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The FRA Guide provides instructions and guidance associated with FRA’s accident/incident
recordkeeping and reporting requirements. The FRA Guide is a supplement to Part 225 and is
not a replacement for the regulatory text. Federal railroad safety regulations at § 225.11 and
§ 225.21 require that each railroad subject to Part 225 complete reports and records of
accidents/incidents in accordance with the current FRA Guide.
1.1.2 Applicability
To determine if Part 225 applies to a railroad, in whole or in part, see § 225.3, “Applicability.”
See also “Extent and Exercise of FRA’s Safety Jurisdiction,” Part 209, Appendix A, and
“Statement of Agency Policy Concerning Waivers Related to Shared Use Trackage or Rights-ofWay by Light Rail and Conventional Operations,” Part 211, Appendix A.
1.1.3 Consolidated Reporting
Under certain circumstances, a parent corporation with commonly controlled railroad carriers
that operate as a single, seamless, integrated U.S. rail system, may be considered by FRA as a
single railroad for purposes of Part 225 compliance. See § 225.6.
1.2 Major Recordkeeping and Reporting Requirements Under Part 225
There are many recordkeeping and reporting requirements arising from Part 225. The following
is a summarized listing of FRA’s major recordkeeping and reporting requirements for all
railroads subject to Part 225. This listing is a summary only and does not replace the regulatory
text or requirements set forth in the Code of Federal Regulations. Narratives are included when
supplemental information, requirements, or guidance is warranted.
1.2.1 Telephonic Reporting
Railroads must make immediate telephonic notification of certain accidents/incidents. See
§ 225.9. For supplemental information, see Appendix M.
FRA Guide for Preparing Accident/Incident Reports
5
Accident/Incident Recordkeeping and Reporting Requirements
Additional Telephonic Reporting Requirements Related to Accidents. There are four additional
sections in chapter II of 49 CFR that require telephonic reporting related to accidents. These
sections are listed below for informational purposes.
49 CFR 229.17 – Railroad Locomotive Safety Standards; Accident reports. Under this
section, in the case of an accident due to a failure from any cause of a locomotive or any part
or appurtenance of a locomotive, or a person coming in contact with an electrically energized
part or appurtenance, which results in serious injury (i.e., an injury that results in the
amputation of any appendage, the loss of sight in an eye, bone fracture, or confinement in a
hospital for a period of more than 24 consecutive hours) or death of one or more persons, the
railroad operating the locomotive must immediately report the accident by toll-free telephone
number: (800) 424-0201.
49 CFR 233.5 – Signal Systems Reporting Requirements; Accidents resulting from signal
failure. Under this section, a railroad must report to FRA within 24 hours, by toll-free
telephone number: (800) 424-0201, whenever it learns of the occurrence of an
accident/incident arising from the failure of an appliance, device, method, or system to
function or indicate as required by Part 236 that results in a more favorable aspect than
intended or other condition hazardous to the movement of a train.
49 CFR 234.7 – Grade Crossing Signal System Safety; Accidents involving grade crossing
signal failure. Under this section, a railroad must report to FRA every impact between ontrack railroad equipment and an automobile, bus, truck, motorcycle, bicycle, farm vehicle, or
pedestrian at a highway-rail grade crossing involving an activation failure. Notification shall
be provided to the National Response Center within 24 hours of occurrence at: (800) 424-
0201.
49 CFR 219.209(a) – Control of Alcohol and Drug Use; Reports of tests and refusals.
Under this section, a railroad that has experienced a qualifying accident/incident or other
event for which specimens were obtained must provide immediate telephonic notification
summarizing such events to the National Response Center at: (800) 424-8802 and to FRA’s
Office of Railroad Safety at: (202) 493-6313.
1.2.2 Annual Reports to FRA
Railroads must submit to FRA an annual report of employee hours worked and casualties by
State on Form FRA F 6180.56. The report must be included with the railroad’s monthly
submission for December. See § 225.21(d).
1.2.3 Monthly Reports to FRA
Railroads must submit to FRA monthly reports of all reportable accidents/incidents. See
§ 225.11. The railroad’s report must be submitted within 30 days following the month to which
it applies. The report shall be made on the forms prescribed in § 225.21 in hardcopy or by means
FRA Guide for Preparing Accident/Incident Reports
6
Accident/Incident Recordkeeping and Reporting Requirements
of optical media or electronic submission via the Internet in accordance with § 225.37, approved
by FRA.
The Form FRA F 6180.55 (Railroad Injury and Illness Summary) must be submitted each month,
even if there were no reportable accidents/incidents during the month. Corresponding forms
FRA F 6180.55a, FRA F 6180.54, FRA F 6180.81, and FRA F 6180.57 must also be completed
and submitted for reportable accidents/incidents occurring during the report month.
Monthly reports of accidents/incidents (which are being submitted as hardcopies) and related
correspondence, and optical media are to be addressed to:
FRA Project Office
2600 Park Tower Drive, Suite 1000
Vienna, VA 22180
Please refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes
in Accident/Incident Recordkeeping and Reporting” for updated information.
Primary Groups of Reportable Accidents/Incidents. Reportable accidents/incidents are divided
into three major groups for reporting purposes. See § 225.19. These groups correspond to
different FRA forms and are as follows:
1. Group I – Highway-rail grade crossing accident/incident (Form FRA F 6180.57)
Note: For highway-rail grade crossing accidents/incidents only, railroads are required to
contact potentially injured highway users involved in a highway-rail accident/incident, by
mail, using a Highway User Injury Inquiry Form record (Form FRA F 6180.150) and, if
unsuccessful, by phone. The Form FRA F 6180.150 shall be sent with a cover letter
drafted in accordance with the requirements set forth in the FRA Guide and a
preaddressed, prepaid return envelope. Railroads are to use the information gathered to
comply with FRA’s accident/incident reporting and recording requirements.
2. Group II – Rail equipment accident/incident (Form FRA F 6180.54)
Note: Accident reports citing an employee human factor as a cause must be accompanied
by an Employee Human Factor Attachment (Form FRA F 6180.81). In addition, each
implicated employee must be provided with a Notice to Railroad Employee Involved in
Rail Equipment Accident/Incident Attributed to Employee Human Factor (Form FRA
F 6180.78).
Note: In preparing a rail equipment accident/incident report, the railroad must inquire
into the possible involvement of alcohol/drug use or impairment and report such
information to FRA as required by § 225.18.
FRA Guide for Preparing Accident/Incident Reports
7
Accident/Incident Recordkeeping and Reporting Requirements
3. Group III – Death, injury, or occupational illness (Form FRA F 6180.55a)

