NCIDENT EPORTING HAZARDOUS MATERIALS Incidents …

1 Guide for Preparing Department of Transportation pipeline and HAZARDOUS MATERIALS Incidents Reports EFFECTIVE JANUARY 1, 2005 HAZARDOUS MATERIALS safety administration REQUIREMENTS AND. INCIDENT REPORTING. H A Z A R D O U S M AT E R I A L S. Department of Transportation FIRST-CLASS MAIL. pipeline and POSTAGE & FEES PAID. pipeline AND HAZARDOUS . HAZARDOUS MATERIALS MATERIALS SAFTEY. safety administration administration . 400 Seventh Street, PERMIT NO. G-126. Washington, DC 20590. Revised January 2004. Supersedes Previous Edition ii Incident Reporting Guidelines Department of Transportation pipeline and HAZARDOUS MATERIALS HAZARDOUS MATERIALS safety administration Incident Reporting CONTENTS. Overview What Federal Regulation requires me to submit the Report? .. 1. What is the purpose of the Report? .. 1. Who must complete the Report? .. 1. What definitions should I know in order to complete the Report?.

2 1. When must I submit a Written Report (DOT Form F )? .. 2. When is a Report not required? .. 3. When must I make a Telephonic Report? .. 3. What telephone number do I call to make an Immediate Notification of a HAZARDOUS MATERIALS Incident?.. 3. How long do I have to submit the Written Report? .. 4. Am I required to update the information in the Report? .. 4. How and where do I submit my completed Report? .. 4. How long must I keep a copy of the Report? .. 4. Where must I keep a copy of the Report? .. 4. How can I get a blank copy of the DOT Form F .. 4. How long does it take to complete the Report? .. 4. How can I comment on the length of time needed to complete the Report or on the amount of information required in the Report? .. 4. Instructions: Completing DOT Form F Part I: Report Type .. 5. Part II: General Incident Information .. 5. Part III: Packaging Information .. 6. Part IV: Consequences.

3 7. Part V: Air Incident Information .. 8. Part VI: Description of Events and Packaging Failure .. 8. Part VII: Recommendations/Actions Taken to Prevent Future Incidents .. 8. Part VIII: Contact Information .. 8. Failure Codes.. 9. Incident Reporting Requirements (Effective January, 2005). Section Immediate Notice of Certain HAZARDOUS MATERIALS Incidents .. 11. Section Detailed HAZARDOUS MATERIALS Incident Reports .. 11. HAZARDOUS MATERIALS Incident Report Form: DOT Form F (01-2004) .. 13. PHH50-0038-0604. Untitled-2 2 09/15/2005, 11:01 AM. OVERVIEW 1. Overview HAZARDOUS MATERIALS Incident Report Department of Transportation Form F What Federal Regulation Requires Generally, the entity having physical termediate form of containment and that Me To Submit the Report? control of the shipment during has: The HAZARDOUS MATERIALS regulations transportation will be the carrier. For (1) A maximum capacity greater (HMR; 49 CFR Parts 171-180) require Incidents that occur when a HAZARDOUS than 450 liters (119 gallons) as a certain types of Incidents be reported to material is stored temporarily during receptacle for a liquid.

4 The pipeline and HAZARDOUS MATERIALS transportation, the entity in physical (2) A maximum net mass greater than safety administration (PHMSA). Section possession of the shipment may be a 400 kilograms (822 pounds) and of the HMR requires an immediate warehouse or similar storage facility. a maximum capacity greater than telephonic report (within 12 hours) of 450 liters (119 gallons) as a certain types of HAZARDOUS MATERIALS Loading operations. Incidents that occur receptacle for a solid; or Incidents . Section requires a while a shipper is loading a HAZARDOUS (3) A water capacity greater than written report for certain types of material onto a transport vehicle or into a 454 kilograms (1,000 pounds) as HAZARDOUS MATERIALS Incidents within 30 bulk packaging, such as a cargo tank, a receptacle for a gas as defined days of the incident, and a follow-up portable tank, or rail tank car, before the in written report within one year of the carrier arrives at the facility to pick up the incident, based on certain circumstances.

5 Shipment are not required to be reported Cargo tank a bulk packaging that is: Each type of report is explained below. because these Incidents occur prior to the (1) A tank intended primarily for the (The full text of these sections is at the end onset of transportation in commerce. carriage of liquids or gases and of the instructions.) Incidents that occur while the carrier that includes appurtenances, reinforce- will be transporting the HAZARDOUS ments, fittings, and closures;. material is observing or participating in (2) Permanently attached to or forms What is the Purpose of the Report? a part of a motor vehicle, or is The information you are providing in this loading operations must be reported because the carrier is deemed to be in not permanently attached to a report is fundamental to HAZARDOUS motor vehicle but which, by material transportation risk analysis and possession of the HAZARDOUS material at that point; thus, these Incidents occur reason of its size, construction, or risk management by government and attachment to a motor vehicle, is industry.

