Comprehensive operations, communications, training, and case-for-support SOP for the Heaven Sent Emergency Command & Response Vehicle (ECRV), based on the National Disaster Action Plan (Version 1.0, March 2026).
Document Information
| Document Number | SOP-OPS-ECRV-001 |
|---|---|
| Source Plan | National Disaster Action Plan, Version 1.0 (March 2026) |
| Scope | ECRV operations, ICS role, communications systems, training, and attached tools for Heaven Sent deployments. |
| Organization | Heaven Sent Community Services & Veterans Assistance |
This SOP integrates every ECRV-related section from the National Disaster Action Plan, including ECRV description, ICS integration, communications systems, frequency plans, ham team assignments, MARS operations, ICS forms, and radiogram procedures. Printed copies are uncontrolled; verify version before use.
Table of Contents
- Section 1 — ECRV Role & Capabilities
- Section 2 — Activation & Deployment
- Section 3 — ECRV Staff & Ham Operator Team
- Section 4 — Communications Systems & ICS‑205
- Section 5 — Frequency Plan & FRS/PMRS Channels
- Section 6 — MARS Integration & Military Liaison
- Section 7 — Advanced Digital Modes & VoIP
- Section 8 — ICS Hardware & Software Inside the ECRV
- Section 9 — ICS Forms & Documentation from the ECRV
- Section 10 — Radiograms & Message Handling
- Section 11 — Training & Certification Program
- Section 12 — Program Attachments (ICS Forms, Radiograms, Checklists)
- Section 13 — Need, Impact & Data Snapshot
- Section 14 — Case for Support
- Digital Field-Readiness Dashboard
- HSCVS‑ECRV‑CHK‑Series — Checklists
- HSCVS‑ECRV‑TRL‑01 — Training Log
- HSCVS‑ECRV‑MTN‑01 — Maintenance Log
- HSCVS‑RADIOGRAM‑01 — Radiogram Form
- HSCVS‑RADIOGRAM‑02 — Radiogram & ICS‑Style Log
- Signature Page
Section 1 — ECRV Role & Capabilities
1.1 ECRV Description
- Function: Mobile incident command post, coordination center, and communications hub.
- Capacity: Workspace for 6–8 command staff, with laptops, printer, status boards, and ICS documentation.
- Technology: Laptops, printer, radios (VHF/UHF/Ham/CB), satellite phone, internet, and incident management software.
- Power: Generator and shore power capable; UPS and portable power for critical systems.
- Deployment readiness: Fully mission-ready within 12 hours of activation.
- ICS integration: Fully NIMS/ICS compliant and integrated with local, state, and federal structures.
1.2 ICS Role of the ECRV
- The Heaven Sent Incident Commander (ECRV Commander) normally operates from the ECRV and leads the Heaven Sent ICS organization.
- The ECRV supports Operations, Planning, Logistics, Finance/Admin, and Safety functions for Heaven Sent assets (shelter, kitchen, hygiene, debris, pet care).
- Heaven Sent typically operates as ESF‑6 Mass Care branch/division, VOAD liaison to Incident Command, or unified command partner.
- The ECRV maintains regular communication with local EOCs, participates in operational briefings, and submits situation reports and resource status.
Section 2 — Activation & Deployment
2.1 Deployment Levels Involving the ECRV
- Level 1: Single trailer/resource (local, 1–3 days); ECRV may remain at base as communications and coordination platform.
- Level 2: Multiple trailers (regional, 3–10 days); ECRV deploys as mobile command post when command/communications requirements warrant.
- Level 3: Full fleet deployment with ECRV (multi‑state, 10+ days); ECRV deployment is mandatory.
2.2 Activation Process
- The CEO/Operations Director receives activation requests from FEMA VAL, State DEM, local EOCs, or VOAD partners.
- The Operations Director evaluates scope, duration, resources, costs, and safety conditions before recommending deployment.
- The CEO authorizes deployment level and ECRV deployment; the Operations Director activates staff, staging, EOC coordination, and travel planning.
