Iti1G--Z- 7013 DAT

Republic of the Philippines NATIONAL POLICE COMMISSION

NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT

Camp Crame, Quezon City http://www.pnp.goy.ph

MEMORANDUM

FOR CPNP

TDCA

TDCO

TAC S

FROM : TDICTM

SUBJECT : Proposed CMC on the Proper Usage, Care and Maintenance of Transceiver Radios and Accessories

DATE _A1_23_2013-

1. Respectfully forwarded is the proposed Command Memorandum Circular (CMC) on the proper usage, care and maintenance of transceiver radios and accessories which aims to prescribe policies and guidelines that will ensure the correct usage, proper care and maintenance of PNP-owned transceiver radios and accessories, so as to guarantee their operational effectiveness, serviceability and long life usage.

2. Recommend approval of and signature on the attached CMC.

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Republic of the Philippines NATIONAL POLICE COMMISSION PHILIPPINE NATIONAL POLICE

OFFICE OF THE CHIEF, PNP Camp Creme, Quezon City

SUBJECT : Command Memorandum Circular 11-

(Proper Usage, Care and Maintenance of Transceiver Radios and Accessories)

TO See Distribution

DATE AUG U 2 2013

1. REFERENCES:

a. Standard Operating Procedure (SOP) No. 2012-001 entitled "Procedures and Guidelines to be Followed by PNP Personnel in the Proper Care and Maintenance of Transceiver Radios dated October 4, 2012";

b. Memorandum Circular No, 2008-010 entitled "Guidelines on the Preventive Maintenance and Repair of PNP Transportation, Firepower, Communication, Investigative and Computer Equipment";

c. Philippine National Police Regulations No 200-012 entitled "Promulgating Rules Governing Security of Classified Matters in all Philippine National Police Offices and Units";

d. NAPOLCOM Memorandum Circular No. 2007-001 entitled "Uniform Rules of Procedure before the Administrative Disciplinary Authorities and the Internal Affairs Service of the Philippine National Police";

e. Republic Act No. 6713 entitled "An Act Establishing A Code of Conduct and Ethical Standards for Public Officials and Employees, To Uphold The Time-Honored Principle of Public Office Being A Public Trust, Granting Incentives and Rewards for Exemplary Service, Enumerating Prohibited Acts and Transactions and Providing Penalties for Violations Thereof and For Other Purposes", dated February 20, 1989;

f. NTC Memorandum Circular No. 2-4-90 entitled: "Guidelines on Radio- Frequency Assignment"; and

g • PNP Information Communication Security Manual (PNPICTSM) published on May 2010.

2. BACKGROUND:

There are incidents in the past that some PNP personnel, do not demonstrate concerns about the proper usage, care and maintenance of transceiver radios and their accessories because there is no well-established policy that obliges the PNP personnel to properly use, preserve and maintain the Effectivenesg of these equipment. Moreover, the personnel's lack of proper know-how also contributes to their reluctance to take care of the equipment because of the apprehensiDn that they may damage them, instead.

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3. PURPOSE:

The purpose of this Command Memorandum Circular (CMC) is to prescribe set of policies and guidelines that will ensure the correct usage, proper care and maintenance of PNP-owned transceiver radios and accessories, so as to guarantee their operational effectiveness, serviceability and long life usage.

4. SCOPE:

This CMC applies to all Uniformed and Non-Uniformed Personnel (NUP) of the PNP, particularly those who are organic members of Communication Electronics Service and/or those who are assigned or detailed at any Radio Communication office/unit of the PNP.

