When building an alliance with ham radio operators to collaborate in the aftermath of a natural disaster, it’s a good practice to sign a memorandum of understanding (MOU), a written document that outlines the terms and conditions of the relationship between the ham radio volunteers and your newsroom.

As part of my RJI fellowship I put at the disposal of all the editors who want to use it a draft of a MOU. As expected, it must be edited to include the pertinent information and modified to respect the agreements reached with the different amateur radio teams. It has been drafted based on the MOU that ARES agreed with the Red Cross and has been reviewed by Puerto Rican ARES team, Lawyers for Reporters, pro bono legal services for local reporting organizations sustaining informed citizenry, with the assistance of the Reynolds Journalism Institute.

When it comes to write a MOU there are several things you need to keep in mind and capture in it:

• Its purpose: This section begins the MOU by identifying the parties who are entering into the agreement and briefly states the general commitments of the parties involved.

• Methods of cooperation: The MOU should clearly define the objectives and methods of cooperation between the ham radio operators and the newsroom. Ensure that the MOU outlines the specific goals and outcomes that your newsroom aims to achieve, like will ham radio operators assist you with safety check-ins from your staff deployed over the region/area impacted by a natural disaster?

• Roles and responsibilities: Make a list of activities and assign who will be in charge of them. Establish clear communication protocols, including points of contact and reporting structures, if any.

• Compliance with policies and regulations: Ensure that the MOU complies with your organizational policies, industry regulations, and legal requirements established by the FCC or your country’s authority in this matter. 

• Timeline and duration: Define the duration of the agreement and include any specific timelines for activities such as drills, exercises, equipment setting, reporters’ training, etc. Also include periodic review and analysis of the process after conducting drills.

• Amendments and modifications: Clarify the process for making changes to the MOU.

• Termination clause: Include a clear termination clause specifying the conditions under which either party can terminate the MOU at any time, with no reason.