- Notification timeline: assessment within 0–2 hours, mobilization 2–8 hours, departure by 8–12 hours, arrival and setup within 12–24 hours.
Section 3 — ECRV Staff & Ham Operator Team
3.1 Key ECRV Positions
- Heaven Sent Incident Commander (ECRV Commander).
- Communications Officer (COML).
- Operations, Planning, Logistics, Finance/Admin, and Safety Officers as defined in the Plan.
3.2 Ham Radio Operator Team (10 Operators)
The ECRV communications team uses a 10‑operator structure to maintain 24/7 coverage of HF, VHF/UHF, Winlink, APRS, digital modes, and MARS integration.
| Operator | Role | License & Location |
|---|---|---|
| Operator 1 | ECRV Communications Officer (Primary) — net control, HF, Winlink, PSK, overall comms management. | General or Extra; ECRV command post. |
| Operator 2 | ECRV Backup Communications Officer — VHF/UHF, APRS, digital modes. | General or Technician; ECRV command post. |
| Operator 3 | Shelter Trailer Communications — VHF/UHF tactical, FRS coordination. | Technician or General; shelter trailer/mobile. |
| Operator 4 | Kitchen/Feeding Communications — VHF/UHF tactical, food distribution. | Technician or General; kitchen trailer/outreach vehicle. |
| Operator 5 | Shower/Laundry Communications — VHF/UHF tactical, hygiene operations. | Technician; shower/laundry trailer. |
| Operator 6 | Chainsaw Team Communications — VHF/UHF, safety comms, GPS tracking. | Technician; chainsaw crew vehicle. |
| Operator 7 | Mobile/Roving Communications — HF/VHF, liaison to EOC, supply runs. | General; support vehicle mobile. |
| Operator 8 | Night Shift Communications Officer — after-hours monitoring, HF night nets. | General or Technician; ECRV command post. |
| Operator 9 | Digital Modes Specialist — Winlink, PSK31, APRS, FT8. | General or Extra; ECRV or remote. |
| Operator 10 | MARS Liaison/HF Specialist — MARS coordination, HF long-distance. | General or Extra, MARS certified; ECRV or mobile. |
3.3 Shift Schedule & Rest
- Day shift (0600–1800): Operators 1, 3, 4, 5, 6, 7, 9.
- Night shift (1800–0600): Operators 2, 8, 10.
- No operator works more than 12 hours per 24 hours; minimum 8 hours rest between shifts.
Section 4 — Communications Systems & ICS‑205
4.1 ICS‑205 Template Overview
4.2 Communications Systems Overview
- Primary: VHF/UHF commercial radios for tactical operations, cellular phones, and internet via cellular hotspot or satellite.
- Secondary: Amateur (Ham) radio HF/VHF/UHF, MARS, satellite phone, PMRS, FRS.
- Tertiary: CB radio, runners, written message boards for worst-case scenarios.
4.3 ECRV Communications Equipment Suite
- HF transceiver (100W, multi-band).
- VHF/UHF mobile radio (50W, programmable).
- VHF/UHF handheld radios (approximately 10 units, 5W).
- PMRS/FRS handheld radios (approximately 20 units).
- CB radio (mobile, 4W).
- Satellite phone.
- Cellular hotspot/router.
- Laptop with Winlink and APRS software.
- Antenna mast, guy wires, coax, adapters, and connectors.
- Spare batteries, chargers, and power supplies.
Section 5 — Frequency Plan & FRS/PMRS Channels
5.1 FRS/PMRS Tactical Channels
| Channel | Frequency | Assignment | Range |
|---|---|---|---|
| FRS Ch 1 | 462.5625 MHz | Heaven Sent Operations Primary | 1–2 mi |
| FRS Ch 2 | 462.5875 MHz | Shelter Team | 1–2 mi |
| FRS Ch 3 | 462.6125 MHz | Kitchen Team | 1–2 mi |
| FRS Ch 4 | 462.6375 MHz | Shower/Laundry Team | 1–2 mi |
| FRS Ch 5 | 462.6625 MHz | Chainsaw Team | 1–2 mi |
| FRS Ch 6 | 462.6875 MHz | Pet Team | 1–2 mi |
| FRS Ch 7 | 462.7125 MHz | Logistics/Supply | 1–2 mi |
| FRS Ch 8 | 462.7375 MHz | ECRV Command | 1–2 mi |
Privacy codes (for example, CTCSS tone 141.3 Hz) may be used to reduce interference. Operators keep transmissions brief, use unit designations and plain language, and avoid sensitive information on FRS.
