ROYAL AIR FORCE FLYING CLUBS ASSOCIATION SAFETY MANAGEMENT SYSTEM (RAFFCASMS) VERSION 4.0

Transcription

1 ROYAL AIR FORCE FLYING CLUBS ASSOCIATION SAFETY MANAGEMENT SYSTEM (RAFFCASMS) VERSION 4.0 "Aviation in itself is not inherently dangerous. But to an even greater degree than the sea, it is terribly unforgiving of any carelessness, incapacity, or neglect." 1

2 INTRODUCTION BACKGROUND 1. Aviation has a number of inherent risks not found in normal life activities. For example, while a car with an engine problem can simply coast to the side of the road in relative safety, an aircraft with the same problem may have to complete a forced landing. This extra degree of risks has made aviation one of the most safety conscious disciplines since its inception in Aviation safety has come a long way since the early days. Whilst modern aircraft and aircraft systems are extremely reliable, there remains a need for all aviators and aviation organisations to create and maintain an active culture of safety in every facet of their operations. This includes the operations and members of the Service flying clubs overseen by the Royal Air Force Flying Clubs Association (RAFFCA). Furthermore, those that are to become European Aviation Safety Authority (EASA) Approved Training Organisations (ATOs) then demonstrating a sound SMS is key to that approval. This SMS has been designed to help construct a SMS that is compliant for a UK Civil Aviation Authority (CAA) issued EASA ATO. Furthermore it is designed to be complimentary to the ATO Manual to allow a smooth transition. 3. For all RAFFCA activity the RAFFCA Safety Management System (RAFFCASMS pronounced as raff-chasms ) is designed to promote and maintain a positive safety culture in all areas of RAFFCA operations as a method of assuring the RAFFCA executive committee that the Club operates within agreed safety goals and targets. The SMS is not a crew-room coffee table document that belongs to the President, Chairman, executive committee and members of RAFFCA. In fact, this SMS belongs to all RAFFCA Members without which, and their complicit support, the safety goals and objectives of this system cannot be realised. WHAT IS A SMS? 4. A definition. An SMS is an integrated set of work practices, beliefs and procedures for monitoring and enhancing the safety of all aspects of the organization it is the bedrock to a good Safety Culture. An SMS will not stop mistakes. However, it will recognise that human error is inevitable and attempts to put defences (known as mitigations) in place for these inevitable errors before they occur. Where the SMS does not prevent an incident or accident, the SMS will capture the lessons learnt from that event and improve itself. As such, an SMS is a dynamic and living system. 5. Impact of operations. An SMS is not an impediment to the conduct of efficient operations or to take the sparkle out of our hobby. The SMS operates under the principle of risk management. By managing risk, the SMS allows the organisation to conduct their normal operations, but in a more controlled and safer manner than before. 2

3 6. Cost of the SMS. An SMS is free in monetary terms, however, it is not free from effort. The SMS requires a degree of effort by all members of the organisation to first establish the system and then to maintain the system. The effort required by the members is for them to make a commitment to the SMS and to adopt and practice the principles inherent in the SMS in all facets of their club operations. 7. Running costs. The establishment of the SMS requires staff effort to draft and design the system. This will be followed by an education process for all members. To maintain the SMS requires the appointment and the efforts of your dedicated Flight Safety Officer (FSO) to oversee and manage the processes of the RAFFCASMS. The FSO s duties are described at Annex B. ELEMENTS OF A SMS 8. An SMS is made up of the following elements: a. The establishment of a safety vision. b. The development of safety goals and objectives to take RAFFCA Clubs towards the vision. c. The incorporation of the SMS principles into Club FOBs and SOPs. d. The development of a safety incident reporting system that augments the EASA/CAA/MAA reporting systems. e. The introduction of risk management to the RAFFCA Club operations and decision making. f. The introduction of an education system for RAFFCA members. g. The appointment of a Flight Safety Officer (CAA termed Safety Manager ) at every RAFFCA Club to manage the principles of the RAFFCASMS and where pertinent the requirement for ATO status issue. RAFFCA SAFETY VISION 9. In accordance with MAA direction it is the policy of the Air Force Board to give as much practical encouragement as possible to Flying Clubs at RAF stations. The object of such Clubs is to provide RAF personnel with flying instruction and flying in light aircraft as economically as possible, thus encouraging air mindedness and good airmanship. The RAF Flying Clubs Association (RAFFCA) is the governing body for the Clubs in the UK in that it acts as an association for the independent member Clubs that are affiliated with it. The RAFFCA Safety Vision is to facilitate the Air Force Board's objective whilst still maintaining the highest levels of safety and engendering a positive flight safety culture. 3

