Emergency Broadcast Compliance Checklist for TV Stations

TV stations must follow strict rules for emergency broadcasts. This checklist covers key compliance areas:

• Equipment setup and maintenance

• Regular testing (weekly and monthly)

• Record keeping (2 years minimum)

• Staff training

• Accessibility features

Failure to comply can result in FCC fines and put public safety at risk.

Key compliance requirements:

• Monitor two alert sources

• Conduct weekly and monthly tests

• Keep detailed logs for 2+ years

• Ensure alerts are accessible (closed captions, audio descriptions)

Quick Compliance Checklist:

Follow this checklist to stay compliant and ready for emergencies. Proper preparation helps keep your community safe when it matters most.

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Equipment Setup

Setting up your emergency broadcast gear is crucial. Here's what you need to know:

EAS Encoder/Decoder Setup

Your EAS unit is the core of your system. To get it running:

• Install and test it

• Program it for weekly and monthly tests, plus national alerts

• Choose manual, automatic, or mixed operation

IPAWS Connection and Security

You MUST connect to IPAWS. Here's how:

1. Get CAP-compatible equipment

2. Set up internet to poll IPAWS-OPEN

3. Update your firmware

4. Configure your firewall

Station Monitoring Equipment

The FCC says you need to watch two alert sources:

• Set up RF signal antennas

• Use outdoor omni-directional discone antennas for best results

• Get the right cables and connectors

2. EAS Handbook

The EAS Operating Handbook is crucial for TV stations to follow emergency broadcast rules. Here's how to use it:

2.1 Handbook Access

Keep your EAS Handbook:

• At normal duty spots or near EAS equipment

• Easy to grab for staff handling EAS tests

• Updated to the 2023 FCC version

2.2 Key Handbook Info

The handbook covers:

1. National alerts: Handling Emergency Alert Notifications (EAN)

Content about how to manage and respond to national-level emergency alerts.

2. Testing: Weekly, monthly, and national test steps

Details on the procedures for conducting and responding to various types of EAS tests.

3. Local alerts: Dealing with area emergencies

Information on protocols for managing and broadcasting state and local emergency alerts.

4. Your station's details: Fill in your specific practices

Do this: Make the handbook yours. The FCC gives you a starting point, but you need to add your station's specifics.

3. Regular Testing

TV stations need to run EAS tests regularly to stay compliant. The FCC requires two types: weekly and monthly.

3.1 Weekly Tests

Required Weekly Tests (RWTs) are quick checks of your EAS system. Here's the rundown:

• Run once a week, any day, any time

• Keep it short (5-10 seconds)

• No voice message needed, but you can add one

• Log the date, time, and test type

Tip: Avoid scheduling RWTs during big TV events or presidential speeches.

3.2 Monthly Tests

Required Monthly Tests (RMTs) are more involved:

For RMTs:

• Air within 60 minutes of getting the test

• Don't change the RMT script

• Off-air? Air it if you sign on within 15 minutes

Heads up: From December 12, 2023, you must use the IP-based format for EAS messages when available.

To stay on track:

1. Sign up for the EAS Test Reporting System (ETRS)

2. Update ETRS Form One yearly

3. File Form Two within 24 hours after a nationwide test

4. Submit Form Three with test details within 45 days

4. Record Keeping

TV stations need to keep detailed records for emergency broadcast compliance. The FCC wants to see logs and regular reviews. Here's what you need to know:

4.1 EAS Log Management

You've got to keep accurate logs of all EAS activities:

• Log every EAS message you get and send, including tests

• Write down the date, time, and type for each one

• Have your chief operator sign off on logs weekly

• Explain in writing if you miss any tests

Pro tip: Set up an email just for EAS logs (like [email protected]). Have your EAS/CAP device email this account automatically for every event. It's a great backup.

4.2 Electronic Backups

Don't just use paper. Back up electronically too:

• Save EAS logs as PDFs with e-signatures

• Keep a copy of your EAS/CAP device setup off-site

• Use cloud storage for extra safety

4.3 Record Storage Time

The FCC says how long you need to keep records:

The FCC can ask for your logs anytime. No logs? Big fines.

Key takeaway: Check your logs every week. Look for proper forwarding, consistent tests, and note any issues.

5. Signal Checks

TV stations need to monitor their Emergency Alert System (EAS) signal quality closely. Here's how:

5.1 Station Tuning

For your EAS decoder:

• Monitor two EAS sources (FCC requirement)

• Match these to your state's EAS plan

• Confirm you're getting at least one Required Weekly Test (RWT) from each

Can't pick up assigned stations? Talk to your local and state EAS chairperson about changing them.

5.2 Signal Quality Checks

Good signal quality is crucial. Do this:

• Check signal strength daily

• Listen for clear audio

• Look for interference

Log these checks. If you find issues:

1. Try fixing reception problems yourself

2. If that fails, tell your state's EAS committee

You've got 60 days to fix or replace faulty EAS equipment. You can keep broadcasting during this time, but you MUST work on fixing the issue.

Pro tip: Set up auto-alerts. If your EAS signal drops too low, your engineering team gets notified right away.

6. FIPS and EAS Codes

TV stations need the right FIPS and EAS codes to follow emergency broadcast rules. Here's how to set them up:

6.1 Code Programming

To get your codes right:

• Put the correct FIPS codes for your area in your EAS equipment

• Add all the EAS event codes you need

• Don't forget the FCC's three new codes: EWW, SSA, and SSW

Heads up: The FCC changed some EAS codes. For example, EAN now means "National Emergency Message".

