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Civil Air Patrol
Emergency Services
Search Operations
Aerial Communications
“HighBird”
Recommended Guidelines
for
Aerial Communications for Aircrews
Acting as “HighBird” During Search Operations
Aerial Communications
“HighBird”
Communications in search operations in the Northwest is a significant challenge. Due to the nature of CAP radios, a direct line of sight is required to assure consistent usable reception. With the extremely mountainous terrain in the Northwest, direct line of sight is quite rare. Thus the use of an aerial communications platform becomes essential. “HighBird” is the common term used for an aircraft and aircrew operating in that capacity. The following provides general guidelines on how HighBird can operate at peak efficiency.
HighBird is an aerial communications relay platform only. All decisions about tasking of ground teams and air crews rests with the Incident Commander and his staff at the Incident Command Post, where far better knowledge about the overall search effort and the specific tasking needs reside.
At the same time, a properly prepared HighBird crew can aid significantly in the safe and efficient operations both on the ground and in the air by providing not only a solid communications relay platform, but a double check of the taskings as well to assure that aerial conflicts in particular are minimized.
Note however that HighBird has no direct operational authority over either aircrews or ground teams. HighBird serves only as a communications platform and a set of eyes in the sky for the Incident Commander. While that is the appropriate role for HighBird, that crew is in a good position to help identify possible problems or conflicts, and should assume a limited degree of control over the communications and raise appropriate questions for example about taskings that may create a potential operational conflict so that the IC and staff may resolve them expeditiously.
As noted in CAPR 100, communication operations work best when messages are extremely brief and to the point. Brevity assists greatly in clarity as there are less words to confuse. A good communicator is expert at reducing a complex message to the least number of words possible. The concept of HighBird, when properly executed, lends itself well to this concept. When executed with less expertise, it can be a detriment to good communications, not a direction that any team wishes to be a part of.
SAREX operations are often limited in number of aircrews and ground teams working at any given time, and are a learning environment as well. It is common to have perhaps 5-6 aircraft maximum, and 2-4 ground teams working in a SAREX. With the need to practice and learn, it becomes easy to lapse into habits that are too often carried over into full search operations. It is therefore imperative to develop sound habits that lead to clarity and efficiency when there are 30 to 40 aircraft and 15 to 20 ground teams operating on a full scale SAR or DR Mission.
In Washington State, with its shared air search responsibilities between CAP and WSDOT/WASAR, it is even more critical that these operations are kept simple and concise as CAP and WASAR train and operate somewhat independently.
The responsibility of air crews and ground teams is to assure that they are operating within their taskings and that their communications are kept to an absolute minimum. At the same time, they obviously must be able to clarify situations at times. When all is working well, crews are well experienced, and preflight or pre-drive briefings are clear, there is very little to say. When a sighting occurs, it is then easy for the responsible aircrew or ground team to get time critical messages across the system with a minimum of interference. That is our primary goal in communications.
By the same token, if there is excessive chatter, it becomes not only difficult to maintain multiple communications links, it may become extremely difficult to send critical messages in a timely and clear manner.
It is critical in search operations that aircrew and ground team communicators clearly understand their respective responsibilities in providing clear, concise messages, and only when required for either safety or efficient operational considerations.
With safety as a paramount duty for search crews, it is critical that Base Operations know the operational status of crews, both in the air and on the ground. Crews must be prepared to report that status on a regular basis. Typically such status reports are requested every 30 minutes. In a smaller operation, both air and ground crews will be queried on the hour and half hour. In large operations, that may be broken out with air crews on the hour and half hour, and ground crews on a 15 minute after the hour and 15 minute before the hour basis.
Typically HighBird will be operating and monitoring a minimum of two frequencies, and commonly three frequencies. Air and ground teams will normally operate primarily with one frequency, and a second for coordination between air and ground.
Freq 1: 123.1 for aircraft
Freq 2: 148.15 for ground teams
Freq 3: ATC for air safety issues
Other frequencies may occasionally be used as determined by particular operational needs and selected by the IC staff.
HighBird, when operational, is the primary communications relay for all aerial communications. With rare exception, all radio calls are to or from HighBird.
