Part 141 Exposition Template
Revision 3, 10 January 2000
Revision 3: Amendment of the Table of Courses and Assessments – see 3.4
About this manual format
No two people will agree on the best way to lay out a manual. What is a logical
progression to one is illogical to another.
To make this exposition layout user friendly, apart from the introduction we have largely
laid out the sections alphabetically using approximations to Rule Sub-part headings.
Then in each section the headings are again mainly alphabetical.
In granting a certificate, the Director has to have confidence that the organisation knows
what it is about and can carry out its business safely. Certification involves three things:
A. Certain information that has to be in an exposition.
B. Other matters where the Director requires the certificate holder to “ensure…”
something. This can generally only be done by putting it in writing. The Inspector
doing the certification will therefore look in the exposition or elsewhere for
additional descriptive text that will ‘ensure’ whatever...
At the end of this sample exposition are the further matters that need to be
addressed in documentation somewhere, if not in the exposition itself.
C. During the Entry or Compliance Inspections, there are also other rule requirements
that will be looked at for compliance, but do not involve anything in writing.
We hope this example will be helpful to you.
Part 141 Exposition Template
Revision 3, 10 January 2000
General advice
Because Part 141 is a certification rule for training organisations, you have probably made
this exposition a stand alone document in its own right. It may have been included in a Part
119 exposition, but if so, it must still contain its own Company Statement signed by the
Chief Executive, unless covered by a statement embracing both 141 & 119 activities.
If you choose to use this format, and use it precisely as laid out, there is no need to
complete a separate CAA Part 141 matrix. It effectively contains the 141 matrix. But if you
prefer your own manual layout, then you need to complete CAA matrix, which is available
off the web, or by e-mail or hard copy from CAA.
CAA’s purpose in providing the matrix, or this example, is to save you money by:
(a) Tabulating every rule clause that 141.63 demands be in an exposition.
(b) Adding (at the end) those things that the Director needs to be assured about.
(c) Focusing your attention on each clause and sub-clause so that it is answered
precisely.
(d) Reducing the time that someone in the Certification Unit must spend in checking
that the exposition totally meets Rule requirements.
If you use the matrix, it will minimise the cost if you record your exposition clause
number precisely against each Rule requirement. If you just refer to a page or
section it takes time to read in searching for how you’ve answered the rule. Don’t
use bullets, they can’t be referred to easily. If the matrix leads the re ader straight
to the answer, you will save a lot of money.
If the rule asks for a procedure, then give it as (a), (b), (c) or 1, 2, 3, etc answering who,
what, when, where, how and sometimes why. If it says ‘ensure’ that…, then the
exposition must say who ensures…, and how they ensure. Often all you can do is reiterate,
in your own words, what the rule says eg. “thou shalt not fly below 500 ft”.
This document is available on the web site in PDF format as an example of layout and
content. It cannot be opened as a Word document and massaged to your requirements.
The CAA has an excellent web site at www.caa.govt.nz which is free and contains all the
rules, ACs, and a mass of other useful information. When you use the web for the first time
you will find you have to down-load the program “Adobe Acrobat” and save it to your
disc. It is free and the instructions are clearly given on the screen.
