National Transit Database

National Transit Database Safety and Security Basic Setup/Minor Incident 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 – alofton@bcgtrans.com BCG Transportation Group 434-971-7274 • Anne Singleton – asingleton@bcgtrans.com BCG Transportation Group 540-727-0939 • John Giorgis – John.Giorgis@dot.gov NTD Program Manager at FTA 202-366-5430

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 # • CEO – CEOxxxx: • Submit and edit CEO certification and all safety and security forms • NTD contact person – NTDxxxx: • Submit and edit all safety and security forms • Safety and security contact – SFTYNTDxxxx: • Submit and edit all safety and security forms

NTD Website Access • Safety and security editor – SFTYEDTxxxx: • Start, save, and edit, but cannot submit safety and security forms • Safety and security viewer – SFTYVWRxxxx: • Only view safety and security forms • 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 tabs Click to enter S&S Reporting Module Navigation 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

Safety and Security Reporting Forms • 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

Safety and Security Reporting Forms • S&S-10 must be completed first! • This generates the S&S-30, which must be completed before entering any other data

Safety and Security Reporting Forms • 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 • asingleton@bcgtrans.com • Valerie Lazaro • 480-483-0557 • vlazaro@bcgtrans.com

Questions?

Module 1 Safety and Security Setup 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 • Nine or fewer vehicles waiver – not required to submit • 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: • Major Incidents Summary by Mode/Service Report • 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 Security Configuration 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 • Nine or fewer vehicles waiver – not required to submit

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

National Transit Database