Confidential Close Call Reporting System

Questions and Answers — Canadian Pacific, Chicago Area

1. What are the boundaries of the CP C³RS pilot project?
2. Will relief crews working within the boundaries be covered by the pilot project?
3. Why do the boundaries of the pilot project exclude CP employees in adjacent territories?
4. What close call events are accepted by C³RS?
5. How do I report a close call?
6. What happens after I call in my report?
7. What does a C3RS report look like?
8. Are there conditions for receiving protection?
9. If a dispatcher or control operator observes an event, such as an authority violation on the control machine, and reports it to a manager, is the event covered by C³RS?
10. Will there be a change in how Cardinal Rule Violations (CRV) events are handled by C³RS?
11. Will an employee be removed from service due to a CRV?
12. Can a C³RS report be used instead of a Hazardous Condition Report to report conditions requiring immediate response?
13. Are PRT members permanent?

1. What are the boundaries of the CP C³RS pilot project?
   From west to east, between Newport, MN (MP 402.5C, MP422.2B River Subdivision) and Tower A-20 (MP 20.5 C&M Subdivision), and all track in between, including track on the following subdivisions: River, Tomah, Watertown, M&P, the CN Valley, Fox Lake, and C&M.

   • Crews operating in Portage and Milwaukee will be covered during their entire tour of duty even while operating on foreign roads.
   • All ID crews working between St. Paul and Portage will be covered during their entire tour of duty.
   • River Subdivision road switch crews will be covered during their entire tour of duty, including H27 and H28 plus any extras working within these boundaries.
   • Crews operating to Waterloo Pit will be covered during their entire tour of duty.
2. Will relief crews working within the boundaries be covered by the pilot project?
   Yes.
3. Why do the boundaries of the pilot project exclude CP employees in adjacent territories?
   To prove the value of the C³RS concept, the demonstration pilot project requires measurement of incidents and other measures within a discrete area . The Portage crew base will be the discrete area for launching the pilot and collecting baseline measures.
4. What close call events are accepted by C³RS?

   Event Category	Example
   Event occurs frequently with minor consequences	Almost running through a switch
   Event occurs infrequently with potential for major consequences	Train proceeding beyond its authority in dark territory
   Event is below FRA reporting threshold	Minor wheel derailment in yard operation

5. How do I report a close call?
   • Call in your report to BTS using the secure toll-free telephone number (866) 683-9265 or (888) LOV-C3RS. Leave your information on the secure answering machine; you will receive a callback to confirm receipt of your message.
   • Call in the report to BTS within 48 hours after the event occurs to receive protection from discipline.
   • Mail the completed from to BTS within three Federal government business days after the phone call.
6. What happens after I call in my report?
   • BTS team member who takes your call passes on your report for further analysis to long-time railroaders with special training.
   • BTS conducts a telephone interview with you to learn about the event.
   • BTS determines if the event qualifies as a close call.
   • BTS mails you a receipt with a C³RS event confirmation number to confirm that the report was received, that the event qualifies as a close call, and that you are eligible for protection.
   • BTS de-identifies the report.
   • BTS enters event information into a database, summarizes it, and prepares a report.
   • BTS sends the summary report to the carrier's peer review team PRT.
   • PRT identifies factors contributing to the accident and recommends corrective action to the carrier.
   • Carrier reviews recommendations and implements corrective action.
   • PRT evaluates the effectiveness of the corrective action and reviews it with BTS.
   • BTS shares information to close call reporting employee at employee's request.
7. What does a C3RS report look like?
   View a sample completed report.
8. Are there conditions for receiving protection?
   Yes. For an employee to receive protection, the following conditions must be met:

   • The employee's action or lack of action was not intended to damage carrier operations, equipment, and/or personnel.
   • The employee reports the unsafe condition to BTS within 48 hours of noting it, and BTS accepts the report.
   • The employee mails a formal, written close call report to BTS within three calendar days after the phone call.
   • The employee's carrier has an active IMOU with FRA.
   • The employee violates a law, regulation, or operating rule under a direct order from a supervisor.
9. If a dispatcher or control operator observes an event, such as an authority violation on the control machine, and reports it to a manager, is the event covered by C³RS?
   The event may still be reported as a close call but there will not be protection from CP discipline or FRA decertification.
10. Will there be a change in how Cardinal Rule Violations (CRV) events are handled by C³RS?
    Yes. The officer(s) responding to the event will first interview crew and determine if it was a CRV event and which employees were directly involved.
    
    If the CRV is not a real-time event, there are two alternatives:

    1. If damages are under the FRA threshold ($9,200 CY 2010) the employee(s) can report the event using C³RS. If they verbally state they will submit a report, under current CP protocol they will be given a drug and alcohol test. The employee(s) will not be withheld from service until the hearing/investigation is completed. The scheduled investigation/hearing will be cancelled when the employee shows the BTS receipt.
    2. Because reporting is voluntary, the employee(s) may decide not to report the CRV event using C3RS and the CRV event will be handled under current CP protocol.
11. Will an employee be removed from service due to a CRV?
    No, providing the CRV event is under the FRA reporting threshold ($9,200 CY 2010) and the employee agrees to submit a close call report. However, a scheduled hearing/investigation will be cancelled after the employee shows the BTS receipt. If the employee does not report the event using C³RS, the current CP protocol will be followed.
12. Can a C³RS report be used instead of a Hazardous Condition Report to report conditions requiring immediate response?
    No. The Hazardous Condition Report must be used.
13. Are PRT members permanent?
    No. CP PRT has developed a Succession Plan to rotate membership.

back to top

To view PDF files, you will need Adobe Reader®.