1.       Introduction

1.1.  Welcome

We are pleased that you have decided to undergo this Apprenticeship Program (AP) with a view to joining us.  Ottawa Valley HOTRAK is a modular model railway so we are a little different from other clubs that you may be used to.  Each layout setup is different and we pride ourselves on our operational approach.  To ensure that all members get the maximum enjoyment possible from an operating session, it is imperative that each member operates in accordance with club rules and procedures.  It is also important that each member share in the duties required keeping the trains running.

This booklet will explain what you need to learn and do to reach Engineer status.  It also contains a Task Completion Record (TCR) that is your record of accomplishment.  Each task must be signed and dated by the Engineer supervising you during the task.  A club member who is an Engineer will be appointed as your Mentor.  He is there to answer any questions you may have and to help you with completing your tasks.  Since one of the reasons for the Apprenticeship Program is to help you get to know the other members of HOTRAK, your Mentor will not normally supervise these tasks himself.  The TCR also contains a section to record your dues paid at each session during your apprenticeship.  The treasurer signs this section.  You are also expected to maintain a log of your experiences during the apprenticeship period.  This is explained later in this document.

The program has two levels.  Once you have completed all the brakeman tasks, the two setups and two disassembly tasks, and one supervised Engineer task, you will be considered a Journeyman.  As a Journeyman you will be permitted to operate trains without supervision during periods when there is no dispatcher. 

When all tasks have been satisfactorily completed, show your TCR to the Apprenticeship Program  Co-ordinator.  He will then check the TCR and certify that you can operate the layout at the Engineer level.  Once you become an Engineer, you will be expected to mentor others through the apprenticeship program.  Your views on the usefulness of this booklet and any suggestions for improvement are important to us.  Please pass all comments to the Apprenticeship Program Co-ordinator.

 You must attend at least three Meets[1] as an Apprentice but you may find that it takes five or six to complete the AP.  There is no rush.  The objective is to enjoy yourself while gaining the knowledge and learning the skills necessary to participate fully in our activities.   People with previous experience operating model trains may find that they can complete the assigned tasks in less than the three Meets specified.  However, an important part of the AP is getting to know the other members and letting them get to know you. 

The masculine gender is used throughout this document only for ease of reading.  Members of both sexes are equally welcome and undergo the same program.

1.2.  Objective

The objective of the AP is to ensure that prospective members acquire the knowledge and skills required to operate as an Engineer on the Ottawa Valley HOTRAK.

   1.3.  Overview

2.       Setup and Disassembly of the modules

2.1.  Learning Objective

The Apprentice will learn the correct way to setup and disassemble both club and private modules.

2.2.  Task to be Performed

The Apprentice will attend at least three HOTRAK Meets.  During these Meets, he will participate in at least two complete setups and two complete disassemblies of club layouts including the storing of club modules at St. Anthony’s and the loading of members’ vehicles.  An Apprentice who is unable to meet these requirements because of work constraints, physical limitations or other reasons, should speak to the Apprenticeship Program Co-ordinator to see if alternative arrangements can be made.

2.3.  General Guidance

Prior to arriving for the first setup, the Apprentice should review the club website regarding the construction of modules.  This will give a better understanding of the modules and the information in the Teaching Points below. It is not necessary that a setup and disassembly occur during the same Meet.  Club members frequently refer to the disassembly as a “tear down” but it is wise to approach it as a disassembly, which requires the same degree of care as the setup.  Setups and disassemblies are under the supervision of a Setup/Disassembly Foreman who is appointed by the Setup Co-ordinator who is a member of the club executive.  For large Meets, the Setup Foreman may be assisted by a Section Foremen who will have responsibility for specific portions of the layout.  The Setup Foreman is responsible for assigning members to either a Section Foreman or to specific modules.  The setup is planned in advance and a layout diagram that shows the location of each module is prepared.  These are available at the setup and should be studied to understand where the various modules go.