5.2 Key HF/VHF/UHF & Winlink Frequencies
- HF 3.935 MHz (75m) — ARES/RACES emergency net.
- HF 7.235 MHz (40m) — daytime regional net.
- HF 14.300 MHz (20m) — national traffic net.
- VHF 146.52 MHz — national simplex calling.
- VHF 147.000–147.390 MHz — local ARES repeaters.
- VHF 145.010 MHz — packet/digital messaging and VHF Winlink.
- UHF 446.00 MHz — simplex calling; 442–445 MHz for repeaters.
- APRS 144.390 MHz — position tracking and status messages.
Section 6 — MARS Integration & Military Liaison
6.1 MARS Team & Capabilities
- Operators 1, 7, and 10 are US Army or Air Force MARS certified with MARS call signs and access to military HF networks.
- MARS provides message relay to and from Department of Defense, National Guard, and other military units during national emergencies.
6.2 MARS Frequencies & Operations
- Army MARS bands: 4.650–5.250 MHz and 7.850–8.150 MHz (authorized users only).
- Air Force MARS bands: 5.330–5.405 MHz and 13.200–13.360 MHz.
- MARS operations require coordination with MARS state/region net control and adherence to MARS message formats.
Section 7 — Advanced Digital Modes & VoIP
7.1 Winlink, PSK31, APRS, FT8
- Winlink Global Radio Email is used for email when internet is unavailable, including ICS forms transmission and situation reports to HQ and EOC.
- PSK31/PSK63 supports low-power keyboard-to-keyboard text on 3.580, 7.080, 14.070, and 21.080 MHz.
- APRS on 144.390 MHz provides real-time vehicle and team tracking, weather integration, and status messages; the ECRV can function as a digipeater and iGate.
- FT8/FT4 on standard HF frequencies provide weak-signal emergency contact and propagation checking.
7.2 VoIP & Video Conferencing
- SIP-based VoIP phones connected through the ECRV router (cellular or satellite) provide field phone numbers, call forwarding, voicemail, and conference capability.
- Zoom/Teams meetings support coordination with Heaven Sent HQ, EOCs, VOAD partners, and media when bandwidth permits.
Section 8 — ICS Hardware & Software Inside the ECRV
8.1 Incident Command Hardware
- Rugged laptops with MIL‑STD‑810G durability, GPS, and cellular/Wi‑Fi for ICS documentation and mapping.
- Rugged handhelds for shelter check-in, inventory, meal tracking, and pet reunification.
- Satellite communicators for remote teams.
- Large displays/status boards showing maps, objectives, communications plans, and safety messages.
- Rugged printers for forms, maps, and briefings.
- UPS, battery banks, solar, and generator/shore power integration for continuity.
8.2 Key Software Platforms
- Incident management platforms (for example, WebEOC, Veoci) used with local EOCs.
- GIS mapping (for example, ESRI ArcGIS Online, Google Earth).
- Weather monitoring via NOAA and radar applications.
- Communications suite: Winlink, fldigi, WSJT-X, APRS clients, VARA modems.
- Spreadsheets and databases for resource and client tracking.
8.3 Data Backup & Security
- Daily backup of critical data to external drives and cloud when available, including ICS forms and logs.
- WPA3 Wi‑Fi, VPN, firewalls, antivirus, and no public access to internal networks.
- Minimal data collection, avoidance of Social Security numbers, and secure disposal of paper records.
