KEYPOINTS

PERSON IN CHARGE
OF POSSESSION
(PICOP)

Issue eight valid from December 2011

CERTIFICATION REQUIRED: CURRENT SENTINEL CARD

ENDORSED WITH PTS, IWA/COSS AND PICOP/SPICOP
COMPETENCY
Keypoint Cards have been produced for many of the track safety
competencies, as a reminder of the main duties, rules and requirements.

Further copies are available from Willsons Group Services.

To obtain an order form, email:

[email protected]
(phone 01636 702334 or fax 01636 701396)
BASIC REQUIREMENTS
You must:
 wear a yellow armlet or badge with
‘PERSON I. C. POSSESSION’ in red
letters
 have your Sentinel card with you,
endorsed PTS, IWA/COSS & PICOP/SPICOP
 be familiar with the line(s)/location of the possession
 Please note that the TOCs and FOCs do not use Sentinel
competence cards. They use an orange card and this is a
valid form of proving that a person from a TOC or FOC holds
the competence on the card.

Sample

1
British Transport Police (BTP) PTS

Sample
British Transport Police Officers who hold the PTS Certificate
will have a green card that states this. BTP officers holding a
current card should be granted access to the railway if they so
require.
Note some holders have a pink card which is still valid

PICOP Only allowed one train in the possession

SPICOP Allowed more than one train in the possession

The following arrangements must be agreed at a planning

meeting and provided to you:
 details of the possession limits, train movements, worksites
and any isolations
 the people and equipment needed to manage the
possession
 suitable means of communication, e.g. a mobile phone or
radio phone.

Make sure you also have:

 sufficient possession arrangement forms (RT3198)
 the relevant Weekly Operating Notices and amendments.

2
COMMUNICATIONS
Make sure that a suitable means of communication is available
to allow you to speak with all those involved in the possession,
e.g. the signaller, engineering supervisors and support staff.

TAKING THE POSSESSION

Making arrangements with the Signaller
For each line on which the possession is to be taken, contact
the controlling signal box and confirm with the signaller:
 the time at which you can start arranging the possession
 the protecting signals for the possession.

Before arranging protection, confirm with the signaller that:

 the line(s) is clear (unless the possession is being taken
around a train)
 points have been set to protect the possession
 the protecting signals have been placed to danger.

Arranging the protection

Arrange for a possession limit board
(PLB) and three detonators to be
placed at both ends of the possession
and on any joining line. The detonators
must be 20 metres (20 yards) apart
with the PLB in the four-foot next to the
middle detonator.

3
 Normal position for
detonator protection

400 metres

400 metres

possession

400 metres 400 metres

400
metres

4
If necessary, you must also arrange for:
 unworked points to be secured
 level crossings to be switched off or locally controlled
 the traction current to be switched off.

Make sure the person carrying out the arrangements tells

you when they are complete.
Record the time and date on your RT3198.
Ask the Signaller to read back the details.
The Signaller will then grant the possession.

Using the token as protection:

You do not need to arrange detonator protection on a single line
if you are using the token to provide protection.

You must get the token from the signal box or from a token
instrument that is not at a signal box.

The Signaller must then give an authority number and their full
initials to you.

You must record the details on their possession arrangement

form.

You may now consider the possession granted.

You must keep the token until the possession is given up.

5
The Signaller must make an entry in the Train Register detailing
the time the possession is granted when either

 The token is given to you

or

 The release of the token is permitted by the Signaller

 If there will be no movements entering or leaving the

possession at the signal box concerned, that signal box
does NOT have to be opened specially in order for you to be
given the token.

In this situation, before leaving duty, the signaller must:-

 place the token on the Train Register

 if the section signal is released by the token, clear and

replace the section signal to Danger

 make an entry in the Train Register.

You must keep the token until the possession is given up.

Setting up worksites
Tell each Engineering Supervisor (ES) to put up marker boards
at each end of their worksite.
Marker boards are not required if:
 There are no trains or On-Track Plant (OTP) in the
possession.

6
 Normal position for
worksite marker boards

possession

at least
100 metres worksite

at least
100 metres possession

at least
100 metres

at least
100 metres worksite

at least possession
100 metres

7
CONTROLLING TRAIN MOVEMENTS
You are responsible for authorising train movements into and
within the possession. You must:
 only authorise one movement at a time in each area
 record each authorised train movement
 make sure clear instructions are given to the train driver
 not allow propelling movements outside worksites unless
they have been planned and published (in an emergency,
get permission from the Network Rail Area Operations
Manager).

Propelling movements
Propelling movements are allowed within a PICOP area as long
as:
 the movement can be made safely
 it is controlled in line with module SS2 of the Rule Book.
If there is no leading vehicle and the train length is no more
than 65m (70yds).
When entering the possession, make sure:
 the train stops at the detonators before they are removed
 the PLB and detonators are replaced as soon as the train
has entered the possession.
You must tell the signaller when the train has entered.

