and radio operator personnel. f. Participating in readiness exercises. August 1, 1995 _______ NCSM 3- 3-1 2-6 THIS PAGE INTENTIONALLY BLANK August 1, 1995 _______ NCSM 3- 3-1 3-1 CHAPTER 3: OPERATING PROCEDURES 3.1 General . a. This chapter contains essential procedural information that managers (including message originators), administrative personnel (security and logistics), and communications personnel (supervisors and radio operators) need to know to use the SHARES HF capability for emergency interagency communications. These procedures have been developed through the process of testing and have incorporated the recommendations from radio operators who have used these procedures for handling SHARES test message traffic. These procedures are consistent with standard radio operating procedures and are simplified for better understanding and ease of use by personnel with widely varying communications experience and radio operator skills. b. Paragraphs 3.2 and 3.3 are written for management personnel authorized to release emergency HF traffic. These two paragraphs cover how to originate and format a SHARES HF Radio Program message and how to access the SHARES network. Paragraphs 3.4 and 3.5 cover HF operating procedures developed in support of the SHARES program. c. Appendix B contains quick reference material which radio operators may use as procedural aids for passing SHARES messages. Additional information on how to use the SHARES HF Directory is provided in the front of the Directory. 3.2 Message Origination . Management personnel authorized to release message traffic should be familiar with the SHARES HF capability, how to format a message, and how to access the network. For message originators, the essential parts of a message are the A heading @ and the A text @ . The heading consists of the FROM and TO lines with the person = s name, abbreviated agency name, city, state, and phone number of the originator and addressee, respectively. The message text is framed by MESSAGE FOLLOWS and END OF MESSAGE. EXAMPLE FROM JOHN DOE FAA BURLINGTON MA (617) 555-2525 TO CHARLIE BROWN FHWA ST LOUIS MO (314) 555-1212 MESSAGE FOLLOWS 1 THIS IS A SHARES (EXERCISE) MESSAGE. 2 PLEASE ADVISE STATUS OF REQUESTED EMERGENCY GENERATOR. END OF MESSAGE August 1, 1995 _______ NCSM 3- 3-1 3-2 The radio operator at the originating station will add a Date-Time-Group (DTG) and a paragraph count (for voice messages) prior to transmission. 3.3 Accessing the SHARES HF Network . a. The SHARES network concept assumes that message originators and addressees will have local area access (direct, hand-carry, telephone, line-of-sight radio, etc.) to (or from) one or more participating SHARES stations when normal long-haul circuits are disrupted or destroyed. Before attempting to pass emergency traffic via SHARES, message originators should first determine that conditions and contents of the message satisfy SHARES message criteria as specified in Chapter 1. b. Having selected SHARES and assigned the flagword SHARES to the message, originators should refer to the SHARES Directory and contact a local participating station to inject the message. After making contact with the radio station, advise the operator that you have a SHARES message and request assistance in transmitting the message. If the station is unable to assist in transmitting the message, refer again to the SHARES HF Directory and select another station. c. Amateur radio provides a means to augment SHARES during actual emergencies and sanctioned exercises. While the primary means of handling SHARES messages should be among Federal stations, consideration may be given to the use of amateur radio operators (using their facilities) for this purpose. SHARES message originators and radio operators may contact amateur radio operators by local means and request assistance in passing SHARES traffic. Further, SHARES radio operators holding valid amateur radio licenses may contact amateur radio operators in the amateur radio frequency band and request assistance in radio relay of SHARES traffic. Upon establishing contact by local means or HF radio, message originators or radio operators should say: I HAVE EMERGENCY (or EXERCISE EMERGENCY) GOVERNMENT TRAFFIC FOR (city/ state). CAN YOU ASSIST ME IN RADIO RELAY TO THE (city/state) AREA? The first paragraph of any SHARES message shall be THIS IS A SHARES (EXERCISE) MESSAGE. d. Message originators may assign special handling instructions to limit transmission of sensitive message text to primary Federal frequencies only. EXAMPLE THIS IS A SHARES (EXERCISE) MESSAGE FOR TRANSMISSION ON FEDERAL FREQUENCIES ONLY. August 1, 1995 _______ NCSM 3- 3-1 3-3 After completing this procedure for establishing contact, the normal procedures for transmitting SHARES traffic apply. e. Federal regulations forbid the transmission of encrypted, encoded or classified traffic in the amateur band. All Federal regulations governing the use of amateur radio apply. All Federal regulations governing the use of Federal frequencies apply. 