GOOD COMPANY LTD
EXPOSITION
Part 141
[Specimen Format]
Copy Nr____
Good Company Ltd
Table of Contents
Table of contents
1. Introduction................................................................................................ 1
1.1 Company statement 141.63(a)(1)(i).....................................................................................1
1.2 List of effective pages .............................................................................................................3
1.3 Record of amendments ..........................................................................................................3
1.4 Exposition manuals .................................................................................................................5
1.5 Distribution list – copy numbers ............................................................................................5
1.6 Definitions and abbreviations.................................................................................................6
2. Administration............................................................................................ 1
2.1 Senior persons 141.63(a)(2)................................................................................................1
2.2 Duties and responsibilities 141.63(a)(3)............................................................................1
2.3 Organisation chart 141.63(a)(4)..........................................................................................1
3. Courses...................................................................................................... 1
3.1 Course outlines & curricula & assessments 141.63(a)(7).................................................1
3.2 Part 135 courses......................................................................................................................1
3.3 Location of training 141.63(a)(6).........................................................................................2
3.4 Training courses and assessments 141.63(a)(5).............................................................2
4. Documentation ........................................................................................... 1
5. Exposition control ...................................................................................... 1
5.1 Master copy 141.101(1)........................................................................................................1
5.2 Procedure to amend the exposition 141.63(a)(9).............................................................1
5.3 Procedure to distribute the exposition 141.63(a)(9).........................................................1
6. Instructors and Assessors......................................................................... 1
6.1 Competence.............................................................................................................................1
6.2 Initial assessment 141.51(b)................................................................................................1
6.3 On-going training.....................................................................................................................1
7. Procedures for courses.............................................................................. 1
7.1 Assessment syllabi 141.57(b)(2).........................................................................................1
7.2 Exams........................................................................................................................................1
7.3 Facilities ....................................................................................................................................1
7.4 Other course details ................................................................................................................1
7.5 Reviews .....................................................................................................................................1
7.6 Staff qualifications 141.57(b)(3)..........................................................................................1
7.7 Training syllabi 141.57(b)(1)................................................................................................2
8. Quality Assurance ...................................................................................... 1
8.1 Corrective actions 141.61(b)(3)...........................................................................................1
8.2 Internal QA program................................................................................................................1
8.3 Management Review 141.61(b)(6).....................................................................................1
8.4 Preventive actions 141.61(b)(4)..........................................................................................2
8.5 Quality indicators 141.61(b)(2)............................................................................................2
8.6 Safety policy 141.61(b)(1)....................................................................................................2
8.7 Safety policy implementation 141.61(c).............................................................................2
9. Records...................................................................................................... 1
9.1 Control AC141.59.2...............................................................................................................1
9.2 Legibility of records 141.59(b)(4)........................................................................................1
9.3 Personal records......................................................................................................................1
9.4 Quality Assurance review 141.59(b)(3).............................................................................2
9.5 Retention period 141.59(b)(5).............................................................................................2
10. Forms......................................................................................................... 1
10.1 Instruction for inserting exposition amendment...............................................................2
10.2 Problem Report.....................................................................................................................3
10.3 Suggested format for a year’s checklist............................................................................5
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Table of Contents
11. Additional matters to ensure rule compliance............................................ 1
11.1
11.2
11.3
11.4
10 January 2000
Course Examinations ...........................................................................................................1
Facilities .................................................................................................................................1
Other details AC141.63.5(a)(7)........................................................................................2
Time scale of a course.........................................................................................................2
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1.
Introduction
Introduction
1.1
Company statement 141.63(a)(1)(i)
Insert here your statement to satisfy this clause (why not adapt the rule’s wording?). Note
the need to ‘ensure’ financial resources for the training carried out under 141.51(a)(1).
Your statement should embrace both .63(a)(1)(i) and .51(a)(1).
Insert here your statement to satisfy this clause (why not just use the rule’s simple
wording?) — 141.63(a)(1)(ii)
Under Quality Assurance the Rule requires a Safety Policy be stated — 141.61(b)(1)
What follows is just an example, submitted to CAA as a suggestion of what such a
policy could say. If you used it you would need to modify it to ‘buy into it’ for your
company. It is only offered to stimulate your thinking.
SAFETY POLICY
This company supports all requirements of law regarding safety and intends to
provide all employees with a safe and healthy working environment.
It is the company’s intention try to eliminate, or at least reduce, all accidentally
caused damage to equipment and property, and injury to personnel and passengers.
The company’s Safety Program will include all aspects of operations.
The Chief Executive Officer assumes full responsibility for the safety of employees
and the public.
Responsibility for implementing the Safety Program rests with the “senior” person
responsible for training. That responsibility includes authority to establish support for
the Program in each department. These Managers will be held accountable to ensure
that all reasonable steps are being taken to prevent accidents.
