ODNR DIRECTIVE
VOICE RADIO & MOBILE DATA COMMUNICATIONS

ODNR Officers shall adhere to the following Directive when using ODNR voice radios and mobile data.

Radio/MCT usage overview:

1. The ODNR-MARCS radio system is a “Trunked” radio system that enhances radio interoperability between agencies that have access to statewide Interoperable Talkgroups. Participant agencies share the same communications infrastructure when communicating on an agency specific Talkgroup, or with another agency on an Interoperable Talkgroup. ODNR voice radio and data users must remember that use of the MARCS infrastructure affects both ODNR users and other agencies alike.
2. “Use of ODNR-MARCS by ODNR Field Users must be related to business operations of ODNR and/or within the scope of the Field Users duties.
3. ODNR radio communications may be a public record. The use of obscene, profane, threatening, derogatory, racist, gratuitous, sexually explicit or suggestive language on any ODNR, MARCS Talkgroups, channels or through the use of mobile data is prohibited by this directive and Federal Communications Commission rules.
4. All ODNR employees issued ODNR communications equipment are required to attend standardized training, developed by or endorsed by the ODNR Office of Law Enforcement. Use of equipment will mirror the training received and follow the user handbook received during training. In the absence of policy, procedure or directive, training will set the standard for equipment use.
5. Effective radio communications requires a balance of professionalism, competency, and familiarization when obtaining or relaying complete and accurate information through radio and mobile data. Employees who consistently use the system to its maximum capability will benefit from improved crime and problem solving.
6. During critical incidents, employees will experience mental and physical forces that may affect the nature of their communications. Persons in stressful situations will revert to their training. Subsequently it is vital that radio users train routinely with critical incidents in mind.

Voice radio communication procedure:

The following procedures will be used when ODNR field users are conducting voice communications;

Hailing the ODNR Comm. Center, another employee or facility:

1. Identify the person you are calling by radio unit number.
2. Identify yourself by your assigned radio unit number.
3. Identify the Talkgroup that you are transmitting on.
4. Declare if you are transmitting in un-encrypted mode.
5. Wait for the Comm. Center/Field User or Facility to respond.

Do not state the reason for your traffic without allowing the Comm. Center/Field User or Facility to respond, acknowledging your call first.

An example of proper traffic:

1. Columbus from 9912 call south west.”
2. “Go ahead 9912, this is Columbus.”
3. 9912 then proceeds to give a message to the Comm. Center or field user or facility.
4. Once the communications are completed, the initiating unit (9912) concludes the communication by stating
5. “9912 clear on call south west”

The following are exceptions to this rule:

1. Officers operating on an encrypted talkgroup and calling the ODNR Communication Center need not declare Secure or Clear.
2. Officers operating on an encrypted talkgroup & calling the ODNR Communications Center with signal 7, 11, 86 or CCH;

• may declare the purpose but not the content of their traffic, without waiting on the Communications Center to respond. ie, “Columbus from 9912, Call SW, signal 7”

Transmitting Encrypted:

1. Law enforcement radios will be kept in encrypted mode until such time clear non-encrypted transmission is required. Once the unencrypted transmission is concluded, the radio will be returned to an encrypted condition.
2. All LEADS transmission and sharing of LEADS generated data will be transmitted/received on encrypted Talkgroups only.
3. Intel generated from homeland security sources, Magloclen type databases, or ODNR internal databases will only be transmitted/received on encrypted Talkgroups.
4. An exception to the encryption rule would be permissible, only if temporary sharing of information is required on interoperability or unencrypted Agency Specific Talkgroups, and is authorized by a supervisor or Incident Command. Officers, supervisors and incident commanders should be able to articulate the need and justification for such sharing of information over non-encrypted Talkgroups.

Buckeye State Sheriffs Codes, & NIMS:

1. When communicating your status or disposition to the ODNR Comm. Center, a field user or facility, ODNR Field Users are encouraged to use BSSA codes and signals. Use of plain language is permissible when codes are not known.
2. Plain language will be used when communicating with other agencies and agencies involved in NIMS-emergency incidents or joint-operations.

LEADS & NCIC Rules:

All LEADS & NCIC rules, & Ohio Administrative Rules, including but not limited to; proper dissemination & record keeping, jurisdiction, justification & training, will be followed and adhered to by all ODNR users.