4 SAFETY ORGANISATION UK Government ICAO Ministry of Defence MAA Dept for Transport CAA EASA RAF Station Commander RAFFCA GASCo SRG SFSO OIC Flying Club Accountable Manager Club Flight Safety Officer Safety Manager Chief Flying Instructor Head of Training Club Ops Manager Compliance Monitoring Manager NOTE: The Accountable Manager, Head of Trg and Safety Manager may be the same person but the Compliance Monitoring Manager must be a separate person to achieve CAA/EASA compliance for ATO status. 10. As a Service Flying Club, your Flying Club has accountability to both the Civil and Military governance structures. As stated in the Club s safety policy Safety is everyone's responsibility and this can be seen in the above diagram that ranges from the Club s members (ie. You) to the UK Government. Each and every one of us could be found responsible for loss of life, therefore following correct procedure and reporting is paramount. The following individuals have extra responsibility within the Flying Club for ensuring that this SMS is enshrined in Club ethos: OIC/Chairman Flying Club Accountable Manager you are ultimately responsible. Club Flight Safety Officer Safety Manager - Day to day management of the SMS. Chief Flying Instructor Head of Training - Instilling the correct culture of the SMS throughout all training. Club Ops Manager Compliance Monitoring Manager - ensuring that a recorded series of audits are carried out throughout the year to ensure compliance with the ATO manual s requirements. 4

5 11. The terms of reference for the Accountable Manager, Head of Training, Safety Manager and Compliance Monitoring Manager should be held within the ATO Manual using the CAA s proposed template. Ultimately, the Accountable Manager is responsible for safety at the Club, although this delegated to the Club FSO and CFI on a day-to-day basis. A Safety Committee is to sit during the quarterly Flying Club Committee meeting and it is to be minuted and displayed on the Club Noticeboard. This should be a standing Agenda item. Furthermore, the OIC, Club FSO or CFI is to be present at the Quarterly Stn Flight Safety Meeting; items from this meeting should be raised at the Flying Club Committee meetings. Finally, Flight Safety should be a standing Agenda item at the Club s Annual General Meeting. RAFFCA SAFETY GOALS AND OBJECTIVES 12. The RAFFCA will achieve its safety vision through the achievement of the specific goals. Each goal is further broken down into objectives that assist in reaching that goal. a. Goal 1. The conduct of safe general aviation operations on the ground and in the air. (1) Objective 1.1. All RAFFCA Clubs are to ensure that their club members are educated in the operation of the latest RAFFCASMS by 1 Apr 15 or before. (2) Objective 1.2. RAFFCA Club FOBs are to be reviewed at least annually to incorporate safety lessons learnt. b. Goal 2. The generation and maintenance of a strong and positive safety culture in all RAFFCA pilots. (1) Objective 2.1. All RAFFCA Clubs are to ensure that their pilot members are educated in RAFFCASMS V4.0 risk management practices by 1 Apr 15 or before. (2) Objective 2.2. All RAFFCA Clubs are to ensure that their pilot members are to be educated in the operation of the RAFFCASMS V4.0 by 1 Apr 15. c. Goal 3. The routine conduct of operations over a significant period of time without any safety incidents or accidents. (1) Objective 3.1. The Club FSO is to institute a formal reporting system of aircraft safety incidents. (2) Objective 3.2. The Club FSO is to monitor the type and number of safety incidents reported by members and provide regular reports to the RAFFCA Av Safety Member, the Club Committee and an annual report to the membership at the Club AGM. 5

