OFFICIAL

Ref: NR/L2/OHS/003/02
Issue: 1
Date: 02 March 2019
Compliance date: 29 October 2022

NR/L2/OHS/003

Module 02

Roster Design and Working Patterns

This document is the property of Network Rail. It shall not be reproduced in whole or part nor disclosed to a third
party without the written permission of Network Rail.
 Copyright 2019 Network Rail.

Uncontrolled copy once printed from its electronic source.

Published and Issued by Network Rail, 2nd Floor, One Eversholt Street, London, NW1 2DN.
OFFICIAL
Ref: NR/L2/OHS/003/02
Issue: 1
Date: 02 March 2019
Compliance date: 29 October 2022

User information
This Network Rail document contains colour-coding according to the following
Red–Amber–Green classification.

Red requirements – no variations permitted

• Red requirements are to be complied with and achieved at all times.
• Red requirements are presented in a red box.
• Red requirements are monitored for compliance.
• Non-compliances will be investigated and corrective actions enforced.

Amber requirements – variations permitted subject to approved risk analysis

and mitigation
• Amber requirements are to be complied with unless an approved variation is in
place.
• Amber requirements are presented with an amber sidebar.
• Amber requirements are monitored for compliance.
• Variations can only be approved through the national variations process.
• Non-approved variations will be investigated and corrective actions enforced.
Green guidance – to be used unless alternative solutions are followed
• Guidance should be followed unless an alternative solution produces a better
result.
• Guidance is presented with a dotted green sidebar.
• Guidance is not monitored for compliance.
• Alternative solutions should be documented to demonstrate effective control.

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Ref: NR/L2/OHS/003/02
Issue: 1
Date: 02 March 2019
Compliance date: 29 October 2022

Compliance
This Network Rail standard/control document is mandatory and shall be complied
with by Network Rail Infrastructure Limited and its contractors if applicable from 29th
October 2022.
Where it is considered not reasonably practicable1 to comply with the requirements in
this standard/control document, permission to comply with a specified alternative
should be sought in accordance with the Network Rail standards and controls
process, or with the Railway Group Standards Code if applicable.
If this standard/control document contains requirements that are designed to
demonstrate compliance with legislation they shall be complied with irrespective of a
project’s Governance for Railway Investment Projects (GRIP) stage. In all other
circumstances, projects that have formally completed GRIP Stage 3 (Option
Selection) may continue to comply with any relevant Network Rail standards/control
documents that were current when GRIP Stage 3 was completed.
NOTE 1: Legislation includes Technical Specifications for Interoperability (TSIs).
NOTE 2: The relationship of this standard/control document with legislation and/or
external standards is described in the purpose of this standard.

Disclaimer
In issuing this standard/control document for its stated purpose, Network Rail
Infrastructure Limited makes no warranties, expressed or implied, that compliance
with all or any standards/control documents it issues is sufficient on its own to
provide safety or compliance with legislation. Users are reminded of their own duties
under legislation.
Compliance with a Network Rail standard/control document does not, of itself, confer
immunity from legal obligations.
Where Network Rail Infrastructure Limited has granted permission to copy extracts
from Network Rail standards or control documents, Network Rail Infrastructure
Limited accepts no responsibility for, nor any liability in connection with, the use of
such extracts, or any claims arising there from.

This disclaimer applies to all forms of media in which extracts from Network Rail
standards and control documents might be reproduced.

Supply
Copies of standards/control documents are available electronically, within Network
Rail’s organisation. Hard copies of this document might be available to Network Rail
people on request to the relevant controlled publication distributor. Other
organisations can obtain copies of this standard/control document from an approved
distributor.

1 This can include gross proportionate project costs with the agreement of the Network Rail Assurance
Panel (NRAP).

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Ref: NR/L2/OHS/003/02
Issue: 1
Date: 02 March 2019
Compliance date: 29 October 2022

Issue record
Issue Date Comments
1 March 2019 New module

Reference documentation
NR/L3/INF/02226 - Corporate Records Retention Schedule
Managing Rail Staff Fatigue, Office of Road and Rail, 2012
Document no. RS/504 Issue 1. September 2012. Managing Fatigue -. A Good
Practice Guide.