The FRA Guide provides instructions and guidance associated with FRA’s accident/incident

recordkeeping and reporting requirements. The FRA Guide is a supplement to Part 225 and is

not a replacement for the regulatory text. Federal railroad safety regulations at § 225.11 and

§ 225.21 require that each railroad subject to Part 225 complete reports and records of

accidents/incidents in accordance with the current FRA Guide.

1.1.2 Applicability

To determine if Part 225 applies to a railroad, in whole or in part, see § 225.3, “Applicability.”

See also “Extent and Exercise of FRA’s Safety Jurisdiction,” Part 209, Appendix A, and

“Statement of Agency Policy Concerning Waivers Related to Shared Use Trackage or Rights-ofWay by Light Rail and Conventional Operations,” Part 211, Appendix A.

1.1.3 Consolidated Reporting

Under certain circumstances, a parent corporation with commonly controlled railroad carriers

that operate as a single, seamless, integrated U.S. rail system, may be considered by FRA as a

single railroad for purposes of Part 225 compliance. See § 225.6.

1.2 Major Recordkeeping and Reporting Requirements Under Part 225

There are many recordkeeping and reporting requirements arising from Part 225. The following

is a summarized listing of FRA’s major recordkeeping and reporting requirements for all

railroads subject to Part 225. This listing is a summary only and does not replace the regulatory

text or requirements set forth in the Code of Federal Regulations. Narratives are included when

supplemental information, requirements, or guidance is warranted.

1.2.1 Telephonic Reporting

Railroads must make immediate telephonic notification of certain accidents/incidents. See

§ 225.9. For supplemental information, see Appendix M.

FRA Guide for Preparing Accident/Incident Reports

5

Accident/Incident Recordkeeping and Reporting Requirements

Additional Telephonic Reporting Requirements Related to Accidents. There are four additional

sections in chapter II of 49 CFR that require telephonic reporting related to accidents. These

sections are listed below for informational purposes.

49 CFR 229.17 – Railroad Locomotive Safety Standards; Accident reports. Under this

section, in the case of an accident due to a failure from any cause of a locomotive or any part

or appurtenance of a locomotive, or a person coming in contact with an electrically energized

part or appurtenance, which results in serious injury (i.e., an injury that results in the

amputation of any appendage, the loss of sight in an eye, bone fracture, or confinement in a

hospital for a period of more than 24 consecutive hours) or death of one or more persons, the

railroad operating the locomotive must immediately report the accident by toll-free telephone

number: (800) 424-0201.