8
When leaving the possession, make sure:
 you tell the Signaller when the train is ready to leave the
possession
 the train stops at the detonators before they are removed
 the PLB and detonators are replaced as soon as the train
has left the possession.

When leaving a worksite, make sure:

 the train stops at the marker board before it is removed
 the marker board is replaced as soon as the train has left.

Conditions for Propelling Movements

Only if planned, published or an emergency with authority from
the Area Operations Manager. There are 3 methods for doing
this:
(a) Shunter riding on a suitable leading vehicle
(b) Shunter riding in locomotive cab
(c) Shunter controlling the movement from the ground

The shunter will advise you on the most suitable method.

Arrangements at level crossings

If arrangements are required at any level crossings then you
must follow the instructions in Handbook 11, Section 5.

Movements over level crossings

If any movements are required over any level crossings then you
must follow the instructions in Handbook 11, Section 9.

9
Controlling train movements by radio
The competent person controlling the movement shall instruct
the driver/OTP operator and other relevant personnel:
 the scope and extent of the movement
 the maximum speed authorised for the movement
 if there are any signals that require to be passed at danger
 if the movement passes over any points that they have been
correctly set or secured for the safety of the movement
 how the movements will be authorised to pass over any level
crossings within the scope of the movement
 the format the instruction will be communicated in
(confidence, tone or continuous verbal)
 that they must stop if the confidence, tone or continuous
verbal communication cannot be heard
 if a countdown protocol is to be used and the format of it.

Note: Continuous verbal communications mean that the driver/

OTP Operator and other relevant personnel must receive a
verbal communication at a minimum interval of every two
seconds.

ON TRACK PLANT MOVEMENTS

Multiple On-Track Plant (OTP) movements can be controlled by
the SPICOP in the possession only if movements do not exceed
20mph and the OTP is kept at least 100 metres apart.

10
GIVING UP THE POSSESSION
Making sure the work is complete
You must:
 receive an assurance from each ES that work is complete at
their worksite
 confirm that all marker boards have been removed
 confirm with any IWA/COSS that possession arrangements
agreed and shown on RT3198 – Section 4 are no longer
needed
 record the time and date on your RT3198.

Withdrawing the protection

Tell the Signaller that all work is complete and you are ready to
give up the possession.

You must arrange for all PLBs and detonators to be removed.

If necessary, you must also arrange for:

 unworked points to be released
 level crossings to be restored to normal working
 the traction current to be turned back on.

Make sure the person withdrawing the arrangements tells you

when they are complete.
Record the time and date on your RT3198.
Tell the Signaller that the line is clear and safe for trains.
Countersign the Train Register or ask the Signaller to repeat
back the details.

11
PERSON IN CHARGE OF A SIDING (PICOS)
Before allowing engineering work or on-tracking of OTP to take
place in a siding or group of sidings, a PICOS will be appointed
to take possession of the sidings concerned.
In order to perform the role of PICOS you must hold current
competencies in COSS or IWA.
Ideally a PICOS will take possession of the whole of each
affected siding.
An IWA must not arrange a possession in sidings for the
protection of anyone except themselves.
You, as the PICOS need to agree with the person operating the
siding(s) about the following details:
 Your name and contact information.
 The location of the siding(s) (there may be more than one)
involved and if the possession will take up the whole length
of a siding or part of it.
 How you will arrange line protection this will be either via the
signaller, securing the points, sleeper secured across rails
with a PLB, red flag or red light placed at the sleeper.
 The date and time you will take possession and by when it
will be given up.

The PICOS needs to record the following

 The date and time each COSS, DP or IWA confirms they no
longer need to share your protection
 The date and time the possession is given up.
 Your company should supply a form for you to record the
details.
12
LINE CLEAR VERIFICATION THROUGH VEHICLE
MANAGEMENT
The main purpose of the process is to verify that all vehicles that
have accessed the possession have subsequently exited.

The responsibility of the PICOP is:

 Inform the Signaller that this is an LCV possession and that
the LCV process applies.
 Prior to authorising the ES to set up the worksite, check that
the ES knows the LCV process applies and that they have
been briefed and have a Vehicle Management Form (VMF)
 To record which lines have vehicles on, including any change
of lines.
 Monitor and record on the Vehicle Management Form OTM
/ Train and OTP movements and headcodes when travelling
between worksites.
 Cross reference the Vehicle Management Form with the ES
for the worksite(s).
 Prior to handing back the possession the PICOP will cross
reference their VMF with all Signaller’s VMF(s).
 All signal boxes affected by the possession must be called
even if no Train(s) / OTM(s) have come in or out from that
signal box(s).

