Facilities Services: Radio Policy

Unit Policy

Title

Facilities Services: Radio Policy

Introduction

Purpose

Scope

Policy

This policy outlines the policy on the use of radio equipment within Facilities Services. Radio equipment covered by this policy includes two-way portable and mobile units, pagers, base stations (desktop units), cell phones, repeaters, and any other associated equipment.

Work Units with FCC Licenses

Communications Committee Responsibility

The Facilities Services Communication Committee is responsible for establishing policy for the division. The Committee is chaired by the Director, Energy Services and includes one or more representatives from each user department appointed by the Directors of those departments. These representatives on the committee are the Communications Coordinators for their respective departments.

The Communications Committee oversees the issuance of call numbers by the individual Communications Coordinators to avoid duplication.

Coordinator Responsibility

• Participate in Facilities Services Communications Committee activities
• Purchase radio equipment for a work unit
• Assign radio equipment to employees

Keep Proper Records for Work Unit

• Inventory of radio equipment in work unit
• Maintenance history for each item of radio equipment in work unit

Radio Equipment Maintenance

• Send radio equipment to appropriate service shop for repair
• Monitor quality of radio signal and take action when necessary
• Monitor maintenance and use of radio equipment in work unit
• Monitor warranty periods for new radio equipment and other cost issues

Enforcement of Policy

• Communicates policy to radio equipment users in work unit
• Reports problems to supervisor(s) in work unit

Licensing

• Keep license information current including numbers and types of radio equipments listed
• Renew radio licenses at appropriate time
• Issue call numbers (with oversight by the Communications Committee to avoid duplication)

Radio Distribution Criteria

Distribution of radios is the responsibility of the Director of the department. Radios are distributed to those within the work unit based on need for routine or emergency remote communication, supervisors and other employees who are trained and demonstrate the proper use and care of the radio equipment.

Radio equipment is selected by the Director of the department based on cost and usage requirements.

Pagers

Pagers are obtained from the ITS Telecommunications Department.

Equipment

Vendors

Several vendors will be used by Facilities Services for the purchase and maintenance of radios. The use of particular vendors is determined by the Director of each user department or through the bidding process prescribed by the purchasing procedure. The quality and reliability of radio equipment service determines the number of vendors qualified. User departments are encouraged to seek advice and gain from experience of others through participation on the Communications Committee.

Maintenance Contract(s)

Maintenance contracts are generally not recommended for mobile and portable radios. Based on experience within Facilities Services, the cost of a contract can exceed the benefit. By conducting proper preventive maintenance of radio equipment, the cost of individual radio repair can be held below that of maintenance contracts.

Maintenance contracts are recommended for critical repeaters. Periodic tuning of this equipment can only be done by factory authorized and trained technicians. Priority service is available only for customers with service contracts. Since the loss of critical repeaters can effect University operations, priority service is necessary.

Training

It is recognized that the Federal Communications Commission regulates the use of radio frequencies, and Facilities Services must abide by the regulations or be at risk of losing licenses. All employees who are expected to operate a radio should receive training in the use of the radio in accordance with this policy. The purpose of the training is to familiarize users with the basics of radio communication including radio maintenance, battery recharging, and radio assembly. The responsibility of ensuring the training is given each employee is incumbent on the employee's supervisor. Human Resources Training, upon request, can administer the training program or provide a packaged training presentation for use by the supervisor.

Maintenance

Maintenance of the radio components is one of the most important facets of good radio communications. Without a working radio and its parts, a radio is of no good to the employee having access to it. Battery maintenance is one of the important components to a good working radio.

• Test the operation of communications equipment at the beginning of the shift to ensure that it is working properly. Most shops will allow employees to test voice equipment by broadcasting to the communications center.
• Follow user's manual for communications equipment regarding preventive maintenance.
• Check all settings such as power, volume, squelch, search public address, channel selection, indicator lights or displays.
• Malfunctioning equipment should be reported to the Communications Coordinator and repaired or replaced prior to the next working day.
• If a battery is new or its charge level is very low, it must be charged before you can use it. Batteries are shipped uncharged from the factory. New batteries must be charged 14 to 16 hours before initial use regardless of the status indicated by the charger.

Contact Information

Primary Contact

Name: Howard Wertheimer

Telephone: 919-962-3456

Email: werthy@unc.edu