This same senior person (or in a larger company, another senior person) is
designated to manage the program and report directly to the Chief Executive Officer.
It is his/her responsibility to develop the program, provide advice and guidance on its
implementation and evaluate its results. This responsibility includes the requirement
to inform all employees about the program and specify internal safety reporting,
safety audits, and incentive programs.
Each employee has the responsibility to perform his or her job in a safe and efficient
manner. I expect all employees to adopt the standards and procedures set forth in the
Company Safety Program.
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Introduction
Our safety policy can be summarised into one sentence:
"Safety is an attitude, if it can’t be done safely,
we don’t want you to do it."
That’s not just a slogan – it’s a commitment
There is no job so important that it cannot be
accomplished in a safe, efficient manner.
Signed ______________________ Chief Executive
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1.2
Introduction
List of effective pages
Page
Dated
1-1
4 October 1999
1-2
4 October 1999
1-3
4 October 1999
1-4
4 October 1999
1-5
4 October 1999
1-6
4 October 1999
1-7
4 October 1999
2-1
4 October 1999
2-2
4 October 1999
3-1
4 October 1999
3-2
4 October 1999
3-3
4 October 1999
3-4
4 October 1999
3-5
4 October 1999
4-1
4 October 1999
Page
Dated
This page must be
replaced every time an
amendment is issued.
etc.
Appendix 1-1
4 October 1999
Appendix 1-2
4 October 1999
Appendix 2-1
4 October 1999
Appendix 3-1
4 October 1999
etc.
1.3
Record of amendments
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Introduction
Amendment Nr
Effective Date
Original Issue
19 January 1999
1
4 October 1999
Date Inserted
Inserted by: Signature
2
3
4
5
6
7
8
9
10
11
12
13
14
This page is never replaced until
it is filled, or the entire manual
is reprinted and reissued
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
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Introduction
1.4
Exposition manuals
Show a hierarchy of manuals if this is appropriate to your exposition. [The illustration is
not saying this lower level of named manuals should exist.]
This Exposition comprises the following manuals:
Training Manual
Course Specifications
Under-slung Loads Manual
Procedures Manual
The following manuals are associated with the exposition but are not a part of it:
1.
2.
3.
1.5
Distribution list – copy numbers
Training
Manual
Course
Specifications
Under-slung Load
Manual
Master Copy – CEO
1
1
1
CAA
2
2
2
Training Mgr.
3
3
3
Training Captain
4
4
4
Ground Instructor
5
5
5
Check Captain
6
6
6
Tailor to your own requirements
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Introduction
1.6
Definitions and abbreviations
This page is not mandatory.
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Administration
A.
MANDATORY CLAUSES TO BE ADDRESSED IN THE EXPOSITION
2.
Administration
2.1
Senior persons 141.63(a)(2)
List here the “senior persons” you’re nominating under 141.51(a)(1) and (2)
2.2
Duties and responsibilities 141.63(a)(3)
When you give the responsibilities remember to include who can deal with the Director.
Include also any authorisations you give staff.
AC141.51.5
2.3
Organisation chart 141.63(a)(4)
If you put names on the page by computer, without lines joining them, don’t forget to draw
them in afterwards.
If your chart shows more than just your Part 141.51 “senior persons”, ensure it makes clear
which are the ‘senior persons’ – for whom you need the Director’s approval before
appointment.
The chart must show the QA person, and show them as being responsible to the CEO —
141.61(h)
From here on, if you print your exposition pages double sided, the header and footer needs
to swap between odd/even so that the page numbers are to the outside edge of the page –
unless they are printed in the centre.
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3.
Courses
Courses
3.1
Course outlines &
curricula & assessments
141.63(a)(7)
Give both the OUTLINE and the CURRICULUM for each course – obtainable from Part
61.
[If you want guidance on what a course outline could look like, the following headings
may be helpful in formulating your standard. This is not something mandatory, but might
help thinking through the basic material for an instructor.]
Suggested outline for a training course:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Course title.
Who it is tailored for.