13
EFFECTIVE SAFETY CRITICAL
COMMUNICATION

ABC of safe communication

A – Accurate
B – Brief
C – Clear

You must always:

  Use the phonetic alphabet to give signal/OLE post
information and to clarify names and locations that are
difficult to pronounce or which may not be correctly
recognised.
  Remember that if you are using numbers in your message,
you must say them one at a time. For example, you would
pronounce the sequence ‘1702’ as ‘one, seven, zero, two’.

14
MAKE SURE YOUR MESSAGE IS UNDERSTOOD
To make sure your message is understood:

You must always speak:

 With the mouthpiece close to your mouth (but not too close)
 Directly into the mouthpiece
 Slightly slower than normal, with a natural rhythm
 At the same volume as you would in normal conversation.

You must always:

 Use clear sentences
 Use normal railway words and phrases found in the rules,
regulations and instructions
 Use the phonetic alphabet – to check your message is
understood correctly
 Try to avoid hesitation sounds (for example, ‘um’ or ‘er’) and
slurring one word into another
 If the other person responds or speaks in an accent or
dialect which is unfamiliar, take time to make sure your
message is understood and that you understand his or her
message.

COMMUNICATION PROTOCOL
Identify yourself and your location

Be clear about the purpose of the call

Be clear about who has lead responsiblitiy

Use appropriate language

Confirm understanding

15
PHONETIC ALPHABET

Phonetic alphabet

Be sure to pronounce numbers one digit at a time. For example,

‘1702’ would be pronounced ‘one-seven-zero-two’. Always be
sure to say ‘zero’ for the figure ‘0’ and not ‘nought’ or ‘O’.

Exceptions are as follows:

 When you refer to times weights and measurements e.g. time

1317 hours should be stated as thirteen seventeen hours
 When you refer to Rule Book and Handbook modules e.g.
T10, you may use T Ten

AAlpha
B
Bravo
C
Charlie
D
Delta
EEcho
F
Foxtrot

G Golf
H
Hotel
IIndia
J
Juliet
KKilo
LLima

MMike
N
November
O
Oscar
P
Papa
Q
Quebec
R
Romeo

SSierra
T
Tango
U
Uniform
V
Victor
W
Whisky
X
X-ray

Y
Yankee
ZZulu

16
PHRASES TO USE
Phrases to use when using a radio or telephone

Phrase Meaning
‘This is an This message conveys information which requires
emergency call.’ immediate action to prevent death, serious injury
or damage
‘Repeat back.’ Repeat all of the message back to me
‘Correction.’ I have made a mistake and will now correct the
word or phrase just said

Phrases to use when using a radio and only one person can
be heard at a time

Phrase Meaning
‘Over.’ I have finished my message and am expecting a
reply
‘Out.’ I have finished my message and I do not expect
a reply

Do not use phrases such as ‘not clear’ or ‘not safe’ to describe a

line that is unsafe.

Always use the phrase ‘line blocked’ to describe a line which is

blocked to trains.
EFFECTIVE SITE SAFETY BRIEFINGS
Five Key Steps
1 Plan the briefing
2 Know your audience
3 Use a strong delivery style
4 Ask good open questions
5 Be a leader

TELEPHONE TECHNIQUES – HOW TO DEAL

WITH:
A caller who is rambling
 Stop the conversation – BE ASSERTIVE
 Remind the caller of the purpose of the call
 Clarify if uncertain
 Confirm information received
 Listen to what is being said

A person who is not following the correct protocols

 Stop the conversation – BE ASSERTIVE
 Remind the caller of the correct protocols
 Continue the conversation in a professional way using
correct protocols

18
This page has been intentionally left blank

19
This page has been intentionally left blank

20
Safety Central - The site is your one-stop shop of safety
information, advice, resources and useful contacts, designed
to promote consistency and best practice across the whole rail
industry.

http://safety.networkrail.co.uk/

There are two ways to report safety concerns. Your first step
should be to tell your supervisor or sponsor. If this isn’t possible,
you can contact CIRAS - the railway’s confidential reporting
service - www.ciras.org.uk
The purpose of this Keypoint Card is to act as a reminder only.
If you are unsure about any issue relating to the information
given here, you must refer to the appropriate module of the
Rule Book GE/RT 8000 Series or Handbook.
In supplying this document, Network Rail makes no warranties,
expressed or implied, that compliance with all or any
documents it issues is sufficient on its own to check safe
systems of work or operation.
Users are reminded of their own duties under health and
safety legislation.

Network Rail, Kings Place, 90 York Way, London N1 9AG

www.networkrail.co.uk
NR9930 Issue 8 © Network Rail 2011