Programming Your Police Scanner: A Comprehensive Guide

Police scanners are a fascinating and useful tool for monitoring public safety communications. Whether you’re a journalist, a hobbyist, or simply interested in staying informed about local events, a police scanner can provide valuable insights. However, a scanner is only as good as its programming. This comprehensive guide will walk you through the process of programming your police scanner, from understanding the basics to advanced techniques.

Understanding the Basics

Before diving into the programming process, it’s crucial to understand some fundamental concepts:

• Frequency: A frequency is the specific radio wave that a particular agency or service uses to transmit its communications. Frequencies are measured in Hertz (Hz), Kilohertz (kHz), Megahertz (MHz), and Gigahertz (GHz). Police and other public safety agencies typically use frequencies in the VHF (Very High Frequency) and UHF (Ultra High Frequency) bands.
• Channel: A channel is a designated location in your scanner’s memory where you store a specific frequency and its associated settings.
• Mode: The mode refers to the type of modulation used for transmitting the signal. Common modes include AM (Amplitude Modulation), FM (Frequency Modulation), and digital modes like P25 and DMR.
• CTCSS/DCS: CTCSS (Continuous Tone-Coded Squelch System) and DCS (Digital Coded Squelch) are methods used to filter out unwanted transmissions on a shared frequency. They involve adding a sub-audible tone (CTCSS) or digital code (DCS) to the transmission. Your scanner needs to be programmed with the correct tone or code to hear the desired communications. These are sometimes referred to as ‘privacy codes’.
• Trunking: Trunking is a more advanced system where multiple agencies share a pool of frequencies. The system dynamically assigns frequencies to users as needed, which makes it more efficient than traditional systems. Programming trunked systems requires specific information about the system’s control channels and talkgroups.
• Control Channel: In a trunked radio system, the control channel is a dedicated frequency that transmits data about the system’s operation. Your scanner needs to monitor the control channel to follow conversations as they hop between different frequencies.
• Talkgroup: In a trunked radio system, a talkgroup is a logical group of users who communicate with each other. For example, a police department might have separate talkgroups for patrol officers, detectives, and dispatchers.
• Conventional vs. Trunked Systems: Conventional systems use fixed frequencies, making them relatively simple to program. Trunked systems use a pool of frequencies and require more complex programming.

Gathering Information

Before you start programming, you’ll need to gather information about the frequencies and systems you want to monitor. Here are some resources:

• RadioReference.com: This is a comprehensive online database that contains information about radio frequencies, trunking systems, and talkgroups for locations around the world. It’s an indispensable resource for scanner enthusiasts.
• FCC License Search: The FCC (Federal Communications Commission) website allows you to search for radio licenses by location or agency. This can help you identify the frequencies used by specific organizations.
• Local Government Websites: Many local government agencies publish information about their communications systems on their websites.
• Scanner Master: Scanner Master is a reputable dealer of scanners and accessories. They also provide valuable resources, including frequency guides and programming software.
• Online Forums and Communities: Online forums and communities dedicated to scanning are great places to ask questions and share information with other enthusiasts.

When gathering information, make sure to note the following:

• Frequency (MHz): The specific frequency being used.
• Mode (AM, FM, P25, DMR, etc.): The modulation type.
• CTCSS/DCS Tone/Code: The sub-audible tone or digital code (if applicable).
• System Type (Conventional or Trunked): Whether the system is conventional or trunked. If trunked, you’ll need to identify the type (e.g., Motorola, P25, EDACS)
• Control Channel(s) (if trunked): The frequencies used as control channels.
• Talkgroup IDs (if trunked): The IDs for the specific talkgroups you want to monitor.
• Channel Name/Description: A descriptive name for the channel (e.g., “Police Dispatch”, “Fire Main”).

