National Transit Database Safety and Security Basic Setup/Minor Incident Reporting

National Transit Database

Safety and SecurityBasic Setup/Minor Incident

Reporting

Safety and Security Reporting

Webinar Goal

To help transit professionals learn the necessary skills for reporting Safety and Security data to the National Transit Database (NTD) internet reporting website.


Webinar Outline

• Module 1: Safety and Security Setup Form (S&S-10)

• Module 2: Safety and Security Chief Executive Officer Certification Form (S&S-20)

• Module 3: Safety and Security Configuration Form (S&S-30)

• Module 4: Safety and Security Monthly Summary Report Form (S&S-50)

• Module 5: Reportable Incident Report Form (S&S-40)


Instructors

• Andy Lofton – [email protected] BCG Transportation Group434-971-7274

• Anne Singleton – [email protected] BCG Transportation Group540-727-0939

• John Giorgis – [email protected] NTD Program Manager at FTA202-366-5430

mailto:[email protected]




Who Reports

• Recipients/beneficiaries of Urbanized Area Formula (UAF) program funds

• Voluntary public and private providers are encouraged to report

• Nine or fewer vehicles waiver – not required to submit


How the Data is Used

• Provide industry performance reports to Congress and other federal agencies and departments

• Direct and improve programs developed for: State safety oversight

Transit bus safety and security

Commuter rail initiatives

• Generate technical analysis of trends in transit safety and security reporting, technical assistance and training needs, and research needs


NTD Website Access

• Six levels of access for reporting • First portion of user name defines access level • Last four digits represent agency’s NTD ID #

1. CEO – CEOxxxx: • Submit and edit CEO certification and all safety

and security forms2. NTD contact person – NTDxxxx:

• Submit and edit all safety and security forms3. Safety and security contact – SFTYNTDxxxx:

• Submit and edit all safety and security forms


NTD Website Access

4. Safety and security editor – SFTYEDTxxxx: • Start, save, and edit, but cannot submit

safety and security forms

5. Safety and security viewer – SFTYVWRxxxx: • Only view safety and security forms

6. Security contact – SECURITYxxxx:• Only view safety and security forms


Designating Contacts

• Designate on the B-20 form in the Annual tab: One person as “Safety Contact Person”

One person as “Security Contact Person”

• Responsibilities of contact persons include: Being the only person, other than the CEO, who can submit

forms

Responding to NTD questions about submitted data and reporting requirements

• One person can be assigned both jobs Provide email addresses and phone numbers of contact persons

Do not provide home numbers


Overview

• NTD reporters determine access within their organizations

• User can change password Password expires every 90 days

Password must be at least 8 characters and contain at least 1 letter and 1 number

Contact NTD if you forgot your password; a new one will be emailed to the address on the B-20 form

• CEO and NTD contact person use individual passwords for all report areas and can access all reporting areas (Annual, Monthly, and Safety and Security) from the Home tab


Overview

To log in, click on the Internet Reporting Login link


Overview

Enter your user name and password


Overview

This will bring you to the Home tab, which has multiple navigation tabsClick to enter S&S

Reporting ModuleNavigation Tabs


Safety and Security Reporting Forms

• S&S-10: Safety and Security Setup form List modes and types of service operated Generates S&S-30 forms

• S&S-20: Safety and Security Chief Executive Officer Certification form Submitted at end of calendar year CEO attests to validity of data reported

• S&S-30: Safety and Security Configuration form For reporting type and number of personnel

that provide security



• S&S-40: Reportable Incident Report form For reporting detailed information on the

most severe safety and security incidents• S&S-50: Summary Security Report form

For reporting the number of occurrences of less severe safety and security-related incidents



S&S-10 must be completed first! • This generates the S&S-30, which must be

completed before entering any other data

Anne Singleton

Andy I replaced htis form screen shot - didn't have track changes on



Remember to exit forms using the form buttons

• Do not use the Back or Forward browser buttons

• Use navigation buttons at bottom of forms or use the Close Form link on the context bar


Data Validation

• FTA reviews data submitted to NTD to identify data entry errors

• Validation analysts email and call reporters to resolve reporting issues Late reports Questionable data


Monthly Deadlines

• S&S-50s are due the last day of each month

• Analysts send late email reminders on the 1st and 5th of each month to late reporters