Section 9 — ICS Forms & Documentation from the ECRV
The ECRV serves as the central point for completing, storing, and transmitting ICS forms such as ICS‑201, 202, 203, 204, 205, 205A, 206, 207, 208, 209, 211, 213, 214, 215, 215A, 218, 221, 225, as well as Heaven Sent custom forms.
- ICS‑201 for initial incident briefing and deployment summary.
- ICS‑202/203/204 for objectives, organization structure, and assignments.
- ICS‑205/205A for radio plans and contact lists.
- ICS‑209 for daily incident status updates.
- ICS‑214 and ICS‑309 for activity and communications logging.
Section 10 — Radiograms & Message Handling
Radiogram procedures follow ARRL/National Traffic System practices and are integrated with ICS‑309 and ICS‑214 logs for traceability.
- Radiogram fields include: message number, precedence, station of origin, check, place, time/date, handling instructions, addressee, text, and signature.
- Precedences include EMERGENCY, PRIORITY, WELFARE, and ROUTINE, with ARL numbered messages available for common situations.
- Radiograms are logged in ICS‑309 and retained with incident documentation.
Section 11 — ECRV Training & Certification Program
The ECRV program includes a structured training path aligned with FEMA ICS and AUXCOMM guidance to ensure qualified operators for every deployment.
Level 1 – Basic ICS & Safety
- FEMA IS‑100, IS‑200, IS‑700, IS‑800 for all ECRV crew.
- Heaven Sent Safety Orientation (CO, generators, electrical, weather, slips/trips).
- Basic radio discipline and ICS‑213 message usage.
Level 2 – ECRV Operator
- Fleet/ECRV driving and inspections (Fleet SOP) including hours-of-service and emergency maneuvers.
- Hands-on practice with radios, satellite phone, Winlink, APRS, and ICS‑205/205A/214/309.
- Technician-class license strongly recommended; ARES/RACES participation encouraged.
Level 3 – Communications Officer / AUXCOMM
- ICS‑300 and ICS‑400 for advanced incident roles.
- AUXCOMM (AUXC) or similar communications unit training offered by state emergency management.
- General or Extra-class license for HF and MARS certification for designated operators.
- Proficiency in Winlink, APRS, PSK31/PSK63, FT8, and digital voice modes.
Section 12 — Program Attachments (ICS Forms, Radiograms, Checklists)
The ECRV program includes a complete suite of standardized forms and tools that align with FEMA ICS, AUXCOMM, and National Traffic System practices.
ICS Forms Packet (Fillable PDFs)
- ICS‑201 – Incident Briefing
- ICS‑202 – Incident Objectives
- ICS‑203 – Organization Assignment List
- ICS‑204 – Assignment List
- ICS‑205 – Incident Radio Communications Plan
- ICS‑205A – Communications List
- ICS‑206 – Medical Plan
- ICS‑207 – Incident Organization Chart
- ICS‑208 – Safety Message / Plan
- ICS‑209 – Incident Status Summary
- ICS‑211 – Incident Check‑In List
- ICS‑213 – General Message
- ICS‑213 RR – Resource Request
- ICS‑214 – Activity Log
- ICS‑215 – Operational Planning Worksheet
- ICS‑215A – IAP Safety Analysis
- ICS‑218 – Support Vehicle / Equipment Inventory
- ICS‑221 – Demobilization Check‑Out
- ICS‑225 – Incident Personnel Performance Rating
Radiogram Tools
- HSCVS‑RADIOGRAM‑01 – Radiogram Message Form (ARRL-style).
- HSCVS‑RADIOGRAM‑02 – Radiogram Log & Tracking Sheet (linked to ICS‑309).
Checklists & Quick Reference
- HSCVS‑ECRV‑CHK‑01 – ECRV Pre‑Departure Checklist.
- HSCVS‑ECRV‑CHK‑02 – ECRV Site Setup Checklist.
- HSCVS‑ECRV‑CHK‑03 – ECRV Demobilization Checklist.
- HSCVS‑ECRV‑QRC‑01 – ECRV Quick Reference Card (key frequencies, contacts, safety).
