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 Private Highway-Rail Grade Crossing: Complete Header, plus Parts I, II, and
III.2.K. of the Inventory Form and the Submission Information section;
 Public Pathway Grade Crossing: Complete Header, plus Parts I and II of the
Inventory Form (with the exception of I.20) and the Submission Information
section;
 Private Pathway Grade Crossing: Complete Header, plus Parts I, II, and III.2.K.
of the Inventory Form and Submission Information section;
 Pedestrian Station Grade Crossing (pedestrian station.): Complete Header, plus
Parts I and II of the Inventory Form (with the exception of I.20) and Submission
Information section;
 Grade-separated Crossing (highway-rail, pathway, and pedestrian station):
Complete Header, plus Part I of the Inventory Form (with the exception of I.20)
and the Submission Information section.
Please refer to the Crossing Inventory Responsibility Table in Appendix B for
detailed instructions regarding which data fields must be verified or updated at
least every 3 years by the primary operating railroad, as part of the periodic
updating process.
When there has been a change in crossing characteristics (such as a change in
the crossing surface or a change in the crossing warning devices) at a public
highway-rail grade crossing, as required by Title 49 Code of Federal Regulations
(CFR) Section 234.411(c), complete all of the data fields in the Header of the
Inventory Form, check the “Change in Data” box in “Reason for Update” field and
update all data fields in Parts II and III on the Inventory Form. If a hardcopy
Highway-Rail Crossing Inventory Instruction and Procedures Manual
2
Instructions for Completing the U.S. DOT Crossing Inventory Form
Inventory Form update will be submitted to the Crossing Inventory, complete the
Submission Information section of the Inventory Form as well.
Hardcopy Submission
Please see FRA’s Web site for the correct mailing address for hardcopy
U.S. DOT Crossing Inventory (Crossing Inventory) Submissions.
Electronic Submission
Completed Inventory Forms may also be submitted electronically to the
Crossing Inventory. Detailed instructions for the electronic submission of
Inventory Forms can be found in the Electronic Submission Instructions, which is
a separate document.
Updates to this Guide
Please refer to FRA’s Web site for updates to this Guide.
Highway-Rail Crossing Inventory Instruction and Procedures Manual
3
Instructions for Completing the U.S. DOT Crossing Inventory Form
II. INSTRUCTIONS FOR COMPLETING THE U.S. DOT CROSSING
INVENTORY FORM
1. Header Information
All Header data must be entered by the reporting agency
Figure 2-1: U.S. DOT-FRA Crossing Inventory Form Heading
Instructions
A brief set of instructions is provided at the top of the form.
A. Revision Date:
Figure 2-2: U.S. DOT-FRA Crossing Inventory Form Heading, Item A
Enter the date that the revision is being submitted in MM/DD/YYYY format.
Example: July 23, 2010, would be entered as 07/23/2010.
For hardcopy Inventory Form submissions, the revision date should be the certified
mailing date.
B. Reporting Agency:
Figure 2-3: U.S. DOT-FRA Crossing Inventory Form Heading, Item B
Enter a check in the appropriate box to indicate the type of agency that is submitting the
update or the establishment of a new crossing.
Highway-Rail Crossing Inventory Instruction and Procedures Manual
4
Instructions for Completing the U.S. DOT Crossing Inventory Form
The “Transit” box should be checked by urban rapid transit operators who submit
crossing data to the Crossing Inventory, including:
 Urban rapid transit operators who operate through highway-rail grade crossings
and pathway grade crossings located on the same track used by railroads that
are part of the general railroad system of transportation.
 Urban rapid transit operators who operate through highway-rail grade crossings
and pathway grade crossings that are located within a shared corridor or right-ofway, and shared crossing warning devices, with railroads that are part of the
general railroad system of transportation.
 Urban rapid transit operators who do not have one of the above-listed
connections to the general railroad system of transportation, yet operate through
highway-rail crossings and pathway crossings. (Urban rapid transit operators in
this last category are encouraged, but not required, to submit crossing data to the
Crossing Inventory.)
The “Other” box should be checked by public authorities who submit crossing data to
the Crossing Inventory for quiet zone-related purposes. The “Other” box should not be
checked by delegated users or third-party entities who are submitting crossing data on
behalf of a railroad or State user. Delegated users are instructed to check the box that
applies to the entity on whose behalf the crossing data is being submitted.
Public authorities who submit crossing data to the Crossing Inventory have been
instructed to use hardcopy Inventory Forms for this purpose. Therefore, crossing data
submitted electronically will not be accepted by the Grade Crossing Inventory System
(GCIS) if the “Other” box has been checked.
C. Reason for Update:
Figure 2-4: U.S. DOT-FRA Crossing Inventory Form Heading, Item C
Check only one box to indicate the primary reason for the change.
The nine checkbox selections account for the various reasons for submitting an update.
These include the following:
 Change in Data – Submission of crossing data associated with an actual change
in crossing characteristics that is not reflected by any of the other box selections
below.
Highway-Rail Crossing Inventory Instruction and Procedures Manual
5
Instructions for Completing the U.S. DOT Crossing Inventory Form
This includes cases where crossing type is changed from “Private” to “Public” for
a highway-rail grade crossing; the entire Inventory Form (or its electronic
equivalent) must be completed. Please reference Part I, Box 17.
 New Crossing – An open crossing that is not currently in the Crossing Inventory.
This could be either a new crossing or one that was previously unreported.