Echelon Shift Guide

Overview of the Ranger Echelon Role

Thank you for volunteering for a Ranger Echelon Shift!

Your role is to support Khaki and the rest of the Rangers by keeping Ranger HQ running smoothly and effectively, especially during shift changes.  

You act as both an office manager and a receptionist:

• Office manager: Echelon Rangers are masters of organization, resource and asset tracking. They keep chaos out of HQ.
• Receptionist: Echelon Rangers answer walk-up questions. They can keep track and help prioritize multiple demands on khaki's attention.

Echelon tasks:

• Help with resources for on shift rangers (t-shirts, lams, map, snacks, water, etc.)
• Fields walk-up questions
• Be present at HQ while Khaki steps away
• Let Khaki know if they hear a call for Khaki that they do not respond to
• Helps with radios (how to get, how to use, channels, troubleshooting problems)
• Shift tracking: can help Khaki check rangers in on schedule; track & post (put on white board out front) post shifts that need to be filled

Eligibility to be an Echelon Ranger

Echelon Rangers should have good organizational skills and be comfortable using Radios and explaining how to use them to others.  Second year rangers and beyond are very welcome to do an Echelon Shift.  If this is your first year as a Ranger but have experience at Firefly and want to do an Echelon shift once you have completed your alpha shift, or if you have any questions about Echelon, contact rangers@fireflyartscollective.org.

Training

Training is usually on-the-job, by shadowing another Echelon Ranger.  We suggest reviewing all documentation here and in links at the end, and making sure you have experience using event radios before your scheduled shift.  Especially take a look at Firefly Radio Basics: you should be very comfortable with all of this, since you may need to explain any of this material to volunteers.

Echelon Coordination

Echelon is part of Ranger Logistics and reports to the Logistics Lead and Ranger Leads. Contact the logistics team mailing list at ranger-logistics@lists.fireflyartscollective.org or rangers@fireflyartscollective.org with any questions.

Radio Core

See Radio Tech for more detailed information on Firefly's radio setup.

The Radio Core handles year-round Radio maintenance and procurement, and will be available for on-site set up and consultation.  In 2024, Radio Core Volunteers inventory radios once a day between 2PM and 6PM. The Radio Core lead for 2024 is Dox. If you have radio-specific questions you can email the radio leads at radios@fireflyartscollective.org.

Logistics of the Echelon Shift: 4.5 hour shifts that overlap

Because the shift change is the busiest part of the shift, we ask that volunteers for Echelon arrive 15-20 minutes before the scheduled shift change, and plan to stay 15-20 minutes after the shift change.  So your Echelon shift is actually 4½ hours long, and covers TWO Ranger shift changes.

Echelon Shift Checklist

Echelon Shift Checklist to be completed for each shift-will be laminated & on the cork board next to the Echelon desk.  Erase old list and fill out anew for each shift.

❐  Outgoing Echelon to give instructions & updates to Incoming Echelon

❐  Check with Khaki if they need help with anything

❐  Shift change (see Checklists for Rangers coming on and off shift)

❐  Answer walk-up questions / requests

(Tip: use sticky notes for temporary notes)

❐  Listen for calls for Khaki on Info (Ch 1)

❐  Listen for calls on the Ranger phone

❐  Tell Khaki about anything of note while they weren’t at HQ

❐  Check/get refill of water jug (ask Gnomes!)

❐  Keep HQ tidy

❐  Check radio area (if issues, note in Echelon log)

❐  Update shifts needed white board

Echelon Shift Log

This is NOT the “Ranger Log”.  It is for Echelon Rangers to communicate with other Echelon Rangers; and can be used as a temporary notebook for information to be added to the Khaki log.  See the Echelon Log cover sheet.  Use loose-leaf pages for the log.

Ranger Shift Change Responsibilities

One of the primary functions of the Echelon position is to help with the busy Ranger shift transition periods.

