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NFSG Code of Practice

NFSG-COP-005Issue

Date

1.1January 2021

National FreightSafety Group Code of Practice: Common Safe Systems of Work (CSSoW)

SynopsisThis document sets out requirements and guidance for the members of the National Freight Safety Group (NFSG) collaboration framework.

Authored by:

CSSoW Working Group

Approved by:

National Freight Safety Group

Authorised by:

Rail Delivery Group Freight Board

Published by:

NFSG-COP-005 Issue 1.1 January 2021

Appendix: NFSG Code of Practice: Common Safe Systems of Work Version 005 Issue 1.1

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NFSG-COP-005Issue

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1.1January 2021

Issue record

Issue Date Comments

1.0 January 2020 Original document:This version 1.0 document has been drafted to enable each freight operating company to review and make any final recommendations to allow this ‘Code of Practice’ to be implemented in the Safety Management System of each Freight Duty Holder, including amendments to individual Risk Assessment and Safe System of Work Standards.

1.1 January 2021 Version 1.1 group review to make amendments for approval and publication to NFSG members

Revisions have been marked by a vertical black line in this issue.

SupplyThe authoritative version of this document is available at

https://www.rssb.co.uk/Learn-and-Connect/Groups-and-Committees/Safety/SSRG/NFSG

DistributionAll NFSG Codes of Practice will be distributed through the NFSG Meeting Manager (RSSB) following the agreement by NFSG members, which will be documented in the minutes of the meeting.

The Code of Practice will be hosted as a PDF on the RSSB / NFSG Webpage and a word version of the template made available in the same location.

ReviewAll NFSG Codes of Practice will be reviewed after 12 months and then a minimum of once every two years thereafter by the NFSG or assigned sub working group.


NFSG-COP-005National Freight Safety Group

Code of Practice: Common Safe Systems of Work (CSSoW)

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ContentsSection Description Page

Part 1 Purpose and Introduction 41.1 Introduction 41.2 Purpose 41.3 Application of this document 41.4 Health and safety responsibilities 41.5 Approval and authorisation of this document 4

Part 2 Creating and Implementing Common Safe Systems of Work

2.1 Managing the Change 52.2 Developing a CSSoW 52.3 Storing and Accessing CSSoW 52.4 Reviewing CSSoW 6

Definitions 8

References 9




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Part 1 Purpose and Introduction

1.1 Introduction1.1.1 This Code of Practice has been produced by the National Freight Safety Group’s Common Safe

System of Work (CSSoW) sub-working group, following the analysis and identification of risk aligned to the preparation and examination of freight trains, on sites that are used by multiple operators.

1.1.2 The objective of the sub-working group was to implement a common template safe system of work, to help to reduce the likelihood of a member of staff incorrectly following a procedure leading to a safety incident, as the analysis identified that staff could be working to three possible safe systems of work for one site.

1.2 Purpose1.2.1 This document has been created to standardise the way in which all of Britain’s rail freight

operating companies design, train and brief their employees on safe system of work, following the production of their own individual site-specific risk assessments.

1.2.2 This document does not detract away from the responsibility of each rail freight operator to undertake their own suitable and sufficient risk assessment for their operational activities.

1.2.3 This document aims to bring together the risk assessments of each rail freight operator, to allow them to use a standardised template to design a safe system of work for all employees, to mitigate the risk of personal injury, damage to infrastructure or product or a mainline incident.

1.3 Application of this document1.3.1 This document and its guidance should be embedded within the Safety Management System

(SMS) of each freight Duty Holder and be referenced in the safe system of work company standards.

1.4 Health and safety responsibilities1.4.1 Sections 2(1) and 3(1) of the Health and Safety at Work etc. Act 1974 place general duties on

employers to reduce risk so far as is reasonably practicable. These duties can be discharged by the production of risk assessment and subsequent development, training and on-going monitoring of the safe systems of work put in place by Duty Holders.