6 RAFFCA SAFETY REPORTING SYSTEM REQUIREMENTS OF A SAFETY REPORTING SYSTEM 13. An important part of any safety system is the ability to record and analyse the number and type of safety incidents that occur during the organisation s operations. This requires the organisation to have a safety reporting system SRS. A successful SRS must engender the trust of those for whom it works. To do this the SRS must: a. record all relevant data, b. have a system for actioning reports received, c. be reliable and can be audited, d. be easily accessed by those who need access, and e. not apportion blame or fault REPORTING SYSTEMS AND THE RAFFCA SAFETY REPORT (SafeRep) 14. The EASA/CAA administered MORS (CAA SRG 1601 or, when issued, the ATO-OPS-001 which will take primacy) and AIRPROX systems always takes primacy for EASA/CAA registered aircraft on MOD property. However, there may be a requirement to dual report any accident/incident on a Defence Aviation Safety Occurrence Report (DASOR) via the MAA s ASIMS the Station Flight Safety Officer will provide guidance on this. AIRPROX MORS CHIRP DASOR RAFFCA SafeRep HSE Safety Reports Submit CAA CA 1094 or via ASIMS. Do not submit duplicate CAA or MOD form. Submit CAA SRG1601 form. Lesson for MOD? Consider DASOR Submit CHIRP form. Lesson for MOD? Consider DASOR? Lesson for RAFFCA? Consider RAFFCA SafeRep? Is this a lesson that MOD will only benefit from? Submit DASOR via SFSO. NB. The SFSO may mandate some DASOR reports as well as MORS Is this a lesson that RAFFCA will only benefit from? Submit RAFFCA SafeRep Some Club accidents or incidents may need to be reported under Health and Safety Exec forms. See SSHEA and SFSO for further info. IF IN DOUBT ASK THE CLUB FLIGHT SAFETY OFFICER OR CHIEF FLYING INSTRUCTOR 6

7 15. The RAFFCA SafeRep is designed to augment the EASA/CAA administered MORS and AIRPROX systems. It is designed for reporting an incident that is not normally reported through other means or for alerting RAFFCA to a reported accident/incident that they may not have seen through the mandated reporting. The SafeRep is based on reporting on an easy to use one-page form (Annex A). When a RAFFCA pilot has something they wish to report, they simply fill out the form and place it in their Club Safety Box in the Club House. The Safety Box will be cleared by the Club s FSO on a regular basis, which will record and analyse the incident reported. In extremis, a RAFFCA pilot may send a SafeRep directly to the RAFFCA Aviation Safety Member with a guarantee of confidentiality. The SafeRep will not absolve an individual for gross negligent actions but it will honour genuine mistakes and allow others to learn from identified mistakes; it will be staffed in the strictest confidence and names will not be released without prior agreement. This information will be fed back to the RAFFCA Executive, the Club committee and the members on a regular basis, in a way that does not apportion blame or fault. THE RAFFCA AVIATION SAFETY MEMBER 16. The role of the RAFFCA Aviation Safety Member (RAFFCA Av Safety Mem) is to manage the strategy within the RAFFCASMS. The RAFFCA Av Safety Mem is NOT responsible for the safety of individual Club operations. The safety of the Club s operations is the responsibility of the Club s OIC (as the Accountable Manager ) to the Station Commander (as the Head of Establishment) and the CAA/EASA; some of which may be partly delegated to the Club s FSO as the Safety Manager. The duties of the RAFFCA Av Safety Mem are at Annex A. THE CLUB FLIGHT SAFETY OFFICER 17. Every RAFFCA Flying Club is to appoint a Flight Safety Officer (FSO) to comply with the requirement of the ATO s Safety Manager but also with MAA s requirements for operating on MOD property. Whilst the duty may be achieved by a singular FSO, the Club may choose to appoint a number of Assistant Flight Safety Officers (AFSOs). AFSOs will not only lessen the workload on the FSO, but would also encourage the exponential growth of a positive safety culture. 18. The appointment of a suitable and approachable FSO is key; as personality alone can be vital to a good FSO. Clubs are to ensure that individuals meet the requirements as laid down at Annex B Para The Club should also be alert for any training opportunities that may arise in GA aviation safety that may assist the FSO in their duties, such as those run by CAA, GASCo, AOPA and LAA. The fees for attendance of these meetings should be met, if at all possible, within the Club s budget (although funding may be available through RAFFCA funds contact the RAFFCA Exec for further details). 7

