CULPEPER COUNTY VOLUNTEER FIRE AND RESCUE ASSOCIATION, INC. Standard Operating Guidelines CHAPTER: Communications WRITTEN BY: Communications Committee SUBJECT: Dispatching System SUPERSEDES: NUMBER: C-09-03 PAGE: 1 of 5 APPROVED BY: On Original EFFECTIVE DATE: September 14 th 2009 President E911: On Original Director of CCPSCC 1. Purpose: 1.1. To establish protocol necessary for employees to dispatch Fire Rescue units utilizing a system that has been developed using the alert tone to designate the type of call using a given number of beeps as the code 2. Definitions: None 3. Policy: 3.1. It is the policy of the PSCC to provide clear and concise directions to staff for the dispatching of Fire & Rescue Resources. 4. Guidelines: 4.1. Dispatch procedures 4.1.1. BOX is an incident that requires the dispatch of (3) Engine Companies along with additional Special Service units. 4.1.2. MUTUAL BOX an incident where Culpeper County resources are requested to respond outside the county for mutual aid. 4.1.3. Initial dispatch of incidents will be done on the primary fire dispatch talkgroup 12 APHA (FDISP) 4.1.4. Pre alert tones shall be used as follows
4.1.4.1. (1) pre-alert tones shall be used for all EMS calls 4.1.4.2. (2) pre-alert tones shall be used for all Fire Responses or multi company responses. 4.1.5. Box Numbers for Companies 1-9 will be announced as Box zero one fifty six, Box zero nine zero six etc. Box numbers for companies 10-16 will be announced as Box ten zero four Box sixteen zero three etc. 4.1.6. All multi company responses will be assigned a talk group on initial dispatch. 4.1.6.1. 12 Bravo is designated for single unit responses, or multi unit responses which do not require incident command, such as EMS calls, Residential Fire Alarms, Auto accidents and power lines down. 4.1.6.2. 12 Charlie/Delta are reserved for multi unit responses such as structure fires and inside gas leaks where incident command may be set up. Pairing these two channels allows for an operations channel and designated command channel if needed. 4.1.6.3. 12 Echo/Foxtrot should be used in the same manner if needed due to multiple multi-unit responses. 4.1.6.4. 12 Kilo/Lincoln are pre-designated Patch channels to Orange/Madison, a unit responding mutual aid into these counties may request to use the patch; however the CO must contact the respective dispatch agency and advise them of such a request. 4.1.6.5. 12 Juliette/India are pre-designated special events channel 4.1.6.6. 12 Nancy is the pre-designated Training Channel 4.1.6.7. 12 Ocean-pre designated talk around channel, not monitored in dispatch. 4.1.7. Alternate talk groups will be assigned upon the request of field units. 4.1.8. During the times of minimum staffing (3) in dispatch the Fire & Rescue Communications officer may limit the number of talk-groups being used. This will be up to the discretion of the Communications Supervisor. 4.2. Dispatch Vocals Page 2 of 6
4.2.1. Dispatch of incidents shall be done on the primary fire dispatch talk group 12 ALPHA FDISP. 4.2.2. The Communications PSCC will use the following formats; During the hours of 0600-2200 Pre-alert tones (1 Beep EMS/2 Beeps Fire) Units to Respond Station tones Cross Streets Supplemental of Call details Units to Respond Time out During the hours of 2200-0600 Station tones Pre Alert- (1 Beep EMS/2 Beeps Fire) Cross Streets Supplemental of Call details Units to Respond Time out 4.2.3. Mutual Aid shall follow the rules in 4.2.2 however, the shall be left out of the vocal and be replaced with the term ES/FS Station ## Mutual Aid to County. Page 3 of 6
Example: Pre-Alert (1 Beep EMS/2 Beeps Fire) Engine Company Nine Mutual Aid to Fauquier County On 12 B For the Fire in a House 8905 Springs Rd Engine Company Nine for an Engine and Tanker Repeat and provide Supplemental, such as units to respond, mutual aid radio operations channel and any additional pertinent information 4.2.4. es will be given twice, first as normal speech; 14022 Public Safety Ct Fourteen thousand twenty-two Public Safety Ct Second as individual digits One Four Zero Two Two Public Safety Ct 4.2.5. Supplemental information that is obtained after dispatch shall be repeated to all responding units. 4.2.6. EMS Stations shall be called Ambulance Companies 4.2.7. Fire Stations shall be called Engine Companies 4.3. Responding to calls 4.3.1. Units marking responding shall give the location and nature of call to which they are responding along with their staffing levels Example: Engine 1 responding to James Madison and Brandy Rd for the auto Fire. 4.3.2. Repeating important information. The initial size up from the first arriving unit will be repeated on the assigned talk group for the incident. All further information relayed by Command or any other pertinent information shall be echoed by the CO. Example: Engine 2 reports smoke showing Page 4 of 6
4.4. EMS Incidents 4.4.1. Staffing Units If a unit is staffed with a crew, whether in station or at home (within 8 minutes from the station) the duty crew must contact communications to be listed as staffed. In these situations, only the first due company will be dispatched. 4.4.1.1. ES12 will be dispatched along with the first due station if the station is not listed as staffed. 4.4.1.2. If an ambulance does not respond within 8 minutes, the CO shall on 12 Alpha requests a response check. If no response from the Station after 10 seconds, the CO shall dispatch next due, and re-tone the 1 st due. ( See 4.6) 4.4.1.3. An adequate response shall be met when an ambulance responds with enough personnel to transport a patient 4.4.1.3.1. CULPEPER will continue to CODE EMS units until a staffed transport capable ambulance is enroute. When this response is met e then automatic dispatching of additional units is discontinued, unless directed to continue by a field unit. 4.5. Fire Incidents 4.5.1. Upon being dispatched, if units do not respond within 8 minutes, they shall be replaced. If specialty pieces such as Rescue Squads, Tankers and Towers fail to respond replaced with next due. 4.5.2. If fire apparatus does not respond within 8 minutes, the CO shall on 12 Alpha requests a response check. If no response from the Station after 10 seconds, the CO shall dispatch next due. 4.5.2.1. CULPEPER will continue to CODE Fire units until an adequate response has been met for the nature of the call. 4.6. Fail To Respond 4.6.1. Upon being dispatched, if units do not respond within 8 minutes, a response check shall be done: Example: Culpeper to Ambulance Company 11 response check? Page 5 of 6
The CO will wait approximately 10 seconds for a response; if no response the next due Company shall be added, with the first due company being re-toned. 4.6.2. The first due company has a total of sixteen (16) minutes to respond to a call, if they do not meet this criteria they shall be cleared Fail to Respond (FTR). 4.6.3. FTR shall also be used when another unit has marked on the scene and then marks transporting to the hospital before the 16 minutes has been reached with no response from other companies. 4.6.4. If a station is on another call, the Code Station On Other Call (SOOC) shall be used. 4.6.5. CULPEPER will continue to CODE units until an adequate response is met for nature type. 4.7. Clearing Incidents 4.7.1. All units shall mark clear of the incident, and return to 12 Alpha. By marking clear of the incident it assumed that that piece of apparatus is available for calls. 4.7.2. Units may mark back in Station; however the CO shall no longer acknowledge such radio traffic. Page 6 of 6