Qualifications required for the student.
Qualifications required for the instructor.
Standards for the course – Rules or company requirements etc.
Objective for the course.
Syllabus – bullet points – see Instructor’s guide.
Course detail – timetable of phases etc as appropriate.
Assessment of student.
Student’s result – and completion of records.
Critique of course:
Student’s materials
Instructor’s materials
You could have an Instructor’s Guide as one separate document, or a Guide
produced individually for each training course – whatever is convenient.
1.
2.
3.
4.
Course title
Lesson summary
Objective of the lesson
Syllabus:
Briefing
Flight
Debriefing
Report and recording.
3.2
Part 135 courses
A Part 119 operator is responsible for the initial, transition and recurrent training of crew
members and assessment of their on-going competency. If such an operator contracts with
you to do any of their training, they need to provide the course outline and syllabus to
meet their requirements.
Your documentation will need to provide the framework to accept these requirements,
including a written contract between the parties.
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Courses
3.3
Location of training 141.63(a)(6)
Give all locations if more than one. If the courses offered differ at each location, say what
is offered and where.
3.4
Training courses and assessments 141.63(a)(5)
List all your courses here.
The following courses or assessments can currently be done without seeking specific approval:
Any pilot licence training – PPL or CPL.
Any Instructor training.
Instrument rating training – ground and air.
Instructional techniques – pilot instructor: Cats ‘C’ and ‘D’ (was P3)
As at 10th January 2000 approvals are required for any of the following:
Training Courses
Remarks
P1
Pilot type rating – specific to type
> 5700 kg & multi-engined helicopters
P2
Pilot licence training (a/c & helicopter)
Applicable only for reduced hours courses.
P3
Reserved
P5
Basic gas turbine rating
P6
Flight simulators – specific to type
P7
Cat II & III approaches
P8
Aerobatic flight rating
P9
ETOPS
P10
Agricultural rating
E1
Engineer type rating training
E2
Engineer licence training
E3
Flight engineer type rating
E4
Flight engineer licence training
M1
Dangerous goods
M2
Reserved
M3
Human factors
M4
Reserved
M6
Crew training – 121/125/135
– AQP
As applicable
M7
Cabin crew training
As applicable
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Under development
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Courses
Assessments
A1
PPL demonstration flight test to recommend issue
A2
CPL demonstration flight test to recommend issue
A3
ATPL Flight test
A4
Flight instructor rating – initial issue
A5
Instrument rating
Additional aid
Continued competency
Multi-engine
A6
Instructor rating - currency test
Cat ‘A’
Cat ‘B’
Cat ‘C’
Only available under DCA’s delegation.
Only available under DCA’s delegation.
Cat ‘A’ only done by CAA
A7
Instructor rating – additional privileges
Aerobatic
Multi-engine
Night
Spinning
A8
Operational Competency
Parts 121/125/135 operations
A9
Aerobatic flight rating
A10
Agricultural rating
A11
Helicopter winching, rappelling, & human sling load.
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Documentation
4.
Documentation
1.
What documents do you hold?
For example:
Civil Aviation Act 1990;
Rule Parts 1, 12, 61, 91, 141, etc.
ACs 141, 139-07 and/or 139-08; etc.
2.
How do you know they are current?
3.
Who is the person responsible for the library of these documents?
4.
What are your procedures (a), (b), (c), (d) or (i), (ii), (iii) (iv) etc. answering who,
what, when, where, and how, to ensure:
(a) That 141.55(b)(1) concerning review and authorisation of course documentation
etc. mentioned in 141.55(a), is complied with?
(b) That 141.55(b)(2) concerning availability to personnel is complied with?
(c) That 141.55(b)(3) concerning destruction of what is old, is complied with, or
otherwise prevented from unintended use?
(d) That 141.55(b)(4) concerning approval of changes etc. is complied with?
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5.
Exposition Control
Exposition control
How will you control your exposition?
141.63(a)(9)
Give the procedure – who, what, when, how etc:
(a) Who makes and authorises amendments etc?
