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Frequently Asked Questions (FAQs)

1. General

What is e-RAILSAFE CANADA?
e-RAILSAFE CANADA is an innovative web-based solution that helps administrators in the Canadian Railroad industry to streamline routine administrative tasks associated with workplace safety and security management.

e-RAILSAFE CANADA is one of three services that make up the e-RAILSAFE line of services which includes: e-RAILSAFE USA and e-RAILSAFE SHORTLINE.

Learn More >>

Who participates in e-RAILSAFE CANADA?
Railroad companies, related trade groups, associations and businesses with operations in Canada all subscribe to e-RAILSAFE CANADA.

Additionally, contractors, vendors, suppliers and other businesses that provide support services to the industry also subscribe to ensure compliance with the requirements of each of their Utility clients as well as to comply with industry standards and regulations.

How does this service work?
Organizations sign-up to become subscribers and login as an Enterprise to implement and manage their own compliance program(s) or to register with other organizations as a Resource in order to participate in their programs on the system.

Once a program has been deployed on the system, The administrating organization can direct participants to login and access programs as assigned. Participants can be internal employees, volunteers or Resources such as contractors, vendors, suppliers and related personnel.

Each assigned program can consist of tasks that must be fulfilled and submitted for review. Required tasks vary per program and can include one or more of the following:

  • Completing online forms
  • Uploading copies of required documentation
  • Submitting to Background Screening
  • Reviewing required presentations, training and materials
  • Completing required questionnaires and tests
  • Uploading photos for ID Credentialing
  • Submitting to scheduled Compliance Audits/Renewals

Completed program assignments are reviewed for approval as per the criteria set by the organization(the Enterprise) administering the program. Program Assignments that have been approved upon review are deemed to be “In Compliance” with the administrating organization.

Compliance with a program may be used to determine eligibility for career and business opportunities, access to select venues and facilities or to receive associated credentials.

As each program is unique, please login and click COMPLIANCE for details on specific programs.

LEARN MORE: Implementing a Program | Complying with a Program

How much does this service cost?

A one-time non-refundable Sign-Up Fee is required to become am e-RAILSAFE CANADA Subscriber.

Additional fees are assessed for organizations that use the system for their internal workforce or to create their own Compliance Program(s).

Contractors, Vendors, Suppliers and Subcontractors who are required to participate are responsible for all transactional costs associated with meeting the requirements of the Compliance Programs in which they have enrolled.

Organizations who maintain Compliance Programs on the system have negotiated the prices to the lowest possible denominator, to minimize the impact on their contractor/vendors.

This “Pay-to-Play” model enables e-RAILSAFE CANADA subscribers to save millions of dollars in screening and credentialing costs, without sacrificing security.

Organizations who maintain Compliance Programs on the system may also choose to cover the transactional costs of their program on behalf of their contractor/vendors.

Click Here to learn more details on Pricing/Fees

Does this service require any special software or equipment?

No.

e-RAILSAFE CANADA is a web-based system that is secure and accessible from any PC with a username and password. No additional software or equipment is required to utilize the system.

Who owns e-RAILSAFE CANADA?

e-RAILSAFE CANADA is one of three systems that make up the e-RAILSAFE line of services which includes: e-RAILSAFE USA and e-RAILSAFE SHORTLINE.

All e-RAILSAFE systems are powered by eVerifile — a leading provider of web-powered risk management solutions.

Founded in 1999 by industry veteran and entrepreneur, Ravi Wijesinghe, eVerifile, works with human resource managers, recruiters, procurement officers, corporate security/internal police officers and vendors in a variety of industries.

Why am I required to complete a Customer Profile?

This information allows us to verify your business and protect against companies that might try to fraudulently gain access to private information as well as your facilities and worksites.

Why am I required to complete a Customer Profile?

This information allows us to verify your business and protect against companies that might try to fraudulently gain access to private information as well as your facilities and worksites.

How do I submit my Customer Profile?

Simply CLICK HERE to begin the Subscription Request Process and follow the instructions provided. You will be presented with a Customer Profile which must be completed and submitted online.

You will also be presented with an e-RAILSAFE CANADA Subscriber Agreement which you must download, print and sign. Signed Subscriber Agreements should be faxed to eVerifile at:

(404)592-8839

Your request will not be processed without a signed Subscriber Agreement so please remember to print, sign and fax the required Subscriber Agreement to complete the registration process.

Why do you need my banking information?

We only require a bank name, phone number and contact to verify your standing.

Why do I have to get an on-site certification?

It is required that we verify the legitimacy of any organization to determine their eligibility to conduct and receive risk assessment data (background checks).

Due to recent events involving information breaches, this protects you as the client from any companies that attempt to fraudulently gain access to private information as well as your facilities and worksites.

2. Railroad/Enterprises: Railroads, Industry Associations and Businesses

What is an Railroad/Enterprise?

Railroad/Enterprise subscribers are Railroad companies, related trade associations and businesses with operations in Canada and that utilize this system to facilitate routine administrative tasks involving their internal workforce or external resources (Contractors, Sub Contractors, Vendors and etc,).

How do I subscribe?

Canadian Railroads and related enterprises that seek to augment their workforce, resource and compliance activities, subscribe to e-RAILSAFE CANADA to establish an account.

Once an account has been established, subscribing organizations login to enter their own employees into the system and/or to create their own Compliance Programs.

What are "Compliance Programs"?

Compliance Programs are a collection of specific procedures, requirements and related tasks that are instituted by an organization to ensure adherence with its mission-critical policies, standards and/or regulatory mandates.

This system enables Enterprise subscribers to create and administer their own Compliance Programs online. Enterprises choose from a variety or requirements to create their programs including:

  • Contractor/Vendor Registration
  • Personnel Screening
  • Compliance Orientations, Training and Tests
  • Workplace Credentialing
  • Scheduled Audits & Certifications/Renewals.

 

Railroad/Enterprises can create multiple programs via the system and each program can be configured for specific participant groups.

After their programs have been created and activated, organizations can then assign their internal personnel to the appropriate program or direct their Resources( Contractors, Vendors, Suppliers and related personnel) to participate by establishing an account and registering online.

CLICK HERE to begin the Subscription Request Process. If you would like to learn more about e-RAILSAFE CANADA, simply complete our Contact Us form or you can call us at (888) 351-1369.

How much does this service cost?

A one-time non-refundable Sign-Up Fee is required to become an e-RAILSAFE CANADA Subscriber.

Additional fees are assessed for organizations that use the system for their internal workforce or to create their own Compliance Program(s).

Contractors, Vendors, Suppliers and Subcontractors who are required to participate are responsible for all transactional costs associated with meeting the requirements of the Compliance Programs in which they have registered or been assigned.

This “Pay-to-Play” model enables e-RAILSAFE CANADA subscribers to save millions of dollars in screening and credentialing costs, without sacrificing security.

Organizations who maintain Compliance Programs on the system may also choose to cover the transactional costs of their program on behalf of their contractor/vendors.

How long does this take to get set up?

Usually, we can have you set up on the system within 72 hrs. However, set up may depend upon the complexity and number of Compliance Programs that will need to be built and added to your account.

What can I do on this system?

Canadian railroads, companies and related organizations that use e-RAILSAFE CANADA can perform a number of routine administrative tasks including Personnel Screening, HR Information Management, Compliance Training & Testing, and Security Credentialing. MORE >>

Can I use this service for my own workforce as well as Contractors/Vendors?

Yes, once you become a subscriber you simply log-in, select the WORKFORCE action tab and follow the instructions provided.

e-RAILSAFE CANADA is a service of eVerifile, one of the most respected background screening and automation technology providers in the industry. We are happy to assist you with all of your employment screening needs.

How am I supposed to get pictures of my employees into this system?

There are several methods to choose from:

  • If you have a digital camera simply take the picture and upload into the e-RAILSAFE CANADA system when prompted (remember to keep your camera on a low resolution so you don’t go over the 500kb limit)
  • If you do not have a digital camera, we can refer you to a site to purchase for around $80. If you do not wish to use a digital camera, then you can have employees bring in a photo of themselves (must be a clear face shot, no hats, sunglasses etc.) and you can scan it into your PC and then upload into e-RAILSAFE CANADA when prompted.
  • If you do not have a scanner, any local department store or photo center can provide this to you. You can upload several hundred photos onto a disk for just a few dollars
Can I have separate users if I have multiple locations?

Yes, for your convenience our system can allow you to have several users and they can access the system from different locations. Simply log in and click MY ACCOUNT, select the PREFERENCES button and follow the instructions provided.

3. Resources: Contractors, Sub-Contractors, Suppliers & Vendors

What is a Contractor/Resource?

Resource Subscribers are Contractors, Sub-Contractors, Vendors, Suppliers, or any other external group who are required to participate in the Compliance Programs of an Enterprise Subscriber on this system.

What are "Compliance Programs"?

Compliance Programs are a collection of specific procedures, requirements and related tasks that are instituted to ensure adherence to an organization’s mission-critical policies, standards and/or regulatory mandates.

This system enables Resource Subscribers and their personnel to find and meet the requirements of their clients who maintain Compliance Programs on e-RAILSAFE CANADA.

How do I get started?

You will need to become an e-RAILSAFE CANADA subscriber by completing the Subscription Request Process.

This involves payment of a non-refundable Sign-Up Fee and completion of a Customer Profile and e-RAILSAFE CANADA Subscriber Agreement.

Please CLICK HERE begin the Subscription Request Process.

Once an account has been established, Resource Subscribers login and Register with their clients who maintain compliance programs on this system.

What is Registration?

Resource Participants must complete a pre-qualifying Registration process in order to be eligible to assign their personnel to the appropriate worksite (s) and associated compliance programs that are maintained on the system.

The Registration process is facilitated online and usually involves entering a Registration ID number into the system. Registration IDs are used to automatically permit a subscriber to register with a specific Enterprise on this system.

Typically, this ID can be a vendor code, contract number or any unique identifier that an organization issues to their contractors, vendors, suppliers or other groups in which they maintain an association or contractual relationship.

Once a subscriber has entered the Registration ID issued by an organization, they will be granted access to the specific requirements of that organization via this system.

Each Enterprise is solely responsible for the criteria by which a Resource subscriber is granted permission to register with their organization. Examples of what may be required for registration are as follows:

  • Completion of Procurement forms/documentation
  • License Verifications
  • Confirmation of Certificate of Insurance (COI)

The requirements must be completed and submitted for approval. If approved, the subscriber is considered to be “registered” with that organization.

PLEASE NOTE: All organizations are required to be registered, and approved by an Enterprise before they will be allowed to participate in the Compliance Program of that Enterprise.

Can I register with a Railroad/Enterprise if I don't have a Registration ID?

Yes. You may request registration with an Enterprise without entering a Registration ID but you must first obtain permission from that Enterprise before being allowed to continue the registration process.

Simply register without entering a Registration ID. This will forward your request to the Enterprise which will decide whether or not to grant you permission to complete the registration process.

PLEASE NOTE: A decision to grant permission to register and registration approval are rendered solely at the discretion of each organization with ion associated with the compliance program(s) in which you seek to enroll.

How am I supposed to get pictures of my employees into this system?

There are several methods to choose from:

  • If you have a digital camera simply take the picture and upload into the e-RAILSAFE CANADA system when prompted (remember to keep your camera on a low resolution so you don’t go over the 500kb limit)
  • If you do not have a digital camera, we can refer you to a site to purchase for around $80. If you do not wish to use a digital camera, then you can have employees bring in a photo of themselves (must be a clear face shot, no hats, sunglasses etc.) and you can scan it into your PC and then upload into e-RAILSAFE CANADA when prompted.
  • If you do not have a scanner, any local department store or photo center can provide this to you. You can upload several hundred photos onto a disk for just a few dollars
How much does this service cost?

A one-time non-refundable Sign-Up Fee is required to become an e-RAILSAFE CANADA Subscriber.

Contractors, Vendors, Suppliers and Subcontractors who are required to participate are responsible for all costs associated with meeting the requirements of the Compliance Programs in which their employees are assigned.

Additional fees are assessed for organizations that use the system for their internal workforce or to create their own Compliance Program(s).

Can I receive a discount if I have lots of employees?

Each organization that maintains their Compliance Program(s) on e-RAILSAFE CANADA has already negotiated the prices to the lowest possible denominator.

Can I have separate users and billing if I have multiple locations?
Yes, for your convenience, our system can allow you to have several users and they can access the system for different locations.
Why an extra $65.00 surcharge for some New York addresses?

In July of 2003, the state of NY changed their policy on reporting felony and/or misdemeanor record information. For certain counties, there is no longer a county seat available that reports felony or misdemeanor records. All information is forwarded to the state level.

A NY statewide search is $65.00; however, all e-RAILSAFE CANADA clients are given a $10.00 discount to automatically order the NY statewide if applicable. As a part of the e-RAILSAFE CANADA program, the NY statewide is required if any of the addresses yielded per employee turn up in the specified restricted counties. Each e-RAILSAFE CANADA client is notified of the NY surcharge during the account setup process.

Can I use this system for other employees besides those that work in the railroad industry?

Yes, once you become a subscriber you simply log-in, select the WORKFORCE action tab and follow the instructions provided.

e-RAILSAFE CANADA is a program owned by eVerifile, one of the most respected background screening and automation technology providers in the industry. We are happy to assist you with all of your employment screening needs.

4. Personnel: Employees, Volunteers, & Resource (Contractor / Vendor) Personnel

What does this service do?
This program facilitates Personnel Screening, Compliance Awareness and Testing, and Workplace Security Credentialing in compliance with recent industry standards and as required by organizations that subscribe to this system
Who is required to participate?

Each organization that subscribes to e-RAILSAFE CANADA requires its internal or contractor workforce to submit to background checks and complete other compliance requirements to gain access to key facilities.

Many e-RAILSAFE CANADA subscribers maintain their own criteria for granting or denying access to their own facilities and worksites.

As a result, refusal to participate in Compliance Programs mandated by participating subscribers may result in denied access to designated worksites.

How much does this cost?

The cost of applicant/employee participation in Compliance Programs maintained on this system is covered by their employer.

Employers participating in the program are responsible for all costs associated with meeting the requirements of the Compliance Programs in which they have enrolled and assigned to their personnel.

There is no direct charge to applicants/employees that are required to access this system.

How do I get started?

All that’s needed is your Employer’s Contractor Account Number and your Social Security Number to login and begin using the system.

Contact your employer to get the Contractor Account Number and login here.

If you need further assistance, give us a call at 888-351-1369

How are Applicants/Employees denied or approved?

Each organization that maintains Compliance Program(s) on this system has their own criteria for granting or denying access to Personnel. This information is available to subscribers who login and select the MY COMPLIANCE PROGRAMS Action Tab.

What if I am "DENIED" by an organization on this system?

Each organization on this system maintains their own criteria for granting or denying access to their facilities. However, e-RAILSAFE CANADA maintains a standard Appeals Process for Personnel who have been denied access via the system.

How long does it take to get my ID badge?

Usually 2-3 business days depending on when you complete the compliance orientations/tests and when your employer has uploaded all of the required information. In most cases, the badges are issued to your employer for final distribution.

PLEASE NOTE: Some organizations that subscribe to e-RAILSAFE CANADA may have their own procedure for obtaining the ID Badges for personnel.

What if I lose my ID badge?
Requests to replace lost badges must be made through your employer. The cost of a replacement badge is determined by the type of badge that is required.

eRailSafe Canada Support Line

–Live help available Monday-Friday 8:30 AM – 5:30 PM EST

 

By Phone:

(888) 351-1369

Learn More:

• Solutions

• How It Works

• Participating Railroads

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