A form (Exhibit A) has been developed that allows the HighBird aircrew to complete its tasks while airborne in an orderly manner, and to assist in tracking assignments. It is designed to be used in flight with a minimum of writing. The form provides for multiple items as follows:
Again, HighBird does not authorize or change assignments, but knowing where they are enables the HighBird aircrew to back up the Base team in assuring that assignments are not crossed. The HighBird crew can apprise the IC, through Base Communications, of any conflicts detected so that the IC and his staff can resolve them.
An example form (Table 1) is partially filled in below, with four aircraft and one ground team. The filled in information on the form will be discussed in the appropriate phase of use. Each of the columns are numbered only for reference in this text.
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | ||||||||
| Tail | Time | Time | Check In Number | Time | Time | ||||||||||
| Number | Grid | Off | In | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | Out | Down | Comments |
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| CPF 4692 | 184B | 09:37 | 10:04 | x | x | x | x | x | N756CH - GT 3 | ||||||
| CPF 4695 | 232D | 10:27 | 10:50 | x | x | x | x | x | N6322X | ||||||
| Grd Tm 3 | 184B | 10:55 | 11:48 | x | x | x | x | CPF 4692 | |||||||
Table 1 - HighBird Form
The HighBird aircrew should list all of the tasked aircrews and ground teams. The comm person on the HighBird aircrew will fill in columns 1 and 2 of the HighBird Form. By so doing, the crew has full status of all aircrews and ground teams before it launches and is prepped to begin its task.
HighBird handoff can occur in one of two ways. First, if there is not another aircraft already working as HighBird and the handoff comes from Mission Base. Second, the handoff comes from another HighBird operational aircraft.
A first assigned HighBird launches initially with its standard Call Sign. Base Communications should be advised that a HighBird aircraft has been launched, and will take on those duties once it reaches an altitude satisfactory for communications.
On reaching a satisfactory altitude, often 10,000’ MSL if aircraft are working in the mountains, HighBird, using it’s standard Call Sign, takes on the HighBird role with the following call:
“Mission Base, this is CAP Flight 4692. We are now HighBird, over.”
“CAP Flight 4692, this is Mission Base. You are now HighBird.”
From that point on, the aircrew assumes the tactical call of HighBird. This very simple verbiage tells all aircrews as well as Mission Base that HighBird is operational. All aircrews should automatically switch over their air communications from Mission Base to HighBird.
An aircraft launching to take over HighBird from an aircraft already operating as such launches with its standard Call Sign. Base Communications should be advised that a replacement HighBird aircraft has been launched, and will take over those duties once it reaches an altitude satisfactory for communications. When the replacement aircraft contacts High Bird to check in, its communication is:
“HighBird, this is CAP Flight 4693. Off at 1045, enroute to replace HighBird, over.”
“CAP Flight 4693, this is HighBird. Roger, report at altitude.”
On reaching a satisfactory altitude, the replacement HighBird, using it’s standard Call Sign, takes on the HighBird role with the following call:
“HighBird, this is CAP Flight 4693. In position, over.”
“CAP Flight 4693, this is HighBird. You are now HighBird, CAP Flight 4692.”
From that point on, the new aircrew assumes the tactical call of HighBird, and the replaced aircrew reverts to its standard tactical call sign. Operating aircrews should simply continue their communications with HighBird.
When a HighBird is operational, all aircraft should communicate through HighBird after clearing the airport pattern area. Again, the expected calls are as brief as possible. The take off call for example should be:
“HighBird, this is CAP Flight 4690, over.”
“CAP Flight 4690, HighBird, over.
“HighBird, 4690 is wheels up 1025, enroute Grid 264C, over.”
“4690, HighBird copies, out.”
Of course, if their message wasn’t clear, you may choose to read back. This does take additional time, so be judicious in your read backs.
Note that everything that HighBird needs to know is contained in only 6 words. They now know that the launching aircraft is off the ground and where they are going. Nothing is repeated once it is called. Repetition is only required when requested by either aircraft if a part of the call is missed. Once this pattern of communications is established and becomes familiar, one can see that much information can be communicated very simply and quickly, leaving room for other aircraft checking in or dealing with other issues.
