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I. INTRODUCTION

This Guide for Preparing U.S. DOT Crossing Inventory Forms (Guide) is intended to provide guidance to operating railroads and States on completing the U.S. DOT Crossing Inventory Form (Inventory Form) for highway-rail and pathway crossings.

The type of crossing will dictate which parts of the Inventory Form must be completed by operating railroads for the initial reporting of new and previously unreported highwayrail and pathway crossings. The Inventory Form will be considered “completed” if the following parts are completed:

• Public Highway-Rail Grade Crossing: Complete entire Inventory Form (with the exception of I.20 and III.2.K.);

• Private Highway-Rail Grade Crossing: Complete Header, plus Parts I, II, and III.2.K. of the Inventory Form and the Submission Information section;

• Public Pathway Grade Crossing: Complete Header, plus Parts I and II of the Inventory Form (with the exception of I.20) and the Submission Information
section;

• Private Pathway Grade Crossing: Complete Header, plus Parts I, II, and III.2.K.
of the Inventory Form and Submission Information section;

• Pedestrian Station Grade Crossing (pedestrian station.): Complete Header, plus Parts I and II of the Inventory Form (with the exception of I.20) and Submission Information section;

• Grade-separated Crossing (highway-rail, pathway, and pedestrian station): Complete Header, plus Part I of the Inventory Form (with the exception of I.20) and the Submission Information section.

Please refer to the Crossing Inventory Responsibility Table in Appendix B for detailed instructions regarding which data fields must be verified or updated at least every 3 years by the primary operating railroad, as part of the periodic updating process.

When there has been a change in crossing characteristics (such as a change in the crossing surface or a change in the crossing warning devices) at a public highway-rail grade crossing, as required by Title 49 Code of Federal Regulations (CFR) Section 234.411(c), complete all of the data fields in the Header of the Inventory Form, check the “Change in Data” box in “Reason for Update” field and update all data fields in Parts II and III on the Inventory Form. If a hardcopy Inventory Form update will be submitted to the Crossing Inventory, complete the Submission Information section of the Inventory Form as well.

Hardcopy Submission

Please see FRA’s Web site for the correct mailing address for hardcopy U.S. DOT Crossing Inventory (Crossing Inventory) Submissions.

Electronic Submission

Completed Inventory Forms may also be submitted electronically to the
Crossing Inventory. Detailed instructions for the electronic submission of Inventory Forms can be found in the Electronic Submission Instructions, which is a separate document.

Updates to this Guide

Please refer to FRA’s Web site for updates to this Guide.



II. INSTRUCTIONS FOR COMPLETING THE U.S. DOT CROSSING INVENTORY FORM

1. Header Information

All Header data must be entered by the reporting agency


Figure 2-1: U.S. DOT-FRA Crossing Inventory Form Heading
Instructions

A brief set of instructions is provided at the top of the form.

A. Revision Date:

Figure 2-2: U.S. DOT-FRA Crossing Inventory Form Heading, Item A

Enter the date that the revision is being submitted in MM/DD/YYYY format. Example: July 23, 2010, would be entered as 07/23/2010.

For hardcopy Inventory Form submissions, the revision date should be the certified mailing date.

B. Reporting Agency:

Figure 2-3: U.S. DOT-FRA Crossing Inventory Form Heading, Item B

Enter a check in the appropriate box to indicate the type of agency that is submitting the update or the establishment of a new crossing.

The “Transit” box should be checked by urban rapid transit operators who submit crossing data to the Crossing Inventory, including:

• Urban rapid transit operators who operate through highway-rail grade crossings and pathway grade crossings located on the same track used by railroads that are part of the general railroad system of transportation.

• Urban rapid transit operators who operate through highway-rail grade crossings and pathway grade crossings that are located within a shared corridor or right-ofway, and shared crossing warning devices, with railroads that are part of the general railroad system of transportation.

• Urban rapid transit operators who do not have one of the above-listed connections to the general railroad system of transportation, yet operate through highway-rail crossings and pathway crossings. (Urban rapid transit operators in this last category are encouraged, but not required, to submit crossing data to the Crossing Inventory.)

