Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.): 21. Communications: Annexes

Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.)

(introduction...)

Using the Handbook

Introduction

Abbreviations

UNHCR's Mission Statement

1. Aim and Principles of Response

(introduction...)

Definition and Aim

Responsibilities

Principles of Response

2. Protection

(introduction...)

Introduction

Protection in Emergencies

Initial Actions

Physical Safety of Refugees

Emergencies as a Result of Changes in Government Policy

Other Persons of Concern to UNHCR

Durable Solutions

Key References

Annexes

3. Emergency Management

(introduction...)

Introduction

The Key Emergency Management Functions

Stages in Refugee Emergency Operations

Key References

4. Contingency Planning

(introduction...)

Introduction

Planning as a Process

Contingency Planning Tasks

Characteristics of a Good Plan

Key References

Annexes

5. Initial Assessment, Immediate Response

(introduction...)

Introduction

Organizing the Assessment

Immediate Response

Protection and Material Assistance

Key References

Annexes

6. Operations Planning

(introduction...)

Introduction

Operations Planning Tasks

Allocation of Responsibilities

Annexes

7. Coordination and Site Level Organization

(introduction...)

Coordination

Organization at the Site Level

Key References

Annexes

8. Implementing Arrangements

(introduction...)

Introduction

Implementing Arrangements

Implementing Procedures

Monitoring, Reporting and Evaluation

Special Considerations

Key References

Annexes

9. External Relations

(introduction...)

Relations with Government and Diplomatic Corps

Relations with the Media

Funding and Donor Relations

Formal Written Communications

Annexes

10. Community Services and Education

(introduction...)

Overview

Introduction

Organizing Community Services

Human Resources

Family Tracing and Reunification

Groups at Risk and Vulnerable Groups

Education

Key References

Annexes

11. Population Estimation and Registration

(introduction...)

Overview

Introduction

Population Estimates

Registration

Key References

Annexes

12. Site Selection, Planning and Shelter

(introduction...)

Overview

Introduction

Organization of Response

Criteria for Site Selection

Site Planning: General Considerations

Site Planning: Specific Infrastructure

Shelter

Reception and Transit Camps

Public Buildings and Communal Facilities

13. Commodity Distribution

(introduction...)

Overview

When to start distribution

Choosing a Commodity Distribution System

Components of Distribution Systems

The Role of Refugee Women

Monitoring

Key References

14. Health

(introduction...)

Overview

Introduction

Health Assessment, Planning, Monitoring and Surveillance

Main Health Programmes

Organization of Refugee Health Care

Human Resources and Coordination

Key References

Annexes

15. Food and Nutrition

(introduction...)

Overview

Introduction

Organization of Food Support

Nutritional Assessments

General Feeding Programme

Selective Feeding Programmes

Infant Feeding and use of Milk Products

Key References

Annexes

16. Water

(introduction...)

Overview

Introduction

Assessment and Organization

The Need

Immediate Response

Water Supply Systems

Water Sources

Pumping Equipment

Treatment

Storage

Distribution

Key References

17. Environmental Sanitation

(introduction...)

Overview

Introduction

Basic Principles And Standards

Human Resources And Organization

Human Excretia Disposal

Solid Wastes

Wastewater

Pest and Vector Control

General Hygiene

Disposal Of The Dead

Key References

Annexes

18. Supplies and Transport

(introduction...)

Overview

Introduction

Organization of the Supply Chain

Supplies

Transport

Reception of Goods

Storage

Stock Management

Key References

Annexes

19. Voluntary Repatriation

(introduction...)

Overview

Introduction

UNHCR's Role in Voluntary Repatriation

Conditions For a Voluntary Repatriation

On Route

On Arrival in Country of Origin

Key References

Annexes

20. Administration, Staffing and Finance

(introduction...)

Introduction

Emergency Staffing

Budget and Finance

Non-Expendable Property and Office Supplies

Office Premises

Official Transport

Office Organization

Key References

Annexes

21. Communications

(introduction...)

Introduction

Communications Management

Telecommunications

UNHCR Telecommunications Network Field Preparations

Key References

Annexes

22. Coping with Stress

(introduction...)

Introduction

Identifying Stress Symptoms

Techniques for dealing with Stress

Key References

23. Staff Safety

(introduction...)

Introduction

The UN Security System

Essential Plans

Security

Security Management

Key References

24. Working with the Military

(introduction...)