(b) Who, in day to day terms is responsible for the currency and accuracy of the
exposition?
5.1
Master copy 141.101(1)
State where the master copy is held.
Note: 141.101(5).
5.2
Procedure to amend the exposition 141.63(a)(9)
Say how you go about amending the exposition.
5.3
Procedure to distribute the exposition 141.63(a)(9)
(a) Who is responsible for distributing amendments?
(b) To whom?
(c) Recording that they were distributed on a certain date?
(d) Filing acknowledgment of receipt of amendments and their incorporation by the
copy holder (see suggested Instruction For Inserting Exposition Amendment form)
etc.
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6.
Instructors and Assessors
Instructors and Assessors
6.1
Competence
Give your procedure for periodic assessment of staff. Note the requirements of
AC141.51.4
(a)
(b)
(c) etc.
6.2
Initial assessment 141.51(b)
Note the requirements of AC141.51.4 The rules requires a procedure for “initially
assessing”, so give what you do:
(a)
(b) etc. or a procedure could be shown by the existence and use of an Initial
Assessment Form which you would show with other Forms in Chapter 10. It would
contain details of your minimum requirements for appointment –
6.3
(i)
training;
(ii)
qualification;
(iii)
experience.
On-going training
Give your procedure for on-going training. Note the 4 • requirements of AC141.51.4 and
make sure you say how you cover each of them.
(a)
(b)
(c) etc.
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7.
Procedures for Courses
Procedures for courses
7.1
Assessment syllabi 141.57(b)(2)
There must be a procedure to ensure that Rule requirements are met when drawing up an
assessment:
(a)
(b)
(c) etc.
and there is no compromise of integrity. [See also * below].
7.2
Exams
See the comments under 12.2.
7.3
Facilities
See the comments under 12.1.
7.4
Other course details
See the comments under 12.3.
7.5
Reviews
141.55 requires review of documentation. Therefore the procedures for courses must make
provision for the review of each course or assessment.
State:
(a) How, when and who will carry out such reviews; and
(b) The form of record you will keep of having done each review.
7.6
Staff qualifications 141.57(b)(3)
State how you will ensure that the teacher is more qualified than the person taught or
assessed?
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Procedures for Courses
7.7
Training syllabi 141.57(b)(1)
There must be a procedure to ensure that Rule requirements are met when drawing up a
training course and syllabus:
(a)
(b)
(c) etc.
* AC 141.57.1 has 6 bullet points that should be addressed concerning examinations. The
Chief Executive should address these in the exposition thus ensuring the points are
adequately covered.
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8.
Quality Assurance
Quality Assurance
8.1
Corrective actions 141.61(b)(3)
The procedure must include the items
141.61(d)(1)
141.61(d)(2)
141.61(d)(3)
The procedure could be simply a reference to the sample “Problem Report” that is
illustrated in Forms, if you care to adopt the suggestion.
8.2
Internal QA program
(a) Must achieve the purpose set out in
141.61(b)(5)
(b) The procedure must specify the two items in
141.61(f)(1)
(c) Require trained & independent personnel
141.61(f)(2)
(d) Reported as per
141.61(f)(3)
(e) Require action be taken as per
141.61(f)(4)
a means of dealing with any problems that are raised, and following them up, and
closing them, could be the use of the universal Problem Report – found in the
FORMS section of the exposition.
(f) Require follow up audits to confirm the effectiveness
141.61(f)(5)
if the Problem Report is used, as suggested in (e), the follow up will be
accomplished.
8.3
Management Review 141.61(b)(6)
The Management Review is to look at the whole QA system and see if it works, or if it can
be improved or needs changing somewhere. So it needs a procedure:
(a) State frequency of holding reviews
141.61(g)(1).
Once up and running and shown to be effective, the frequency might be reduced
from say monthly to quarterly.
(b) Identify the responsible manager
141.61(g)(2).
This person must appear in the organisation chart and be named among your senior
persons in para. 2.1
(c) Evaluate and record all reviews
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141.61(g)(3).