Legislation
This standard/control document has been reviewed to confirm it complies with the
following legislation:

Equality Act 2010

Safety Representatives and Safety Committees Regulations 1977
The public sector Equality Duty

Compliance with this standard/control document does not, on its own, provide
compliance with the legislation listed.

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Ref: NR/L2/OHS/003/02
Issue: 1
Date: 02 March 2019
Compliance date: 29 October 2022

Contents

1 Scope ...................................................................................................................... 6
2 Definitions .............................................................................................................. 6
Table 1 – Terms and definitions ................................................................................. 6
3 Roster/working pattern design capability ........................................................... 6
4 Design of rosters/working patterns ..................................................................... 7
5 Non-rostered working patterns ............................................................................ 9

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Ref: NR/L2/OHS/003/02
Issue: 1
Date: 02 March 2019
Compliance date: 29 October 2022

1 Scope
This module specifies the principles for managing fatigue and working hours through
effective design of rosters/working patterns.
It applies to:
a) all Network Rail employees; and
b) those contractors whose employees work on Network Rail managed
infrastructure, assets and systems.

2 Definitions
See the definitions in NR/L2/OHS/003.
The following terms and definitions apply to this module only.
Term Definition
roster creator The person(s) responsible for creating the
roster/working pattern.
Non-rostered working A pattern of work that is not confined to specific start
pattern and finish times.
NOTE: E.g. not a set start/finish time or a defined roster. Staff
working a non-rostered working pattern include those who work
to a defined number of hours each week as defined within their
agreed contractual employment terms and conditions (e.g.
working to ‘salaried hours’), but do not have a fixed time to start
or finish their work when they are undertaking their normal work
activities.

Table 1 – Terms and definitions

3 Roster/working pattern design capability

The line manager shall confirm the roster creator(s) is capable of creating and
assessing rosters/working patterns.
NOTE 1: This can take place during performance reviews, annual capability conversations or similar.
The capability criteria for creating rosters/working patterns shall include an
awareness of:
a) the contents and requirements of NR/L2/OHS/003 and associated modules;
b) the contents and requirements of other standards and/or work instructions that
apply when creating rosters/working patterns;
c) how different staff terms and conditions within their part of the organisation
might affect roster/working pattern creation and fatigue risk;
d) the roster/work pattern creation process and systems adopted by the creator’s
organisation;
e) the type of work being undertaken and the potential impact it might have on
fatigue risk;

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Date: 02 March 2019
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NOTE 2: When considering the type of work the roster creator should also be mindful of how
emergency response/on-call shifts can affect the potential fatigue risk and FRI outputs of the
roster/working pattern.
f) commuting time when considering door to door requirements as identified
within this standard; and
g) how working pattern design affects fatigue risk and good practice guidelines
that can help to reduce fatigue risk.
The roster creator should be given adequate tools and training for the creation of
rosters/working patterns.
The roster creator’s line manager shall confirm the roster creator has access to this
information as a minimum:
NOTE 3: This information is required to produce rosters/working patterns.

a) the work bank or known planned works for the duration of the roster/working
pattern;
NOTE 4: E.g. times of planned engineering works, track access availability, opening times for signal
boxes/PSB’s/ECR’s/Stations, travelling time.

b) the typical workload, attention requirements and rest breaks that will be
undertaken by those to whom the roster/working pattern is relevant;
c) typical commuting times to the nearest 10 minutes (rounded up) for staff
included in the roster/working pattern;
d) the number of staff available for completing the required works;
NOTE 5: This includes consideration of capability and competencies where applicable.
e) resource allocation and shift cover arrangements;
NOTE 6: E.g. to cover sickness, vacancies, secondments, training, unplanned maintenance,
emergencies and operational disruptions.
f) the relevant rostering terms and conditions relating to staff within the
organisation;
g) the contracted annual/special leave requirements of those staff included in the
roster/working pattern;
h) familiarity with the HSE Fatigue Risk Index (FRI), input and interpretation; and
i) any additional requirements for managing fatigue risk for workers who are
classified as safety critical (e.g. Sentinel scheme rules requirements).
The roster creator should be able to interpret and apply this information.