5. DEFINITION OF TERMS:

For purposes of these SOP/Guidelines, the following terms shall be understood as herein defined:

a. Antenna — also known as an aerial, a transducer designed to transmit or receive electromagnetic waves. It is also an electrical device which converts electric currents into radio waves, and vice versa.

b. Base Radio — shall mean a 25 to 100 watts radio transceiver usually installed at the police stations. Its antenna is mounted on an antenna tower or mast outside of the building to enable long distance transmission and reception of radio signals. It is powered by an AC source through a 12 VDC output power supply.

c. Communication Equipment — is a facility consisting of the physical equipment for disseminating information. Refers also to the communication equipment such as handheld/mobile/base radios, UHFNHF radio transmitter, GPRS and other electronics capabilities, etc.

d. Communication Security — is the set of measures and control taken to deny unauthorized persons of information derived from electronic communications and technical eavesdropping.

e. Handheld Radio — shall mean a 2 to 5 watts transceiver radio with an antenna and a battery pack in a single package also referred to as portable radio. Message transmission is done by pressing the PTT (push-to-talk) button then talking thru the built-in microphone. This is a basic radio equipment of a police officer when conducting patrol duties.

f. HF/SSB Base radio — a base radio which operates in the High Frequency band and is used primarily for long range communications beyond the coverage of VHF radios.

g. HF/SSB Man-pack radio — a tactical radio which operates at the High Frequency band and is used lay maneuver units to contact headquarters during operations especially in forested areas.

h. Mobile Radio — a radio transceiver similar'to the base radio except that it is installed in a patrol vehicle and is powered by the car battery instead of an AC source. Its antenna is visually mounted on the roof of the vehicle through its magnetic base.

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Multi-Trunked Radio System (MTRS) — is a complex type of computer- controlled two-way radio system that allows sharing of relatively few radio frequency channels among a large group of users.

j. Preventive Maintenance — All actions taken to retain a device/equipment in operational/serviceable condition. It includes inspection, evaluation and testing of the device/equipment on a regular basis (monthly or quarterly).

k. Repair — To improve the condition of an unserviceable device/equipment making it operational/serviceable by adjusting or replacing damaged or unserviceable parts, components or assemblies.

I. Repeater — shall mean a combination of radio receiver and a radio transmitter that receives a weak or low-level signal and retransmits it at a higher level or higher power, in order that signal of handheld or base radio can cover longer distance without degradation.

m. Transceiver — a radio communications equipment which is both a transceiver and a receiver in one which may be a handheld radio, base radio, mobile radio or repeater radio and operates in either HF/SSBNHF/UHF.

n. UHF radio — a transceiver which operates at the Ultra High Frequency band (700 to 800 MHz) and can cover relatively smaller areas as compared to the lower frequency transceivers.

o. VHF Low-band radio — Transceiver radios which operate at the lower portion of the VHF frequency spectrum usually from 30 — 88 MHz.

p. VHF radio — radio transceiver which operates at the VHF range of frequency (140 to 170 and 400 to 500 MHz). It is used mainly as a means of short range communications due to the line of sight nature of propagation of VHF signals.

6. POLICIES:

a. The Communications and Electronics Service (CES) shall be responsible for establishing an effective, efficient and sustainable police communications network; and

b. Communication security is a command responsibility. As a policy, the heads of PNP Offices/Units shall, at all times, be responsible for the physical safety and security of all wired and wireless communications in their respective area of concern. They shall ensure that only those authorized personnel are given and/or authorized to use radio communications equipment that includes receiving and transmitting official communication to higher and lower offices/units, the same with its organic personnel and other friendly units/agencies.

7. GUIDELINES:

All PNP personnel are required to observe the following guidelines for the proper usage, care and maintenance of transceiver radios and accessories:

a. Usage

Procedures of properly using radios especially VHF radios.

1) Understand and get familiar with the etiquette of radio communication.

The international radio communication language is English except in cases where you are licensed for to speak in some other language.

Using the radio is not like talking on the phone, it is not a two-way communication, meaning you cannot speak and listen at the same time or break into the conversation. NEVER interrupt if you hear other people talking. Patiently wait until their conversation is finished unless it is an emergency, in which case you must inform the other parties that you have a very urgent emergency message. Do not respond to others' calls if you aren't sure it is for you. Never transmit sensitive, confidential, financial and military information in a radio communication, it could be heard by anyone on the same frequency.

2) Always perform radio checks and ensure that your radio is in good working condition.

