B.21 Radio Communications (National Policy)

Policy Standard

• To ensure a national standard of radio equipment, procedures and protocols within PS.

Performance Standard

1. Each prison will have sufficient radios at each site to enable issue to all Unit Managers, 2 I/C’s, custodial staff, all medical staff, all instructors and maintenance staff.
2. Each prison will have an appointed Radio Communications Co-ordinator.
   The Radio Communications Co-ordinator will be responsible for the overall management of the radio communication system within their prison, including:
   • battery management,
   • training,
   • processing requests for repair and maintenance of equipment.
3. Each location where radios are issued from satellite stations (i.e. 60-bed unit control rooms, will have an officer assigned the radio communications portfolio. They will be responsible for ensuring battery charging is carried out as per the required standard. It will be their responsibility to pass on requests for repair to the Radio Communications Co-ordinator.
4. Each location that issues radios will store them in specifically designed and constructed storage racks. These racks will be numbered and this will correspond with the radio number.
5. Each location that issues radios will have sufficient battery chargers to recharge their complete complement of batteries within an 8-hour period.
6. All batteries will be individually numbered and will also show the date they were commissioned and put in service.
7. All defects to radio equipment will be reported immediately to the Radio Communications Co-ordinator.

Procedure

1. Sufficient radios will be held at each site and will be issued to all Unit Managers, 2 I/C’s, custodial staff, all medical staff, all instructors / maintenance staff and all staff involved in prisoner contact (assessments, drug testing, etc).
2. All users of PS radio equipment will receive training in the use and care of radio equipment and of the Radio Communications Operating Protocol.
3. All users of radio equipment will abide by the PS Radio Communications Operating Protocol.
4. All staff will use the Privacy Ear-piece issued to them when using Portable Hand Held Radio equipment.
5. All defects to radio equipment will be reported immediately to the Radio Communications Co-ordinator.
6. All batteries will be run through a battery maintenance cycle every 4 weeks. The results of the battery conditioning cycle will be recorded in a Battery Maintenance Register.
7. Spare ancillary equipment i.e. Remote Speaker Microphones, aerials and carry cases will be held on site.
8. All repeater equipment will be located in a secured cabinet within a secure area. All repeater equipment will have a minimum of six hours on battery backup or be connected to emergency power supply.
9. All prisons will include a section in their Emergency Plans specifically relating to Radio Communication / Repeater failure.
10. All alarm responses will be as per PS Radio Communications Operating Protocols.
11. Sites that issue radios from satellite locations (i.e. 60-bed units), will have an officer appointed to the Radio Communications Portfolio. They will be responsible for compliance with the battery charging protocol for equipment held within their unit.
12. Radios will be allocated to a specific shift / position. The officer working that shift on the day will be issued the radio.
13. The issuing officer will maintain an accurate list of which numbered radio has been issued to a specific officer for his / her shift.
14. The Radio Communications Co-ordinator is responsible for all facets of Battery Management and Staff training issues.

Equipment Standard

1. Handheld mobile radio features:
   • Carry case
   • Antenna
   • High capacity battery
   • Remote speaker microphone
   • Fitted with personal alarm
   • Over-the-air stun
2. Personal issue to all users of PS radio equipment:
   • Ear piece
3. Base set equipment features:
   • Ability to scan frequencies
   • Stun /unstun function
   • Decode and display personal alarms
4. Frequency:
   • Each PS site will have as a minimum one-repeater frequency, one simplex frequency and one emergency frequency.
5. Battery maintenance system
   • Each site should have a minimum of 1 battery maintenance system for every 120 batteries on site

Equipment allocation standard

1. All radios will be identified with an individual number.
2. The issuing officer will maintain an accurate record of who has been issued the radio on a daily basis, e.g. Radio number – Shift / Position – Person’s name.
   This record will be placed as convenient as possible to the control room base-set. (This will allow for accurate and timely responses to radio alarms).
3. All radios will be issued using the key tag system (e.g. an identified key tag is handed over for the radio).
4. The following staff will carry a radio at all times whilst on duty:
   • Unit Managers
   • 2 I/Cs
   • All custodial staff
   • All medical staff
   • All instructors/ maintenance staff

Note: Staff working in the control room will not be required to carry a radio.

Equipment Performance Standard

1. All base-set equipment will be capable of remotely Stunning /un-stunning any hand-held radio.
2. All base-sets will be capable of scanning multiple channels.
3. All sites will have a minimum of three channels. (1x Repeater, 1x Simplex and 1x Emergency channel).
4. All hand-held radios will be issued complete with carry-case, remote speaker microphone and battery.
5. All hand held radios will have an emergency alarm that sends a unique identification number to the base-set.
6. All users of PS radio equipment will use the earpiece issued to them whenever using PS radio equipment.

Battery Management

1. All batteries will be individually numbered and dated to indicate when they were put into service.
2. All batteries will be charged at the completion of their shift as per the manufacturer specifications.
3. The Radio Communications Co-ordinator is responsible for all facets of battery management and battery maintenance.
4. All batteries will be cycled through the battery maintenance system regularly as per the manufacturer specifications.
5. All results of the battery maintenance cycle will be recorded in a Battery Maintenance Register.

Key Roles and Responsibilities

Regional Manager

• Ensure all sites have a section in their Emergency Plans specifically relating to radio communication / repeater failure.

Site Radio Communications Officer

1. Overall management of the radio communications system, including:
   • battery management
   • training
   • ensuring equipment is in good working order
   • processing repairs and maintenance requests.

Unit Communications Officer

1. Ensuring battery charging is carried out.
2. Facilitating requests for repairs and maintenance.

Shift I/C

1. Ensuring battery charging is carried out.
2. Facilitating requests for repairs and maintenance.

Corrections Officer / CIE Instructor

1. Report damage and defects to Unit Radio Communications Officer.
2. Ensure use of their privacy earpiece when using portable hand held radio.
3. Use correct radio protocol when using radio communication equipment.