6 It allows us to better understand during transportation. For these Incidents , the carrier must complete the report. loaded or unloaded without the causes and consequences of being removed from the motor HAZARDOUS material transportation vehicle; and Incidents . The data is used to identify trends Unloading operations. Incidents that occur or are discovered while a consignee is (3) Not fabricated under a specifica- and provide basic program performance tion for cylinders, intermediate measures. It helps to demonstrate the unloading a HAZARDOUS material from a transport vehicle or bulk packaging after bulk containers, multi-unit tank car effectiveness of existing regulations and tanks, portable tanks, or tank to identify areas where changes should be the carrier has delivered the material are not required to be reported because these cars. considered. It also assists all parties, including industry segments and individual Incidents occur after transportation has HAZARDOUS material a substance or ma- companies, to understand the types and ended.

7 Incidents that occur while the terial that has been determined to be ca- frequencies of Incidents , what can go carrier that delivered the HAZARDOUS pable of posing an unreasonable risk to wrong, and possible measures that would material is observing or participating in health, safety , and property when trans- prevent their recurrence. Your accurate and unloading operations must be reported ported in commerce, and that has been complete description of Incidents can make because the carrier is deemed to be in so designated. The term includes hazard- a significant contribution to continual safety possession of the HAZARDOUS material at ous substances, HAZARDOUS wastes, marine improvement through better regulations , that point; thus, these Incidents occur pollutants, elevated temperature MATERIALS , cooperative partnerships, and individual during transportation. For these Incidents , MATERIALS designated as HAZARDOUS under efforts.

8 The carrier must complete the report. the provisions of , the Hazard- ous MATERIALS Table (HMT), and MATERIALS Who Must Complete the Report? What Definitions Should I Know in that meet the defining criteria for hazard Any person in possession of a HAZARDOUS Order to Complete the Report? classes and divisions in Part 173. material during transportation, including In order to accurately complete the report, HAZARDOUS substance a material , includ- loading, unloading and storage incidental you should be familiar with the following ing its mixtures and solutions, that . to transportation, must report to the terms. A complete list of definitions is (1) Is listed in Appendix A to Department of Transportation (DOT) if contained in ;. certain conditions are met. This means that (2) Is in a quantity, in one package, when the conditions apply for completing Bulk packaging a packaging, other than which equals or exceeds the re- the report, the entity having physical a vessel or a barge, including a transport portable quantity (RQ) listed in Ap- control of the shipment is responsible for vehicle or freight container, in which haz- pendix A to ; and filling out and filing DOT Form F ardous MATERIALS are loaded with no in- Untitled-2 3 09/15/2005, 11:01 AM.

9 2 OVERVEIW. Table 1 Reportable Quantities. Unintentional release the escape of a ) and, when in a solution or mix- HAZARDOUS material from a package on an ture of one or more marine pollutants, is occasion not anticipated or planned. This packaged in a concentration that equals includes releases resulting from collision, or exceeds: package failures, human error, criminal (1) Ten percent by weight of the solu- activity, negligence, improper packing, or tion or mixture for MATERIALS listed unusual conditions such as the operation of in Appendix B; or pressure relief devices as a result of over- (2) One percent by weight of the so- pressurization, overfill, or fire exposure. It lution or mixture for MATERIALS that does not include releases, such as venting are identified as severe marine of packages, where allowed, and the pollutants in Appendix B. operational discharge of contents from packages. Movement the physical transfer of a HAZARDOUS material from one geographic Unloading incidental to movement.

10 (3) When in a mixture or solution location to another by rail car, aircraft, removing a packaged or containerized (i) For radionuclides, conforms motor vehicle, or vessel. HAZARDOUS material from a transport to paragraph 7 of Appendix vehicle, aircraft, or vessel, or, for a bulk A to Storage incidental to movement storage packaging, emptying a HAZARDOUS material (ii) For other than radionclides, is of a transport vehicle, freight container, from the bulk packaging after the in a concentration by weight or package containing a HAZARDOUS HAZARDOUS material has been delivered to which equals or exceeds the material by any person between the time the consignee when performed by carrier concentration corresponding that a carrier takes physical possession of personnel or in the presence of carrier to the RQ of the material , as the HAZARDOUS material for the purpose of personnel. shown in Table 1. transporting it until the package containing Additionally, for purposes of reporting on The term HAZARDOUS substance does not the HAZARDOUS material is physically this form, the following definitions apply: include petroleum, including crude oil or delivered to its destination.