Ensure that the battery is charged and the power is on. Keep the volume high enough to be able to hear any call outs and regularly make radio checks with other stations to make sure everything is working just fine.

3) Memorize the call signs and locations of radio stations and other persons to whom you may communicate.

In radio communication you are not called by your name. Everybody has their own unique call sign. Watch out if you hear any unauthorized or unknown call sign communicating on the network and report it immediately to the radio room.

4) Think before you speak.

Decide on what you are going to transmit and to whom it is meant for. Make it as concise, precise and clear as possible and avoid using long and complicated sentences. Do not use abbreviations or spoken phrases. If necessary, write down your message before transmitting it. If your message is long, divide it into understandable short messages.

5) To call a station, first listen to ensure the channel is clear for you.

Press the PTT (Push-To-Talk) button and after 2 seconds say the recipient's call sign twice followed by "THIS IS" and your call sign. Convey your message once the receiver replies and the communication is established. A typical radio conversation would be as follows:

You: Papa November One, Papa November One, This is Papa November Nine, Message Over!

Recipient: Papa November Nine, This is Papa November One, Go Ahead, Over!

You: (You (You now say your message), Acknowledge, Over! Recipient: Wilco (means your message was well received and will act upon),

Over! You: This is Papa November Nine, Out!

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Note how in the beginning and the end of the transmission you pronounce your call sign so that people know who is talking. If you have an emergency message and need to interrupt others' conversations, wait and listen until you hear "Over", Press PTT and call ("BREAK, BREAK, BREAK"), This is (your call sign), I have emergency message for (recipient's call sign), Do you copy, Over!").

6) Follow the four golden rules of Radio conversation.

a) Clarity: Your message should be clear enough. Speak slower than normal speed so that people can understand you better, do not shout.

b) Simplicity: Your message should be simple for everyone to understand.

c) Brevity: Your message should be precise and to the point. d) Security. Follow the security procedures. Do not transmit

confidential information on the radio.

7) Memorize the phonetic alphabet and pronunciation of numeric digits as you will have to use it in your conversations.

Following is a table showing the international phonetics used for the alphabet.

A - ALPHA J — JULIET S — SIERRA

B - BRAVO K — KILO T — TANGO C - CHARLIE L — LIMA U — UNIFORM D - DELTA M — MIKE V — VICTOR E - ECHO N — NOVEMBER W — WHISKEY F - FOXTROT 0 — OSCAR X - X-RAY G - GOLF P— PAPA Y — YANKEE H - HOTEL Q — QUEBEC Z — ZULU I - INDIA R — ROMEO

Likewise, the pronunciation of numeric digits shall be as follows:

Digit Pronunciation 1 WUN - with strong W and N 2 TOO - with a strong and long 00 3 TH-R-EE - with slightly rolling R and long EE 4 FO-WER - with a long 0 and stron• W and final R 5 FIE-YIV - with long I chanoin• to short Y and V 6 SIKS - with long S and KS 7 SEV-VEN - with strong S and V and well short VEN 8 ATE - with a long A and strong T 9 NI-NER - with a strong N at the beginning and a long I and a well

sounded NER 0 ZERO - with a strong Z and a short RO

You will often be required to spell a certain word or number in your radio conversations, use the above phonetic equivalents instead of letters and digits.

Communicating through the radio this yvay might be a little challenging at first and you will feel the rush to talk as you normally do in your day to day conversations, but with constant practice and patience you could be a good radio communicator.