2.4.  Teaching Points

If the Mentor is present, he will introduce the Apprentice to the Setup Foreman and identify that he is an Apprentice; otherwise the Apprentice should introduce himself.  The Setup Foreman will either assign him to a Section Foreman (if they are being used) or to an Engineer for guidance.  The Mentor may be the assigned supervising Engineer for two of the four activities in this section.

 During a setup or disassembly it appears to the newcomer that chaos reigns and there maybe a tendency to hang back out of the way.  Don’t.  Everyone’s participation is required during setup and disassembly. There is a lot of fetching and carrying required during a setup and disassembly and the Apprentice should pitch in.

 Each set of modules is a little different and this is why the Apprentice must work under the guidance of an experienced member.  Modules appear robust but are delicate.  Modules are packaged together for transporting and storage (usually two modules to a set but some module sets have three modules).  A module should never be stood on end once it is removed from its set.  All bolts, nuts, washers, etc must be carefully kept together and are normally stored with the end boards against the wall next to the module.  If a module set is split for the setup then all the fastenings should be kept together with one module.  Some module set end boards are used on the module legs as stiffeners.  In this case it is important that fasteners be placed securely.  Normally the module owner will have some sort of storage container with the module.

 It is important to protect the module legs when modules are being lifted into position.  No weight should be placed on the legs until the module is upright.  When modules are being moved for alignment, members are required to lift them completely so no sliding occurs.  An Apprentice should not try to move a module by himself.  Module legs are normally labelled or colour-coded for their module set.  It is a little confusing at first since the legs may be marked for one module but they are identical for the other in the set.  This has confused everyone on more than one occasion so do not hesitate to ask if it is not clear.  Not every module gets four legs; again, seek guidance if it is not clear.  Legs are held together with rubber bands.  These bands should be kept with the other fasteners but some members prefer to wrap them around one of the legs when the module is assembled.

 Modules that form a set may be aligned with pins and clamped or bolted together.  Care must be taken to get the pin in the correct hole.  In every case, be delicate when inserting pins or bolts and using clamps so that damage does not occur. 

 Modules (or module sets) are clamped together to join with other members’ modules.  When clamping two modules together, ensure that the clamping area is free of wires or other details.  Always clamp the module as high up the end as possible (depends on size of clamp).  When clamping bridges or other duck-unders, ensure that clamp handles are to the inside (beneath the module) so people will not hit them when ducking under.

 Prior to lifting a module up, it is advisable to release the hook-up wires.  These wires are held out of the way for transport by various types of fasteners or by looping up over other wires.  It is easier to gently remove them from their fastenings while the module is still on its side and let them hang down for later hook-up. Each module will have a main power bus (recognizable by the trailer plug) and a Loconet wire (looks like a phone cord) at each end.  Some module sets may not have the power bus across the internal connection. 

 Storing of Club Modules.  The club is fortunate to be able to store club owned modules and equipment at St Anthony’s.  It is important that the modules and equipment be properly stored.  Generally a member is designated to be responsible for this task.

2.5.  Successful Completion of Program Area

2.5.1.      First Setup/Disassembly

         2.5.2.      Second Setup/Disassembly

        2.5.3.      Third Setup/Disassembly

2.6.  Actions Which Constitute Failure to Complete

The club requires that the modules of members and the club be treated with due care and that everyone participate willingly in the tasks of setting up and disassembling the modules. 

2.6.1.      Careless Disregard

Any Apprentice who demonstrates a careless disregard for the modules of the club or members by improper or careless handling may be deemed by the Setup/Disassembly Foreman to have failed that setup or disassembly task.  The Engineer to whom the Apprentice was assigned will warn the Apprentice at the time of the incident and advise the Apprenticeship Program Co-ordinator or, in his absence, another member of the Club Executive.

 The Apprenticeship Program Co-ordinator or Club Executive will immediately discuss the incident with the Apprentice to determine if the Apprentice should be allowed to continue the program.