Section 13 — Need, Impact & Data Snapshot
When power and cell towers fail during hurricanes and other disasters, many towers lose service due to power and backhaul loss, leaving communities without reliable communications or data.
Mobile Command Vehicles provide self-contained, generator-backed command posts that maintain communications, coordinate multi-agency responses, and support rapid decision-making during major incidents.
These specialized vehicles are typically owned by state emergency agencies, law enforcement, or large public safety departments, not community-based nonprofits.
Heaven Sent operates in hurricane-prone states with some of the highest expected annual disaster losses, putting veterans, seniors, and disabled neighbors at high risk when communications and coordination systems fail.
Dashboards in the ECRV will track service metrics (meals, shelter nights, showers, laundry loads, pets sheltered, driveways cleared) and communications uptime, providing real-time evidence of impact to emergency managers and funders.
Section 14 — Case for Support — The ECRV as a Regional Lifeline
The Heaven Sent ECRV is a regional lifeline that unites command, communications, and compassionate care, allowing teams to coordinate mass care, shelter, feeding, hygiene, debris operations, and pet care when fixed infrastructure has failed.
By investing in this "king" asset, funders help launch a nonprofit-operated mobile command platform that is dedicated to serving veterans, seniors, people with disabilities, and disaster survivors, working alongside local, state, and federal emergency managers rather than operating for enforcement or profit.
This ECRV program combines world-class technology, disciplined ICS and AUXCOMM practices, and more than 25 years of disaster relief experience into a single, deployable system that ensures no neighbor is left unseen, unheard, or unsupported in their darkest hour.
Digital Field-Readiness Dashboard
This section provides a printable dashboard layout that can later be wired into live data to track SOP status, forms readiness, and ECRV operational status.
| Category | Item | Status | Notes |
|---|---|---|---|
| SOP | ECRV SOP (this page) | Ready | Version 1.0, March 2026 |
| ICS Forms | ICS Packet (201–225) | Ready / Printed | Stored in ECRV Forms Binder |
| Radiograms | HSCVS‑RADIOGRAM‑01 / 02 | Ready | Printed pads in ECRV COMMS Station |
| Checklists | ECRV CHK‑01/02/03 | Ready | Mounted in driver and COML areas |
| Training | ECRV Crew Training Logs | In Progress | See HSCVS‑ECRV‑TRL‑01 |
| Maintenance | ECRV Maintenance Log | In Progress | See HSCVS‑ECRV‑MTN‑01 |
This dashboard can later be turned into an interactive web app backed by a spreadsheet or database for real-time tracking.
HSCVS‑ECRV‑CHK‑Series — Printable ECRV Checklists
These checklists provide step-by-step guidance for ECRV pre-departure, site setup, and demobilization, consistent with the National Disaster Action Plan.
HSCVS‑ECRV‑CHK‑01 — Pre‑Departure Checklist
| # | Item | Initials | Time |
|---|---|---|---|
| 1 | Slides fully retracted and locked; jacks up; antennas and satellite dish stowed. | ||
| 2 | Propane valves off; generator compartment secure. | ||
| 3 | Water/gray/black tank valves in travel position; hoses disconnected. | ||
| 4 | Comms gear secured; no loose items in racks or work areas. | ||
| 5 | CO alarms tested and working. | ||
| 6 | Vehicle inspection complete; fuel at or above target level. | ||
| 7 | ICS forms packet and radiogram pads loaded in ECRV. |
HSCVS‑ECRV‑CHK‑02 — Site Setup Checklist
| # | Item | Initials | Time |
|---|---|---|---|
| 1 | Site assignment confirmed with EOC/IC; hazards and access evaluated. | ||
| 2 | Wheels chocked; parking brake set; 360° safety check completed. | ||
| 3 | ECRV leveled and stabilizers deployed. | ||
| 4 | Shore power connected and verified, or generator started and output checked. | ||
| 5 | Slides extended after power and leveling stable. | ||
| 6 | Antenna mast, HF/VHF/UHF antennas, and satellite dish deployed. | ||
| 7 | ICS‑201, ICS‑205, ICS‑208, safety plan, and site map posted in the ECRV. |
HSCVS‑ECRV‑CHK‑03 — Demobilization Checklist
| # | Item | Initials | Time |
|---|---|---|---|
| 1 | Final ICS‑209, ICS‑214, ICS‑309, and demobilization summary completed. | ||
| 2 | All digital data backed up; paper forms secured for transport. | ||
| 3 | Utilities disconnected; hoses/cables stowed; interior cleaned and secured. | ||
| 4 | Antenna mast, satellite dish, slides, jacks, and steps stowed; 360° walk‑around. | ||
| 5 | Pre‑trip inspection completed; fuel topped before leaving incident area. | ||
| 6 | HQ notified of departure and arrival at base. |
HSCVS‑ECRV‑TRL‑01 — ECRV Crew Training Log
This log tracks training and certification for each ECRV crew member, including ICS, AUXCOMM, and licensing requirements.