• On the 15th, if data is still outstanding, FTA initiates the delinquent reporter process and adds the delinquent agency to FTA’s failure to report list


Failure to Report

• Not submitting a report

• Habitually submitting late reports (missing due dates)

• Submitting incomplete reports Missing data items or forms

Non-conformance with reporting thresholds and definitions

Failure to respond to follow-up emails and calls

Missing S&S CEO certification

• If an agency fails to report, FTA can declare the agency ineligible to receive UAF program funding


NTD Safety and Security Analysts

• Contact directly to provide technical assistance

• S&S analysts include: Anne Singleton

• 540-727-0939• [email protected]

Valerie Lazaro• 480-483-0557• [email protected]



Questions?

Module 1

Safety and SecuritySetup Form

(S&S-10)


S&S-10

• Defines the modes and type of service (TOS) operated by your transit agency TOS refers to how public transportation services are

provided by a transit agency:

• Directly Operated (DO)

• Purchased Transportation (PT) services (contracted services)

• NTD uses this information to generate the appropriate S&S-30 forms


S&S-10

• Complete at the beginning of the calendar year


• Cannot begin reporting safety or security data until completing this form


S&S-10

• Before completing this form, check with other departments in your agency to determine the modes and TOS operated by your agency

• Line 06 of the B-10 form, located on the Annual tab, can also be used to verify modes and TOS

• Initially, only the Close, Submit, and Print buttons will appear at the bottom of this form

S&S-10 Form


S&S-10

• Remember the S&S-10 generates the appropriate S&S-30 form(s) - check to make sure the S&S-30 forms portray the correct modes and TOS! Ensures you haven’t mistakenly placed a

check mark in the wrong box• Close, Print, and Add/Delete Mode/Type of

Service buttons now appear at the bottom of the form


S&S-10

• Did you make an error when submitting the S&S-10?

• Has your agency stopped operating service during the course of the year?

• Has your agency started a new mode or type of service during the year?


S&S-10

• You can discontinue, delete, or add modes using the Add/Delete Mode/Type of Service button New screen to accomplish the task

• New service start date? Enter the month service started

• Out of service date? First month when no service was provided, not

the actual month service ended• For example, if you stopped providing service on

June 15, you would select July as the Out of Service month

S&S-10 FormAdd/Delete

Mode/TOS Screen


S&S-10

• Remember to click Save after adding or deleting Automatically returns you to S&S-10 form Saving the form updates S&S-10 and adds S&S-30

for any new modes

• If a mode was discontinued during the year, check marks will appear in the boxes next to the mode/TOS, but you will no longer be able to enter reports for this mode

• Warning: If you discontinue a mode and select an Out of Service Date in which reports have been entered, all reports from that month forward will be deleted

Questions?

Module 2

Safety and Security Chief Executive Officer

Certification Form (S&S-20)


S&S-20

• Certifies safety and security data submitted during the current calendar year’s reports are accurate

• Approved by transit agency’s CEO• Annual requirement

Submitted no later than February 28 of the following ` calendar year


S&S-20

• Generates in the Safety and Security tab after January 15th to prevent inadvertent early submission of the form Submit button not available until this time

• Two reports are available in the Reports tab to assist in certifying safety and security data:

1. Major Incidents Summary by Mode/Service Report

2. Minor Incidents Summary by Mode/Service Report


S&S-20

• Review total incidents, injuries, and fatalities listed on the Reportable Incident Data table

• Indicate Yes or No in response to the statement: “The submitted data summarized below has

been reviewed and is accurate and truthful.” If “No,” internet reporting will require an

explanation• Click Submit Report when complete

S&S-20 Form

Questions?