Checklists For Coming on and off shift

Checklist for Rangers coming on-shift

(Ranger self-service or ask Echelon for Assistance)

• ❐ First shift:
  • ❐ T-shirt
  • ❐ Lam & Lanyard
  • ❐ Swag bag
• ❐ Radio (self-service)
  • ❐ Use Radios labeled for Rangers, don’t have to sign out to individual
  • ❐ Radio should have fully charged battery
  • ❐ Set to correct channel (Info (Ch1))
  • ❐ Instruction on how to use, change channels, etc.
  • ❐ Recommend that do radio check to Khaki on Info (Ch 1) when away from HQ
  • ❐ Mic or headset (if wants)
  • ❐ Radio Reference Card
• ❐ Map (if wants)
• ❐ Notebook & pen (if forgot)
• ❐ Check in with Khaki
  • ❐ Khaki to check in on schedule (✓and/or highlight in green)

Checklist for Rangers coming off-shift

(Ranger self-service or ask Echelon for Assistance)

• ❐ Check in with Khaki
  • ❐ Debrief on how shift went
  • ❐ Discuss decompression /support if needed
  • ❐ Check schedule for next shift
• ❐ Return Radio (self-service)
• ❐ Return map
• ❐ Return notebook & pen (Ranger should keep or dispose of notes)

See Checklists for Rangers coming on and off shift

Tee shirts

For 2024, Echelon handles t-shirts just for Rangers this year.  In 2024, all Rangers get a shirt since we have a new color (pistachio green); if we run out, use one of the old bright green ones. Give T-shirts to Rangers who don’t already have them, including Alphas.  (If Alphas don’t pass their shift, they will be asked to return the shirt.)  Ask the volunteer what size.  Only 1 t-shirt per volunteer.

Laminates (Lams)

For 2024, Echelon handles Laminates for just Rangers.  There should already be Lams for most volunteers; if not, use a blank lam and have them write in their handle with a sharpie.

Additional Ranger Items (Map, Notebook, Checklist, Swag Bag)

These are optional to offer to Rangers:

• Map
• Notebook & Pen (Rangers should have brought their own, but we’ll have a supply in case.)
• Ranger shift check-list
• There are swag bags with sticker and button.  Can take an extra if request it.

Other Echelon Responsibilities & Resources

Radio troubleshooting

No one can hear me

• Is the battery low?
• Is it on the wrong channel?
• Is the mic in securely?
• Antenna held upwards, away from body?
• Too close to body?

I can't hear anyone

• Is the battery low?
• Is the volume turned up?
• Is it on the wrong channel?
• Antenna held upwards, away from body?

Receive/transmit audio quality is poor

• Swap out shoulder mic (if using)
• Check for dirt or moisture

If none of these solve their problem, swap out the radio, send them on their way, and try the following:

HQ radio troubleshooting

• Try these things in order; try an extra turning off & on again between steps:
  • 1 Turn off & on again;
  • 2 Turn off, replace batteries, turn on again;
  • 3 Turn off, remove microphone, turn on again;
  • 4 Turn off, replace antenna, turn on again;
  • 5 Check channel is set to the correct station and locked correctly
• If none of those work: mark any equipment still having problems with red tape and put aside for a Radio tech. Note down what the observed problem is in the Echelon log!

Walk-up questions

• You can field questions from participants who walk-up
• If you don’t know an answer, try to figure out who should be asked
• If it’s something worth noting, add it to the Echelon logs and to the Khaki log.

Monitoring Radio (Info, Ch 1) and the Ranger / Khaki Phone

Listen on Channel 1 (Info), especially when Khaki is busy in case they miss calls coming over the radio for them.

Sometimes you may use an additional radio to monitor an ongoing conversation on a different channel.

At Khaki's discretion, you may be asked to monitor and/or answer the Ranger / Khaki phone.

Assisting Khaki with Updating Ranger Log & Summary Sheets

• The Ranger Log stays with Khaki and/or KIT at all times.
• If you have something to be added to the Ranger Log (walk-up issue, call, etc.) tell Khaki; if they aren’t at HQ, you can add it to the Echelon log and then tell Khaki when they return.
• You might help Khaki figure out who is on shift, including for other Cores.

Schedule changes & Shift Coverage Needed Board

If someone does not show for their shift, or reports that they will not be able to do the shift they signed up for:

• Post that Shift on the Shift Coverage Needed whiteboard
• Make a note in the schedule

Fill water jug

Coordinate with Bass Camp (formerly Kitchen) to get gallon water jug filled; can ask Gnomes for help.

Keep HQ Tidy

• Keep the tables clear of clutter
• Don’t allow Rangers to leave trash at HQ-including Echelon Rangers.  LNT!

Emergencies

• Listen and assist Khaki as needed
• See FERN (Firefly Emergency Resource Notebook)
• See Khaki Manual and emergency forms as needed

Additional Reference Material for Echelon Binder

FERN Emergency Contact info (Will be added in print version)

Firefly Policies

Firefly Rangers Overview