Each exploration group is responsible for developing and maintaining standard operating procedures for routine communications and for emergencies. The choice of communication method, equipment and schedules should be determined after considering the isolation, terrain, means of transportation and other pertinent risks. Effective and regular communications are important for morale, safety, and the quality and productivity of work.
The term ‘communications’ includes all aspects of field communications between field parties (both on foot and in vehicles), base camps, fly in-fly out camps and the office. It also includes check-in systems when work is conducted out of hotels and motels; and procedures for emergency situations.
Equipment
Select equipment appropriate to the terrain, transmission distance and atmospheric conditions under which operations are expected. This may include HF, UHF and VHF radios, satellite phones, mobile phones, etc. Satellite phones, whether fixed, portable or vehicle mounted, are used extensively and provide considerably improved communications.
Whatever the system used, all or most of the following apply:
• Before each field trip, check that all equipment is working properly.
• Ensure that all personnel are fully trained in maintenance and operation of all equipment in use.
• Store and protect clear instructions for radio use, emergency procedures and frequencies in vehicle glove boxes and other visible locations near radios.
• Make sure frequencies appropriate to the work area are available and that personnel are aware which frequencies provide weather and emergency information.
• Make certain all radio aerials are suitable for frequencies to be used.
• Always stow whip aerials correctly.
• Carry and know how to rig an emergency aerial and how to replace a broken one.
Check your communication systems before going bush
• When setting up a new camp, set up the radio immediately and ensure that it works before any support party departs.
• Make certain that battery chargers and enough fully charged batteries are available.
• Before leaving on a traverse each day, check that communication equipment works properly.
• When air support is used, make sure that equipment (walkie-talkies, smoke flares or a signal mirror) is carried to signal a helicopter or plane from the ground.
Standard operating procedures to minimise risk
Observing the following principles and procedures will help minimise risk:
• Regular communication schedules and routine reporting procedures are essential to a safe and efficiently run field program.
• A central or common base should be maintained for receiving and recording communications by the most appropriate means available.
• Communications should be maintained according to a predetermined regular schedule, which should be adhered to at all times. Ideally, this should be twice daily.
• Base personnel must ensure that each member of a field party is accounted for during the radio schedule.
• The highest priority in any standard operating procedure is careful prior planning and preparation for the work proposed. These details (such as map coordinates, daily work plans, contact phone numbers, local station contacts, estimated times of arrivals, etc.) should be documented at the communications base.
• In addition to a written log book recording daily work plans and communications, a whiteboard can be kept at the base to display a brief daily summary of personnel, vehicle and aircraft movements so that overall activities and location of people can be seen at a glance.
• A nominated person must be responsible for receiving and recording information.
• A fax or answering machine should be available for messages, should the base be temporarily unattended.
• If work is conducted out of a motel or hotel, and communications are not to be maintained with the office or base, information outlining the plans for the day and an estimated time of return should be left at the reception desk. A similar situation can apply when working out of a village or pastoral station, where police or the property manager should be advised.
• If an individual or a party is overdue by a predetermined (say, two hour) period, a local search should start. Base must be notified of this search in advance. Radio contact should be maintained for the duration of the search.
• Search parties must comprise at least two people.
• A search must be restricted to existing tracks and roads, if it is near dusk.
• Local searches should be coordinated by one person.
• All important information and facts should be compiled in anticipation of a potential emergency.
If a local search is unsuccessful, an emergency should be declared and base personnel should notify the police. The police will then be responsible for coordinating any further search.
Emergency operating procedures
Once an emergency has been declared, these emergency operating procedures should be followed:
• Emergency search and rescue operations should be coordinated by the police.
• Following the declaration of an emergency, appropriate management contacts should be notified.
• Important information on the missing party or emergency situation should be collated. This should include
– names of people involved and relevant personal details
– map coordinates of the work area or site, and details of the terrain
– equipment and provisions available
– registration, colour and type of vehicle
– details of any other personnel in the area
– weather conditions
– list of nearby landowners and contacts
– details of nearby airstrips.
• Nearby personnel should be notified that there is an emergency.
• If the emergency is current overnight, an aircraft can be chartered to try to locate a beacon fire for ground reference.
• An emergency plan should have a trial run to ensure that it works efficiently and effectively.
• Additional emergency procedures should be established to cover situations which may occur in large camps or bases. For example
– accident and injury—appropriate medical facilities should be available
– fire and explosion—fire muster and evacuation plans should be in place
– flood and cyclone—a shelter and evacuation plan should be in place.
Every emergency procedure must be practised regularly to ensure that it is current and is understood by all people involved.