Introduction

Categories of Military Forces

Possible Roles of Military Forces in Humanitarian Operations

Coordination Between Military Forces and Civilian Agencies

Key References

Appendix 1 - Catalogue of Emergency Response Resources

Appendix 2 - Toolbox

Appendix 3 - Memoranda

Appendix 4 - Glossary

Annexes

Annex 1 - Common Communications Equipment and Terminology

Common name or acronym	Full name	Description and Use
Codan	Manufacturer's name	High frequency radio system using voice communication, commonly used in vehicles
DAMA	Demand Assigned Multiple Access	Satellite (VSAT) system which allows multiple lines of telephone, fax and data to be transmitted via satellite
DTS	Digital Transmission System (proprietary name)	A successor to PACTOR, allowing the transmission of e-mail messages by radio
HF	High Frequency	Range of frequency of radio waves used for long distance radio communication
INMARSAT	International Mobile Satellite Organization (originally called International Maritime Satellite Organization)	Phone system which provides global phone, fax and data transmission via satellite
Factor	Packetised Telex Over Radio	System whereby printed messages can be sent by radio
SATCOM	Satellite Communications	Generic term for any satellite communications system
SATCOM A, B, C, M, Mini-M	Refers specifically to INMARSAT terminals used by UNHCR	Telephone system used for voice, fax and data communications. The equipment comes in various sizes, from suitcase size to small laptop and with varying capabilities from simple telex to video- conferencing
SITA	Soci International de Tcommunications Anautiques	An organization which provides a global communications network for airline reservations and ticketing. It can also provide a communications network for non-airline customers (e.g. UNHCR)
UHF	Ultra High Frequency (Higher than VHF)	Range of frequency of radio waves used for short distance radio communication
VSAT	Very Small Aperture Terminal	Satellite system which allows multiple lines of telephone, fax and data to be transmitted via geo stationary satellite
VHF	Very High Frequency	Radio waves used for short distance radio communications (e.g. handsets or walkie-talkies)
VHF Repeater	Very High Frequency Repeater	Equipment used to extend the range of VHF short distance radio communications to a range of 20 to 80 km, depending on the topography

Annex 2 - Message Identification

The following instructions are for telecommunications operators who need to keep a formal log of all messages received and transmitted (including e-mail, fax and PACTOR). The principles are that in each case "HCR" must appear in the prefix and whatever the type and means of communication, each message must bear one number unique to that transmission for each addressee.

Components of the message identity are:

· Message from Headquarters to the Field: HCR/aaaaa/9999

· Message from the Field to Headquarters: aaaaa/HCR/9999

where aaaaa is the official UNHCR location (Duty Station) code of the Field Office concerned, and 9999 is a four figure sequential number starting at 0001 on the 1" of january each year.

· Between field offices: aaaaa/bbbbb/HCR/9999

where aaaaa is the five letter location code for the sending field office and bbbbb is the five letter location code for the addressee, and 9999 = four figure sequential number, starting at 0001 on the 1" of January each year.

· To non-UNHCR addressees: aaaaa/MSC/HCR/9999

There are two categories of four figure sequential numbers which may be used:

Category A is used for communications between Headquarters and field offices and between field offices with a considerable message exchange. The number used would be the next in the series for communications that year between the originator and addressee.

Category B is for UNHCR addressees who do not fall into Category A and for non-UNHCR addressees. If there are many such messages, two series may be used: UNHCR and non-UNHCR. All series or sequences restart at 0001 on the 1" of January.

Examples

Category A messages:

HCR/ANGLU/0123 means the 123^rd message from Headquarters to Luanda, Angola this year. ANGLU/HCR/0210 means the 210^th message from Luanda, Angola to Headquarters this year. ANGLU/RSAPR/HCR/0097 means the 97^th message from Luanda to Pretoria, South Africa this year (where Luanda and Pretoria use sequential numbering).

Category B messages:

ANGLU/SENDA/HCR/0024 means a message from Luanda to Dakar, Senegal, and which is the 24^th Category B message this year from ANGLU (where Luanda and Dakar do not use sequential numbering).

If there is more than one addressee, a separate message identity must be used for each. If the message is being sent to some addressees for information only, this should be indicated in brackets after the respective message identity. For example messages from Luanda to Headquarters for action, copied to Dakar for information, would bear the following:

ANGLU/HCR/0124
ANGLU/SENDA/HCR/0024
(SENDA for info)

In order that the system can work effectively any missing sequential number in Category A must be reported to the other category A addressee as soon as possible, and the last number of the year (or of a series) must be reported to each category A addressee. If a category A number is duplicated by mistake, correct this by allocating the next available number and reporting this number to the addressee by a service (SVC) message. Note that the SVC message itself should also be numbered. Indicate the date or subject to avoid any danger of confusion.