1.4.2 The Management of Health and Safety at Work Regulations (1999) require employers to assess risks arising from their operations and to put in place effective risk control arrangements. Through effective collaboration of all Duty Holders, the application of this Code of Practice (COP) will help reduce the risk to employees and train operations on multi-user sites.

1.4.3 In addition to the above more general duties, Regulation 22 of the Railways and Other Guided Transport Systems (Safety) Regulations 2006 (ROGS) places the requirement on Duty Holders to ‘co-operate’, where this COP demonstrates not only co-operation, but effective collaboration.

1.5 Approval and authorisation of this document1.5.1 The content of this document has been approved by National Freight Safety Group .

1.5.2 Future Governance would be via the Rail Freight Operations Group (RFOG) reporting to or instructed by the National Freight Safety Group.

1.5.3 This document has been authorised by Rail Delivery Group (RDG) Freight Board.




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Part 2 Creating and Implementing Common Safe Systems of Work

2.1 Managing the Change2.1.1 Each freight Duty Holder shall incorporate the following into their Management of Change

Standards.

2.1.2 This Code of Practice must be briefed to the Duty Holder Commercial teams, to make them aware that when contracts are won and lost, that the responsibility of site ownership could potentially change and that CSSoW ownership must form part of the management of change process.

2.2 Developing a CSSoW2.2.1 Identify if the site is a new site or an existing site

2.2.2 Identify the principal site operator for the site i.e. who runs the most services

2.2.3 Each Duty Holder must undertake their own risk assessment See 1.2.2 above

2.2.4 All operators must come together and review the risks and controls measures collectively from their respective risk assessments.

2.2.5 The principal site operator populates the CSSoW template (see appendix A)

2.2.6 The draft CSSoW must be reviewed and approved by all operators

2.2.7 The final draft should be shared and approved by the Infrastructure Owner (if a third party) or Customer (Freight End User) contracting in the train services (if a tenant of the site owner).

2.2.8 Signatures on the document should be electronic, from the Infrastructure owner or Customer and the principal site operator

2.3 Storing and Accessing CSSoW2.3.1 The document must be uploaded by the Duty Holder Document Controller, to the NFSG

document control system in a word format, to allow future editing.

2.3.2 The document will remain in draft until all associated FOC’s and Network Rail approvers have digitally approved it (where necessary) in the document control system. Only after all involved parties have approved the document will it become authorised, published and available for general viewing.

2.3.3 Only the Document Controller aligned to the Principal Site Operator, will be able to download the word version of the CSSoW.

2.3.4 When a new CSSoW is uploaded to the Document Control System, all Document Controllers receive a notification.

2.3.5 The Document Control System will have a System Owner, who will provide support to the Freight Operating Company Document Controller, to address technical issues as defined in the commercial arrangements.

2.3.6 All Duty Holders End Users will be able to access the NFSG Document Control System via single repository.




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2.3.7 When a change is made and a new version of the CSSoW is uploaded, the End User will only receive a notification.

2.3.8 Freight customers and Infrastructure Owners can gain access to the CSSoW by contacting the Principal Site Operator’s Document Controllers;

Colas e.g. [email protected]

DB Cargo (UK)

Direct Rail Services

Freightliner

GB Railfreight

Rail Operations Group

Victa Railfreight

Devon & Cornwall (DCR)

2.4 Reviewing CSSoW2.4.1 The Document Control System will identify the live date of the document, as the date it is

uploaded to the system.

2.4.2 The Document Control System will default all CSSoW for review of the document every 12months.

2.4.3 If an accident or incident occurs at the site, the risk assessment and CSSOW must form part of the investigation process. This could lead to improvements being made to the CSSoW. Any changes must be consulted with all parties.

2.4.4 The Document Control System will identify that a CSSOW is due for review 60 days before its due date.

2.4.5 It is recommended that this Common Safe System of Work should be reviewed by the Principal Operator in the event of –

a) An accident or incident.

b) Alteration in activity.

c) Alteration in company policy.

d) Introduction of improvement measures.

e) Change in local working environment.

f) Change in location ownership.

g) Regulatory recommendations.

h) Change in Principal Operator.




