From Gear to Guidance: Drafting Your RPAS Communications Plan & Emergency Checklist

By: Colonel (ret) Bernie Derbach, KR Droneworks, 17 Dec 25

You have the right radios for complex operations. Now, you need the Standard Operating Procedures (SOPs) to satisfy regulators and ensure safety. Here are sample templates for your Operations Manual.

In our previous article, we explored the evolution of RPAS communication hardware—from simple full-duplex headsets for VLOS to hybrid Cellular/UHF radios for BVLOS and Level 1 Complex Operations.

But acquiring the gear is only step one. To secure an SFOC (Special Flight Operations Certificate) or to operate compliantly under an L1CO certificate, you must demonstrate to

Transport Canada not just what equipment you have, but exactly how you will use it, test it, and react when it fails.

A robust Communications Plan is no longer optional; it is a critical component of your Operations Manual.

Below are sample templates for a Communications Plan and an Emergency Contact Procedure Checklist. These are designed to be adapted to your specific equipment (especially if using hybrid PoC/UHF systems) and operational environment.

Disclaimer

These templates are provided for informational purposes as a starting point for your documentation. They must be customized to reflect your specific equipment, crew structure, and operational risks. It is the responsibility of the RPAS operator to ensure their Operations Manual adheres to all current Transport Canada regulations.

TEMPLATE 1: RPAS Operations Manual - Section [X]. Communications Plan

[Your Company Name] RPAS Operations

1.0 Purpose and Scope

This plan outlines the protocols required to maintain "reliable and timely" communication between the Pilot in Command (PIC), Visual Observer(s) (VO), and external agencies during RPAS operations, in compliance with CAR 901.20.

2.0 Roles and Responsibilities

• Pilot in Command (PIC): Responsible for maintaining primary control of the aircraft and managing overall crew communication. The PIC has the final authority on all flight decisions.

• Visual Observer (VO): Responsible for scanning the airspace for traffic and hazards and immediately relaying this information to the PIC. The VO's primary focus must remain on visual scanning, not radio manipulation.

3.0 Equipment Hierarchy

To ensure redundancy, especially during complex or extended-range operations, the following equipment hierarchy is utilized:

Priority	System Type	Make/Model (Example)	Usage Protocol
Primary	Push-to-Talk over Cellular (PoC) / LTE	[e.g., POCLINK POC-1 Ultra in Cell Mode]	Used for all normal operational chatter, traffic call-outs, and mission coordination due to high audio clarity.
Secondary (Backup)	Analog UHF Transceiver	[e.g., POCLINK POC-1 Ultra in UHF Mode on Ch. 3]	Used immediately if Primary Cellular network fails or experiences unacceptable latency.
Tertiary (Close Range)	Direct Voice / Hand Signals	N/A	Only applicable if crew are co-located within audible/visual range during an equipment failure emergency.

4.0 Pre-Flight Communication Checks

Before takeoff, the PIC shall initiate the following checks:

1. Hardware Inspection: Ensure headsets/radios are charged, undamaged, and securely fastened to crew members.

2. Primary Link Check & Latency Test:

   • PIC initiates: "Radio check on Primary. Time mark is [Current Time, e.g., 10:05:00]."

   • VO confirms: "Loud and clear. Received mark at [Time, e.g., 10:05:01]."

   • Action: If latency exceeds 2 seconds, operations must hold until network improves or crew switches to Secondary link.

3. Secondary Link Verification: Brief transmission on the backup UHF channel to confirm functionality.

4. Phraseology Briefing: Confirm standard call-outs for the mission (e.g., "Traffic, 2 o'clock high, Cessna").

5.0 In-Flight Protocols

• Standard Phraseology: Communications shall be concise, professional, and relevant to the flight mission.

• Emergency Interrupt (Breach Protocol): As PoC radios are often simplex (one person talks at a time), the VO must have a method to interrupt the PIC during a critical safety event.

  • Protocol: If the PIC is transmitting and immediate danger exists, the VO shall state loudly: "BREAK-BREAK [Nature of Emergency]." The PIC must immediately cease transmission and listen.

• Hands-Free Requirement: The PIC shall utilize hands-free triggers (e.g., controller-mounted Bluetooth PTT) to ensure aircraft control is never compromised during communication.

6.0 Loss of Communication Procedures (Crew Internal)

If communication between the PIC and VO is lost:

Stage 1: Immediate Action (0-30 Seconds)

1. PIC announces: "Lost comms with VO. Attempting re-establish on Primary."

2. VO attempts to reconnect to the cellular network/channel.

Stage 2: Switch to Backup (30-60 Seconds)

1. If Primary fails, both crew members immediately switch to the pre-designated Secondary UHF channel.

2. PIC announces: "Transmitting on Backup UHF. Do you read?"

Stage 3: Terminate Flight (>60 Seconds without Contact)

1. If reliable communication cannot be re-established on Primary or Secondary links within 60 seconds, the operation is deemed unsafe under CAR 901.20.

2. The PIC shall immediately initiate the "Return to Home" (RTH) procedure or land the aircraft immediately at the nearest safe location.

3. Once landed, the crew shall regroup physically to troubleshoot.

TEMPLATE 2: Emergency Contact Procedure Checklist

How to use this checklist: This document should be laminated and attached to the PIC’s ground station case or clipboard for immediate access during an incident.

[Your Company Name] – INCIDENT RESPONSE QUICK REFERENCE

Identify the Emergency Level:

• LEVEL 1 (Minor): Drone crash in secured area, no injuries, no property damage to others. -> Execute internal reporting only.

• LEVEL 2 (Major): Fly-away into controlled airspace, crash causing injury to crew, or damage to third-party property. -> Execute Immediate Actions below.

PHASE 1: IMMEDIATE SITE ACTIONS

• [ ] Ensure Safety: Land aircraft immediately if still airborne. Secure the crash site.

• [ ] Triage: Provide first aid to injured persons if qualified.

• [ ] Call 911: If there are serious injuries, fire, or immediate danger to the public.

PHASE 2: EXTERNAL NOTIFICATIONS (Priority Order)

PRIORITY A: Air Traffic Control (ATC)

(Required immediately if a "Fly-Away" enters controlled airspace or crosses an active runway boundary).

• Local Tower / FIC Phone Number: [Insert Local Number Here]

• The Script: "This is RPAS Pilot [Your Name], telephone number [Your Number]. I have an emergency involving a drone fly-away at location [Your Location/Coordinates]. The aircraft is currently at [Altitude] feet AGL, heading [Direction], last seen near [Landmark]. It is no longer under my control."

PRIORITY B: Transport Canada / TSB

(Required for "Reportable Aviation Incidents" as defined by the TSB).

• TSB Reporting Hotline: 1-819-997-7887 (24 hours)

• Transport Canada RPAS Incident Report: Submit via Drone Management Portal within required timeframe.

PHASE 3: COMPANY CONTACTS & DOCUMENTATION

• [ ] Chief Pilot / Operations Manager: [Insert Number]

• [ ] Insurance Provider Hot-line: [Insert Number and Policy ID]

• [ ] Do Not speak to media. Refer all inquiries to company management.

• [ ] Begin drafting the Incident Report Form while details are fresh. Take photos of the scene.

Conclusion

Having the right communication hardware ensures you can talk. Having a documented Communications Plan ensures you know when to talk, what to say, and what to do when the technology fails.

By integrating templates like these into your Operations Manual, you demonstrate the professionalism and safety mindset required for advanced RPAS operations in Canadian airspace.