4 Design of rosters/working patterns

All working patterns shall be developed in accordance with the working time limits
and triggers specified within this standard and associated modules.
NOTE 1: This applies whether the working patterns are rostered or not.
As part of their approval process, the line manager shall confirm the design of a
roster/working pattern manages the risk so far as is reasonably practicable.

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Issue: 1
Date: 02 March 2019
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Local arrangements for rostering or managing working hours shall remain within the
identified working time limits and triggers identified within this standard.
Rosters/working patterns shall be planned so they:
a) do not exceed defined working time limits; and
b) minimise the potential for exceeding working time triggers as defined within
this standard and associated modules.
NOTE 2: This is to minimise the risks associated with fatigue and potential build up as a result of
working patterns.
NOTE 3: Complying with working time limits and triggers does not demonstrate that fatigue risk has
been reduced so far as is reasonably practicable. It is good practice for rostering to take into account
guidelines for reducing fatigue, the outputs of models such as the Fatigue and Risk Index, and
feedback from staff.
The roster/working pattern shall be recorded and the record maintained for the
duration of the active roster/working pattern.
NOTE 4: Requirements for document retention after the roster is completed are detailed later within
this module.
The recorded roster/working pattern shall reflect intended planned shift times for the
duration of the roster/working pattern.
NOTE 5: This is to enable effective risk assessment of planned working hours.
The proposed roster/working pattern shall be assessed using the FRI model before it
is submitted for agreement or approval.
The FRI assessment of the roster/working pattern shall include the last week of the
previous planned roster/working pattern.
NOTE 6: This is to enable a clear understanding of the fatigue risk on the first shift of the new roster.
A copy of the output from the FRI assessment shall be maintained with the roster.
NOTE 7: This is to enable cross reference of the fatigue risk associated with the recorded
roster/working pattern.
NOTE 8: Click Roster is the preferred rostering tool within Network Rail Route Businesses as it has
the Fatigue and Risk Index built into the tool allowing all shifts to be risk assessed prior to
implementation. It evaluates the extent to which the pattern of shifts places staff at risk of fatigue.
The line manager shall approve the recorded roster/working pattern prior to
implementation. A record of this approval shall be maintained along with the recorded
roster/working pattern.
Where amendments are made to rosters/working patterns in response to short-notice
changes to work requirements or staffing availability, these shall be input into the
rostering tool.
NOTE 9: E.g. to cover unplanned staff shortages or sickness.
Where practicable this should be done in advance of the shift affected by the
changes.
Amendments shall be made to minimise the build-up of fatigue risk.
Where this process is applied, accurate and actual hours shall be used for the
assessment.

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Date: 02 March 2019
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The resources plans should minimise the potential for working time exceedances
where there are shifts affected by the changes.
If a line manager expects a resource shortage to occur beyond a four week period,
they shall:
a) monitor the actual hours worked on a weekly basis; and
b) record the mitigation measures taken to minimise the potential for working
time exceedances.
If resource shortages are predicted to occur beyond a three month period, the line
manager shall develop resources plans in conjunction with the Human Resources
representative.
Where mitigation is required to manage resource shortages, the line manager shall:
a) review and amend the roster/working pattern to minimise fatigue risk; or
b) identify other mitigation measures and apply them to control the exposure to
fatigue risk.
Any mitigation taken shall be recorded and maintained along with the roster.
NOTE 10: This includes where a change of roster has been implemented as a means to manage
fatigue risk.
A record of the FRI risk assessment and control measures (e.g. Fatigue
Management Plan) implemented for each roster/working pattern shall be maintained
in accordance with the requirements of NR/L3/INF/02226.
Where there is recognised trade union(s) representation within the organisation, the
relevant Union Health & Safety Representative shall be:
a) consulted on the proposed roster/working pattern in relation to fatigue risk; and
b) provided with the FRI assessment output.
Where the workplace has no recognised union(s) representation but has appointed
Representative(s) of Employee Safety (e.g. supply chain organisations), consultation
of the roster/working pattern and FRI outputs shall be undertaken with the appointed
person(s).
After completion of the recorded roster/working pattern, the approved roster/working
pattern, FRI output and record of any applied mitigation shall be maintained on file
together and held on file for a minimum of three years.
NOTE 11: They are held on file together to enable cross reference.