Programming a Conventional Scanner

Programming a conventional scanner involves entering the frequency, mode, and CTCSS/DCS information for each channel you want to monitor. Here are the general steps involved:

1. Power on your scanner: Turn on your scanner and make sure it’s in manual or programming mode. The specific steps for entering programming mode will vary depending on your scanner model, so consult your owner’s manual. It is generally indicated by a ‘PROG’ indication on the display.
2. Select a channel: Choose an empty channel where you want to store the frequency. Most scanners have a numbered channel system.
3. Enter the frequency: Use the keypad to enter the frequency in MHz. Be precise and double-check your entry. Some scanners require you to enter a decimal point, while others assume it. For example, to enter 154.445 MHz, you might enter “154.445” or “154445” depending on your scanner.
4. Set the mode: Select the correct mode (AM, FM, etc.). Most police and fire communications use FM.
5. Enter the CTCSS/DCS tone/code (if applicable): If the frequency uses CTCSS or DCS, enter the correct tone or code. Consult your reference information for the correct value. If no tone or code is used, disable CTCSS/DCS or set it to “None” or “Off”.
6. Name the channel (optional): Some scanners allow you to assign a name to each channel. This can make it easier to identify the channels when scanning. Use the scanner’s keypad and display to enter a descriptive name like “Police Dispatch” or “Fire Main”.
7. Save the channel: Save the channel to the scanner’s memory. The specific steps for saving a channel will vary depending on your scanner model. Usually pressing the ‘ENTER’ key or a similar button will store the channel.
8. Repeat for other frequencies: Repeat steps 2-7 for each frequency you want to program.

Example: Let’s say you want to program the local police dispatch frequency, which is 154.445 MHz, FM mode, with a CTCSS tone of 100.0 Hz.

1. Enter programming mode on your scanner.
2. Select channel 1.
3. Enter the frequency: 154.445
4. Set the mode to FM.
5. Enable CTCSS and enter the tone: 100.0 Hz.
6. Name the channel: “Police Dispatch”.
7. Save the channel.

Programming a Trunked Scanner

Programming a trunked scanner is more complex than programming a conventional scanner. You’ll need to enter information about the trunking system, including the system type, control channels, and talkgroups. Here are the general steps involved:

1. Enter programming mode: Put your scanner into programming mode. Consult your owner’s manual for specific instructions.
2. Select a trunking system: Choose an empty trunking system slot in your scanner’s memory.
3. Enter the system type: Select the correct trunking system type (e.g., Motorola, P25, EDACS).
4. Enter the control channels: Enter the frequencies for all the control channels in the system. It’s important to enter *all* of the control channels. Trunked systems typically have more than one. These are *critical* for the scanner to function correctly on the system.
5. Enter the talkgroup IDs: Enter the IDs for the talkgroups you want to monitor. You can usually find talkgroup IDs on RadioReference.com or other online resources.
6. Name the talkgroups (optional): Assign names to the talkgroups to make them easier to identify.
7. Save the trunking system: Save the trunking system to the scanner’s memory.
8. Enable the trunking system: Make sure the trunking system is enabled in your scanner’s settings.
9. Repeat for other trunking systems: Repeat steps 2-8 for each trunking system you want to program.

Example: Let’s say you want to program a Motorola trunking system. You’ll need to find the control channel frequencies and talkgroup IDs for that system. The specifics vary widely depending on the exact system configuration. You MUST consult RadioReference or similar sites to get this information. Let’s *assume* the following (This is just an example – you MUST research the actual values for your location.):

• System Type: Motorola Type II
• Control Channels: 851.025 MHz, 851.775 MHz, 852.525 MHz
• Talkgroup ID: 1234 (Police Dispatch), 5678 (Fire Main)

1. Enter programming mode on your scanner.
2. Select trunking system 1.
3. Select the system type: Motorola Type II.
4. Enter the control channels: 851.025, 851.775, 852.525.
5. Enter the talkgroup IDs: 1234 (Police Dispatch), 5678 (Fire Main).
6. Name the talkgroups: “Police Dispatch”, “Fire Main”.
7. Save the trunking system.
8. Enable the trunking system.

Using Programming Software

Programming scanners manually can be tedious, especially for trunked systems. Fortunately, many scanner manufacturers offer programming software that simplifies the process. These programs allow you to enter frequency and system information on your computer and then upload it to your scanner via a USB cable. Programming software often includes features such as:

• Database integration: Some programs integrate with online databases like RadioReference.com, allowing you to import frequency and system information directly into the software.
• Easier data entry: Programming software typically provides a user-friendly interface for entering frequency and system information.
• System management: Software can help you organize your channels and systems into groups and banks.
• Firmware updates: Some programs can also be used to update your scanner’s firmware.

