PS Exam Preparation

Comprehensive preparation for the NCEES Principles and Practice of Surveying (PS) exam. 5 modules covering all 5 exam domains with 50 in-depth topics.

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Lesson 11

Communication of Field Procedures

Learning Objectives

After completing this topic, you should be able to:

Describe effective communication protocols between survey crew members
Explain the surveyor's communication responsibilities with clients
Understand right of entry requirements and property owner notification practices
Apply appropriate communication strategies when dealing with the public
Identify conflict resolution approaches for field encounters
Describe communication requirements with regulatory agencies
Understand the role of communication in safety management

Overview

Professional surveying is fundamentally a communication discipline. The surveyor communicates through maps, reports, and legal descriptions, but equally important is the direct communication that occurs during every project: instructions to crew members, explanations to property owners, coordination with clients, and interaction with regulatory agencies. Effective communication prevents errors, reduces conflict, builds professional relationships, and protects the surveyor from liability.

Field communication presents unique challenges. Survey crews operate on other people's property, often without advance notice. They encounter curious neighbors, hostile landowners, aggressive animals, and confused members of the public. The surveyor's ability to handle these interactions professionally reflects on the entire profession.

Key Concepts

Communication Within the Survey Crew

Figure PS.2.45 — Six crew-communication protocols

Chain of Command

Effective field operations require clear lines of communication and responsibility:

Role	Communication Responsibilities
Party chief	Receives project instructions from the surveyor in charge; directs crew activities; makes routine field decisions; communicates findings back to the office
Instrument operator	Communicates readings, observations, and anomalies to the party chief; confirms target identification
Rod person / chainperson	Communicates target setup, monument conditions, and observations at the point; alerts crew to safety concerns
Survey technician	Processes and reviews data; communicates discrepancies or questions to the party chief or project surveyor

Pre-Project Briefing

Before fieldwork begins, the party chief should brief the crew on:

Topic	Content
Project scope	What is to be accomplished, boundaries of the project area
Special instructions	Specific procedures, accuracy requirements, unusual conditions
Property access	Right of entry status, known sensitive properties, contact protocol
Safety	Hazards identified, personal protective equipment required, emergency procedures
Coding and procedures	Feature codes, point numbering scheme, naming conventions
Schedule	Expected duration, break schedule, end-of-day procedures
Contact information	Phone numbers for project surveyor, client, utility locator, emergency services

Field Signals and Protocols

Survey crews use standardized signals for efficient communication over distance:

Signal	Meaning
Arm extended horizontally, waving	Move in the direction indicated
Both arms extended horizontally	Stop, hold position
Arm raised vertically	Point is set, ready for observation
Arm waving rapidly overhead	All right, understood
Arm extended, fist clenched	Plumb the rod (rod is not vertical)
Hand making circular motion	Turn instrument/rotate target
Hands raised and lowered repeatedly	Raise/lower the target

In modern practice, two-way radios supplement or replace hand signals, but visual signals remain useful when radios fail, when noise prevents verbal communication, or when quick directional guidance is needed.

Real-Time Communication of Findings

Field personnel should immediately communicate to the party chief:

Unexpected monument conditions -- found but not called for, not found where expected, damaged, conflicting evidence
Access problems -- locked gates, hostile property owners, obstructed lines
Discrepancies -- measurements that disagree significantly with record information
Safety hazards -- unstable ground, traffic, overhead utilities, aggressive animals
Equipment problems -- instrument malfunctions, low batteries, communication failures

Communication with Clients

Setting Expectations

Effective client communication begins before field work starts and continues through project delivery:

Phase	Communication Topics
Engagement	Scope of work, limitations, deliverables, schedule, fee, what the survey will and will not determine
During field work	Progress updates, unexpected findings, scope changes, potential additional costs
Delivery	Explanation of results, boundary opinion, monument locations, recommendations
Post-delivery	Response to questions, clarification of findings, addressing concerns

Explaining Survey Results

The surveyor must be able to explain technical findings in terms the client understands:

Use clear, non-technical language when appropriate
Use visual aids (the survey map) to illustrate boundary positions
Explain discrepancies between the client's expectations and the survey findings
Distinguish between facts (measurements, monuments found) and opinions (boundary position)
Document verbal communications in writing (follow-up letter or email) to prevent misunderstandings

Managing Client Expectations

Common situations requiring careful communication:

Situation	Communication Strategy
Boundary is not where the client expected	Present the evidence objectively; explain the analysis; avoid advocacy
Neighbor disputes with the survey results	Recommend the neighbor obtain their own survey; do not negotiate boundaries
Survey reveals encroachments	Document and report; do not provide legal advice; recommend attorney if needed
Additional work is needed	Explain why; provide cost estimate; obtain authorization before proceeding
Client pressures surveyor to move a boundary	Decline firmly; explain professional and legal obligations

Communication with Property Owners and the Public

Right of Entry

Figure PS.2.44 — Four-step right-of-entry protocol

The surveyor's right of entry onto property varies by jurisdiction. Common principles include:

Principle	Application
Statutory right of entry	Many states grant surveyors a right to enter property for survey purposes
Notification	Prior notice to the property owner is generally required where practicable
Reasonable access	The property owner must provide reasonable access without undue delay
Minimal impact	The surveyor should minimize disturbance to the property
Identification	Survey crews should carry identification and be prepared to explain their purpose
Damage responsibility	The surveyor is responsible for any damage caused during the survey

Approaching Property Owners

When entering private property, survey crews should follow these practices:

Attempt contact first -- knock on the door, call ahead when possible
Identify yourself -- state your name, company, and purpose
Show credentials -- carry business cards, company identification, or license information
Explain the work -- briefly describe what you will be doing and why
Estimate duration -- tell the owner approximately how long you will be on the property
Ask about concerns -- inquire about pets, sensitive areas, or special considerations
Leave contact information -- provide a card or note for owners who are not home
Document the interaction -- note in field records who you spoke with and what was discussed

Handling Confrontations

Despite professional conduct, surveyors occasionally encounter hostile or uncooperative property owners:

Situation	Response
Owner refuses access	Explain the legal right of entry calmly; offer to return later; do not force entry; report to project surveyor
Owner is verbally aggressive	Remain calm and professional; do not argue; leave if the situation escalates; document the encounter
Owner demands to know results	You may share general information about what you are doing but avoid discussing boundary positions or conclusions before the survey is complete
Owner claims the survey is wrong	Listen respectfully; note their concerns; explain that the survey is based on evidence and records; suggest they consult their own surveyor
Owner threatens physical harm	Leave immediately; document the threat; contact law enforcement if warranted; report to project surveyor

Safety is always the priority. No measurement or monument is worth risking personal safety. If a situation becomes threatening, crews should leave and report.

Common wrong path — forcing entry onto refused property. Statutory right of entry allows surveyors to enter private property for boundary work — but this right is not absolute and does NOT mean the surveyor can force entry against an owner's active refusal. If an owner verbally refuses access, the surveyor must leave and report the refusal to the project surveyor. Force would escalate the situation, expose the surveyor to trespass or assault allegations, and damage the profession's reputation. The right course is to: (1) leave peacefully; (2) document the refusal with date, time, and circumstances; (3) report to the project surveyor who can pursue alternatives (written legal notification, court order, or surveying around the refused parcel). Exam questions sometimes describe a surveyor insisting on access despite refusal — the correct answer is always to withdraw and report, not to invoke statutory rights by force.

Quick retrieval check — try before reading on.

▶Your crew arrives at a property to perform boundary survey work. The owner comes out, identifies themselves, and states firmly "I don't care what the law says, you are not stepping on my property." The statutory right of entry clearly applies. What do you do?

Leave peacefully and report to the project surveyor. Even though the statutory right of entry grants you the legal authority to enter, invoking that right by force against an actively-refusing owner creates a hostile situation that is unsafe, unprofessional, and legally risky. Force might result in trespass allegations, confrontation, or personal injury — none of which serve the survey, the client, or the surveyor.