| Name | Call Sign | Role | Key Courses | Licenses / Certs | Notes / Dates |
|---|---|---|---|---|---|
| (IC / COML / Op) | IS‑100, 200, 700, 800 | Tech / General / Extra | |||
| (ECRV Driver) | ICS‑300, ICS‑400 | CDL / ECRV Cert | |||
| (AUXCOMM) | AUXCOMM (AUXC) | MARS / ARES/RACES | |||
| (Digital Op) | Winlink, APRS, PSK, FT8 | General / Extra |
Use additional copies of this log as needed. Training status should be reviewed before each deployment and updated after major exercises or missions.
HSCVS‑ECRV‑MTN‑01 — ECRV Maintenance & Service Log
This log documents ECRV maintenance, repairs, and inspections in coordination with the Fleet Vehicles SOP and manufacturer guidelines.
| Date | Odometer / Hours | Service Performed | Vendor / Technician | Notes | Initials |
|---|---|---|---|---|---|
| (Oil, filters, brakes, tires) | |||||
| (Generator service) | |||||
| (Comms gear inspection) | |||||
| (Repairs / mods) |
Maintenance records support warranty compliance, safety, and grant reporting. Log all major services and pre/post-deployment inspections.
HSCVS‑RADIOGRAM‑01 — Radiogram Message Form
This radiogram form is used by Heaven Sent communications operators to send formal traffic via HF, VHF, or Winlink in alignment with National Traffic System practices and ICS‑309/ICS‑214 logging requirements.
Radiogram Header
| Msg No. | Precedence | (EMERGENCY / PRIORITY / WELFARE / ROUTINE) | |
|---|---|---|---|
| HX (Handling) | Station of Origin | ||
| Check | (Word count) | Place of Origin | |
| Time Filed | Date |
Address
| To: | (Name) |
|---|---|
| Address: | (Street, City, State, ZIP) |
| Phone / Email: |
Text (5 Words per Line Recommended)
| 1 _____________________________________________ |
| 2 _____________________________________________ |
| 3 _____________________________________________ |
| 4 _____________________________________________ |
| 5 _____________________________________________ |
| 6 _____________________________________________ |
| 7 _____________________________________________ |
| 8 _____________________________________________ |
Signature
| Signature: | (Name / Title) |
|---|
Handling & Delivery Information
| Received From | (Call / Position) | Date/Time | |
|---|---|---|---|
| Sent To | (Call / Position) | Date/Time | |
| Delivered To | (Name / Agency) | Date/Time | |
| Via | (Voice / Winlink / Other) | Operator | (Call Sign) |
Log all radiograms on ICS‑309 and link them to ICS‑214 Activity Logs. Use ARL numbered messages and standard precedence in line with NTS and AUXCOMM best practices.
HSCVS‑RADIOGRAM‑02 — Radiogram Log & ICS‑Style Communications Log
This log provides a printable, ICS‑style record of radiograms and other significant communications, aligning with ICS‑309 Communications Log practices.