8 RISK MANAGEMENT 20. Managing risk is an inherent part of aviation and something all aviators have done, either explicitly or implicitly, at some time or another. In recent years, the trend has been to formalize this process in aviation organisations. The following SOP details how RAFFCA Clubs are to implement the RAFFCA SMS risk management principles in their club operations and decision making processes. As stated before, we shall utilise the CAA s methodology from CAP 1059 Safety Management Systems: Guidance for small non-complex organisations in order to align the process towards ATO issues and compliance by the CAA. However, the following diagram illustrates the basic process and shows that it is a continual process: Identify Hazard Monitor The Safety Cycle Assess Risks Mitigate Risks THE CAA S HAZARD IDENTIFICATION AND RISK MANAGEMENT PROCESS 21. The CAA has issued guidance on the drafting of an SMS 1 which is further used within their template document for the construction of an ATO Manual. Furthermore, their SMS practices also mirror the MAA s RA1210 and RAF s SMS practice within respective ASMPs. The following has been written to aid this process. 22. An understanding of the following definitions will aid the process: Hazard Risk A hazard is defined as a condition, event or circumstance that has the potential to cause harm to people or damage to aircraft, equipment or structures. A risk is defined as the potential outcome from a hazard and is defined in terms of the likelihood of the harm occurring and the severity if it does 23. The hazard identification process is the formal means of collecting, recording, analysing, acting on and generating feedback about hazards that affect the safety of the ATO s operational activities. Hazard identification is an ongoing process that is managed by the FSO or Safety Manager. The 1 Safety Regulation Group: CAP 1059 Safety Management Systems: Guidance for small non-complex organisations. Dated Jul p).pdf 8

9 Defence Aerodrome Manual (DAM) should have already identified many of the hazards within the Aerodrome Operating Hazard Log and Clubs should use this. 24. The purpose of the risk assessment process is to allow the Club or Organisation to assess the level of risk associated with the identified hazards in terms of the potential harm. Risks are assessed in terms of severity and likelihood and a simple risk assessment matrix is used to determine the overall level of risk. 25. The severity of risk will be determined taking into account any mitigation measures that may already be in place. Severity should be assessed in terms of the worst possible realistic scenario. Risk severity should be defined in accordance with the following table. SEVERITY OF CONSEQUENCES Definition Meaning Value Catastrophic Results in an accident, death or equipment destroyed 5 Hazardous Serious injury or major equipment damage 4 Major Serious incident or injury 3 Minor Results in a minor incident 2 Negligible Nuisance of little consequence The likelihood of an individual risk will be determined taking into account any mitigation measures that may already be in place. Determination of likelihood is not an exact science but relies on a logical, common sense analysis of the risk to arrive at a reasonable answer. As most RAFFCA Clubs have similar levels of activity we have added quantitative levels within the parenthesis to aid our Clubs to score the likelihood. This also reflects that used by the MAA and will allow Clubs to compare their risks with other aircraft operators on the estate. However, currently the MAA use 4 levels, whereas the CAA use 5, but the process is still very similar and should be used to assure the Station Commander that the Club are managing their risk to life. Risk likelihood should be defined in accordance with the following table: LIKELIHOOD OF OCCURRENCE Definition Meaning Value Frequent Occasional Remote Likely to occur many times (Likely to occur at least several times a year) Likely to occur sometimes (Likely to occur one or more times per year) Unlikely to occur but possible (Likely to occur one or more times in 10 years) Improbable Very unlikely to occur (unlikely within 10 years) 2 Extremely Improbable Almost inconceivable that the event will occur (outside of 10 years) When severity and likelihood have been defined, the tolerability of the risk can be determined. Tolerability is defined as either acceptable, to be 9