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Quality Assurance
8.4
Preventive actions 141.61(b)(4)
The procedure must include the items
141.61(e)(1)
141.61(e)(2)
141.61(e)(3)
141.61(e)(4)
The procedure could again refer to the sample “Problem Report” that is illustrated under
Forms, if you adopt the suggestion. But text should cover the four .61(e) items.
(a)
(b)
(c)
(d)
8.5
Quality indicators 141.61(b)(2)
Must at least include the four indicators mentioned in 141.61(b)(2) and say how you are
going to monitor and use them.
A very serious quality indicator, not suggested in the rule, could be airspace
infringements. But hopefully you never have them. If you do, a root cause analysis, and
fix, is vital in a training organisation – where they should never occur.
What is your procedure to identify your quality indicators and to what use will you put
them?
(a)
(b) etc.
8.6
Safety policy 141.61(b)(1)
If you have not put your policy statement in the Introduction with the statement signed by
the Chief Executive, put it here.
Note the need for organisational goals; and expectations and needs of customers.
8.7
Safety policy implementation 141.61(c)
Show your procedure for ensuring staff understand; implement; and maintain your safety
policy throughout the organisation?
By:
(a)
(b)
(c) etc.
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9.
Records
Records
Note that the procedures below need to cover: ‘identifying’ (a name on the top),
‘collecting’, ‘indexing’ (for retrieval), ‘storing’ (how and where), and ‘maintaining
records’ (ensuring that required data is collected and kept).
9.1
Control AC141.59.2
Access to records should be controlled to ensure integrity. Who controls access and how is
it controlled?
9.2
Legibility of records 141.59(b)(4)
How will you ensure records are legible? Probably just a statement in your procedures that
all staff are to ensure all records are legible.
9.3
Personal records
9.3.1
Staff 141.59(b)(1)
There must be a procedure to ensure that the requirements are met. Under the Forms
section of the exposition there should be the master copy of the Personal Staff Record,
and it must contain at least the four matters asked for in 141.59(b)(1).
There should be text giving the procedure:
(a) Who fills in the forms?
(b) Show an example of a correctly filled in form.
(c) Where are they filed?
(d) How are recency records transferred to an ‘ops status board’ or spreadsheet or
however you keep track of staff currency on a daily basis? Etc. etc.
9.3.2
Non-staff 141.59(b)(2)
Similar requirements to staff but the Training Record for anyone being trained or
assessed must make provision for the six items required – where applicable. Any reader of
the form must be able to comprehend whether a person’s progress is good or poor etc. and
where problems may lie, and how they need to be, or were, overcome etc.
(a) Procedure for recording etc. similar to that for instructors.
(b)
(c)
(d) etc.
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Records
9.4
Quality Assurance review 141.59(b)(3)
Records must be kept for all QA. Tie this in with the requirement of 141.61(b)(5) and
141.61(g)(3).
The format of a suggested Problem Report is found in Section 10. Show here:
(a) Who is responsible for maintaining QA records;
(b) Where are they kept?
(c) How are they easily traced? [If they are filed in groupings of similar sorts of
problems it is easy to grab the bunch of similar problems to count them and analyse
a common root cause, if it exists.]
(d) How are those problems that can not be immediately fixed, to be filed so that their
pending status is not lost sight of?
These records can then form a basis of an internal QA review, of which a record must also
be kept.
9.5
Retention period 141.59(b)(5)
Restate the requirement in your own words.
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Forms
10.
Forms
10.1
Instruction for inserting exposition amendments
10.2
Problem Report
10.3
Format for a year’s checklist
10.4
Illustration of a number of years checklists
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10.1
Forms
Instruction for inserting exposition amendment
GOOD COMPANY LTD
Instruction for inserting __[named]__ Manual Amendment
To: ___________________
Holder of Copy Nr:__________
Amendment Nr:_________
Date: ____/____/____
Please promptly amend your copy of this manual by:
Deleting pages
Number
Inserting pages
Date
Number
Date
Record the amendment on the Record of Amendments page
Sign this form and return to:
The Chief Executive
_______ return address ___________
________________________
________________________
I confirm that I have amended my exposition and it is up-to-date according to the latest
List Of Effective Pages that was supplied with this current amendment.