3.4 SHARES Operating Procedures C General . The terms, operating rules, and procedures outlined in this section are generally accepted throughout the HF community. The information provided in this section should be of particular interest to operators with little or no communications experience. Also, more experienced radio operators should recognize that standard HF radio operating procedures have been adopted, insofar as practical, as the standard for SHARES HF Radio Program interagency communications. a. Terms and Definitions. Definitions of the most commonly used terms in voice communications are as follows: MESSAGE ORIGINATOR: The activity and/or individual responsible for writing a message. MESSAGE ADDRESSEE: The activity and/or individual to whom the message is directed by the originator. PHONETIC ALPHABET: A list of standard words used to identify letters in messages transmitted by radio. CALL: The method used to advise another station that contact is desired with that location. CALL SIGN: A combination of letters, numbers, or words assigned to a radio station for identification purposes. MESSAGE: A written or oral exchange of information between two or more parties. PROWORD: A word or group of words used to shorten and facilitate voice communications. FULL CALL: Call where the call sign is transmitted once. Used under good communications conditions and can always be used if desired. August 1, 1995 _______ NCSM 3- 3-1 3-4 ABBREVIATED CALL: Call that omits the call sign of the station being called. Used when communications are good and firm contact has been established. LONG CALL: Used when communications are difficult and consists of saying the call sign twice. RELAY: A transmission processed through an intermediate HF radio station. b. Operating Rules. Voice communication by radio is governed by the following operating rules: (1) To ensure efficient use of circuit time, all messages should be as short as possible and written down prior to transmission. Messages which must be delivered by the receiving operator to another person or that are preceded by the proword MESSAGE FOLLOWS must be written down. (2) Radio transmissions should be short and concise. (3) Radio transmissions should be clearly spoken with natural emphasis on each word, and, except for the prescribed pronunciation of numerals, should be spoken in natural phrases, not word by word. Generally, words are spoken at a rate of about 100 words per minute. However, if a message is to be written down, the transmission speed must be slowed accordingly. (4) To avoid interfering with traffic that may be in progress, the radio operator should listen to the circuit to make sure it is clear before making a transmission. (5) The transmission of obscene, indecent, or profane language and transmission of false distress signals is prohibited by law. c. Phonetic Alphabet. When necessary to identify any letter of the alphabet, the standard phonetic alphabet shall be used. This alphabet is included in Appendix B. Difficult words within the text of a message may be spelled using the phonetic alphabet and preceded by the proword I SPELL. If the word can be pronounced, the operator should do so before and after the spelling to identify the word. EXAMPLE KEOKUK C I SPELL C KILO ECHO OSCAR KILO UNIFORM KILO C KEOKUK d. Pronunciation of Numerals. To distinguish numerals from words similarly pronounced, the proword FIGURES should be used preceding such numbers. Accepted August 1, 1995 _______ NCSM 3- 3-1 3-5 pronunciation of numbers in HF radio communications is included in Appendix B. Numbers will be transmitted digit by digit. Multiples of thousands may be spoken as such. Figures ONE and ZERO should be written as 1 and Ø respectively to preclude confusion with the letters I and O. The radio voice transmission for a decimal point is to be spoken as DAY-SEE-MAL. EXAMPLE 123.4 is to be spoken as FIGURES WUN TOO TREE DAY-SEE-MAL FOW-ER Dates shall be spoken digit by digit with months in full. EXAMPLE 20 August is