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2.4.6 This is to allow the Principal Operator to:

contact all operators

review their risk assessments (with the involvement of the Customer and / or Infrastructure Owner and Health & Safety Representatives)

identify any required changes or improvements are required

collective update the CSSOW and agree the changes

2.4.7 The Principal Site Operator must share the final reviewed CSSoW with the Document Controller who will upload the new version to the Document Control System.

2.4.8 The Document Control System will hold previous versions of CSSoW in an archive.

2.4.9 The Document Authors, via the Document Controllers will have the ability to handover the ownership of the CSSoW, when contracts are won or lost.




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DefinitionsThese

Mainline Incident Derailment, collision, handbrake left on, train division, loadingincident, hot axle box incident or wheel impact load detection.

Principal Site Operator The principal site operator is the haulier who operates the mosttrains out of the site.

Duty Holder A Freight Operating CompanyEnd User This can be defined as any of the following roles. Please note

that this list is not exhaustive.

Traincrew Ground staff

Front Line Management Health & Safety Representatives

Infrastructure Owner This can be defined as the land or lease owner i.e. the organisationwith the overall legal responsibility for health and safety.

Customer The customers of the Freight Operating Companies

Document Controller The role responsible for the uploading and distribution of CSSoWwithin each Freight Operating Company

Document Control System The software system procured by the Freight Operating Companies to management the CSSoW process

References Health and Safety at Work Etc Act 1974

Management of Health and Safety at Work Regulations 1999

The Railway and Other Guided Transport Systems (Safety) Regulations 2006 (ROGS)




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References

Common Safe System of Work (CSSoW) Rail Freight Operations

Site Location:Principal Site Owner:Principal Site Operator:Author:Position:Contact Details:Author Signature:Date:

Other Freight Operator(s)(Only when necessary)

Name Position Date FOC Signature:

Customer(Only when necessary)

Name Position Date Customer Signature:

Network Rail(Only when necessary)

Name Position Date Network Rail Signature:

Version: Superseded by: When: Why: Author Signature:




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Introduction

This Common Safe System of Work is additional and complimentary to general rail operating instructions documented within GERT 8000 (The Rule Book), GORT3053 (The Pink Pages), GORT3056 (The White Pages) and company specific Supplementary Operating Instructions (SOI’s).

The Principal Operator is responsible for completing this Common Safe System of Work in consultation and agreement with the Site Owner and all other Freight Operating Companies operating at this location.

This document is intended for use by all employees undertaking rail freight operations at this location.

All employees issued with this document must familiarise themselves with the contents of the Common Safe System of Work.

Section 1 – Location1.1 AddressFull postal address including Grid Reference and relevant TOPS Stannox Number.

1.2 Site Access

The following should be included here: Description of how to gain access to site. Description of where to sign in. Access code/key (where appropriate.) Yard opening times. PIC contact details.

1.3 Employees, Visitors and Contractors Site Induction

Instructions for reporting and departing the location for visitors and contractors should be documented here.

This sub-section should also include:

Induction arrangements. First Aid points. Relevant/required ID to gain access.

1.4 Activity

This section should briefly describe the activity at the location, for example –

‘Birch Coppice is a rail freight interchange location handling the unloading and loading of intermodal containers from a rail siding. Intermodal containers are handled from overhead gantry cranes and reach stacker type trucks. The activity of loading and unloading of intermodal containers from road vehicles is completed on site and containers stacked and

stored within the location’.




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1.5 Personal Protective Equipment

Instructions on PPE requirements specific to site arrangements and company policy will be listed here.

Example Insert Images - All persons working at this location must wear appropriate safety footwear (EN ISO 20345:2011), high visibility clothing (EN ISO 20471), bump caps/hard hats (BS EN 397:1995) and gloves (EN388).

1.6 Map

A map of the location should be inserted here, included on the map should be:

All Rail Lines including length in metres. All Points and ground-frames. Areas of limited clearance. Prohibited areas. All Signals including Stop Boards. Access Gates. Authorised Walking Routes. Plant and equipment areas of activity. Offices and buildings. Roads and road vehicle activity. Site boundary. Car parks. Welfare facilities. Any other site-specific hazardous areas, for example, fouling points.

