System Interface Committee Protocol
Issue Seven
The aim of this protocol is to set out a framework for the governance,
operation and management of System Interface Committees (SICs). This
protocol is established by a resolution of the RSSB Board.
Approved by
Rail Safety and Standards Board
Effective date 05 September 2013
Rail Safety and Standards Board
email: enquirydesk@rssb.co.uk
www.rssb.co.uk
Issue Record
Issue
Effective Date
Comments
SIC Protocol
10 February
2004
Produced to support the establishment of the
Systems Interface Committees.
SIC Protocol
01 November
2005
February 2004 issue amended to take account
of changed responsibilities of SICs and the
status of intellectual property rights for RSSB
procured research.
SIC Protocol
Issue Three
01 January 2009
November 2005 issue rewritten in its entirety to
reflect the establishment of the Technical
Strategy Advisory Group and SIC involvement
in strategic issues; changes to membership of
SICs and the details of RSSB support to SICs.
SIC Protocol
Issue Four
09 September
2010
January 2009 issue amended to include
members’ responsibilities for safeguarding
commercially sensitive information and
disclosure of interests.
SIC Protocol
Issue Five
08 September
2011
September 2010 issue amended to take
account of the remit for the Technical Strategy
Leadership Group and the requirement to
publish SIC membership.
SIC Protocol
Issue Six
06 September
2012
September 2011 issue amended to:
SIC Protocol
Issue Seven
RSSB
Page 2 of 15
05 September
2013

Update R&D governance structures

Include a new appendix about RSSB
support

Update SIC organisation.
September 2012 issue amended to clarify:

Committee membership

Operation of SICs
Systems Interface Committee Protocol
Issue Seven
Effective Date 05 September 2013
Contents
Page
1
Status of protocol
4
2
Governance of SICs
4
3
Purpose of the SICs
5
4
SIC scope to achieve purpose
5
5
Operation of SICs
6
6
Committee constitution
8
Appendix A
Scope of established SICs
10
Appendix B
Support provided by RSSB
11
Appendix C
Committee members
13
Appendix D
Committee chairmen
15
RSSB
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1
Status of protocol
1.1
The aim of this protocol is to set out a framework for the governance,
operation and management of System Interface Committees (SICs).
1.2
This protocol is established by a resolution of the RSSB Board.
2
Governance of SICs
2.1
Roles of the RSSB Board and RSSB
2.1.1
The Board of RSSB (‘the board’) shall keep the activities of the SICs under
review.
2.1.2
If the board considers that a SIC is failing in a material way, the board shall
consider the matter and take such steps as it considers appropriate.
2.1.3
The board shall appoint SIC Chairmen. Further information is provided in
Appendix D.
2.1.4
The board shall decide on issues referred to it by SIC Chairmen where
timely consensus cannot be achieved and where the issue cannot be
resolved by TSLG or it is not appropriate for TSLG to be involved.
2.1.5
RSSB shall retain the intellectual property of all RSSB procured research
and development carried out on behalf of the SICs. RSSB will retain the
intellectual property of documents it is requested to publish on behalf of the
SICs. Where there is funding for R&D from other parties, RSSB will agree
the ownership of the intellectual property with such parties.
2.1.6
RSSB shall provide support to SICs and SIC subgroups within the resources
made available through the normal budgetary process.
2.2
Role of the Technical Strategy Leadership Group (TSLG)
2.2.1
The role of TSLG in relation to SICs is set out in the TSLG remit1. It is to:
a) Maintain relationships with the System Interface Committees, industry
activities and other cross-industry groups, supporting alignment of their
agendas (including research) so that they are consistent with long term
needs, and encouraging efficiency in the means by which these are
developed.
1
TSLG remit dated July 2012.
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3
Purpose of the SICs
3.1
The purpose of the SICs is to assist the railway industry in managing all
aspects of identified system interfaces within the scope for each SIC set out
at Appendix A in the most effective, safe and cost efficient way.
3.2
The approach adopted by SICs shall be:
a) Strategic - resulting from the Rail Technical Strategy, and its further
development as the Rail Technical Strategy 2012, and any consequent
direction from TSLG through formal remits to SIC Chairs, and
b) Tactical - dealing with more immediate issues, but aligning where
necessary with the trajectory of the Rail Technical Strategy and its
successor, the Rail Technical Strategy 2012.
4
SIC scope to achieve purpose
4.1
The general remit for SICs to achieve the purpose set out in 3 is to:
a) Identify opportunities for improving efficiency at the interface between
vehicles and infrastructure and consider how to develop and implement
them.
b) Commission studies or research or use other methods to seek solutions
to interface issues and to develop opportunities where appropriate.
c) Identify solutions to issues, and make recommendations to TSLG,
industry (including RSSB) or DfT on the best solutions. In so doing,
recommendations should take into account the benefits to the industry
as a whole, where the specific benefits will fall and the cost of
implementing the recommendations.
d) Promote agreement on how solutions could be implemented.