Signed: _________________________
10 January 2000
I confirm my Copy Nr is: _______
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10.2
Forms
Problem Report
GOOD COMPANY LTD
Problem Report
SUBJECT: ________________________
Describe problem: What, where etc.
Found by: __________________________
Designation:
______________
Date: ___/___/___
Designation:
______________
Date: ___/___/___
Designation:
______________
Date: ___/___/___
Designation:
______________
Date: ___/___/___
Suggested fix:
How it was fixed:
Corrective action now
closed:____________________
Root cause was: (Digging – Why? Why? Why?)
Preventive action to stop recurrence:
Preventive action taken:
__________________________
Should any part of the system be improved?
What improvement was made:
Improvement made by:
___________________________
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Forms
Instructions for use: Where any problem is found that needs recording and tracking – a checklist item not done;
something unserviceable, even temporarily; an internal QA finding etc. a Problem Report of that date should be raised.
Reports are to be filed as PENDING or CLOSED. The PENDING file is to be reviewed every __[days?]__ by __________
and, if possible, signed off and moved into the appropriate CLOSED file.
CLOSED reports are filed in groupings, according to the similarity of problems, to make subsequent analysis easy.
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10.3
Forms
Suggested format for a year’s checklist
1999
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Pt.. 119. Cert. Renewal
A. Blaggs medical
135.607 Assessment
I. Bliggs medical
135.607 Assessment
O. Bloggs medical
135.607 Assessment
1 st Aid Refresher
Scales calibration
QA internal audit
QA Management review
Review of Exposition
Review of course &
syllabi
Instructions for use:
After checks have been completed, initial and date the box. If a problem is found, put an X in the box,
and complete a Problem Report Form of the same date to describe the problem, its fixing, and
investigation.
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10.4
year
Forms
Illustration of a number of years checklists that can be rolled over as year succeeds
QA CHECKLIST
JAN
2002
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
QA CHECKLIST
JAN
2001
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
QA CHECKLIST
2000
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
QA CHECKLIST
1999
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Item “X”
Item “Y”
Analyse Problem Reports
Review manuals (incl.
compliance)
Security
Ltrs of Agreement – Review
Training for ___________
Training for ____________
Certificate renewal – 5 yrly
List all periodic checks from
the exposition that must be
remembered, and give them an
anchor date.
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11.
Additional Matters to Ensure Rules are Complied With
Additional matters to ensure rule compliance
11.1 Course Examinations
The facilities and conduct of examinations are addressed in AC141.53.2.
11.1.1 Examination rooms
While training and examinations may be conducted in the same facilities, the last 5
bullets of AC 141.53.2 need comment as a matter of the organisation’s policy in the
conduct of exams.
11.1.2 Examination papers
AC141.57.1 enlarges on the requirement of 141.57(b) in that it asks for confirmation:
(a) That you have examinations paper banks;
(b) That they are an adequate size;
(c) That questions are checked and updated periodically;
(d) That the type of questions are appropriate;
(e) That examinations are conducted responsibly;
(f) That exam answers are analysed etc. and
(g) That examination papers and scripts are securely stored [AC141.53.2 last bullet].
Assurance of these matters needs to be in the exposition.
11.2 Facilities
In granting a certificate the Director must be satisfied that the organisation has adequate
facilities to carry out the training and that these facilities continue to be maintained to the
standard they met when inspected for initial certification. Unless a description is in writing
the continued maintenance of the facilities cannot be assessed.
Therefore there should be a description somewhere of the facilities you have for training
courses as per AC141.53.1
For example:
Our training facilities comprise:
(a) x lecture rooms, with desks and chairs catering for x students
(b) A briefing room having current aeronautical charts, flight planning information,
phone, fax machine for weather forecasts etc.
(c) Rooms that are well lit, heated and ventilated.