1.7 Person in ChargeAll Persons in Charge should be recorded in this section, clarity on who is responsible for each activity should be documented, for example –

The person responsible for controlling train movements on arrival at Birch Coppice, shunting trains onto the loading/ unloading platform, securing the train, completing train preparation and train departures from the location is considered the PIC Train Movements.

The person responsible for unloading and loading intermodal containers from the train onto the loading/ unloading platform at Birch Coppice is considered the PIC Loading/ Unloading.




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1.8 Site Specific Hazards

The table below should be completed, listing every site-specific hazard and their subsequent control measure drawn from the risk assessment, photographs demonstrating the control measure should be used as often as possible and added to Section 5 within this CSSoW and given a reference number as below –

Hazard Control Measure Photo Ref No:For example - Converging raillines towards points (fouling points)

For example - Fouling points are marked on sleepers withyellow paint where rail lines converge. No rail vehicles are to be secured within the area marked with yellow paint.

Photo - 001

1.9 Welfare Facilities

Welfare facilities to be listed here explaining what they are and instructions on use and how to get there using authorised walking routes and so on.

Section 2 – Yard Communication

2.1 Location of communication equipment

Where to locate the primary communication equipment and to charge equipment will be listed here.

2.2 Primary method of communications

Instructions on the primary method of communication will be listed here, for example –

Train movements will be controlled by digital radio, lead control will be PIC Train Movements. PIC Train Movements, prior to initial use of digital radios must ensure equipment is serviceable and fully charged. A radio check will be completed during each initial job brief with the Driver.

2.3 Secondary method of communications

Instructions regarding the secondary method of communication will be listed here, for example –

In the event that radios become unserviceable, PIC Train Movements will revert to hand signals to complete the operation then report the equipment failure to the necessary control.

2.4 Contacting the Signaller

Specific instructions on when and how to contact the Signaller should be listed here, consideration of NetworkRail (NR) ‘box instructions’ should also be referred to.




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Section 3 – Train Operation Activity

3.1 Train Arrival

Instructions on arrival activity will be listed here.

Note – Standard practices do not need listing as these instructions are documented in company SOI’s.

Examples of these are:

controlling propelling from a position of safety or proceeding the movement, setting hand points, coupling/ uncoupling arrangements.

3.2 Shunting

These instructions can include (when required) run-round movements, locating trains for loading/ discharge/unloading and securing trains, for example, handbrakes (how many) or scotches.

3.3 Freight Interchange Activity

Instructions regarding handover of responsibility from PIC Train Movements to PIC Freight Interchange are documented here. Any third party or FOC loading/ unloading CSSoW needs to be referred to as an appendix, for example –

On completion of Shunting and the train secured on the loading platform, PIC Train Movements will hand over responsibility of the train to PIC Loading/ Unloading. The Safe System of Work for loading/ unloading and freight interchange activity is attached as Appendix A.

3.4 Train Preparation

Site specific train preparation activity will be listed here for example, arrangements regarding certificates of readiness and so on. Generic company train preparation is documented within SOI’s and should not be listed within this CSSoW.

3.5 Train Departure

See section 3.1 for guidance.

3.6 Protection Arrangements

Specific site arrangements for protecting people and assets from train movements will be listed here, for example–

In the event of Engineering activity on the Cripple Road, hand

points located on No’ 1 Road will be set away from the

Cripple Road towards No’ 2 Road and locked with a padlock. A ‘No Train Movements’ board will be placed in the four foot at the hand points and the Engineering activity recorded on the movements board within the PIC Train Movements office.




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Note –Additional Freight Interchange activities (see list below, though not exhaustive) needs to be reflected inseparate SSOW’s but this CSSoW can make reference to as appendices, for example –

Locomotive refuelling. Engineering activity including wagon/ locomotive repairs. Handling defective wagons/locomotives. Infrastructure inspection, maintenance and repairs. Third-Party activity including loading, discharge and unloading.