5 Non-rostered working patterns

Any member of staff who works a non-rostered working pattern shall inform their line
manager if they exceed or expect to exceed;
a) any of the working time limits or triggers as defined within this standard; or
b) their contractual working hours.
The line manager shall arrange for a fatigue management plan to be produced and
reviewed with the member of staff.

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Date: 02 March 2019
Compliance date: 29 October 2022

If the member of staff has identified a potential for regular exceedence of their
contractual working hours, the line manager shall agree a regular review of the
fatigue management plan with the member of staff.
The line manager shall also conduct a fatigue management conversation with any
staff member who has returned to work after:
a) extended absence; or
b) where flexible or compressed working arrangements have been requested; or
c) where there is a need to amend working hours where a change has been
identified in relation to reasonable adjustments.
NOTE: Examples of extended absence include maternity or paternity leave and long term sick leave.

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 Ref: NR/BS/LI/496
Issue date: 03 February 2023
Compliance date: 01 March 2023
Expiry date: 28 February 2024

Emergency change: NR/BS/LI/496

Standard/control document affected: NR/L2/OHS/003 (Issue 9), Fatigue
Risk Management and associated Modules.
The affected standard/control document will be reviewed and up-issued before this
emergency change expires on 28th February 2024
For further information contact: Nick Watts, Fatigue Safety Specialist, 07395 390183

1 Reason for issue

The risk to Network Rail staff and its supply chain, is that not interpreting the fatigue
standard correctly or understanding the requirements, can lead to staff being put a risk of
working when they are not fit and safe to do so. By implementing the flow chart and
associated slides, the intent is to provide greater clarity and simplicity to the requirements
of the fatigue standard.

2 Scope
The emergency change covers modules 2, 3 and 4 of NR/L2/OHS/003, along with
associated approved national variations. It applies to all staff who work to a roster and
covers trigger conditions, as stated within NR/L2/OHS/003. In addition to which, it will
provide a step-by-step guide on when to carry out a fatigue assessment and/or fatigue
management plan.

3 Changes

Change Current text Amended text

Clause/sub-clause
(Add/amend/delete)
Module 2 – Roster Flow Chart added As per Module 2 Flow Chart added to
Design complement fatigue standard
Module 3 – Flow Chart added As per Module 3 Flow Chart added to
Exceedance complement fatigue standard
Management
Module 4 – Fatigue Flow Chart added As per Module 4 Flow Chart added to
Assessment and complement fatigue standard
Management Plans

This document is the property of Network Rail. It shall not be reproduced in whole or part nor disclosed to a third
party without the written permission of Network Rail.
© Copyright 2023 Network Rail.

Uncontrolled copy once printed from its electronic source.

Published and Issued by Network Rail, 2nd Floor, One Eversholt Street, London, NW1 2DN.

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OFFICIAL
Ref: NR/BS/LI/496
Issue date: 03 February 2023
Compliance date: 01 March 2023
Expiry date: 28 February 2024

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Ref: NR/BS/LI/496
Issue date: 03 February 2023
Compliance date: 01 March 2023
Expiry date: 28 February 2024

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Ref: NR/BS/LI/496
Issue date: 03 February 2023
Compliance date: 01 March 2023
Expiry date: 28 February 2024

Approval of Standard and Control

Document Owner

Approved by:

-------------------------------------------------------------------
Simon Morgan, Head of Corporate Safety

Approval of
Delivery Function Authority

Approved by:

-------------------------------------------------------------------
Ian Grif fiths, Head of Maintenance, Principles &
Standards

Approval of Standards and Controls

Management Team

Approved for publication by:

-------------------------------------------------------------------
Kerry Marchant, Principal Standards & Controls
Manager

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Ref: NR/BS/LI/496
Issue date: 03 February 2023
Compliance date: 01 March 2023
Expiry date: 28 February 2024

4 Recipients

Name Post
Paul Clark HSE Director Wales and Western
Innis Keith HSE Director Scotland
Priti Patel HSE Director North West and Central
David Smith HSE Director Southern
James Cowell HSE Director Route Services
Andrew Murray Director Engineering and Asset Management Eastern
All f atigue Business Engagement All Regions and Functions
Leads

5 Details of briefing or cascade communication process

Details of the flow chart will be shared with all the names listed in section 4, for those to
cascade to their teams as appropriate.

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