The Rail & Aviation Advisory Panel

Terms of Reference

1.1Mission Statement

The Rail & Aviation Human Factors Advisory Panel (the Panel), acting in the interest of Rail safety, will provide cost effective, timely and high quality advice and assistance to the Rail Safety Standards Board (RSSB), Network Rail (NR) and the Rail sector on the development, implementation and standardisation of Human Factors (HF) for the Rail industry, including HF audit, training techniques, HF safety programme implementation, and the evaluation of related skills and competencies to ensure the highest standards of Human Factors programme development, implementation and operation.

1.2Purpose

  • To provide the RSSB and NR with guidance on Standards for those implementing Human Factors programmes taking account of the needs of the Rail industry
  • To propose amendments and updates to those standards
  • To promote a common understanding of the audit, implementation and accreditation processes and requirements.
  • To advise and, when requested, to assist, the RSSB, NR and others implementing HF audit or training programmes.
  • To act as an arbitrator in the case of disputes over HF/TRM standards and provide the findings to interested parties
  • To advise and, when requested, to assist in the maintenance of Examiners, Providers and Instructor's techniques and standards

The Panel's remit shall be

  1. to advise the RSSB and NR on matters related to the introduction of Human Factors standards and best practice. This shall include HF (and CRM/TRM) training and assessment, HF instructor and examiner consistency, simulator facilities and HF scenario development, facilitator and debrief standards, HF in engineering maintenance, signalling and traincrew training and new approaches to human error problems such as SPaD and abnormal operations; and
  2. to inform and consult with the Rail industry about the development of HF standards and programmes, and their implementation.

1.3Composition

The Rail & Aviation Advisory Panel (The Panel) shall be primarily composed of Rail sector industry representatives.

The Panel shall be directed by officers elected from panel members annually, who must include a Chairman, Deputy Chairman, Secretary and Standards Manager/Information Officer.

The Panel's remit shall be (1) to advise the RSSB and NR on matters related to the introduction of Human Factors standards and best practice. This shall include HF (and CRM/TRM) training and assessment, HF instructor and examiner consistency, simulator facilities and HF scenario development, facilitator and debrief standards, HF in engineering maintenance, signalling and traincrew training and new approaches to human error problems such as SPaD and abnormal operations; and (2) to inform and consult with industry about HF standards and their implementation.

1.4Remit

To carry out its remit the Panel will meet regularly and may organise seminars and conferences, hold industry consultations, conduct industry surveys, recommend the introduction of standards or best practice, develop position papers and/or commission research.

The Panel is an independent body hosted by the Royal Aeronautical Society. It must be self-funding and may as it decides from time to time work with other organisations with similar interests to develop cross-industry events and reports advancing HF integration on a wider scale.

1.5Standards

The Panel’s standards are determined by those in force at any time, as determined by the RSSB, NR and relevant legislation.

1.6Responsibilities

The Panel meets at a frequency determined by the Panel, but normally not less than three times a year. Members are expected to attend at least two meetings each year. The Chairman will ensure a balanced quorum at each meeting.

In relation to CRM and HF, in a cost effective, timely and effective manner:

  1. Provide advice to the RSSB, NR and the Rail sector on all matters relating to the development and implementation of HF Standards and Programmes.
  2. To continually review and recommend accreditation procedures to enable Rail regulatory bodies to Qualify HF techniques and practitioners, particularly examiners, instructors and providers, to a consistent and acceptable standard
  3. Be aware of and respond to all changes in HF legislation, particularly with respect to the matters above
  4. Provide qualified Assessors to act as advisors/arbitrators should a dispute arise which relates to HF programmes or standards

1.7Meetings and Proceedings

  1. The Panel shall hold at least three ordinary meetings each year. An unscheduled meeting may be called at any time by the chairman or by any two members of the Panel upon not less than 4 days’ notice being given to the other members of the Panel of the matters to be discussed.
  2. The chairman shall act as chairman at meetings of the Panel. If the chairman is absent from any meeting the Deputy Chairman or Secretary shall act in his stead. If neither are present, the members of the Panel present shall choose one of their number to be chairman of the meeting before any other business is transacted.
  3. There shall be a quorum when at least one third of the number of members of the Panel for the time being or five members of the Panel, whichever is the greater, are present at a meeting.
  4. Every matter shall be determined by a majority of votes of the members of the Panel present and voting on the question but in the case of equality of votes the chairman of the meeting shall have a second or casting vote.
  5. The Secretary shall keep minutes, in books or accessible electronic media kept for the purpose, of the proceedings at meetings of the Panel and any sub-committee.
  6. The Panel may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
  7. The Panel may appoint one or more sub-committees consisting of three or more members of the Panel for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Panel would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Panel.