10 reviewed or unacceptable allowing a suitable risk mitigation strategy to be developed if required. Definitions of tolerability levels are as follows: Unacceptable Review Acceptable If the risk is unacceptable, the operation or activity should stop immediately or not take place. Major mitigation will be necessary to reduce the severity if the risk actually occurs or reduce the likelihood of the risk occurring. Normally it is the likelihood of the occurrence that can be reduced rather than the severity. If the risk falls into the review category, the severity or likelihood of occurrence is of concern; measures to mitigate the risk to as low as reasonably practicable (ALARP) should be sought. Where the risk is still in the review category after this action has been taken it may be that the cost of actions required to reduce the risk further are too prohibitive. The risk may be accepted, provided that the risk is understood and has the endorsement of the Accountable Manager. If the risk is acceptable the consequence is so unlikely or not severe enough to be of concern; the risk is acceptable. However, consideration should still be given to reducing the risk further. 28. Risk Tolerability Matrix. The tolerability of an individual risk is determined by use of the following Risk Tolerability Matrix: Risk Likelihood Catastrophic 5 Hazardous 4 Risk Severity Major 3 Minor 2 Negligible 1 Frequent 5 High Risk (Unacceptable) High Risk (Unacceptable) High Risk (Unacceptable) Occasional 4 High Risk (Unacceptable) High Risk (Unacceptable) Remote 3 High Risk (Unacceptable) Low Risk (Acceptable) Improbable 2 Low Risk (Acceptable) Low Risk (Acceptable) Extremely Improbable 1 Low Risk (Acceptable) Low Risk (Acceptable) Low Risk (Acceptable) Low Risk (Acceptable) 29. If the level of risk falls into the unacceptable or review categories, mitigation measures will be required to reduce the risk to a level as low as reasonably practicable (ALARP). 30. As an example during the risk assessment process you may look at the hazard of in cockpit aircraft fire. After mitigation (ie. No smoking in aircraft, using flame retardant materials on the interior and thorough engineering checks of the fuel/electrical systems) you decide that the risk likelihood is Extremely Improbable as there has not been an accident involving in cockpit aircraft fire for well over 20 years, however, as the risk has Catastrophic severity, in that it may well result in an accident, death or equipment destroyed, it is still a medium risk, it is ALARP and under constant review. If you think the risk likelihood of the same hazard goes to Remote, in that it is likely to occur one or more times in 10 years, then it becomes a high risk and is now deemed unacceptable and should cease immediately until the 10

11 likelihood/severity can be mitigated lower. Mitigation measures will be determined by the Exec Committee (or Safety Committee if the Club is large enough), in consultation with the Safety Manager and Accountable Manager. When measures are implemented to mitigate the severity and/or likelihood of a risk, a further assessment of tolerability will be conducted, using the Risk Tolerability Matrix. 31. The Safety Manager will maintain a Hazard Log and Risk Register in which is recorded any identified safety hazards, risk assessments and subsequent follow-up actions. The log will include each identified hazard, the associated risk(s), results of the risk assessment, taking into account any current mitigation measures in place, further risk mitigation measures if required and a re-assessment of the risk once the mitigation measures have been implemented, to assess whether they have achieved the desired outcome. The Hazard Log and Risk Register will be reviewed regularly by the Safety Manager and at each meeting of the Exec or Safety Committee. We have used a simplified version of the MAA s Hazard Log and Risk Register template in order to provide your MOD Aerodrome Operator and Head of Establishment (usually the Station Commander) with a similar product to review. 32. Firstly a Hazard Log should be constructed in the following format through a hazard identification panel this should have suitably qualified and experienced persons (SQEP) on the panel. Your Club will have plenty of these and also the Station Flight Safety Officer may also be of help. Remember, that at this stage you are trying to identify hazards but not quantify the risk. Furthermore, a single hazard may carry many risks that you identify later in the process. Finally, as stated before, your Aerodrome Operator should already have an Aerodrome Operating Hazard Log that can be used as the basis for some of your work; this is kept within the Defence Aerodrome Manual. Flying Club Operating Hazard Log Nature of hazard Position of hazard Permanence of hazard. Temporary / Permanent? Is the hazard affected by season / light or time? What mitigation has been employed, if any, to reduce its impact? Mid Air Collision Inside ATZ Permanent Yes, all FOB entry. Supervision. Meetings and cooperation. Engine Failure On take off Permanent Yes, season and time Training. Surveyed areas. FOB. Good engineering. Fall from height During refuel on high wing aircraft Permanent Yes, all Ladders, Training, First aid training. 11