The “Other” box should be checked by public authorities who submit crossing data to the Crossing Inventory for quiet zone-related purposes. The “Other” box should not be checked by delegated users or third-party entities who are submitting crossing data on behalf of a railroad or State user. Delegated users are instructed to check the box that applies to the entity on whose behalf the crossing data is being submitted.

Public authorities who submit crossing data to the Crossing Inventory have been instructed to use hardcopy Inventory Forms for this purpose. Therefore, crossing data submitted electronically will not be accepted by the Grade Crossing Inventory System (GCIS) if the “Other” box has been checked.

C. Reason for Update:

Figure 2-4: U.S. DOT-FRA Crossing Inventory Form Heading, Item C

Check only one box to indicate the primary reason for the change.

The nine checkbox selections account for the various reasons for submitting an update. These include the following:

• Change in Data – Submission of crossing data associated with an actual change in crossing characteristics that is not reflected by any of the other box selections below.

This includes cases where crossing type is changed from “Private” to “Public” for a highway-rail grade crossing; the entire Inventory Form (or its electronic equivalent) must be completed. Please reference Part I, Box 17.

• New Crossing – An open crossing that is not currently in the Crossing Inventory. This could be either a new crossing or one that was previously unreported.

• Closed – A location where a previous crossing no longer exists because either the railroad tracks have been physically removed, or each pathway or roadway approach to the crossing has been physically removed, leaving behind no intersection of railroad tracks with either a pathway or roadway. A gradeseparated highway-rail or pathway crossing that has been physically removed is also considered a closed crossing.

• No Train Traffic – A crossing through which trains no longer operate.

Note: The primary operating railroad is responsible for updating the Crossing Inventory to reflect that a highway-rail grade crossing or pathway grade crossing is no longer subject to train traffic. This update should be made as soon as possible, but must be made no later than the next required periodic update. When the Crossing Inventory is updated to reflect a change to No Train Traffic status, Parts II.1 and II.3 must be changed to reflect all zeros and the Part II.2 must reflect the current year the update is made.

• Re-Open – A closed crossing or crossing that was not previously subject to train traffic which has been placed into active service.

I. INTRODUCTION

This Guide for Preparing U.S. DOT Crossing Inventory Forms (Guide) is intended to provide guidance to operating railroads and States on completing the U.S. DOT Crossing Inventory Form (Inventory Form) for highway-rail and pathway crossings.

The type of crossing will dictate which parts of the Inventory Form must be completed by operating railroads for the initial reporting of new and previously unreported highwayrail and pathway crossings. The Inventory Form will be considered “completed” if the following parts are completed:

• Public Highway-Rail Grade Crossing: Complete entire Inventory Form (with the exception of I.20 and III.2.K.);

• Private Highway-Rail Grade Crossing: Complete Header, plus Parts I, II, and III.2.K. of the Inventory Form and the Submission Information section;

• Public Pathway Grade Crossing: Complete Header, plus Parts I and II of the Inventory Form (with the exception of I.20) and the Submission Information

section;

• Private Pathway Grade Crossing: Complete Header, plus Parts I, II, and III.2.K.

of the Inventory Form and Submission Information section;

• Pedestrian Station Grade Crossing (pedestrian station.): Complete Header, plus Parts I and II of the Inventory Form (with the exception of I.20) and Submission Information section;

• Grade-separated Crossing (highway-rail, pathway, and pedestrian station): Complete Header, plus Part I of the Inventory Form (with the exception of I.20) and the Submission Information section.

Please refer to the Crossing Inventory Responsibility Table in Appendix B for detailed instructions regarding which data fields must be verified or updated at least every 3 years by the primary operating railroad, as part of the periodic updating process.

When there has been a change in crossing characteristics (such as a change in the crossing surface or a change in the crossing warning devices) at a public highway-rail grade crossing, as required by Title 49 Code of Federal Regulations (CFR) Section 234.411(c), complete all of the data fields in the Header of the Inventory Form, check the “Change in Data” box in “Reason for Update” field and update all data fields in Parts II and III on the Inventory Form. If a hardcopy Inventory Form update will be submitted to the Crossing Inventory, complete the Submission Information section of the Inventory Form as well.