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Additional Matters to Ensure Rules are Complied With
(d) Training aids include x overhead projectors; x videos and TV screens; a
blackboard/whiteboard in each lecture room etc. And a description of the mock-ups
or aircraft components used during lectures.
(e) Text books and study notes available to students include the following …
(f) x aircraft, which are sufficient for training to be sequentially conducted allowing
for weather interruptions.
11.3 Other details AC141.63.5(a)(7)
(a) Description of pilot ground trainers.
(b) List aerodromes that are permitted to be used, and brief description of their
facilities as used by this organisation.
(c) Description of aircraft and any special equipment that may be used during
instruction.
(d) Prerequisites for enrolment in a course.
11.4 Time scale of a course
(a) Required student attendance.
(b) Checks and tests used to measure a student’s progress.
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Additional Matters to Ensure Rules are Complied With
Quality Assurance Information
Quality Assurance is a requirement that will be new to most organisations. It is therefore
approached with some trepidation – what does it all mean and how do we actually get it on
to paper in a simple and meaningful way?
To assist you with ideas, we included some forms that will convey “how to achieve it”.
Modify them to your own use or ignore them if you prefer.
The Problem Report Form embraces a procedure for:
1. a corrective action – finding a problem and fixing it.
2. a preventive action – having found a problem, trying to prevent it happening again
(through asking “why?” “why?” “why?” and getting at the root cause), and
3. a panel pointing you to a Management Review.
Quality Assurance is the technical term for helping you be assured that your company is
performing to the standards and quality that you want. Basically it does six things:
(a) Ensures services etc. are provided in accordance with company procedures and
standards, and CAA rules;
(b) Helping you, or others, to remember to do things that have to be done;
(c) Checking afterwards to see if you, or the others, did do them;
(d) Keeping a simple record of things that go wrong, and filing the records;
(e) Analysing why something has gone wrong, particularly if it is repeated, so that the
root cause of the problem can be fixed. If the root cause is fixed, in theory the
problem will go away.
(f) Regularly reviewing written policies and procedures, to see they reflect your
current intention, and practice, and check ongoing compliance with Rules or ACs if
CAA has amended them.
You probably already partially do this with wall planner charts or a diary, but they are not
specifically for QA. The following is a simple QA system that you might adapt to your
needs.
The QA checklist
Use a spreadsheet type format for any items that have to be checked or actioned
periodically. If some items are as infrequent as five yearly, have a page for each year
(1998, 1999, 2000, 2001, 2002) and annually delete one (1998) and add one (2003) – just
rolling them over saves rewriting each year.
How it works
Include instructions on how to use the form.
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Additional Matters to Ensure Rules are Complied With
A problem is found
Fill in a Problem
Report
PENDING
If action must be
pending, check
regularly to close it
as soon as
possible
CLOSED
When closed, file it
with record of
similar problems
Periodically see if similar problems
continue to have a common root
cause. If so, fix it again! Repetitive
things could be “Quality Indicators”
Recording problems and filing them
Whenever a problem is found in the company operation, or an internal audit, record in on
an Problem Report – or use some other catch-all name. [See the example for the minimum
information it should contain].
You may perhaps want to add a “verification for return to service” or some confirming
signature of acceptance.
Analysing recurring problems
This is a most useful aspect of QA. Only by recording problems can you remember they
happened and see if they are recurring; and only by analysing them can you find the root
cause.
For example, if you operated an aerodrome and found in a year that there were 17 driver
accidents on the apron, analysing them might show that Mr Jehu caused 14 of them. You
can guess the solution that you should have used sooner!
Unless the record is in the form of one piece of paper per problem, analysis is much more
difficult. Many organisations use forms that list a great variety of problems on one piece of
paper, just as they happen. This may save some paper, but is not practical for the person
trying to group similar problems to see if there is a common root cause, or to see how
many time the same problems has occurred over a given period.
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Additional Matters to Ensure Rules are Complied With
Quality Assurance is described in more detail in AC120-01.
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