4.2
SICs may establish subgroups to carry out remits in support of the purpose.
4.3
The board or TSLG may provide SICs with a remit to assist industry in
solving problems or developing opportunities that fall outside the scope of a
SIC where it is in the wider interest of the railway industry to do so.
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5
Operation of SICs
5.1
Decision making
5.1.1
SICs shall operate on a consensus basis to achieve their purpose.
5.1.2
Consensus means a general agreement characterised by the absence of
sustained opposition to substantial issues by any member of the committee
concerned. The process of consensus involves taking into account the
views of all members of the committee concerned and to reconcile
conflicting arguments.
5.1.3
If timely consensus cannot be achieved the SIC Chairman may consult with
TSLG. If TSLG is not able to resolve the issue, the SIC Chairman may
prepare a report for the board in order to receive a decision on the issue.
5.2
Research and development
5.2.1
Where a SIC identifies a need for research and development (R&D) that it
wishes to be carried out under the governance of the RSSB programme, the
SIC shall sponsor and oversee the R&D in accordance with the RSSB
stakeholder’s ‘guide to cross-industry research and development’2.
5.3
RSSB support
5.3.1
RSSB shall provide SICs and their subgroups with support as set out in
Appendix B to this Protocol. This appendix may be amended and approved
by RSSB and SIC Chairmen together.
5.3.2
Such support shall fall within the resources made available through the
RSSB budgetary process.
5.4
Organisation
5.4.1
Each SIC shall produce a remit describing the agreed working arrangements
of the committee.
5.4.2
Each SIC shall review the adequacy of its remit at least once every 12
months.
5.4.3
The remit shall be published.
5.4.4
SICs shall meet as frequently as necessary to carry out their purpose.
5.4.5
Where SICs establish subgroups they shall provide a remit for each
subgroup. The remit shall reflect the practice for SICs set out in this
Protocol unless the SIC determines that it is inappropriate to do so for the
purpose of a particular group. Remits for subgroups shall include
statements on:
a) Purpose
b) Authority to carry out activities
2
RSSB (April 2013, version 3) A guide to cross-industry research and development.
RSSB
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c) Authority to make decisions
d) Membership, and the process to elect or appoint members and
chairmen
e) Reporting requirements to the SIC
f)
Any conditions under which the subgroup will cease activity
g) The disclosure of interests.
5.4.6
Each SIC shall provide an annual report to TSLG on work completed,
proposals for future avenues of research and alignment with other SICs.
5.4.7
An annual report covering the activities of all the SICs shall be provided to
the board outlining how the SICs’ activities for the year have collectively
supported the purpose, and the benefits they have achieved.
5.4.8
SICs shall publish the names of their members on the RSSB website.
5.4.9
SICs may regulate their activities in support of the purpose as they deem
appropriate. Such activities might include:
a) The development and management of a SIC plan to provide a coherent
agenda that links into the Rail Technical Strategy and its successor, the
Rail Technical Strategy 2012, and other industry activity.
b) The development of a communications plan to support the
dissemination of information to the railway industry (including the
outcome of research, the benefits of research to the industry and
implementation of research by industry) in cooperation with other SICs.
c) Monitoring research and other studies or investigations carried out by
industry.
d) Examining practice and experience from other railway organisations.
e) Liaison with TSLG and other SICs to ensure that activities in support of
the purpose are mutually supportive and that there are no overlaps or
omissions between individual SICs.
f)
Liaison with Standards Committees (SCs): to ensure that SCs are aware
of SIC activity where there might be an impact on Railway Group
Standards or associated documents managed by SCs; to make
proposals to SCs for new, or changes to, Railway Group Standards or
associated documents.
g) Support to industry conferences and exhibitions.
RSSB
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6
Committee constitution
6.1
Membership
6.1.1
The membership of each SIC shall be appropriate to its scope set out at
Appendix A.
6.1.2
Each industry category3, RSSB, DfT and ORR is entitled to one member on
each SIC.
6.1.3
The role of each member is to represent the views of the constituency to
which they belong and, through a process of consensus, develop solutions
which provide best whole-industry outcomes.
6.1.4
Details of the criteria for, and the appointment of, members are at
Appendix C.
6.2
Chairman
6.2.1
The Chairman’s role is not to represent the constituency to which he/she
belongs but is to encourage fair representation of views through other
members and seek best whole-industry solutions through consensus.