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b. Battery Care & Maintenance - To attain maximum life span of the battery, the following shall be undertaken:

1) Charge a new battery for 14 to 16 hours before using it to obtain maximum battery capacity and performance;

2) Charge batteries using only recommended charger to avoid battery damage;

3) When charging a battery that is attached to the radio, turn off the radio to ensure a full charge capacity;

4) The battery should be at about 25 degree Celsius (room temperature) whenever possible. Charging a cold battery (below 10 degree Celsius) may result in leakage of electrolyte and ultimately, damage of the battery;

5) Charging a hot battery (above 25 degree Celsius) may result in reduced discharge capacity, affecting the performance of the radio;

6) New batteries can be stored up to two years without significant cycle lost. Keep the new/unused batteries in a cool dry storage area;

7) Do not return fully charged batteries to the charger for an "extra boost". This action will significantly reduce battery life;

8) Remove the battery from the charger once it is fully charged. Continuous charging even when the battery is fully charged will shorten battery life; and

9) Turn off the radio before removing the battery. Slide the battery latches on both sides of the battery downward. Pull the top part of the battery away from the radio's body.

c. Radio Care (Handheld, Base and Mobile)

1) NEVER PRESS THE PUSH TO TALK BUTTON WHEN THE ANTENNA IS REMOVED. This will immediately damage the final amplifier of the transceiver and ultimately, the unit itself;

2) Clean external surfaces of the radio with a mild detergent solution using a stiff, non-metallic, short-bristled brush. Apply the detergent solution sparingly with the brush, being careful not to allow excess detergent to remain trapped near connectors and controls or in cracks and crevices;

3) NEVER submerge the radio in water or in the detergent solution when cleaning;

4) Clean all contacts with a lint-free cloth to remove dirt, grease, or other foreign material that may prevent good electrical connections;

5) Avoid physical abuse; do not pound, drop, or throw the radio;

6) Do not carry the radio by the antenna;

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7) Avoid subjecting the radio to corrosive materials, solvents, or mineral spirits;

8) Do not disassemble the radio by yourself. Only PNPCES technicians are allowed to disassemble the radios. Turn-in malfunctioning radios for proper assessment and repair by authorized technicians; and

9) Do not remove the connector cover unless attaching the hand held microphone that comes with your radio. Set aside the rubberized cover and replace it immediately after the accessory has been removed.

d. Repeater System (for technicians only)

1) Clean external surfaces of the repeater with a mild detergent solution and a stiff, non-metallic, short-bristled brush;

2) After the station and ancillary equipment have been mechanically installed, properly cabled, and power applied, the equipment must then be optimized before placing into operation;

3) Conduct the following optimization tasks semi-annually; a) Customize the station codeplug and save the data to the station; b) Perform the following alignment tasks:

b.1 Receiver (Rx) Wireline; b.2 Transmitter (Tx) Wireline; b.3 Receiver RSSI calibration; b.4 Receiver Squelch adjust; b.5 Battery Equalization; b.6 Reference Oscillator; and b.7 Simulcast/Launch Time Offset.

c) Perform post-optimization, checkout procedures, such as verifying power output, deviation, etc.;

d) Wide operating temperature range which is 30 degree Celsius to +60 degree Celsius; and

e) Maintain cleanliness of the repeater station/room.

e. Specific instructions for HF, VHF, UHF, and other types of transceiver radios. - For other specific concerns regarding the proper usage, care and maintenance of HF, VHF, UHF and other types of transceiver radios, please consult the product manual.

8. ADMINISTRATIVE SANCTION:

Any violation of the provisions of this CMC shall be dealt with administratively, with severe penalties, in accordance with the provisions of NAPOLCOM MC 2007-001, Republic Act No. 6713, and other applicable laws, rules and regulations.

9. RESCISSION:

All PNP policies, directives and other issuances that are inconsistent with the provisions of this Memorandum Circular are hereby deemed rescinded or modified accordingly.

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10. EFFECTIVITY:

This CMC shall take effect 15 days from the filing of a copy hereof at the University of the Philippines Law Center in consonance with Sections 3 and 4 of Chapter 2. Book VII of Executive Order No. 292, otherwise known as "The Revised Administrative Code of 1987," as amended.

ALAN LA RID PURISIMA Police Direc j General Chief, PNP

Distribution: D-Staff/DIPOs AIG, IAS P-Staff Dirs, NSUs RDs, PROs DDs, NCRPO C, WCPC C, HRAO TFC, AIDSOTF

CPNP Ltrs s 5054548

I III S054548

Copy Furnished: Command Group PCTC SPA to SILG

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