Instead: (1) calmly explain that you understand their concerns and will leave for now; (2) provide a business card with contact information; (3) note in field records the date, time, owner's name, and substance of the refusal; (4) report to the project surveyor immediately on returning to the vehicle. The project surveyor can then (a) send formal written notice citing the statutory right and requesting cooperation, (b) explore whether survey measurements from adjoining properties can avoid the refused parcel, (c) if necessary, seek a court order compelling access, or (d) advise the client that the survey may be limited in scope.

Exam question baiters sometimes include "invoke your statutory right and proceed anyway" as an answer choice — that's always wrong. The surveyor's personal safety and professional demeanor come first; legal remedies for obstruction are pursued through the office, not at the property line.

Notice to Property Owners

Some jurisdictions require formal notice before entering property. Even where not legally required, notice is a professional courtesy that reduces confrontations and demonstrates respect:

Written notice (door hanger, letter, or posted notice) explaining the survey activity
Include the surveyor's name, company, contact information, and purpose
Provide dates and approximate times of the planned work
Offer a contact number for questions or concerns

Communication with Agencies

Regulatory Coordination

Survey work frequently requires communication with government agencies:

Agency	Communication Purpose
County surveyor	Map review, corner records, records research, filing coordination
County recorder	Document recording, map filing
Planning department	Zoning verification, subdivision requirements, permits
Public works	Encroachment permits, improvement standards, as-built requirements
Utility companies	Utility locates, easement information, conflict avoidance
Environmental agencies	Wetland delineation, habitat issues, mitigation requirements
State transportation	Right-of-way information, encroachment permits, survey coordination

Utility Coordination

Before any subsurface work or staking near utilities, the surveyor should:

Contact the one-call notification system (such as 811 in the United States) to request utility locates
Contact individual utilities not covered by the one-call system
Verify locate markings before beginning subsurface work
Document all utility contacts, responses, and locate markings
Protect existing utility marks during survey operations

Safety Communication

Figure PS.2.46 — Five safety-communication practices

Tailgate Safety Meetings

Brief safety discussions at the start of each work day (or when conditions change) should cover:

Topic	Content
Site-specific hazards	Traffic, terrain, overhead utilities, excavations, wildlife
Personal protective equipment	Hard hat, safety vest, steel-toed boots, eye protection
Emergency procedures	Nearest hospital, emergency contacts, first aid supplies
Work zone safety	Traffic control, barricades, sign placement
Weather conditions	Heat stress, cold exposure, lightning, wind
Communication protocols	Radio channels, check-in schedule, emergency signals

Incident Reporting

All safety incidents, near misses, and property damage should be:

Reported immediately to the party chief and project surveyor
Documented in field notes with details of what occurred
Reported to the client and insurer as appropriate
Used as lessons learned to prevent recurrence

Written Communication

Professional Correspondence

Written communication associated with survey projects should be:

Characteristic	Application
Professional	Use proper grammar, spelling, and formatting
Precise	Use specific language; avoid ambiguity
Factual	State facts and observations; clearly identify opinions
Documented	Retain copies of all correspondence in project files
Timely	Respond to inquiries and submit documents promptly
Appropriate	Match the formality and detail to the audience and purpose

Exam Tips

Right of entry for surveyors is statutory in many jurisdictions but typically requires notification where practicable
The surveyor should never provide legal advice to property owners regarding boundary disputes
Safety is always the priority -- crews should leave if a situation becomes threatening
Pre-project briefings ensure that all crew members understand the scope, procedures, and safety requirements
Client communication should clearly distinguish between facts (measurements, evidence) and the surveyor's professional opinion
Utility locates must be requested before any subsurface work
All field confrontations and incidents should be documented in field notes
Written communication in project files serves as evidence of professional conduct
The surveyor should never adjust a boundary position based on client pressure