6.2.2
The constituency to which the Chairman belongs may appoint another
member to the committee so that the views of that constituency are
represented on the committee.
6.2.3
Details of the criteria for, and appointment of, Chairmen are at Appendix D.
6.3
Meetings
6.3.1
Some of the issues discussed within the SIC may contain information of a
commercially sensitive nature. Members shall not pass on such information
to any person outside the committee unless the Chairman has specifically
agreed to such action.
6.3.2
Guests may be invited by the Chairman to attend SIC meetings to provide
expert advice or for other purposes as appropriate.
6.3.3
Meetings shall be quorate when at least three members (including the
Chairman) or authorised alternatives are present. This shall include at least
one member who represents an industry category.
6.4
Disclosure of interests
6.4.1
If a member, or a person for whom that member works, has a direct or
indirect personal interest in a matter to be discussed by the committee, as
distinct from a common interest of the industry category as a whole, the
member shall declare that interest to the Chairman of the committee of
which they are a member at the earliest opportunity:
3
As set out in the Rail Safety and Standards Board Constitution of 1 April 2003, amended
14 December 2005, 29 June 2006 and 10 December 2010 (paragraph 3.2).
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a) On the first occasion at which the matter is discussed, or
b) If a member is not aware of an interest at that time, at the next
committee meeting after which they become aware of that interest,
regardless of whether the matter is being discussed at that meeting.
6.4.2
Once disclosed, an interest need not be disclosed again.
6.4.3
When a member declares an interest, the other members shall decide
whether that member may continue to participate in discussions on the
matter concerned or whether that member shall be excluded from the
meeting while the matter is discussed.
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Appendix A Scope of established SICs
A.1
Introduction
A.1
Five SICs are established to fulfil the purpose of this protocol. They are:
A.2
Vehicle/Structures
A.2.1
This SIC shall provide the focus for the interface between vehicles and the
fixed infrastructure in the areas of physical clearance (gauging) and vehicle
loading (route availability).
A.3
Vehicle/Track
A.3.1
This SIC shall provide the focus for the interface between the vehicle wheel
and the rail and between the vehicle and track interaction.
A.4
Vehicle/Train Energy
A.4.1
This SIC shall provide the focus for energy issues on the railway system.
A.5
Vehicle/Train Control and Communications
A.5.1
This SIC shall provide the focus for train control and communication issues.
A.6
Vehicle/Vehicle
A.6.1
This SIC shall provide the focus for the interface between railway vehicles,
and shall also facilitate activity on topics which, while essentially intrinsic to
vehicles, have implications for the interface of vehicles with the railway
system as a whole, or with the environment (such as weight, reliability,
noise).
RSSB
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Appendix B Support provided by RSSB
B.1
Introduction
B.1.1
This appendix has been approved on 05 September 2013 by RSSB and SIC
Chairmen in accordance with paragraph 5.3.1 of the Protocol.
B.1.2
The appendix sets out at high level the support that will be provided by
RSSB to SICs and their subgroups. Where an individual SIC Chairman or
the Chairman of a SIC subgroup seeks a different level or type of support,
this will need to be agreed in advance with RSSB. Such changes may need
to be set out in writing in a separate document.
B.1.3
If SICs identify a need for a new subgroup and that support is sought from
RSSB, the SIC Chairman shall seek confirmation from RSSB that the
relevant resources are available within RSSB prior to the establishment of
the group.
B.1.4
Unless specified in this appendix or separately under B.1.2 above, the
support to subgroups will be the same as that provided to SICs.
B.2
Technical Advice
B.2.1
An RSSB technical specialist will be appointed as a member of the SIC to
provide technical advice. Where agreed, RSSB will also provide a technical
specialist to attend meetings of SIC subgroups.
B.2.2
The technical specialist will also provide as necessary:
a)
Discussion papers on technical matters for the SIC.
b)
Support to the research and development process as necessary.
c)
Advice on the applicability of standards and liaison with standards
committees.
B.3
Research and development
B.3.1
A member of the R&D department will attend all SIC meetings to provide
advice on the relevant aspects of the RSSB research programme. RSSB will
also:
a)
Manage client responsibilities set out in the RSSB ‘guide to
cross-industry research and development’ (see footnote 2).
b)
Work with other stakeholder project groups to progress R&D projects
managed by the SIC within the constraints of the R&D programme.
c)
Identify issues in research topics and other relevant programmes that
are of interest to the SIC and provide progress updates to the SIC.
d)
Prepare papers for the SIC when the SIC is seeking higher level
approval of large value R&D projects.