Vehicular/Fixed Repeaters:

Vehicle repeaters will be turned on & kept in the mobile mode until needed by the portable radio user. Continued practice and use of the VRS-FRS is vital for operational success. Officers and employees should routinely use the VRS-FRS to maintain proficiency or familiarization in the event it is needed.

Voice radio Talkgroups:

Voice radio Talkgroups are designated for specific purposes:

ODNR Agency Specific Talkgroups:

The ODNR Communications Center routinely monitors the following Talkgroups;

1. CALL-xx (CALLCEN, CALLSE, etc.)
2. xxx-DNR (CENDNR, SEDNR, etc)
3. Emergency
4. SO regional Call Talkgroups. (SOSE, SOCEN, etc.)
5. MCALL 1-4

ODNR Agency Specific Talkgroups described:

Foreign Systems:

A Foreign System is best described as another agencies system parameters and talkgroups that are placed into an ODNR radio. Foreign system programming may be permitted on a case by case basis as approved by the ODNR Office of Law Enforcement and the agency whose talkgroups will be placed into the ODNR radio.

Field Users who have received written approval from ODNR Office of Law Enforcement may take ODNR radios to the cooperating agency and receive programming;

1. only in the personality, scan list, and zone/channel assignment location(s) allocated by ODNR Office of Law Enforcement.
2. only if it does not alter the approved feature set for that radio.
3. only if the contents of ODNR radio programming are not shared, accessed or retained by the cooperating agency or any person not authorized by the ODNR Office of Law Enforcement.

Programming & Maintenance:

1. ODNR radio’s, VRM’s and any other device, program, template, feature set or hardware that relates to or is a part of the ODNR voice & mobile data system will be accessed, programmed, maintained, altered or repaired, only by persons approved by the ODNR Office of Law Enforcement. Exception section 8 para. 1.
2. Only talkgroups, frequencies, feature sets, programs, applications and configurations approved by the ODNR Office of Law Enforcement will be permitted in any ODNR radio, mobile data system and its related devices, programs and hardware.

Interaction with CAD:

Sign on and sign off and routine status updates are a vital link between the ODNR Communications Center and the Officer. The ODNR Communications Center is established to be the designated means through which ODNR officers are dispatched and information is relayed from the public and other agencies to ODNR officers and employees.

While beneficial in many aspects (including officer safety, crime solving, and emergency response), local agency dispatching will not be used to the exclusion of the ODNR Communications Center.

Sign in:

Law Enforcement:

Mobile Data: Mobile Data equipped Officers will sign on using the mobile data computer when beginning a work period and will keep mobile status updated for the duration of the work period. At a minimum, Mobile data status will be updated hourly when the officer is in the vehicle or vessel.

During events of mobile data coverage outage, officers should sign on using the voice radio and advise the comm. center of coverage outage. Once Coverage becomes available, the officer will sign on using mobile data.

Voice Only: Voice only equipped officers will sign on using the voice radio when beginning a work period or when returning from a status that showed the officer unavailable. “See Updating Status”

Admin-Maint: Admin-Maint. users will notify their facility that they are using a radio and keep their facility updated on their status throughout the work period. Facilities will keep track of the radio and corresponding digital id that Admin-Maint employees are using in the event of an emergency initiation.

Admin-Maint. Users working at a time when their facility is closed may use the ODNR Comm. Center to sign in if they so desire. When calling the ODNR Comm. Center, declare that you are calling on an un-encrypted or “Clear” talkgroup.

Sign out:

Law Enforcement:

Mobile Data: Mobile Data equipped Officers will sign off using the mobile data computer when ending a work period. During events of mobile coverage outage, officers should request the Comm Center sign them off using the voice radio.

Do not sign off on voice & then sign off on Mobile data. Doing so will result in an error in the CAD database that will effect your future ability to sign on and off.

Voice Only: Voice only equipped officers will sign off using the voice radio when ending a work period.

Admin-Maint: Admin-Maint. Users will notify their facility that they are ending use of the radio.

Admin-Maint. Users, working at a time when their facility is closed, may radio the ODNR Comm. Center to sign off.

Updating Status:

Law Enforcement:

Mobile Data: Mobile Data equipped Officers will use mobile data to update their status hourly and/or when their work status, facility, or geographical jurisdiction changes.

During events of mobile coverage outage, officers should update their status using the voice radio.