Module 3

Safety and SecurityConfiguration Form

(S&S-30)


S&S-30

• Collects number and type of transit police and/or security personnel that respond to security incidents on agency property

• NTD generates 1 form for each mode selected in the S&S-10

• Complete at the beginning of the calendar year



S&S-30

• Not necessary to update this form to reflect changes in staffing

• Submit the S&S-30 before NTD generates two critical links: File New Report (S&S-40)

Quick link to the S&S Monthly Summary Report (S&S-50)

S&S-30 Form


S&S-30

Primary: security force agency that routinely responds to incidents in or on transit property or assigned to patrol agency property

• If you have more than 1 security force that you consider as Primary, you must select 1 to serve as the Primary in NTD

• Make this decision based on force size

• Report other forces under Secondary


S&S-30

Secondary: security force(s) that occasionally respond when primary security force requires assistance

• If you use local police (non-contracted), an estimate of the number of personnel is not required


S&S-30

• Line 02 collects total of both primary and secondary security personnel for each mode

• Number in Line 02 should be greater than or equal to the number in Line 01


S&S-30

• Data is reported in terms of full-time equivalents (FTE) 1.0 FTE = 40 hours per week or 2080 hours

per year

• Reporters must prorate employee FTE if: Only part of time is spent

providing transit security, or Employee provides transit

security for more than 1 mode


S&S-30

Separate S&S-30 completed for each mode• Reporters should ensure FTE is not double

counted• For security forces used to

cover multiple modes, reporters may use any reasonable method of FTE distribution, such as basing the distribution on ridership, modal employees, etc.


S&S-30 – Examples

• An agency has 50 contracted security personnel who only work 20 hours per week Each of these employees represents 0.5 FTE

Security force = 0.5 * 50 = 25 FTE

• An agency contracts for security and pays a monthly fee based on services used Agency should report FTE based on the

previous year’s total hours worked


S&S-30 – Examples

A large agency has 2 security forces they consider to be primary

• S&S-30 form only allows for 1 primary choice

• Agency should report security force with largest number of employees as their Primary force

• Other security personnel reported with Secondary forces


S&S-30 – Examples

An agency uses a dedicated transit police force (20.0 FTE) for both MB/DO and DR/DO service, but the DR service never requires security response

• It is acceptable to report 0.0 FTE for DR/DO and 20.0 FTE for MB/DO

Questions?

Module 4

Safety and Security Monthly Summary Report

Form(S&S-50)


S&S-50

• Collects data related to less severe safety and security incidents

• Complete every month for each mode with the following exceptions: Commuter rail (CR) – only required to

report security incidents to NTD because safety incidents are reported to the FRA

Nine or fewer vehicles waiver – not required to submit


S&S-50

• Open new form by clicking on the File New S&S-50 link Located in blue font by top right corner of

the Safety and Security tab• S&S-40 form is generated by clicking File

New S&S-40 link


S&S-50

If you are unsure what type of report to file, contact your Safety and Security Analyst

• Anne Singleton

540-727-0939

[email protected]

• Valerie Lazaro

480-483-0557

[email protected]



S&S-50 Form

S&S-50 Form


S&S-50

• Robbery, larceny, OSONOC, and other (non-aggravated) assaults: Occurrences – number of crimes committed Involved parties – number of victims

• Occurrences and involved parties may not match May be 1 occurrence of a robbery (1 crime) where 3

people were robbed (3 involved parties) Total involved parties should always be equal to or

greater than number of occurrences


S&S-50

• OSONOC – Other Safety Occurrences Not Otherwise Classified (e.g., slip and fall, electric shock, other) Captures number of occurrences and injuries

(requiring immediate transport for medical care) Examples include:

• Injuries as a result of bus driver slamming on brakes and throwing passenger(s) out of seat

• Injuries as a result of improper wheel chair securement

• Escalator slip and fall in a transit station


S&S-50

Fire, burglary, motor vehicle theft, fare evasion, trespassing, vandalism, nonviolent civil disturbance, and other arrests

• Provide the number of arrests or citations

• Other arrests are those that do not fit in any other category


Special Considerations

• Assaults resulting in an injury (requiring transport) are considered aggravated assaults – report on S&S-40

• Only report fires that do not meet S&S-40 thresholds One or more fatalities and/or injuries, $25,000 in property

damage, and/or evacuation for life safety reasons

• Nonviolent civil disturbance Does not include arrests for “civil disobedience,” unruly or

inebriated patrons, or arrests of individuals selling illegal substances – report those under “Other Arrests”

• Do not report homicides and rapes Occurrences reported on S&S-40


S&S-50

• After completing a new report: Save, Submit, and Close

• A form can be edited at any time Resubmit the report once you have made

changes• Submit date will be updated

Questions?

Documents

National Transit Database Safety and Security Basic Setup/Minor Incident Reporting