OAR 741-060-0078
Reporting Requirements

(1) Monthly Reporting Requirements. Within 30 days following the end of the month being reported each RTA shall submit to the SSOA a summary report, which includes:
(a) A summary of the number of accidents and identified hazards that occurred that month, which includes the categorization of any injured party or decedent as public, patron, passenger, or employee, as well as any other event involving a fire or that requires fire suppression activities;
(b) A detailed report attached for each accident and identified hazard in the report;
(c) The final report of any investigation completed that month;
(d) Documentation of any events that were not otherwise reported that meet the threshold for reporting, including hazards and hours of service violations;
(e) A corrective action monitoring log each month listing all corrective actions arising from any source. The corrective action log shall contain:
(A) The source of the corrective action, with identifying information;
(B) The date the corrective action was determined;
(C) A detailed description of the corrective action itself;
(D) An estimate of the date upon which the corrective action will be completed;
(E) A section for the SSOA to approve each corrective action;
(F) The person or department responsible for implementing the corrective action;
(G) A section for the SSOA to verify completion of the corrective action; and
(H) All corrective actions, closed or open.
(f) Closed corrective actions are to remain on the log after closure and do not drop off the log without agreement and approval from the SSOA, or following the end of the calendar year, whichever first occurs. Open actions must remain on the log until closed and approved by the SSOA.
(2) Quarterly Reporting Requirements. Each RTA shall submit, at least quarterly, a summary report of the security incidents that occur.
(3) Annual Report Requirements. By February 15 of each year, each RTA shall submit to the SSOA a written report for review and approval, certifying that it has complied with the provisions of OAR 741-060-0010 (General Provisions) through 741-060-0110 (Annual Fee for State Oversight Activities) for the preceding year. The report shall include:
(a) A formal letter of certification signed by the RTA’s accountable executive indicating:
(A) That the RTA is in compliance with its system safety program plan, system security plan and emergency preparedness plan; or
(B) Noncompliance findings from its internal audits and reviews, with documentation of corrective actions that will be or have been taken to achieve compliance.
(b) A compilation summarizing all the reportable accidents, security breaches, and identified hazards, and all investigations and hazard analyses conducted. It must include findings, identified causal and contributing factors, and updated corrective action plans, if any;
(c) A summary of the hazard management process activities and all internal reviews conducted, with findings and updated corrective action plans, if any; and
(d) A summary of the required annual review and the modifications, if any, to its system safety program plan, system security plan and emergency preparedness plan.
(e) The security portion of the annual report must comply with the sensitive security information management requirements of the RTA’s system security plan, as applicable.
(4) Reporting Requirements for Notification of Accidents, Security Breaches and Hazards
(a) Each RTA shall provide immediate notification to the SSOA of any accident or security breach.
(b) Each RTA that shares track with a general railroad system, and is subject to Federal Railroad Administration reporting requirements, shall immediately notify the SSOA of any event which they are required to report to the Federal Railroad Administration.
(c) Each RTA shall notify the SSOA of any hazard that meets the threshold for notification and reporting of such hazards as defined in OAR 741-060-0076 (Hazard Management Process), no later than 24 hours after identification.
(d) Notice required under sections (a), (b) and (c) of this section must be made by electronic mail to sso@odot.state.or.us or by telephone to 503-986-4321, and, at a minimum, must contain the following information:
(A) Name of reporting agency;
(B) Reporting agency’s internal control number assigned to accident, if any;
(C) Date and time of the report;
(D) Date and time of the accident, security breach, or identified hazard; and
(E) Specific location and brief description of the accident, security breach or identified hazard.
(e) Within 24 hours after occurrence of a reported accident, employee injury or rule violation, the RTA shall submit to the SSOA a status update of the event that, at a minimum, contains the following information:
(A) Employee identification number of employee(s) involved in the event;
(B) Hours of service records for involved employee(s) covering a period of no less than 72 hours prior to the incident;
(C) The number of injuries and fatalities resulting from the event; and
(D) Probable causal and contributing factors if determined or suspected; if not yet available, an update on the status of the ongoing investigation into the causal and contributing factors must be provided.
(E) Any additional information obtained or determined, including, but not limited to, employee and supervisor reports, applicable train orders, special instructions, operating conditions, and description of equipment involved based on information available at that time.

Source: Rule 741-060-0078 — Reporting Requirements, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=741-060-0078.

Last Updated

Jun. 8, 2021

Rule 741-060-0078’s source at or​.us