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B.4
Facilitation services
B.4.1
RSSB will provide a meeting facilitation service to the SIC. This will include:
a)
Production and maintenance of the SIC and sub-group remits.
b)
Coordination of the joint-SIC annual report to the Board of RSSB and
the SICs’ annual report to TSLG.
c)
Venue management and catering arrangements for SIC meetings.
d)
Preparation of meeting timetable, packs and minutes, and availability of
documents via the RSSB extranet.
e)
Publication of SIC membership.
f)
Monitoring the appointment of SIC Chairmen and SIC members.
g)
Management of SIC sponsored conferences and other events, subject
to prior agreement.
h)
Production of SIC-sponsored documents, subject to prior agreement.
B.5
Funding
B.5.1
RSSB will provide funding for:
B.5.2
a)
All staff costs associated with the support set out in this appendix.
b)
Venue and catering costs for meetings facilitated by RSSB where they
are held in RSSB’s offices.
c)
Conferences and other events, where not funded as part of a relevant
R&D project, subject to prior agreement.
d)
Staff costs associated with attendance at industry presentations and
events held external to RSSB’s offices, subject to prior agreement.
Requests for funding for costs not listed at B.5.1 and for those in B.5.1
subject to prior agreement shall be submitted to the RSSB budget holder for
consideration.
RSSB
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Appendix C Committee members
C.1
Criteria applicable to all members
C.1.1
Each member shall be willing to act as deputy Chairman in the Chairman’s
absence if so requested by the Chairman or by other members.
C.1.2
Members may appoint a named alternative, in writing, to the Chairman. The
alternative will carry out committee and other duties when the member is not
available.
C.1.3
A member may be removed by the SIC if the member:
a)
Ceases to meet the criteria set out at C2 (industry category member).
b)
Is absent from three out of six consecutive SIC meetings without the
agreement of the committee.
c)
Fails to exercise his/her judgement in a professional manner.
C.2
Criteria applicable to industry category members
C.2.1
Industry category nominees shall:
a)
Normally belong to a company which is a member of RSSB.
b)
Have a professional background.
c)
Occupy a senior position in the industry.
d)
Demonstrate commercial and technical competence in the area
concerned.
e)
Have relevant practical experience.
f)
Be a member of an appropriate professional institution which covers the
relevant area.
C.2.2
A SIC may relax criteria for appointment of an individual if there is an
exceptional nominee who would otherwise not be eligible for appointment.
C.3
Appointment of industry category members
C.3.1
Industry categories may each put in place arrangements for nominating a
person to each of the SICs and can make a nomination on behalf of the
relevant industry category when notified that a vacancy exists:
a)
ATOC for passenger Railway Undertakings
b)
RIA for suppliers and infrastructure contractors who can each nominate
a member for each SIC
c)
Rolling stock owners (including rolling stock leasing companies)
d)
Non-passenger Railway Undertakings, and
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e)
Network Rail and other Infrastructure Managers.
C.3.2
Alternatively, RSSB may obtain nominations direct from RSSB member
companies when no arrangements have been put in place by industry
categories.
C.3.3
All SIC members will consider nominations with reference to the criteria for
membership and confirm the appointment of the member.
C.3.4
Industry category members shall be appointed to a SIC for a maximum
period of three years and shall automatically stand down after this time.
Individuals may be nominated for a further term and appointed in the normal
manner.
C.3.5
SIC members who represent the DfT and the ORR are not required to follow
the appointment process for other members, or be required to automatically
stand down after a three year term. The DfT and the ORR will appoint a
representative to the SIC, and will decide whether its representative is
appropriate.
C.3.6
Where an industry category member appoints a named alternative, the
alternative shall be either another member or a person who fulfils the criteria
set out at C2. The member may remove the alternative member by written
notification to Chairman. The appointment of the alternative member ceases
automatically when the industry category member’s appointment ceases.
C.3.7
An industry category member may give notice in writing to the Chairman of
his/her resignation from the committee.
C.3.8
The industry category may provide in writing to the Chairman notice of its
wish to remove the appointed member.
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Appendix D Committee chairmen
D.1
Nominations put to the RSSB Board shall follow consultations with SIC
Chairmen and relevant SIC members. The board shall ensure that, taken
together, Chairmen appointed to SICs represent a balance of
constituencies.
D.2
The maximum term of office for the Chairman shall be three years.
Chairmen may be reappointed by the board at the end of the term if the
individual offers himself/herself for nomination.
D.3
During the temporary absence of the Chairman, the duties of the Chairman
may be carried out by another member (see also Appendix C). If there is a
temporary vacancy, members may elect one of themselves to act as
Chairman on an interim basis.
D.4
The Chairman of a SIC may be removed from office by a simple majority
vote of the members of a SIC, subject to confirmation by the board.
D.5
A SIC Chairman shall advise the board of his/her wish to resign as
Chairman.
RSSB
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