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The AIS Desk Staff LibGuide: Radios

Radios Information

Radios & Communication with Operational Leads

Radio use & best practices:
  • Immediately assess any incident first:
    • Contact UAPD immediately for incidents of illegal activity or when safety is in question. Then contact the Operational Lead for assistance.
    • For urgent assistance, please signal to the Operational Lead that immediate assistance is needed.
    • If needed, step away from the desk to a more secure area to request assistance (Tech Toolshed storage on Main 1st; Reception storage on Main 2nd; 2nd floor staff office at WSEL)
    • Remember to provide your location whenever you request assistance.
  • Refrain from providing detailed information over the radio as other staff are likely in public areas. Operational Lead can gather additional information in person.
  • Keep radio volume to a minimum to keep disruption to a minimum (loud enough to hear radio communications) when at the desk. 

  • Radios should remain on the desks during the day and not be stored in drawers.

Radio deployment: 

  • Opening staff at Main 1st and Main 2nd should retrieve the designated desk radio, turn up the volume, and ensure it is set to Main Library Station (1).

  • WSEL opening staff should remove the radio from its cradle, turn up the volume, and confirm it is also set to Main Library Station (1).

  • Closing staff are responsible for returning the radios to their respective cradles at each service site.

  • Radios are stored in Reception Storage (Main 2nd), A123 Tech Storage (Main 1st), and WSEL Office 209 (staff area). 

Operating the Radios & Best Practices

At the Beginning of Every Desk Shift: 

  • Turn the radio on by rotating the volume knob clockwise 
  • Confirm you hear a tone and see a green light  
  • Ensure radios are set to Channel 1  
  •  Check that the radio is fully charged 
  • If issues arise, attempt basic troubleshooting (listed below) 

Radio Etiquette: 

  • Press and hold the talk button before speaking   
  • Pause 1-2 seconds before talking, as there may be a delay   
  • Speak clearly and keep messages short and concise (under two sentences)  
    • Example: “Main 5th floor clear. Over.” 
    • Example: “I need assistance at the Ask Us desk at Main 2nd. Over.”  

  • End your message with "over" and release the button   

  • Allow time for the recipient to respond   
    • If no response, try again   
    • If still unsuccessful, troubleshoot the radio (listed below) 

At the End of Every Workday: 

  • Power off the radio by turning the volume knob counterclockwise until you hear a click and see the "powering down" message  
  •   Return the radios to their charging dock:  
    • Align the back of the radio with the dock   
    • The red light on the dock indicates proper placement  

Best Practices   

  • Do provide your location.   
  • Do consider context.   
    • E.g. If someone is being threatening, do not use identifying names (your own, supervisors, or operational leads)   

  • Radio Terminology: 

  • Radio Check – Can you hear me clearly?  
  • Copy/Roger – Message Received & Understood  
  • Over – Message is finished   
  • Repeat – Please repeat your message  

Troubleshooting:  

  • Increase the volume  
  • Confirm radio is set to Channel 1  
  • Ensure radio is charged   
  • If you hear a tone, two people are trying to speak at once  
    • Release the button, pause, and try again  
  • If you receive an Out of Range error: 
    • Turn the radio off and back on again, or reposition slightly 
  • There is a known out of range spot to the left of the WSEL desk  
    • When not charging, store the radio on the right side of the desk   

Visit the AIS Radios Instructions & Use document for more information on how to operate the radios.