Section 4 – Emergency Arrangements

4.1 Emergency Contacts/ Contacts

Emergency contact details and numbers will be listed here including:

Local Managers contact details. Respective FOC Duty Control/Manager. Network Rail (NR) Control. Signaller. NR ECO. British Transport Police (BTP). Any local Security Contractor Emergency services – Detail of local facilities. Grid Reference. Nearest access point (Including restrictions). Traction current.

A list of contacts should also be included here, NR contacts must include Signaller, NR Control and ECO, preferred methods of communication should be by landline and specific by title, for example-

See example on next page.




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LOCATION DETAILSCONTACT TELEPHONE NUMBER

ADDRESS

GENERAL INFORMATIONTRACTION CURRENT N/A

LINE SPEED 5 mph hauling / 3 mph propelling

HOURS OF OPERATIONMonday to Friday 24/7Saturday 24/7Sunday No working

OS grid ref TM285324

Other Transport interchanges N/ADangerous Goods handled at this site Various

Evacuation WardensCONTACT INFORMATION

EMERGENCY TELEPHONE999 (If calling more than one emergency service, request Police first)Or emergency services, 01394 604300 Fire and Ambulance or 01394 604747Police

Regional Manager

Operations Manager

Fire Precautions Manager Fire and Ambulance service 01394 604300

Controlling Signalbox Colchester PSB

British Transport Police 0800 40 50 40 or text 61016 (999 in emergency)Nearest Access Point Including any restrictions:

Evacuation point

Alternative Evacuation point

Tenants/Contractors:

Location of local Hospital

Spillage/Environmental Clean-up Contractor Called via relevant Duty Control Department.

Note: This is an example and you can add or subtract whatever is required by your individual organisation.




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4.2 Site Security

Location specific security and trespass arrangements should be referenced within this document but standalone risks assessments should exist.

Further information can be found here

4.3 Reporting an Accident or an Incident

Reporting arrangements in the event of an accident/incident should be recorded here including local arrangements and instructions reflecting individual FOC policy, for example –

In the event of a personal accident/ train operating incident, PIC Train Movements must report the event to FOC Duty Manager without delay.

4.4 Hazard, Near Miss and Close Call Reporting

As shown in section 4.2, procedure for reporting of hazards, near miss and close call needs to be documented here including local arrangements and FOC policy.

Section 5 – Photographs

As shown in section 1.8, add photographs and reference numbers here. Maximum of 6 photos per page and no larger than 640 x 480 RSI.

Section 6 – ReviewIt is recommended that this Common Safe System of Work be reviewed by the Principal Operator in the event of –

An accident or incident. Alteration in activity. Alteration in company policy. Introduction of improvement measures. Change in local working environment. Change in location ownership. Regulatory recommendations. Change in Principal Operator.

Section 7 – Method of Training and Competence Assessment for Location

Examples to be agreed upon jointly;

The following means must be used in the delivery of training and assessment of competence site visit (on foot) locomotive based route training or ground staff competence training Issue of and briefing on the requirements of this document successful completion of the location’s competence assessment, found in the rear of this CSSoW

Staff working at this location must have a thorough understanding of the following: track layout signalling all possible movements the risks (including SPAD risks) associated with the movements the associated control measures designed to minimise the degree of risk.

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Location – *Example* to be agreed between Lead Operator and involved parties.

Route/Location Knowledge Competence Assessment

Employee Name

Grade

Assessor Date

1 What PPE do you wear on all terminals?

2 What are the speed limits for cars/vans on the port roads and terminals?

3 What radio channels are used on the Terminal and what are they used for?

4 Who is the PIC for all rail movements on the South Terminal?

5 What are the speed limits for locos on the Terminal and Sidings?

6 What is the procedure for arriving a train on the Terminal?

7 What is the procedure for departing a train on the Terminal?

Explain how to operate the gates and barriers at the entrance to the Terminal and what you do for line X movements

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Where is the plunger and explain the process for operating it and accepting trains into XX

How many handbrakes do you apply and what wagon(s) do you apply them on?