1.7.1Annual Report.

The Executive Officers shall prepare an annual report for approval by the Panel at the Annual General Meeting or a Special General Meeting.

1.7.2Annual General Meeting (AGM)

  • There shall be an AGM on a date agreed by the Panel.
  • The secretary shall give at least 21 days’ notice of the AGM to all Panel members. All Panel members are entitled to attend and vote at the meeting.
  • Before any other business is transacted the persons present shall appoint an AGM chairman
  • The Executive Committee shall present to each AGM the annual report and any accounts.
  • Nominations for election of Officers or to the Panel must be made by members of the Panel and submitted to the secretary before the AGM. Should nominations exceed vacancies, election shall be by ballot.

1.7.3Special General Meetings (SGM)

The Officers may call a special general meeting at any time, or the Panel may vote to hold one. The secretary shall call an SGMsuch a meeting. At least 21 days’ notice must be given. The notice must state the business to be discussed.

1.8Resources

Meetings venues and a measure of administrative support will be provided by the RaeS HFG and RSSB, where appropriate. The Panel may charge fees for conferences or services to industry where these are appropriate and reasonable.

1.9Appointment to the Panel

The Panel must allow and encourage representation from TOCs, FOCs, unions, engineering contractors and signalling with other sectors to be added as the Panel decides.

The four Executive Officers shall be:

  • a Chairman, acceptable to the RSSB and RaeS HFG, who has a recognised background in Rail or Aviation Human Factors
  • a Deputy Chairman, acceptable to the RSSB and RaeS HFG, who has a recognised background in Aviation or Rail Human Factors
  • a Secretary, who may be provided by the RSSB or elected from the Panel.
  • a Standards Manager, nominated by the RSSB and approved by the Panel.

The Executive Officers will ensure that Panel appointments create a balanced and representative body of members, including both Rail and Aviation HF practitioners, researchers, industry stakeholders and unions.

Members may be either nominated by organisations or invited, as indicated in Membership Criteria (See below)

The Chairman and Deputy Chairman will be nominated by Panel members and hold office for three years, after which an election will be held. Incumbent Officers may be re-elected. The Chair and Deputy Chair will be drawn from the Aviation and Rail sectors respectively, or vice versa.

1.9.1Membership Criteria

Any person acting as a member shall be:

  • Actively involved, or show a proven track record in, the design, development, delivery, improvement or management of Human Factors programmes.
  • Demonstrably interested in the cost-effective application of Human Factors as a major contribution to Rail safety.
  • Motivated to serve regularly and effectively on the Panel
1.9.1.1Sector Representation

TBD, to reflect agreement about balanced and sufficient representation of Rail and Aviation sectors, organisations and bodies, but presumably including both individuals and organisational representatives, and drawn from RSSB, NR, TOCs, FOCs, Aslef and RMT, Research Scientists, Consultants, Maintenance Engineering, Signalling, Pway, Training establishments and other vested Rail interests as well as RaeS HFG, Engineering Maintenance, Flight Crew training and certification.

The Panel shall consist of not less than 8 members nor more than 24 members being:

(a) the Executive Officers specified in the preceding clauses;

(c) nominated representatives of designated organisations

(d) co-opted members, who may be member organisations, appointed by the Panel due to their valuable knowledge of specific fields

1.9.1.2Determination of Panel Membership

An Officer or member of the Panel shall cease to hold office if he or she:

  1. is absent without the permission of the Officers from all Panel meetings within a period of one year and the Panel resolves that his or her office be vacated; or
  2. notifies to the Officers a wish to resign.
1.9.1.3Panel Members not to be personally interested
  1. Subject to the provisions of sub-clause (2) of this clause no member of the Panel shall receive a remuneration or be interested (otherwise than as a member of the Panel) in any contract entered into by Panel or the administration thereof.
  2. Any member of the Executive Committee for the time being who is a solicitor, accountant or other person engaged in a profession may charge and be paid all the usual professional charges for business done by him or her or his or her firm when instructed by the Panel to act in a professional capacity on behalf of the Panel, provided that at no time shall a majority of the members of the Panel benefit under this provision and that a member of the Panel shall withdraw from any meeting at which his or her own instruction or remuneration, or that of his or her firm, is under discussion.