12 33. Once the hazards have been identified then the following Risk Register should be constructed through sentencing the hazards into risks. Again, your risk panel should involve SQEP individuals and your Station Flight Safety Officer may also offer assistance. The Risk Register is best produced on spreadsheet software. An example of a Risk Register that contains individual risk assessments is set out below: Risk ID Risk Title Risk Description Effect Management and Mitigation Strategies & Controls Likelihood Severity Post Mitigation Classification Last Review (date) FYY/1 RISK OF COLLISION WITHIN AIRFIELD ZONE Due the complexity of multi users and ac types operating in circuit, there is a risk of collision between Station based aircraft Loss of life or serious injury, ac damage and damage to property Operations regulated through the FOB ensure that users are aware of risks and procedures applied to mitigate the risks. Separation from glider operations and powered ac in the circuit is via a 68m wide sterile zone which extends from ground to 2000' agl and out to the zone boundary. RAF and civil aerodrome data publications promulgate the procedures; visitors must obtain a PPR brief from Airfield Ops. CFS/CGS through HQ 22(Trg) Gp audit flying ops laid down in TGOs. Regular flight safety meetings and airfield user group meetings provide a forum for enforcement of regulations Extremely Improbable Catastrophic 31/01/14 FYY/2 ENGINE FAILURE AFTER TAKE OFF Risk of engine failure during take off and departure Loss of life or serious injury, ac damage and damage to property EFATO taught during training and bi-ennial flight reviews. CFIs have pre-determined best areas for successful forced landings. Turnbacks forbidden below 1,000ft AGL. Use of carb heat actively encouraged. Best engineering organisation used. Extremely Improbable Catastrophic 31/01/14 FYY/3 FALL FROM HEIGHT DURING AIRCRAFT REFUEL Risk of personnel falling during refuel of C152 aircraft Serious incident or injury Spark supressing aluminium step ladder used. Aircraft earthed and refuelling carried out over intercepted drain. Spill training given. First Aider on site. Training given to personnel by ops manager on refuelling aircraft. No lone operations allowed at the Club. Extremely Improbable Major Low Risk 31/01/ Prior to constructing the Hazard Log and Risk Register the FSO ( Safety Manager ) should consider gathering the following safety data. These can also be used afterwards as a performance management process: a. Hazard and incident reports b. Warranty claims and customer complaints c. Mandatory Occurrence Reports d. Birdstrike Reports e. Customer/Contractor Surveys f. Safety surveys and audit findings g. AAIB/NTSB reports h. Compliance inspections 12

13 35. In order for safety performance to be managed effectively, the Club should use a number of Safety Performance Indicators (SPIs) to measure performance of the system as listed below. SUMMARY a. Number of reportable accidents/incidents involving ATO aircraft b. Number of flight operations occurrences c. Number of ground operations occurrences d. Number of engineering occurrences e. Number of injuries to the ATO s staff, members and guests f. Number of non-compliances with operating standards g. Number of non-compliances with legislative requirements (e.g. Part-FCL. Part-ORA, etc.) 22. The RAFFCASMS has been developed to ensure that a systematic approach and framework is available to introduce a positive safety culture. It is to be remembered that RAFFCA Flying Clubs operate at Service airfields under the permission and supervision of the Station Commander. RAFFCA operates under the direction of delivering the objectives set by the Air Force Board, and in that, we are bound to ensure that the very highest standards of safety are instilled and endured by all RAFFCA pilots. This SMS has been introduced to ensure that the objectives set by the Air Force Board and above are delivered with the very highest standard of safety in mind and that these standards are instilled and endorsed by all RAFFCA pilots. {Original Signed} {Original Signed} {Original Signed} C N HARPER A J SEYMOUR G P COLEMAN Air Marshal Group Captain Squadron Leader President Chairman Av Safety Mem Annexes: A. RAFFCA Aviation Safety Member Terms of Reference. B. RAFFCA Club Flight Safety Officer Terms of Reference. C. RAFFCA Flight Safety Survey. D. RAFFCA Safety Occurrence Report. 13