Popular programming software options include:

• ARC Software: ARC (Advanced Radio Control) offers programming software for a wide range of scanner models.
• Butel Software: Butel also provides programming software for various scanner models.
• Win500: Win500 is a popular program for programming RadioShack/GRE scanners.
• Manufacturer-Specific Software: Many scanner manufacturers offer their own proprietary programming software. Check the manufacturer’s website for available downloads.

To use programming software, you’ll typically need a USB cable to connect your scanner to your computer. You’ll also need to install the appropriate drivers for your scanner. The software will usually guide you through the process of uploading the data to your scanner.

Tips and Troubleshooting

Here are some tips and troubleshooting advice to help you get the most out of your police scanner:

• Read the manual: Your scanner’s owner’s manual is your best resource for understanding its features and how to program it. Don’t skip this step. Each scanner model has its own unique button combinations and menu structures.
• Start with the basics: If you’re new to scanning, start by programming a few conventional frequencies before tackling trunked systems.
• Double-check your entries: Make sure you’ve entered the correct frequencies, modes, and CTCSS/DCS tones/codes. Even a small mistake can prevent you from hearing anything.
• Adjust the squelch: The squelch control determines the signal strength required to open the speaker. If the squelch is set too high, you might miss weak signals. If it’s set too low, you might hear static. Experiment with the squelch setting to find the optimal balance.
• Use scan lists or groups: Organize your channels into scan lists or groups to focus on specific areas or agencies. Most scanners allow you to create multiple scan lists and selectively enable or disable them.
• Use priority channels: Designate certain channels as priority channels. The scanner will check these channels more frequently than others, ensuring you don’t miss important transmissions.
• Be aware of digital modes: Many agencies are transitioning to digital radio systems like P25 and DMR. Make sure your scanner supports these modes if you want to monitor those systems. Some older scanners may not be compatible with digital modes, requiring an upgrade.
• Antenna Placement: The antenna is crucial. A better antenna mounted as high as possible will dramatically improve reception. Experiment with different antenna locations. Consider an external antenna, especially for mobile use.
• Update your scanner’s firmware: Check the manufacturer’s website for firmware updates. These updates can improve performance and add new features.
• Monitor for Changes: Radio systems change. Frequencies can be reallocated, systems can be upgraded or changed completely. Keep your programmed information updated by periodically checking RadioReference and other resources.
• Problem: No Audio / Static Only:
  • Solution: Check squelch level. Verify frequency and mode are correct. Ensure CTCSS/DCS is correctly programmed (or disabled if not used). Try a different antenna position or external antenna.
• Problem: Only Hearing One Side of a Conversation:
  • Solution: This is often a symptom of a digital trunking system with encryption. Your scanner won’t be able to decode encrypted traffic. It could also indicate a problem with the talkgroup ID being monitored.
• Problem: Scanner Skips Channels Rapidly:
  • Solution: This often means the scanner is not receiving a signal on those channels. Check the frequencies and modes. Make sure the antenna is properly connected. The channels may also be inactive at the time of monitoring.

Legal Considerations

It’s important to be aware of the legal considerations surrounding the use of police scanners. Laws vary by jurisdiction, but here are some general guidelines:

• Federal Law: Federal law generally permits the reception of public safety communications. However, it’s illegal to use scanner information to commit a crime or to further a criminal activity.
• State and Local Laws: Some states and localities have laws that restrict the use of scanners in certain situations. For example, some states prohibit the use of scanners while driving. Check your local laws to ensure you’re in compliance.
• Privacy: Be respectful of the privacy of individuals whose communications you might overhear. Avoid recording or sharing sensitive information. In many locations, recording conversations without consent is illegal.
• Encryption: Be aware that many law enforcement agencies are now using encrypted communications, which cannot be monitored with a standard scanner.

Conclusion

Programming a police scanner can seem daunting at first, but with a little knowledge and patience, you can unlock a wealth of information. By following the steps outlined in this guide, you’ll be able to program your scanner to monitor the frequencies and systems you’re interested in. Remember to gather accurate information, double-check your entries, and be aware of the legal considerations in your area. Happy scanning!