HighBird at this point then notes in column 1 the aircraft call sign, in column 2 the grid assignment, and in column 3, the off time. They now know that 4690 should be out of grid, returning to base, in approximately 2½ hours, and that there should be no other aircraft assigned to that grid, nor normally to any adjacent quarter grid. Column 8, comments, may be used for any short notes that will help the HighBird aircrew assure appropriate communications. You will note in the example that the 3rd and 5th rows cross reference each other. They have been assigned the same grid and will need to coordinate with each other, separate from HighBird. This coordination will normally occur on 148.15, rather than the operational air frequency of 123.10.
Similar calls are used for each aircraft for other routine operational events.
In grid: “HighBird, 4690 in grid at 1046, over.”
Out of grid: “HighBird, 4690 out of grid at 1218, RTB, over.”
On the ground: “HighBird, 4690 on the ground at 1242, over.”
Once again, note that there is no mention of any other information. Unless something out of the ordinary occurs, there is no need to tell HighBird (or for HighBird to ask) where you are going or where you are landing.
The HighBird form is filled in with the appropriate time of each of these events under columns 4, 6 and 7.
Note that once column 7 is filled, HighBird’s communications with that aircraft is terminated until such time as it becomes active again. A good practice to avoid confusion should it turn around with a fresh crew quickly is to line out the row when column 7, down time, is filled in. A highlighter works well for this also.
Standard operating procedure (SOP), in order to fully track the status of all aircraft, and provide aid should an aircraft have difficulty, is that no other communications occur. Exceptions are roll call, sightings requiring immediate assistance and necessary subsequent coordination, crew comfort needs and emergencies.
SOP is for HighBird to call Roll Call every half hour on the top and bottom of the hour. HighBird initiates these calls, and expects a very brief reply. Remember, if you’ve reported in correctly, they already know where you are, they only need to know that you’re operating normally.
Note that by observing these procedures, it leaves the aircrew time to communication among themselves. However, they should ALWAYS be listening for any HighBird or other operational calls. Good procedure for Roll Call begins with a ‘heads-up’ call.
“All Aircrews, this is HighBird. Roll Call in 3 minutes.”
No response is expected from anyone at this point. It simply lets everyone know that they should listen up so everyone can quickly and accurately be accounted for. The actual Roll Call then goes as follows:
HighBird calls: “CAP Flight 4690”
4690 responds: “4690, Ops Normal”
HighBird calls: “N21242”
N21242 responds: “21242, Ops Normal”
Any remaining aircraft are called in order. Again, this gives HighBird everything they need to know. They already know where you are, now they know you are safe and the mission can continue normally.
HighBird then simply can check off each aircraft as it checks in in the appropriate column under number 5. This section is used by noting above column 5-1 the first check in time. Say HighBird becomes operational at 0910. The first call in will then be at 0930. Each aircraft that is on the HighBird list, either having been on the list at launch, or has launched since, should be checked off under that column once Roll Call is complete.
Clearly an operational communications exception to the above is when an aircrew sights something that needs to be checked out on the ground. Again, communications should be as brief as possible. Plain English is the rule here, obviously using code words as needed, however, brevity also continues as the rule.
Let’s say the code word for a sighting is “Eagle”. The aircrew call might be”
“HighBird, CAP Flight 4690 has an Eagle, request Ground Team.”
HighBird can then call Mission Base and pass on the request, getting back to 4690 as appropriate. This is one of the few times when more information will need to be passed, including location descriptions, either lat/long, or road intersections.
Note that neither the urgency of such a request, nor any indication of what the “Eagle” might be is stated. Mission Base will have the Eagle code word, recognize the need for immediate coordination and communication. All other aircrews should also immediately recognize the code word, and cease all unnecessary communications. Any non-participating listeners will not have mission critical information that may create other problems for the Mission staff.
OK, we all are going to get sick, or have the bladder run out of time at some point. All HighBird should hear is “HighBird, CAP Flight 4699 requires RTB for Crew Comfort.” They and the rest of the world really don’t need the details!
OK, this is the simplest of all.
Plain English. MAYDAY. Everyone but HighBird stops
ALL communications until the problem is resolved.
EXHIBIT A
Civil Air Patrol
‘HighBird’ Communications Form
Date: Mission No.: HighBird Tail No.:
Pilot: Comm Officer:
Code Words: Find Recall
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SSCS WA019 - 7 Feb 93