1.General Instructions

When filing a monthly report, select the category for your report, County or District. Do not try to select both. If reporting for a County, select the appropriate DEC to whom you should send your report.

2.Local Reporting

All Emergency Coordinators (EC) are responsible for filing monthly reports by the end of the 4th day of the month following the month reported using the on-line reporting system. If an EC has jurisdiction of multiple counties or similar jurisdictions that function as one organization, only one report should be submitted. In the notes, indicate the geographic areas represented by the report if other than a single county. DO NOT file a report for each county in the designated EC’s jurisdiction.  District Emergency Coordinators (DECs) are responsible for filing monthly reports that summarize the activities of all their ECs, by the end of the 7th day of the month.  ECs submit reports to their DEC.  In the absence of a DEC for an EC's district, ECs should send their report to the SEC.

2.1.Membership

Membership rosters should be maintained of personnel in the respective ARES organizations by the EC or DEC as appropriate. Each month the number of members at the conclusion of the month being reported are entered along with the change, plus or minus, from the previous month. If there is no change, a zero should be entered into the change field.

Members should be counted at the lowest level, i.e. by the EC even if the individual is involved in a District Level function. If a member is registered in more than one group, the county of residence should be the determining factor of which jurisdiction reports the individual unless it is the EC who is residing outside the jurisdiction that the EC serves. (An EC should be aware of those members with multi-jurisdiction memberships. It could impact availability of that individual.) If an individual is not a member in the county of residence, some agreement should be reached between the member’s jurisdictions about which jurisdiction reports their membership.

2.2.Nets

All locally managed nets used for ARES training and operations should be reported. This total is then divided between training, public service and emergency operations. The number of man-hours for net activities should also be reported under their respective functions. A rule of thumb to use in calculating man-hours for these nets is the number of participants multiplied by the duration of the net:

Man-hours = Participants X Net Duration

If more than one net is conducted on multiple frequencies at the same time with its own Net Control Station (NCS), even though a liaison is established between the multiple nets, each net should be counted. The liaison’s station time should only be included in one of the nets for which liaison is provided. An example of this situation would be a parallel voice and packet net during the same training period which would be two distinct nets.

If local groups participate in regional or District nets, only the net relationship should be reported in the local report. All activations and activity in regional or District nets should be reported at the District level unless activated at the local level for a local event. Net Managers should report regional or district net results to the applicable DEC.

2.3.Training

Training events include all nets that were not activated for public service or emergency operations. These are valid training events.

Other training activities should be included such as meetings at which training is presented, special training received by members that may be provided by served agencies, etc.

The number of man-hours associated with the training nets should be included in the total number of man-hours associated with training.

2.4.Public Service

Public service is a cornerstone of Amateur Radio. Supporting events such as marathons, parades, and similar events is of significant importance in reporting. If your group participates in public service events, report the man-hours expended in support of the event. These events normally include a net activation that should be reflected in the number of net sessions.

2.5.Emergency Operations

This is why ARES exists. If your group activates for SKYWARN or other emergency operation, make sure the man-hours are reported for these events. These events normally include one or more net activations as well and they should be reflected in the number of net sessions.

2.6.Miscellaneous

There are events and hours that individuals may contribute that are significant for various reasons. Hours spent on these activities should be reported under Miscellaneous Hours and comments included in the associated comments field. These activities might include work on an EOC station, work on repeaters owned by the ARES group, and other similar ARES specific activities.

2.7.Totals

Your totals should add up and will automatically be computed by the program. The total of training sessions, public service events and emergency operations and miscellaneous activities as well as their total man-hours will be reflected in the totals’ columns. If the total number of events does not add up to at least the number of net activations, there is an error in allocating nets to event categories and the entries should be corrected.

2.8.Comments

Include comments about significant events in your group. Comments should be included about miscellaneous activity contained in the report.

3.District Reporting

When Districts have unique district level activities, these should be included in the DEC's summary report. If the DEC is not counted in a local ARES group, then the DEC should report their position under members in the monthly report they submit. All DEC reports should be submitted by the 7th day of the month following the month reported using the on-line reporting procedure.

If District or regional nets are used for training and/or support purposes, these statistics should be reported at the District level to prevent duplication of net reporting. The same technique for reporting as that used for local nets should be followed. These statistics should NOT be included in local EC reports, only that they participate in a particular net(s).