49 CFR 233.5 – Signal Systems Reporting Requirements; Accidents resulting from signal

failure. Under this section, a railroad must report to FRA within 24 hours, by toll-free

telephone number: (800) 424-0201, whenever it learns of the occurrence of an

accident/incident arising from the failure of an appliance, device, method, or system to

function or indicate as required by Part 236 that results in a more favorable aspect than

intended or other condition hazardous to the movement of a train.

49 CFR 234.7 – Grade Crossing Signal System Safety; Accidents involving grade crossing

signal failure. Under this section, a railroad must report to FRA every impact between ontrack railroad equipment and an automobile, bus, truck, motorcycle, bicycle, farm vehicle, or

pedestrian at a highway-rail grade crossing involving an activation failure. Notification shall

be provided to the National Response Center within 24 hours of occurrence at: (800) 424-

0201.

49 CFR 219.209(a) – Control of Alcohol and Drug Use; Reports of tests and refusals.

Under this section, a railroad that has experienced a qualifying accident/incident or other

event for which specimens were obtained must provide immediate telephonic notification

summarizing such events to the National Response Center at: (800) 424-8802 and to FRA’s

Office of Railroad Safety at: (202) 493-6313.

1.2.2 Annual Reports to FRA

Railroads must submit to FRA an annual report of employee hours worked and casualties by

State on Form FRA F 6180.56. The report must be included with the railroad’s monthly

submission for December. See § 225.21(d).

1.2.3 Monthly Reports to FRA

Railroads must submit to FRA monthly reports of all reportable accidents/incidents. See

§ 225.11. The railroad’s report must be submitted within 30 days following the month to which

it applies. The report shall be made on the forms prescribed in § 225.21 in hardcopy or by means

FRA Guide for Preparing Accident/Incident Reports

6

Accident/Incident Recordkeeping and Reporting Requirements

of optical media or electronic submission via the Internet in accordance with § 225.37, approved

by FRA.

The Form FRA F 6180.55 (Railroad Injury and Illness Summary) must be submitted each month,

even if there were no reportable accidents/incidents during the month. Corresponding forms

FRA F 6180.55a, FRA F 6180.54, FRA F 6180.81, and FRA F 6180.57 must also be completed

and submitted for reportable accidents/incidents occurring during the report month.

Monthly reports of accidents/incidents (which are being submitted as hardcopies) and related

correspondence, and optical media are to be addressed to:

FRA Project Office

2600 Park Tower Drive, Suite 1000

Vienna, VA 22180

Please refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes

in Accident/Incident Recordkeeping and Reporting” for updated information.

Primary Groups of Reportable Accidents/Incidents. Reportable accidents/incidents are divided

into three major groups for reporting purposes. See § 225.19. These groups correspond to

different FRA forms and are as follows:

1. Group I – Highway-rail grade crossing accident/incident (Form FRA F 6180.57)

Note: For highway-rail grade crossing accidents/incidents only, railroads are required to

contact potentially injured highway users involved in a highway-rail accident/incident, by

mail, using a Highway User Injury Inquiry Form record (Form FRA F 6180.150) and, if

unsuccessful, by phone. The Form FRA F 6180.150 shall be sent with a cover letter

drafted in accordance with the requirements set forth in the FRA Guide and a

preaddressed, prepaid return envelope. Railroads are to use the information gathered to

comply with FRA’s accident/incident reporting and recording requirements.

2. Group II – Rail equipment accident/incident (Form FRA F 6180.54)

Note: Accident reports citing an employee human factor as a cause must be accompanied

by an Employee Human Factor Attachment (Form FRA F 6180.81). In addition, each

implicated employee must be provided with a Notice to Railroad Employee Involved in

Rail Equipment Accident/Incident Attributed to Employee Human Factor (Form FRA

F 6180.78).

Note: In preparing a rail equipment accident/incident report, the railroad must inquire

into the possible involvement of alcohol/drug use or impairment and report such

information to FRA as required by § 225.18.

FRA Guide for Preparing Accident/Incident Reports

7

Accident/Incident Recordkeeping and Reporting Requirements

3. Group III – Death, injury, or occupational illness (Form FRA F 6180.55a)