spoken as TOO ZE-RO AUGUST e. Abbreviations in the Text. The generally accepted rules for using abbreviations in the text of radio voice transmissions are as follows: (1) Initials used alone, or in conjunction with short titles, shall be spoken phonetically. PARA A should be spoken as PARA ALFA. NCS should be spoken as NOVEMBER CHARLIE SIERRA. (2) Personal initials should be spoken phonetically, prefixed by the word INITIALS. G. M. SMITH should be spoken as INITIALS GOLF MIKE SMITH. (3) Punctuation should be spoken as follows: Comma COMMA Period FULL STOP or PERIOD Parenthesis PAREN/UNPAREN or OPEN BRACKETS/CLOSE BRACKETS Oblique stroke SLANT Quotation marks QUOTE/UNQUOTE Hyphen HYPHEN Colon COLON Semicolon SEMICOLON Dash DASH (4) Abbreviations used in normal speech may be used in the same manner when transmitted by voice. NATO may be spoken as NATO. WASHINGTON DC may be spoken as WASHINGTON DC. August 1, 1995 _______ NCSM 3- 3-1 3-6 f. Most Commonly Used Prowords. Prowords are pronounceable words or groups which are assigned definite meanings, and whose purpose is to shorten and to facilitate voice communications. Prowords are never used in the text of a message. Commonly used prowords for general voice communications include: ACKNOWLEDGE: Let us know that you have received and understand this message. AFFIRMATIVE: Yes, or permission granted. ALL AFTER: The portion of the message to which I have reference is all that which follows . ALL BEFORE: The portion of the message to which I have reference is all that which precedes . BREAK: Indicates separation of text from other portions of the message. CANCEL: Cancel my transmission (Transmission identification or DTG). Not to be confused with proword DISREGARD THIS TRANSMISSION. CORRECTION: A transmitting error has been made. Continue with the last word correctly transmitted. DISREGARD THIS TRANSMISSION: This transmission is in error. Disregard it. Should not be used to cancel a message that has been completely transmitted and for which receipt of acknowledgment has been received. FIGURES: Numerals or numbers follow. FOR: Transmit this message to all addressees or to the address designations immediately following. I READ BACK: The following is my response to your request to read back. I SAY AGAIN: I am repeating transmission or portion of transmission indicated. I SPELL: I shall spell the next word phonetically. I VERIFY: That which follows has been verified at your request and is repeated. Used only as a reply to VERIFY. August 1, 1995 _______ NCSM 3- 3-1 3-7 MESSAGE FOLLOWS: Indicates information to follow. NEGATIVE: No, or that is not correct. OUT: This is the end of my transmission to you, and no answer is required or expected. OVER: This is the end of my transmission to you and a reply is required. Go ahead, transmit. READ BACK: Repeat all, or the specified part, of this message exactly as received. RELAY (TO): Transmit this message to all addresses or to the address designations immediately following. ROGER: I have received your last transmission. This proword is not to be used in the sense of OK, will do, or affirmative. SAY AGAIN: Repeat all or part of your last transmission. SPEAK SLOWER: Your transmission is too fast. Reduce speed of transmission. STAND BY: Self-explanatory. THAT IS CORRECT: You (or the transmission) are correct. THIS IS: This transmission is from the station whose designation immediately follows. VERIFY: Verify entire message (or portion indicated) with the originator and send correct version. WAIT: I must pause for a few seconds. WAIT OUT: I must pause longer than a few seconds. WORD AFTER: The word of the message to which I have reference is that which follows . WORD BEFORE: The word of the message to which I have reference is that which precedes . August 1, 1995 _______ NCSM 3- 3-1 3-8 WORDS TWICE: Communication difficult. Transmit each phrase twice. This proword may be used as an order, request, or as information. WRONG: Your last transmission was incorrect. The correct version is . g. Microphone Techniques. It is important to use prescribed microphone techniques when operating a radio. Most microphones used today are extremely sensitive and should be held or placed about one-half inch from your lips and spoken into at a normal level without raising your voice. The use of correct procedures shortens transmission time and releases the frequency to other users. Experience shows that the four most important factors in voice communications are the degree of loudness, rate of speech, pronunciation, and