         2.6.2.      Less than Full Participation

If the assigned Engineer believes that the Apprentice is hanging back due to shyness or uncertainty, then he will advise him during the setup or disassembly.  If the Apprentice then demonstrates active participation, the Engineer may sign task completion as if the caution had not been given.  If the Engineer considers that the Apprentice has continued to hold back even after the caution, he will note on the Task Completion Record that the task was not completed and so advise the Apprenticeship Program Co-ordinator.  The latter will discuss the matter with the Apprentice and his Mentor to determine what needs to be done.

3.       Train Operations

3.1.  Learning Objectives

The Apprentice will learn the how to operate trains during a HOTRAK Meet in a manner that ensures the safety of equipment and general enjoyment of both the Apprentice and other members of the club.

3.2.  Task to be Performed

The Apprentice, with the direct supervision of an Engineer, will function as an Engineer during  dispatcher control for each of the type of trains normally operated by HOTRAK (see below for a description of the types of trains operated).

3.3.  General Guidance

Train operations sets HOTRAK apart from other modular clubs that generally run in display mode (i.e. more or less constant running around a loop).  However, HOTRAK’s operations are simplified in recognition of the changing layout used at each meet.  Mainline operations are controlled by the Dispatcher using two-way radio with the Engineers.  The type and number of trains running is controlled by the Traffic Supervisor and access to the main yard is controlled by the Yard Master.  The role of each of these positions is briefly discussed here to give the Apprentice an understanding of how the club operates.

3.3.1.      Traffic Superintendent

The Traffic Superintendent wears a red safety vest during operations so he is readily identifiable.  He controls who is permitted to run trains.  Authority to run a train is granted and identified by the use of a red Operating Pass.  The Train Card identifies the type of train and the train number that is to be run by the Engineer.  The Traffic Superintendent maintains a log that shows who is running each train and the time that they started and completed their run.  When there is greater demand than the layout can handle, the Traffic Superintendent’s log controls the waiting list for Engineers who wish to run a train.  When a run is completed, the red Operating Pass must be returned to the Traffic Supervisor.  Only one run is authorized per card issuance.

If there are difficulties on the layout, the Traffic Superintendent is the person who is tasked with resolving them.  He may order faulty equipment to be removed from the layout, advise the dispatcher to avoid a section of track until repairs can be made, etc.

3.3.2.      Rail Traffic Controller or Dispatcher

The RTC/Dispatcher has absolute control of the mainline.  He communicates with Engineers using club-provided radio headsets.  Prior to leaving a yard, the Engineer must contact the RTC/Dispatcher by radio and identify his train.  Currently the club is using assigned train numbers but in the past cab numbers of the lead engine have been used.  The Engineer tells the Dispatcher where he is, what type of train he has and to where he needs to go.  The Dispatcher maintains control by authorizing an Engineer to proceed to a certain point along his intended route.  The RTC/Dispatcher gives a clearance to a point which is normally (but not always) a junction, crossover, transition, or siding identified by module name.  When stopped, trains should be positioned so that they do not block road crossings and do not foul turnouts.  The RTC/Dispatcher will also warn about other trains in the same area using the term “protect against”.  During his run, the Engineer advises the RTC/Dispatcher of his location (normally as he approaches the point to which he was granted clearance) or warns if he has run into trouble (e.g. derailment, mechanical problem, etc).  When a train is clear of the mainline (switching on a branch, returned to yard, etc) the Engineer must advise the RTC/Dispatcher and must request his permission again before re-entering the main.

Conversations with the Dispatcher should be kept short and polite.  In some situations, radio traffic may become denser than train traffic.  Remember that we are condensing miles into feet and hours into minutes on our layout.  Traffic frequency is much greater than you will find on a real railway and radio discipline becomes very important.

3.3.3.      Yard Master

3.3.4.      Concept of Operations (Local and Scheduled Through Freights)[3]

Because the physical layout changes with each Meet, the concept of operations is simplified from what a permanent club may use.  All trains originate and end in a yard [4] (which is normal) and there is no industry to industry shipping.  A local freight train takes a designated car to the industry and picks up the car that is already there to return it to the yard.  Train length is therefore constant throughout the run [5].  Right-hand running on double track is the rule unless directed otherwise by the dispatcher. A scheduled through freight will take a cut of cars to a major industrial area, drop them off and pick up an equal number of cars to return to the main freight yard.

          Documentation Used

      Train Cards. The Train Card identifies the type of train and the industries (modules) to be serviced.  It is produced and controlled by the Chief of Operations.

       Car Cards. Each car has a Car Card which is provided by the car owner.  The colour of the card and the artwork used identify the owner of the car.  The information on the card identifies the car by Railway name, car number and type and car length.  Each Car Card is kept in a plastic sleeve.

          Car Card Holders

Each module owner provides a Car Card holder for each switching position on the module.  These holders clip over the Plexiglas on the front of the module.

 ·         Populating the Layout

The Chief of Operations assigns way bills to cars for each industry on the layout.  Members then carry these cars to the appropriate location, place the car on the track at the correct position and put the Car Card/Way Bill in the correct Car Card Holder.

          Operations

An Engineer [7] takes the train that he has been assigned (as described above) and proceeds to the locations (modules) identified on the Train Order Card.  At each location he checks the car cards/way bills for his train to identify the cars to be spotted.  In each case, the car that is already there (either from the initial set up or left by a previous train) is picked up.  Where more than one car occupies a switching location, FIFO (first in, first out) is used.  This means that the car furthest in the siding must be removed, the second car then becomes the car furthest in and the newly delivered car becomes the new second car. The Car Card/Way Bill of the dropped car is left in the holder and the Car Card/Way Bill of the picked-up car is taken.  When the run is completed, the train returns to the yard with the picked-up cars and their Car Cards/Way Bills.  Engineers should sort their card cards to the same order as the cars in the train to facilitate the task of the Yard Master.

3.3.5.      Types of Trains

During an operating session, HOTRAK may operate any of the following types of trains.

 a)      Through Freight

A through freight is normally longer (more cars) than a local and may have six-axle motive power.  There are two types of through freights. 

·        A scheduled through freight will pickup and drop off a block of cars.  It is put together by the Yard Master and has a train order card.  Drop off points for the block of cars are limited to one or two large module groups which are capable of handling them.

·        An unscheduled through freight is assembled at a fiddle yard by a member usually using his own equipment.  It is then run over the layout, normally without any switching. 

Sometimes a member may use his own equipment for a through freight but leave room for the block of cars assembled by the Yard Master.  (i.e. if through freights are limited to 10 cars a member may assemble a freight of five cars in the fiddle yard then move to the main freight yard to pick up the cut of cars there.  In this hybrid operates as a scheduled through freight.

The length of through freights is governed by the setup and will be decided by the Chief of Operations.  All through freights require a red Operating Pass to operate.

 b)      Local Freight

Local freights are the workhorses.  They switch the industries as described in paragraph 3.3.4 above.  Local freights are restricted to four-axle locomotives if diesels and appropriate steam power otherwise.  They may or may not have a caboose.

 c)      Maintenance of Way (MOW)

The club runs special track cleaning trains as MOW equipment.  This may occur during dispatched operations but frequently occurs when there is no dispatching.

d)      Continental Passenger Trains [8]

Continental Passenger Trains are similar to through freights.  They may originate in the main passenger yard or at a Fiddle Yard.  Little switching is done but a continental passenger train may cut in or drop off a sleeper or dining car at the passenger yard.

 e)      Regional Passenger

Regional passengers are similar to continental passengers but are normally shorter.  They also may switch special cars and will normally visit smaller stations that the continental trains may pass by.

 f)       Local Passenger

Local passengers are short and may be either RDCs or gas-electrics.  They normally stop at all stations and may provide passenger service on branch lines.

 g)      Mixed Trains

Mixed trains (freight and passenger equipment combined) operate as local passenger trains.  They may also act as a scheduled through freight but they do not act as local freight.

 3.4.   Teaching Points

Successful completion of this area of the program requires that the listed tasks be carried out while under dispatcher control.  However, the Apprentice is strongly advised to complete each of the tasks during periods when dispatching is not in effect prior to undertaking the formal task.  In the case of the more complex local freight operations, several, non-dispatched runs are recommended.

3.4.1.      Order of Tasks

All brakeman tasks must be completed before the supervised Engineer tasks may begin.  This does not apply to non-dispatched practice runs, although, in all cases, the Apprentice should act as a brakeman on a run before being the supervised Engineer.

 Through freight, whether scheduled, or not are the easiest operations followed closely by Continental Passenger Trains. They provide practice with the correct running of trains without the responsibility of managing car cards/way bills and switching.  Other passenger operations (regional and local) provide the next level of difficulty since they involve more station stops and may require crossing over from right-hand to left-hand running to service a station.

Local freights are the most complex and some locals are more difficult than others.  This varies by set up.  A local that involves all trailing point switching on the inside track of a loop is the simplest.  When run around moves are required, and/or the mainline must be blocked for some moves, it becomes more challenging.  The Apprentice will have to seek the advice of the Chief of Operations regarding the relative difficulty of locals for any given set up.  Experienced members can also be asked.  Simpler locals should be successfully completed before tackling the more complex jobs.

 3.4.2.      Brakeman Functions

The position of Brakeman is not an official position at HOTRAK.  It is used to provide learning experience to new members.  The brakeman may be charged with throwing switches in front of and behind the train (all switches must be kept aligned for the mainline and failure to do so can result in a fine for the Engineer).  The brakeman may be tasked with managing the car cards on behalf of the Engineer.  It is up to the Engineer to decide what functions he wants the brakeman to perform.

 3.4.3.      Supervised Engineer Functions

A Supervised Engineer is completely responsible for the correct operation of his train; from the seeking of a red Operating Pass from the Traffic Supervisor until he hands over his Train Card and way bills to the Yard Master.  The Engineer supervising is responsible for ensuring that no accidents occur and for providing guidance.  No assistance with uncoupling, way bills or switch throwing should be given. The Engineer supervising must ensure that the Supervised Engineer performed all the tasks in a complete and correct manner before signing off the task.  If there is any doubt, the task should be repeated.

3.4.4.      Engineer Functions

The Engineer is responsible for operating his train in the correct manner.  Note that an Engineer must wear an apron to hold his car cards and uncoupling tool while operating. (See the Appendix A for a complete list of required items). A layout diagram is used to identify module locations.  Speed should be appropriate for the type of train (see Appendix B).  These are maximum speeds and normal speeds should be about 2/3 of the maximum.  Most local freights will have a mix of full and empty cars. When stopped, trains should be positioned so that they do not block road crossings and do not foul turnouts. When approaching other trains, headlights should be dimmed, and, if the engine is sound equipped, appropriate bell and whistle sounds should be used.  Dispatcher clearance to a certain point must never be exceeded and when protecting against another train, suitable distance should be maintained between trains.

3.5.   Successful Completion of Program Area

3.5.1.      Brakeman

The Apprentice will operate as a Brakeman during dispatcher controlled sessions for each of the types of trains described in section 3.3.5 except the MOW described in c).  As a brakeman he must wear a headset and carry a layout diagram.  He performs the tasks assigned by the Engineer which may include operating switches and assisting with car cards.  He should practice estimating train speed and finding clearance points on the layout diagram.  The Engineer may ask him questions during the operation to determine his level of understanding. 