14 ANNEX A TO RAFFCASMS RAFFCA AVIATION SAFETY MEMBER TERMS OF REFERENCE 1. The RAFFCA Aviation Safety Member (RAFFCA Av Safety Mem) is an executive member of the RAFFCA Executive Committee. In particular they are responsible for all Aviation Safety matters for RAFFCA and are responsible to the Chairman and President of RAFFCA. 2. The RAFFCA Av Safety Mem is to be: a. A qualified PPL (minimum). b. A serving member of HM Forces. c. Experienced in military or civilian Flight Safety. 3. The duties of the RAFFCA Av Safety Mem s duties include: a. Drafting, maintaining and implementing the RAFFCA Safety Management System (RAFFCASMS). Plus helping Clubs achieve the required standard for ATO issue. b. Publish and distribute RAFFCA Safety Newsletters to RAFFCA Clubs. c. Attend the General Aviation Safety Council (GASCo) meetings on behalf of RAFFCA. d. Staff RAFFCA Safety Reports (SafeReps) and acting accordingly. e. Act as a conduit between the military and civilian safety community. f. Provide a Flight Safety report for the RAFFCA AGM. g. Act as a General Aviation SME for assisting Service Inquiries of General Aviation accidents at RAF airfields. h. Provide advice to Club FSOs as required. i. Conduct Flight Safety Surveys (FSS) at the request of the RAFFCA Chairman (Annex C). A-1

15 ANNEX B TO RAFFCASMS RAFFCA CLUB FLIGHT SAFETY OFFICER TERMS OF REFERENCE 1. The RAFFCA Club Flight Safety Officer (FSO) is to be appointed by the Club s OIC and is to sit on the Club s Committee. They are responsible for all Flight Safety matters at their RAFFCA Club and are responsible to the OIC and Station Commander for instilling a sound safety culture. 2. The FSO is to be: a. A qualified PPL (minimum). b. A serving member of HM Forces (by preference). c. Experienced in military or civilian Flight Safety or non-aviation equivalent. 3. To comply with CAA requirements for ATO issue the FSO is the Safety Manager and is responsible to the Chairman/OIC ( Accountable Manager ) for: d. Acting as the focal point for safety issues. e. The development, administration and maintenance of an effective safety management system. f. Facilitating hazard identification, risk analysis and management. g. Monitoring the implementation of actions taken to mitigate risk. h. Providing periodic reports to the Accountable Manager on safety performance. i. Ensuring the maintenance of safety management documentation. j. Ensuring that safety management training is available and that it meets acceptable standards k. Providing advice on safety matters. l. Ensuring the initiation and follow-up of internal occurrence/accident investigations 3. The further duties of the FSO s specific to RAFFCA include: m. Distributing and displaying RAFFCA Safety Newsletters to the Club Members. B-1

16 n. Staff RAFFCA Safety Reports (SafeReps) and actioning accordingly. o. Act as a conduit between the military and civilian safety community in the Club s local area. p. Provide advice to other RAFFCA Club FSOs as required. q. Hold regular safety education events. r. Provide a Club Safety Box for RAFFCA SafeReps. s. Ensure availability of blank RAFFCA SafeReps. t. Conduct an annual Flight Safety Survey (FSS) of the club and report deficiencies to the Club Committee and/or RAFFCA Av Safety Member (Annex C). u. Ensure that adequate training is provided to all personnel in the event of an accident and conduct an annual accident exercise. B-2

17 ANNEX D TO RAFFCASMS RAFFCA Flight Safety Survey This survey is intended for use by Pilots and Operations staff at Flying Clubs affiliated to the Royal Air Force Flying Clubs Association (RAFFCA) to enable them to assure their Stn Cdr that the Club has reviewed its safety compliance. This list is not exhaustive and is based upon the RAF Inspectorate of Flight Safety s AP3207 from Club FSOs should conduct this survey every year and report the findings to the Stn Cdr, Club OIC and SFSO. FSS/1 FSS/2 FSS/3 FSS/4 FSS/5 FSS/6 FSS/7 FSS/8 FSS/9 FSS/10 FSS/11 FSS/12 FSS/13 FSS/14 Are all personnel flying at the Flying Club, including club flying instructors, properly licensed by the relevant civil flying authority? Is all aircraft servicing carried out by correctly licensed engineers or supervised and correctly over signed? Is immediate supervision exercised at a sufficiently high level with relevant flying experience? Is adequate supervision exercised when any flying takes place? Does the club conform to the relevant MOD/EASA/CAA regulations (eg. GAI 1032, JSP360, MAA Regulatory Publications, RAFFCASMS, Stn FOB, etc )? What firefighting, rescue, medical and survival adequately are utilised? (MOD or CAA) Are ATC procedures specified for Club operations and are they safe? Is a map of the local area displayed in the Club House showing prohibited areas, restricted areas, danger areas and local flying avoids? Does the Club have access to adequate NOTAMS, Royal Flights, TAFs, METARs, Navigation Warnings, etc..? Are adequate club safety checks carried out and recorded? What periodicity? Are sensible local weather minima specified and enforced? Are the problems of propeller swinging, engine icing and wake turbulence effects emphasized in Club information? Are all cross country flights closely supervised? If the Club aircraft operate over significant expanses of water are sufficient survival precautions taken? C-1

