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Instructions for the Monthly EC Report Form

Instructions for completing the activities sections of the Monthly EC Report Form.

*** Type your email address carefully.  You will not receive a copy of your report unless you enter it correctly.  If you do not receive a copy of your report, check your Spam folder, then contact the Webmaster, Bert Garcia N8NN by email at n8nn@arrl.net.  ***

1. Jurisdiction (County).  Select your county from the drop down list.  You can type the county name to jump to it in the list.

2. Date (mm/yy) of This Report.  Select the month and year from the drop down list.  If this report is for a prior month, enter an explanation in the Comments for the SEC.

3a. Total Number of ARES Members.  Enter the total number of ARES members who were active this month.  You can type a number in this box or use the up/down arrows.  (This applies to all number entry boxes.)

3b. Number of Members Changed Since Last Month.  Enter a positive number (+) for members gained; enter a negative (-) number for members lost.

4. Total Number of ARES Net Sessions.  Enter the number of on-the-air net sessions conducted this month.

5. Number of ARES Nets with NTS Liaison.  Enter the number of above nets in box 4 that have liaison with NTS.

6a. Number of Exercises & Training Sessions This Month.  Activities to be included in box 5a would be ARES meetings (general membership & staff), on-air drills/exercises, coverage tests for repeater(s) or simplex, equipment deployment training, equipment maintenance and exercise (running generators), meetings with served agency personnel, county-wide planning meetings, meetings with leadership of Public Service Events when planning the event (ex: meeting with staff to review route, rest stops, start/finish area layout; activities that occur days/weeks before the actual event).

Regular scheduled nets (ARES local nets) can be included here particularly if you do on-air training or change repeaters or do simplex exercises as pop-up activities during the net.

Example: one ARES meeting, four weekly nets, one Saturday work day (wash and wax trailer) and one EC visit with EM staff would equal 7 activities.

6b. Person Hours for Exercises & Training Sessions This Month.

(This applies to boxes 6b, 7b, 8b, 9b.)

The person hours for an activity are the number of persons involved for the length of time the activity occurred.  Example:  10 people at 1 hour ARES meeting = 10 person hours.

For a longer duration activity, individuals may have to keep their own hours and report their hours to the event communications chairman and ultimately to the EC.  Example:  An event (activity) is 6 hours long;  Bill is there only 4 hours because of another commitment, 4 others are there the whole time.  4 people at 6 hrs + 1 person at 4 hrs = 28 person hours.

For routine (weekly) nets it is sufficient to take the ‘usual’ (average) number of stations times the average length of the net.    12 people X 4 sessions X 30 minutes; 12 X 4 X 0.5 = 24 person hours.  Reporting net activity can be a ‘best estimate’ number.

7a. Number of Community Events This Month.  This entry is the actual number of events during the month and may include fundraising walks, running events, bicycling events, parades, festivals, fairs, shows, regattas.  Any event where the ARES group provides communication support to the event should be counted.

Events may be short (March of Dimes walk from 07:00 to 11:00 on a Saturday morning), a day (Tour de Cure bicycle event), or multi-day (2-day MS 150 bicycle event – two days of 75 miles each – typically out and back from the first city; or a three day bicycle festival – Friday, Saturday, Sunday).

Each event is only counted as one activity even though it may be multi-day.

7b. Person Hours for Community Events.  Same instructions as box 6b.

8a. Number of Emergency Operations This Month.  Activities included here are deployments of ARES personnel/equipment requested by the Emergency Management Office of your county for an emergency or disaster event.

ARES response to a request from Emergency Management, Law Enforcement, or Fire/Rescue authorities to provide support communication for an Incident.

8b. Person Hours for Emergency Operations.  Same instructions as box 6b.

9a. Number of SKYWARN Operations This Month.  Enter the number of SKYWARN operations conducted this month.

9b. Person Hours for SKYWARN Operations.  Same instructions as box 6b.

10a. Total Number of Operations This Month.  Enter the sum of boxes 6a, 7a, 8a, 9a.  The form will not add up these numbers for you.

10b. Total Person Hours This Month.  Enter the sum of boxes 6b, 7b, 8b, 9b.  The form will not add up these numbers for you.

11. Comments for ARRL HQ.  Enter any additional information you want to pass on to ARRL HQ.  This could include major events, or exemplary ARES members or leaders.

12a, b, c, d. Signature, etc.  Enter the name of the person making the report, call sign, email address and title.  Enter your email address carefully so you can receive an email confirmation of your report.

13. Comments, suggestions, or concerns for the SEC.  Enter your comments for the Section Emergency Coordinator.

14. Attach a File.  You may attach a file to this report.  Click the Choose File button and navigate to the file name.  Acceptable file types (extensions) are  jpg, jpeg, png, gif, pdf, doc, docx, ppt, pptx, odt, avi, ogg, m4a, mov, mp3, mp4, mpg, wav, and wmv.  The maximum file size is 1 MB.  For larger files, send them to the SEC by other means.

Submit.  Click the Submit button to send your report to the SEC.  You will receive a copy of your report at the email address you entered in box 12c.

Specific questions on what or where to report about an activity should go to the Section Emergency Coordinator.

Return to the Monthly EC Report Form

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