6.2 Code Updates

Keeping codes current is ongoing:

• Look for updates every three months

• Check the United States and Territories SAME Code Table often

• Update your gear when new codes come out

Key dates:

• September 12, 2016: New codes start

• March 12, 2017: Manufacturers must offer software upgrades

• September 12, 2017: New EAS equipment must have new codes

You don't have to upgrade old equipment right away, but staying current helps in emergencies.

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7. Accessibility Features

TV stations need to make emergency broadcasts accessible to everyone. Here's how to meet FCC rules:

7.1 Closed Captioning

Closed captions are a must for deaf or hard-of-hearing viewers. To comply:

• Add captions to all emergency info

• Use real-time captions for live shows

• Make sure captions are accurate and in sync

• Place captions where they don't block important visuals

Caption Quality Checklist:

7.2 Audio Descriptions

For blind or visually impaired viewers:

• Describe critical on-screen info

• Use main audio or secondary stream

• Cover key visual elements

What to Describe:

• Emergency location

• Evacuation routes (if shown)

• Emergency actions

• Maps or visual aids

No exceptions to these rules. Breaking them can lead to FCC fines.

8. Staff Training

Getting your team ready for emergencies is crucial. Here's how to prep your staff:

8.1 EAS Coordinators

EAS coordinators are your emergency MVPs. They need to:

• Craft and update emergency plans

• Run daily ops and special projects

• Train staff and other agencies

• Make sure gear and facilities are emergency-ready

8.2 Staff Updates

Keep your team sharp with regular training:

• Run periodic training sessions

• Practice, practice, practice

• Learn from each session or real event

Don't forget:

• Log all training

• Update as rules change

• Include ALL staff - full-time and part-time

9. Equipment Upkeep

Keeping your broadcast gear in top shape is crucial for smooth emergency alerts. Here's what you need to know:

9.1 Equipment Registration

Sign up with manufacturers to:

• Get recall notices fast

• Access software updates

• Receive tech support

Don't wait. Register your gear now.

9.2 Software Updates

Stay current:

1. Check for updates weekly

Set a reminder to look for new releases.

2. Plan update windows

Schedule updates during off-peak hours.

3. Test after updates

Run a full system check post-update.

Most EAS equipment makers will roll out updates by September 2023 for the new IP-based alert system. Mark your calendars!

Outdated gear can lead to failed alerts. Twin Cities PBS learned this during their October 2023 NEXTGEN TV upgrade, planning for potential outages and viewer rescans.

Keep your equipment fresh. Be ready when emergencies strike.

10. Compliance Reports

TV stations need to stay on top of FCC compliance. Here's how to handle self-checks and official reporting:

10.1 Self-Checks

Run regular internal audits:

• Test EAS equipment weekly

• Review EAS logs monthly

• Train staff on EAS procedures quarterly

Use this checklist:

10.2 FCC Reporting

The FCC needs specific EAS compliance reports:

1. ETRS Registration

Sign up for the EAS Test Reporting System (ETRS) within 60 days of it being available, or by September 28, 2015.

2. Annual Updates

Keep your ETRS info current every year.

3. National Test Reporting

After a national EAS test:

• File initial test info within 24 hours

• Submit detailed post-test data within 45 days

4. Form Completion

Don't forget: The next national test is set for September 28, 2016.

11. Broadcast Content Rules

Emergency broadcasts need to be crystal clear. Here's how to nail your message structure and keep things easy to understand:

11.1 Message Structure

Your emergency broadcast should follow this format:

1. Preamble and EAS Header Codes

Use Audio Frequency Shift Keying at 520.83 bits per second.

2. Attention Signal

After the header codes, include frequencies of 853 and 960 Hz at the same time.

3. Message

This can be audio, video, or text. Stick to ASCII seven-bit characters (ANSI X3.4-1977).

4. Preamble and EAS End Of Message (EOM) Codes

These tell everyone the broadcast is over.

11.2 Clarity Standards

Make sure people get your message:

• Wait 10 seconds after header codes before using legacy format (unless CAP isn't available).

• Use Common Alerting Protocol (CAP) for state and local alerts when you can.

• You can repeat emergency messages twice, but EAS only interrupts programming once.

• Keep it simple. Don't use fancy words.

• For TV, use screen crawls and displays to show the full message.

12. After-Broadcast Review

After an emergency broadcast, it's crucial to assess your station's performance and identify areas for improvement. This process ensures future broadcasts are as effective as possible.

12.1 Performance Reports

Create a report after each emergency broadcast. Include:

• Broadcast date and time

• Emergency type

• Message delivery time

• Issues encountered

• Viewer/listener feedback

Use this table to track performance:

12.2 Improvement Plans

Analyze your performance report and develop an improvement plan:

1. List issues

Identify all areas that didn't meet expectations.

2. Set goals

Define specific targets for future broadcasts.

3. Implement changes

Upgrade equipment, train staff, or revise procedures as needed.

4. Test

Run a practice broadcast to evaluate your new plan.

Conclusion

Emergency broadcast compliance isn't just about following rules. It's about keeping people safe when disaster strikes.

TV stations are on the front lines of crisis communication. Your preparedness can save lives.

Here's what you need to do:

• Keep your EAS gear in top shape

• Test often and log everything

• Make sure your team knows the drill

• Stay on top of new rules

Want more info?

Check out Ready.gov, FEMA's IPAWS page, and the FCC's EAS Handbook for the nitty-gritty details.

Bottom line: When you're prepared, you're not just following the law. You're making a real difference in your community when it counts.

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