Voice Only: Voice only equipped officers will update their status when their work status, facility, or geographical jurisdiction changes.

Admin-Maint: Admin-Maint. users will keep their facility updated on their status throughout the work period. Facilities should keep track of the radio and corresponding digital id that Admin-Maint employees are using in the event of an emergency initiation.

CAD Emergency:

Certain buttons on the Portable Radio, Mobile Radio, and MCT enable the user to send an emergency signal when help is needed.

1. Emergency Defined: An emergency does not include items of a routine matter that law enforcement officials would encounter in their normal work cycle. It is the combination of circumstances calling for action to save or protect persons or property. An emergency is a combination of inherently dangerous situations that demand an immediate response, where the officer reasonably believes that there may be serious personal injury or significant property loss. Decision-making must be based upon the totality of the circumstances known at time to the officer, such as serious personal injury, proximity of other officers, seriousness of the offense or incident.
2. Responding to Emergency: All Officers hearing, observing or dispatched to assist another Officer that can reasonably offer assistance, will notify the ODNR Communication Center and proceed to the Officer(s) in need of assistance, unless; circumstances dictate you can not offer assistance at that time, a supervisor advises not to respond, or the ODNR Communications Center advises otherwise.
3. Clearing an Emergency: Whether intentional (code 44) or unintentional (44i), once the emergency button has been pushed on a mobile, or portable radio, if able, the initiator will notify the Comm. Center of the nature of the emergency using voice communication.

Incident documentation:

ODNR Incident documentation will be NIBRS and OIBRS compliant. Incidents are defined as an event/violation/or offense/ or complaint that is governed by the ORC or Administrative Rule, or one that results in injury, death, property loss or damage.

*The following 2 paragraphs will be required upon the implementation of ODNR Field Based Reporting in 2007.

1. When an officer handles an incident they will self generate an incident number, or acquire an incident number from the ODNR Comm. Center. Incident numbers will link all events, work products, and records relating to an incident.
2. Incidents will be updated, and when completed, closed with the applicable status and disposition, and follow the stipulated workflow for each NIBRS document.

MCT Security:

1. Passwords & Usernames: User names, passwords, accounts and security tokens are established to provide security for computer networks, protect sensitive data and written communication and prohibit unauthorized access to devices used by field users
   
   Usernames, passwords, account information and security tokens will not be shared, displayed, or made accessible to any person other than the person to whom that information has been issued.
   
   The Exception to this rule will be, ODNR OIT helpdesk and technicians, as well as designated ODNR Office of Law Enforcement Staff may view and obtain passwords, usernames, and account information from the issued person, for the purpose of repairing or configuring accounts and devices.
2. Viewable Screen: MCT users will not permit unauthorized persons, persons without jurisdiction, or persons without applicable credentials to view on a computer monitor or screen, any data deemed sensitive or restricted by a Division, Office, or the ORC. This includes MCT’s and computers that may be unattended and left on in a vehicle, vessel, command vehicle, command trailer or other facility or area under the control or use by ODNR employees.

Remedy Helpdesk:

1. Helpdesk cases: Employees experiencing problems with the ODNR radio communications or data equipment will contact the DAS MARCS helpdesk to initiate a Helpdesk Case. Confirm your contact information is accurate. Keep the helpdesk case number for further reference. 1-866-OH-MARCS
2. Change request:
   1. Change of position/New position/vehicle-vessel changes:
      
      Notification of transfers, retirements, new hires will be called into the OIT MARCS Helpdesk to initiate a Change Request.
      
      Notification of transfers, retirements, and new hires will also be sent to the ODNR Comm. Center using the Comm. Center information forms.
      
      Notification of vehicle-vessel changes will be called into the OIT MARCS Helpdesk to initiate a Change Request. Additionally, e-mail should be sent to ODNR Office of Law Enforcement and the related change request number referenced.
      
      Position changes requiring new equipment will be called into the OIT MARCS Helpdesk and a Change Request will be initiated.
      
      
   2. Lost or stolen equipment:
      
      Immediately contact the ODNR Communications Center and report a stolen, lost device and contact the MARCS helpdesk to create a Help Desk Case and record the number. If the device has been stolen, initiate a critical incident notification.

Corrective Action:

Persons violating any element of this directive will be subject to progressive discipline as outlined in the State of Ohio employee discipline guidelines.

Glossary: