Sam,
Most gated crossings with automatic protection have two circuits, an approach circuit and an occupancy circuit.
It can vary, but on my railroad the approach circuit is ¼ mile, the occupancy circuit is 50 feet.
If the train stops inside the approach circuit, the system will time out and raise the gate after 3 minutes and keep it raised, once the train begins to move,(no matter what direction) the system senses the movement and drops the gates, and keeps the gates down until the appropriate approach circuit is cleared…
If you stop inside the occupancy circuit, the gates will remain down until the circuit is cleared.
Both the times and distances are adjustable, so it will vary from location to location and carrier to carrier, but that’s the basic system.
As for the second question, in CTC once the new crew is aboard and ready to roll, they will contact the dispatcher or control point operator and inform them of such, then await further instructions.
The dispatcher or CPO already knows a crew change is in effect, they most likely helped arrange it, but as things can change quickly, it is required by almost every carrier that once on board, the new crew receive their track warrants and authority fresh from the dispatcher, although that may only involve extending a existing warrant.
This allows the new crew to be made aware of any conditions that may affect the safe and efficient operation of their train, and it allows the dispatcher to now know the new crew is aware of such conditions.
In essence, it is a safeguard to make sure everyone is still working from the same page.
In dark territory, you would be very foolish to simply mount up and go without talking to the dispatcher or control operator.
You will find an applicable rule in every carriers own safety rules contained in the current timetable.
Track warrants grant authority to occupy the main line, often specifying the geographic limits th