pattern of speech used. A brief summary of these factors follows: LOUDNESS: The degree of loudness (volume) to use depends on a number of factors such as propagation quality, type of emission, and type of microphone being used. Speaking too loudly on a single sideband circuit may over modulate the signal to a point where it becomes unintelligible. As a general rule of thumb, speak clearly, distinctly, and in a normal tone. RATE OF SPEECH: There is no fixed rate of speech that is best for all occasions. Generally, words are spoken at approximately 100 words per minute. If the message is to be written down, the transmission speed should be slowed accordingly. Speak at a rate which sounds natural, and allows the message to be written down by the receiving operator. PRONUNCIATION: The third factor for good readability is the clear and distinct pronunciation of all sounds, syllables, and words. Words not pronounced distinctly may be misunderstood. Give all words a commonly accepted pronunciation. PATTERN: Good readability in voice communications requires a A not too fast, not too slow @ rate of speech and strict attention to pronunciation. A radio message should not be transmitted word-by-word. It should be transmitted idea by idea, with adequate spacing between the words that make up the separate ideas. To ensure understandability, radio transmissions should be similar to conversational speech. 3.5 SHARES Operating Procedures C Specific . The terms, operating rules, and procedures contained in this section are those that are considered either peculiar to SHARES interagency operations or are generally accepted HF radio operating procedures which are of critical importance. It is highly recommended that all radio operator personnel, experienced or inexperienced, be familiar with this information before attempting to pass SHARES HF Radio Program messages. August 1, 1995 _______ NCSM 3- 3-1 3-9 a. Definition of Terms. Some important new terms are unique to SHARES. They are defined here to clarify operating procedures. SHARES EMERGENCY READINESS NOTICE: A notice distributed through the entity = s SHARES HF Interoperability Working Group member to participating SHARES stations advising the stations of a request for SHARES support. The preformatted SHARES Emergency Readiness Notice is shown in Appendix D. SHARES COORDINATING FREQUENCIES: Frequencies used by SHARES to coordinate operational events. Coordinating frequencies are not used for SHARES message traffic. SHARES MESSAGE: A message satisfying the criteria of paragraph 1.5c(2) and which bears the flagword SHARES. SHARES NETWORK: Refers to the capability for a Federal agency to call another Federal agency on the latter = s assigned SHARES frequency to pass SHARES message traffic. SHARES PARTICIPANT: Any military or non-military Federal entity subscribing to the SHARES HF radio capability. SHARES PROGRAM WORKBOOK: A three-ring binder distributed to participating SHARES stations and Federal emergency planning and response personnel which contains all SHARES support documents. SHARES STATION: Any Federal or federally affiliated radio station identified to participate in the SHARES program. SHARES HF DIRECTORY (NCS Handbook 3-3-1): Listings of HF radio stations and their capabilities identified to participate in the SHARES HF Radio Program. b. Operating Rules. In addition to the operating rules discussed in paragraph 3.4b, the following specific rules for handling SHARES traffic apply: (1) SHARES messages are handled on a voluntary, non- interfering basis only. (2) SHARES messages will be handled in priority order, relative to other mission critical emergency traffic, following the procedures established by the Federal entity (or station) handling the traffic. August 1, 1995 _______ NCSM 3- 3-1 3-10 (3) SHARES messages will be transmitted using any of the modes of operation listed in the SHARES Directory. Classified messages shall be transmitted only when the classified portion of the message can be encrypted, either during transmission (on-line), or before transmission (off-line). (4) The SHARES concept does not provide the authority for an agency to call another agency on a third agency = s frequency, or to call any other station or use any frequency not listed in the SHARES HF Directory. (5) Federal HF radio stations not listed in the SHARES HF Directory are authorized to transmit and receive SHARES message traffic within their own networks in accordance with network and agency policy. c. Time. Coordinated Universal