3.5.2.      Supervised Engineer

The Apprentice will act as an Engineer under the supervision of an Engineer for each of the train types described in section 3.3.5 except the MOW and mixed train described in c).  At least three local freights must be run, one of which involves run around switching moves.  This is a total of seven trains run under supervision.  It may be difficult to organize this activity since most Engineers will prefer to act as the operating Engineer themselves.  The Mentor will help the Apprentice to find supervisors for this task but may only supervise one train himself.  An Apprentice may receive a red Operating Pass in his own name for these tasks as long as the supervising Engineer is identified to the Traffic Superintendent.

3.6.  Actions Which Constitute Failure to Complete

3.6.1.      Brakeman

The Engineer operating the train will be the sole judge whether the task was successfully completed.  If he considers that it was not completed correctly, he will inform the Apprentice and explain in detail what was wrong.  Failure to re-align switches with the mainline or not knowing the train’s clearance point are examples of errors that could constitute failure. [9]  In most cases, at least one caution would be given.

3.6.2.      Supervised Engineer

The following actions constitute failure of a run.  A failed run may be reattempted with the same supervising Engineer or with a different supervising Engineer, but in any case, a new Train Pass must be sought.

 The following actions warrant a caution. 

4.       Ancillary Operations

4.1.   Learning Objective

The Apprentice will be introduced to the ancillary operations of the club.

4.2.   Task to be Performed

The Apprentice will spend at least one hour observing the Traffic Supervisor, Dispatcher and Yard Master in the performance of their duties.  The Apprentice will observe the functions of the Setup Foreman, Tear Down Foreman for at least one setup and tear down respectively.  He will assist the person charged with the storage of modules in the club storage area on at least one occasion.

4.3.   General Guidance

The duties of the Traffic Supervisor, the Dispatcher and the Yard Master are essential to the correct functioning of the club and are described in paragraph 3.3. The positions related to setup, tear down and storage of modules are essential to successful Meets and all club members must be able to perform these tasks and share the work involved.  Other functions within the club are also important but are not as directly related to the running of trains.  It is expected that the Apprentice will become familiar with them after he has become an Engineer.

4.4.   Teaching Points

The Apprentice should not undertake these tasks until at least the second Meet.  During the first Meet he will be able to observe these positions from a distance and get a better understanding of what they do.  During the actual time spent with these positions in completion of this area of the program, the Apprentice will get an understanding of how and why these positions function.

Prior to spending time with each position, the Apprentice should review the descriptions in section  3.3.1, 3.3.2 and 3.3.3 

For the setup, tear down and storage functions, the Apprentice should advise the member performing the function that he wishes to observe in order to complete these tasks.  He must ask questions to ensure that he understands what is happening but he must be sensitive to the fact that these foremen have a lot of responsibility and little time to complete the tasks.  The Apprentice’s mentor should be in a position to assist here.

 4.5.   Successful Completion of Program Area

The supervising member will be the sole judge of the successful completion of the task being performed.  Sign off for each of the positions constitutes successful completion of the program area.

 4.6.  Records and Logs 

Every Apprentice must maintain a log of their experiences (Appendix C provides a format that may be used).  This log need only be shared with your Mentor and the Apprenticeship Program Co-ordinator.  They will respect your privacy so you should aim for complete frankness in your log and use it as a learning tool. 

The Club will also benefit since there may be areas of the program that require more structured training than that presently provided.  Your comments will help to identify them. 

Appendix C contains the Task Completion Record which constitutes the formal record of the successful completion of a task.  An Apprentice is not expected to successfully complete every task on the first attempt.  The reasons that an attempt may be considered unsuccessful have been explained previously but every attempt is a learning experience and it is important to record the facts for future reference. 

At the end of your apprenticeship period, you will be asked to critique the Apprenticeship Program.  You will be asked to comment on how useful you found it and to identify areas for improvement.  Your log will prove very useful in completing this critique.