Hardcopy Submission

Please see FRA’s Web site for the correct mailing address for hardcopy U.S. DOT Crossing Inventory (Crossing Inventory) Submissions.

Electronic Submission

Completed Inventory Forms may also be submitted electronically to the

Crossing Inventory. Detailed instructions for the electronic submission of Inventory Forms can be found in the Electronic Submission Instructions, which is a separate document.

Updates to this Guide

Please refer to FRA’s Web site for updates to this Guide.

II. INSTRUCTIONS FOR COMPLETING THE U.S. DOT CROSSING INVENTORY FORM

1. Header Information

All Header data must be entered by the reporting agency

Figure 2-1: U.S. DOT-FRA Crossing Inventory Form Heading

Instructions

A brief set of instructions is provided at the top of the form.

A. Revision Date:

Figure 2-2: U.S. DOT-FRA Crossing Inventory Form Heading, Item A

Enter the date that the revision is being submitted in MM/DD/YYYY format. Example: July 23, 2010, would be entered as 07/23/2010.

For hardcopy Inventory Form submissions, the revision date should be the certified mailing date.

B. Reporting Agency:

Figure 2-3: U.S. DOT-FRA Crossing Inventory Form Heading, Item B

Enter a check in the appropriate box to indicate the type of agency that is submitting the update or the establishment of a new crossing.

The “Transit” box should be checked by urban rapid transit operators who submit crossing data to the Crossing Inventory, including:

• Urban rapid transit operators who operate through highway-rail grade crossings and pathway grade crossings located on the same track used by railroads that are part of the general railroad system of transportation.

• Urban rapid transit operators who operate through highway-rail grade crossings and pathway grade crossings that are located within a shared corridor or right-ofway, and shared crossing warning devices, with railroads that are part of the general railroad system of transportation.

• Urban rapid transit operators who do not have one of the above-listed connections to the general railroad system of transportation, yet operate through highway-rail crossings and pathway crossings. (Urban rapid transit operators in this last category are encouraged, but not required, to submit crossing data to the Crossing Inventory.)

The “Other” box should be checked by public authorities who submit crossing data to the Crossing Inventory for quiet zone-related purposes. The “Other” box should not be checked by delegated users or third-party entities who are submitting crossing data on behalf of a railroad or State user. Delegated users are instructed to check the box that applies to the entity on whose behalf the crossing data is being submitted.

Public authorities who submit crossing data to the Crossing Inventory have been instructed to use hardcopy Inventory Forms for this purpose. Therefore, crossing data submitted electronically will not be accepted by the Grade Crossing Inventory System (GCIS) if the “Other” box has been checked.

C. Reason for Update:

Figure 2-4: U.S. DOT-FRA Crossing Inventory Form Heading, Item C

Check only one box to indicate the primary reason for the change.

The nine checkbox selections account for the various reasons for submitting an update. These include the following:

• Change in Data – Submission of crossing data associated with an actual change in crossing characteristics that is not reflected by any of the other box selections below.

This includes cases where crossing type is changed from “Private” to “Public” for a highway-rail grade crossing; the entire Inventory Form (or its electronic equivalent) must be completed. Please reference Part I, Box 17.

• New Crossing – An open crossing that is not currently in the Crossing Inventory. This could be either a new crossing or one that was previously unreported.

• Closed – A location where a previous crossing no longer exists because either the railroad tracks have been physically removed, or each pathway or roadway approach to the crossing has been physically removed, leaving behind no intersection of railroad tracks with either a pathway or roadway. A gradeseparated highway-rail or pathway crossing that has been physically removed is also considered a closed crossing.

• No Train Traffic – A crossing through which trains no longer operate.

Note: The primary operating railroad is responsible for updating the Crossing Inventory to reflect that a highway-rail grade crossing or pathway grade crossing is no longer subject to train traffic. This update should be made as soon as possible, but must be made no later than the next required periodic update. When the Crossing Inventory is updated to reflect a change to No Train Traffic status, Parts II.1 and II.3 must be changed to reflect all zeros and the Part II.2 must reflect the current year the update is made.

• Re-Open – A closed crossing or crossing that was not previously subject to train traffic which has been placed into active service.