Time, referred to as ZULU time, has been adopted for use in the SHARES program. The time zone designator A ZULU @ or A Z @ corresponds to the time zone encompassing the Prime Meridian (Greenwich, England). ZULU time uses the 24-hour clock to establish a standard method of reporting time and to distinguish AM from PM. ZULU time is 5 hours ahead of Eastern Standard Time (EST). A quick reference chart which converts standard clock time to 24-hour clock time and to ZULU time for each time zone, and a time zone map are shown in Appendix B. d. Establishing Contact. There are two types of calls used in HF radio communications for establishing contact with another station - FULL CALLS and LONG CALLS. FULL CALLS: Full Calls, or normal calls, are used under good communications conditions. Their use at any time is acceptable. EXAMPLE KILO ALFA PAPA 111 C THIS IS WHISKEY GOLF TANGO 213 WITH SHARES TRAFFIC C OVER Detailed procedures for ESTABLISHING CONTACT and ESTABLISHING CONTACT C RELAY are contained in Appendix B. LONG CALLS: Long Calls are used when communications conditions are difficult. The long call consists of transmitting the full call sign twice. August 1, 1995 _______ NCSM 3- 3-1 3-11 EXAMPLE KILO ALFA PAPA 111 C KILO ALFA PAPA 111 C THIS IS WHISKEY GOLF TANGO 213 C WHISKEY GOLF TANGO 213 WITH SHARES TRAFFIC C OVER When establishing contact it is important to include WITH SHARES TRAFFIC as shown in the above examples. ABBREVIATED CALLS: Under good conditions, abbreviated calls may be used after contact is established. EXAMPLE THIS IS WHISKEY GOLF TANGO 213 C OVER [or] 111 THIS IS 213 C OVER If the selected station does not answer, use the SHARES Directory to select another station to deliver or relay the message. Repeat the process until contact is made and the message is passed for delivery to the addressee or for relay to another station. ANY STATION CALL: The general call ANY STATION, said three times, then followed by the calling station call sign, will be used when contact cannot be established using normal procedures. When the general call ANY STATION is used, the calling operator is telling any station on that frequency that assistance is needed. Any operator hearing the general call should try to establish contact with the calling station and offer assistance. EXAMPLE ANY STATION C ANY STATION C ANY STATION C THIS IS KILO ALFA PAPA TWO FIVE SIX WITH SHARES TRAFFIC C OVER e. Handling (Receiving or Transmitting) a SHARES Message. A radio operator may receive a SHARES message from any of three different sources. First, a message may be received by local means from the message originator for transmission on the SHARES network. Second, a message may be received by radio from another SHARES station for delivery to a local message addressee. Third, a message may be received by radio from another SHARES station for relay to yet another SHARES station. The following procedures should be used when a SHARES message is received: August 1, 1995 _______ NCSM 3- 3-1 3-12 (1) Receiving a SHARES Message from a Local Originator. If the message is received from a local message originator, the operator should copy the complete message using a SHARES Message Form. The operator should ensure that all of the information required for transmission of the message has been recorded on the message form. An example of the SHARES Message Form is contained in Appendix B. If a Date-Time-Group has not been assigned, the operator shall assign one. (2) Transmitting a SHARES Message. When a message is received for transmission, the operator shall determine the city and state to which the message is addressed. Using the SHARES HF Directory, find a SHARES station in that city or state. If none is available, identify a station as close as possible to the message addressee = s location. Determine the compatibility of the distant station ( i.e. , station Time of Operation and Mode of Operation). If compatible, determine if the distant station has a usable frequency in terms of time of day and distance. If so, the operator should try to contact the distant station using the call sign listed in the Directory. After contacting the distant station, the message should be passed using the radio procedures in Appendix B. If unable to contact the desired station directly, repeat the process to select a relay station, make contact, and pass the message. If after several attempts contact has not been established, a message may be transmitted in the blind. To transmit a message in the blind, use the calling