18 FSS/15 FSS/16 FSS/17 FSS/18 FSS/19 FSS/20 FSS/21 FSS/22 FSS/23 FSS/24 Is sufficient insurance cover in order? Are adequate measures taken against fuel contamination, aircraft earthing and is the fuel stored correctly? Are procedures arranged to co-ordinate Club flying with normal station flying? Is the SFSO familiar with the Club rules, activities and procedures? Are flight safety surveys of the Club undertaken periodically? By whom? If training for a Private Pilots License is given, is the associated ground school program adequate? If night flying is undertaken are the aircraft properly equipped, are the pilots suitably licensed and is the level of flying proficiency adequate? Is the Club FSO adequately trained or experienced? Is the Club represented at Stn FS Meetings? How are FS incidents/accidents reported and recorded (DASOR, Airprox, MORS, etc )? C-2

19 ANNEX D TO RAFFCASMS RAFFCA Safety Report This form is intended for use by Pilots and Operations staff at Flying Clubs affiliated to the Royal Air Force Flying Clubs Association (RAFFCA) to enable them to report safety occurrences, unsafe practices/procedures or other hazards. It is not a substitute for formal Accident/Incident/AIRPROX reports where these are required by regulations but is intended to capture safety lessons which would otherwise not be learned. What Happened (or Could Have Happened)? Personal Details We would like you to complete this section so that we can clear up any questions and provide you with direct feedback. (But we would rather receive your report anonymously than not at all.) [Personal details and name of club will be deleted if this report is forwarded to third parties] Rank* Initials Surname Club Approx Total Hrs. Ratings Held* PPL/NPPL/BCPL/CPL/ATPL. IR/IMC/ FI /(other specify) Contact Telephone No *Delete where not applicable CFI Initial Actions Taken/Comments: (CFI and Club management should comment here on this report, subsequent actions taken locally and any associated safety lessons which could be applicable to other Clubs) Signature Rank* Name Ext Date

20 RAFFCA Safety Report This form is intended for use by Pilots and Operations staff at Flying Clubs affiliated to the Royal Air Force Flying Clubs Association (RAFFCA) to enable them to report safety occurrences, unsafe practices/procedures or other hazards. It is not a substitute for formal Accident/Incident/AIRPROX reports where these are required by regulations but is intended to capture safety lessons which would otherwise not be learned. We Need Your Help to Keep All Our RAFFCA Flying Clubs Operating Safely I hope that you will use this RAFFCA Safety Report to provide your CFI and the RAFFCA Aviation Safety Member with details of any occurrence, practice or problem which, in your opinion has, or could have, an adverse impact on the safe operation of the RAFFCA Club to which you belong. By passing on lessons learned, the information that you provide will help to prevent future flight safety incidents. It will also contribute to our continuing efforts to maintain the highest standard of safety within all the Association s flying clubs. RAFFCA s Commitment to a Just and Learning Safety Culture None of the information that you provide will be used to apportion blame for an occurrence brought to our attention by means of one of these RAFFCA Safety Reports. These forms are just one part of an initiative which aims to make us all more open and honest in dealing with potential safety problems. I suspect that we all have some skeletons in the cupboard which have not been recorded. Your cooperation will help the RAFFCA Committee, and those who manage and supervise Club flying activities, to remove unsafe practices and to eliminate potentially unsafe procedures. You may, understandably, initially feel hesitant about going into print to describe the circumstances of occurrences which might cast RAFFCA, your individual Club activities or yourself in a bad light. For this reason, if you feel that you need to, you may leave the personal details section blank; the choice is yours. I hope, however, that this will not be necessary as it would be very helpful to follow up these reports directly to clarify details or to provide feedback. Through sharing our mistakes and observations a database of knowledge will be established and we will use this to assist in promoting the highest possible standards of safety for all RAFFCA activities. CN HARPER Air Marshal RAFFCA President