Requires Further Training

(Tick as appropriate)

Fully Competent

(Tick as appropriate)

Assessors Signature Trainee Signature

Section 8: Common Safe System of Work matrix and categorisation of ‘Working Practices”

The 24 ‘Working Practices identified were the result of rapid ideation of the CSSoW working group. These were highlighted to NFSG Steering Group, as instructions written in company rules, supplementary operating instructions, processes, or procedures, which underpin the way the SSOW may be written.

When considering whether the middle column is correct, ask if your company have possibly got an instruction which is written differently to another FOC and decide whether the full working practice would be mentioned. The third column are ideas of what might be mentioned in the SSOW and with the second column undoubtably requires more discussion.

Working Practice Included into the

SSOW?

Comments in SSOW

Train Preparation/Brake Testing – Functional, enhanced, simplified, running brake tests

Shouldn’t Specific to which type is carried out but not how it is carried out

Loading Shouldn’t Specific to who, where and when it is carried out but not company loading

exams or patterns etc

Rolling stock technician exams / Carriage and Wagon checks

Shouldn’t Specific to who, where or when carried out but not how

Train Preparation Shouldn’t Specific to who, where or when

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Train Documentation – use of TOPS, Spineker, ERIC, Anubis etc

Shouldn’t Specific to possibly who, where and when carried out but not which system

Communication Protocols Shouldn’t Specific to call signs and channels but

not each protocol

Directional Information – Feet, Metres,Wagons etc

Should Suggest the other values are displayedin brackets

Control of propelling movements Should / Shouldn’t Specific to where and when carried out. High risk activity that requires

buy in from all parties if shared ground duties or where customer interaction exists / Not required if

controlling own trains on multi-usersite.

Control of hauling movements Should / Shouldn’t Specific to where and when carried out. High risk activity that requires

buy in from all parties if shared ground duties or where customer interaction exists / Not required if

controlling own trains on multi-usersite.

Driver Only Operation – Run-rounds etc Shouldn’t Specific to where and when but nothow.

Handover Procedures and Certification Should / Shouldn’t Between staff and customers, Network Rail or others you possibly should and display an example of

certificates in the Appendices. Specific to where and when between staff but

not how.Security of trains in sidings – Normal or Dangerous Goods

Shouldn’t Specific to how, when or where gates etc are opened or closed and any DG or High Consequence DG instructions

but not necessarily company procedures for security of the trains,

wagons or locomotives.Use of handbrakes and scotches – levels of securing

Should Is a requirement, however, if scotches are new to the site then storage areas should be explained with pictures in

the relevant section.Contact and names for each siding Should

Emergency Contacts Should

Risk Assessment Process – templates, format, training

Shouldn’t Drives the SSOW but is separate and company specific for templates,

format, and training.Plant and machinery operations Shouldn’t Specific to where and when

interaction but not how they areoperated.

Road Traffic – Risk Assessment, maps, process

Should / Shouldn’t May add the road map for a site to the SSOW map but RA’s and process for producing these is separate and

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Contractor Management Shouldn’t Specific to reporting procedures, where, when and who has

responsibility to control contractors but not the process of managing

them.

Operation of Handpoints – FOC, NR, Customers

Shouldn’t Specific to where and when handpoints may be operated but not

company specific instructions.Protection Arrangements Should Specific to who, when and how they

are protected. However, if onerous and complicated, may be added as an

Appendices.Equipment usage – shunting poles, brake stick etc

Shouldn’t Dependant on the activity, any equipment usage should be risk

assessed separately, agreed by all companies and trained in. No problemfor single ground staff operator sites.

Customer Practices on operational sites Should Specific to customer requirements (e.g. loose coupling or not applying handbrakes), what, when or how a customer’s staff or locomotive may interact (moving around or through sidings, handover etc) but not their

written procedure.Coupling / Uncoupling Procedures – safe zones, protection, blocks, sequence etc

Shouldn’t Specific to who completes, when or where but not how coupling /

uncoupling is carried out.

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