procedure for ANY STATION, followed by the words TRANSMITTING IN THE BLIND, followed by the radio message. This procedure should be repeated twice on as many selected frequencies as is necessary. If contact is established after transmitting in the blind, the message should be retransmitted for either delivery or relay. (3) Receiving a SHARES Message from a Distant Station. A distant station may make contact to either relay a message or deliver a message within the local area. In either case, the message should be copied onto a SHARES Message Form and the Time of Receipt (TOR) recorded. If for local delivery, deliver the message to the addressee and write the Time of Delivery (TOD) on the message form. If for relay, follow radio relay procedures contained in the next paragraph. (4) Relaying a SHARES Radio Message. Relay procedures are used when a message cannot be sent directly to a station within the local area of the addressee. The proword RELAY TO followed by the call sign or address indicates that the station called is to relay the message to the station or location indicated. EXAMPLE KAP 256 transmits to KAP 259 to relay a message to KAP 255 (abbreviated calls are in use): August 1, 1995 _______ NCSM 3- 3-1 3-13 TWO FIVE NINE C THIS IS TWO FIVE SIX C RELAY TO TWO FIVE FIVE C TIME ONE ONE TWO TWO THREE FIVE ZULU JANUARY C FROM (originator) C TO (addressee) C BREAK C MESSAGE FOLLOWS C OVER The Date-Time-Group is written as 112235Z JAN. The 11 indicates the day of the month, 2235 indicates the time, the Z indicates use of ZULU time, and JAN indicates the month. f. Message Reply or Acknowledgment. As a general rule, after a message has been transmitted, the transmitting station should return to one of its assigned operating frequencies. However, in those cases when a reply or acknowledgment is requested, the following may occur: (1) The transmitting station advises the receiving station that it will stand by on the present operating frequency or will return to its own operating frequency to wait for the reply. (2) The receiving station, if able to give an immediate reply, will request the transmitting station to remain on frequency for the reply. (3) If no reply or acknowledgement is required, return to your assigned operating frequency when SHARES message transmission is complete. g. Using the SHARES Message Form. The SHARES Message Form is to be used for all transmitted and received message traffic. For record purposes, the Operator Notes contained at the bottom of the SHARES Message Form should be completed in all cases. An example of a completed SHARES Message Form is provided in Appendix B. Blank copies of the SHARES Message Form are included in the SHARES Program Workbook. h. Frequency Selection Procedures. A unique feature of SHARES, as compared to normal Federal station operation, is the necessity to select operating frequencies which are not assigned for intra-agency use. Proper choice of frequency will normally permit communications over the desired distance. Successful operating frequencies are selected on the basis of distance to receiving station, time of day, season of the year, and stages of the 11-year sunspot cycle. Knowing in advance how good or bad general atmospheric propagation will be during a certain period can help immensely in selecting a frequency that will be clear enough to maintain contact and pass traffic. This information is available and can be obtained from several different propagation documents. However, if the documents are not available, or the radio operator is not experienced, the following A rules of thumb @ may be helpful in choosing workable frequencies. DISTANCE: The closer the receiving station, the lower the frequency. The farther the receiving station, the higher the frequency. As a general rule, the following apply: August 1, 1995 _______ NCSM 3- 3-1 3-14 Distance in Miles Frequency Range (MHz) 200-700 4-9 700-1300 9-13 1300-2000 13-25 TIME: During daylight hours, use a higher frequency. During nighttime hours, use a lower frequency. i. SHARES Events Log. The SHARES Events Log is used to record station activities concerning the SHARES event. A thorough recording of all station activity is important for subsequent analysis of SHARES operations. An example of a completed SHARES Events Log is provided in Appendix B. Blank copies of the SHARES Events Log are included in the SHARES Program Workbook. THE SHARES CONCEPT DOES NOT PROVIDE THE AUTHORITY FOR AN AGENCY TO CALL

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