Procedure & Training Manual Flying Training Directorate

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1 GOVERNMENT OF INDIA OFFICE OF DIRECTOR GENERAL OF CIVIL AVIATION Opp. Safdarjung Airport, New Delhi Procedure & Training Manual Flying Training Directorate This Manual is produced for the use by DGCA Officials involved in Flying Training November 2012

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3 FORWARD DGCA has been assigned with responsibility of approving flying training organization (FTO), Instructors and Examiners in accordance with the regulatory provisions contained in the Aircraft Rules The approval process of FTO requires the issuing authority to assess the formal application for grant of FTO approval, evaluation of application by technical officer, assessing the facilities, followed by inspection of institute prior to grant of approval. The DGCA has laid down Civil Aviation requirement for grant of FTO approval in order to standardize the procedure for grant of approval. The approval process of Examiner/ Instructor requires the issuing authority to access the formal application for grant of Examiner/Instructor approval, evaluation of application and oral exam by the board. DGCA has laid down Civil Aviation Requirement for grant of Chief Flying Instructor / Flying Instructor Incharge approval. DGCA officials involved in the grant of FTO, Examiner, Instructor approval process therefore are required to have detailed procedures for their guidance to deal with the flying training process right from the receipt of application to the logical conclusion for issue/ refusal of the approval, in a uniform manner. It is therefore required that all DGCA officials, involved in grant of approval process shall comply with the guidelines provided in this manual. DIRECTOR GENERAL OF CIVIL AVIATION 3

4 Revision History Revision No. Date Page(s) affected Date Entered Entered by 1 November DFT 4

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6 INDEX S. No Content Page no. 1 Background 7 2 Organisation Structure 7 3 Key Function 7 4 Regulatory provisions for the Flying Training 8 Directorate 5 Grant of Flying Training Organisation approval Grant of initial NOC to start FTO Permission for import of aircraft Approval for FTO Renewal of FTO 13 6 Approval of Chief Flying Instructor / Pilot Instructor 14 Incharge 7 Approval of Chief Ground Instructor 15 8 Examination for Asst. Flight Instructor and Flight 16 Instructor rating 9 Procedure for processing of document Surveillance Enforcement Training Program 20 6

7 1. Background In order to ensure that the flying training institutes have the required capability to impart initial flying training to pilots for issue of licenses, Directorate lays down the procedure and the minimum requirements relating to infrastructure, procedures and manpower for grant of approval for undertaking flying training activities with aircraft, considering the case. The rules are laid down in Indian Aircraft Act 1934 and Rules Directions are issued through The Civil Aviation Requirement (CAR) under the provisions of Rule 133A of the Aircraft Rules, Organizational Structure Director General Joint Director General Director Deputy Director Assistant Director Section Officer and Staff 3. Key functions Following are the functions of the Flying School Directorate: i. Approval of flying training organization ii. Renewal of Flying Training Organisation iii. Permission for import/acquisition of aircraft iv. Approval of Chief Flying Instructor / Flying Instructor Incharge v. Approval of Chief Ground Instructor vi. Conduction of Examination (Oral ) for Asst.Flight Instructor / Flight Instructor rating 7

8 4. Regulatory provisions related to the Flying Training Directorate All applicable rules, regulations, policies, procedures, forms, circulars, notices and other relevant information pertaining to Directorate are available at DGCA website. In accordance with rule 133A of the Aircraft Rules, 1937, the Director General issues Civil Aviation Requirements not inconsistent with the Aircraft Act, 1934 and the rules made thereunder. Subject Flight Training Schools Services Related to CFI/FI/CGI Related Rules/Regulations Aircraft Rules 1937, Rule 133A CAR Section 7, Series D Part I CAR Section 7, Series D Part II CAR Section 7, Series I Part V CAR Section 7, Series I Part VII 8

9 5. Approval of Flying Training Organisation The approval to flying training organization is granted by DGCA. The Civil Aviation Requirements are laid down in Civil Aviation Requirements, Section 7, Series D Part I. Steps The grant of approval to start flying training organization includes - Grant of Initial NOC to start flying training organisation - Import/ Acquisition permission of aircraft - Grant of approval to stat flying training activities Grant of Initial NOC Process The application for grant of initial NOC is submitted by the applicant along with the fees. The application contains documents including Memorandum of Articles of Association, No objection certificate from Airport Authority of India, No objection certificate from owner of airport, Project report, Details of Directors for necessary security clearance, aircraft details, Organisation structure etc. The application is examined from various aspects i.e. the need for the training institute, airport capacity and constraints at the proposed airport, suitability of the proposed aircraft type keeping in view the airworthiness and safety regulations, satisfactory plan of human resource development for the institute, aircraft maintenance arrangement and compliance with the other applicable requirements. The representative of the applicant is called to furnish any clarifications required on the project. Applicants whose proposals are found satisfactory and who meet the Requirements are granted No Objection Certificate in principle by DGCA subject to any condition as may be considered necessary, for setting up the flying training institute for the purpose of imparting flying training to the student pilots to enable them to acquire appropriate pilot s licences. 9

10 Grant of Initial N.O.C. Process Application Form for Grant of Initial N.O.C. Step 1: Application for NOC is submitted along with the fee and documents Step 2: Documents are scrutinized by the Directorate and if any shortcomings in application and documentation are communicated back to the applicant by the directorate. Step 4: NOC is granted. Grant of NOC Forms & Procedures Application for Grant of N.O.C. for Approval of Flying Training Institute CAR Section 7, Series D, Part I Note DOCUMENTS Memorandum of Articles of Association duly registered with the competent authority. No Objection Certificate from Airports Authority of India, from air traffic point of view. No Objection Certificate from the owner of the airport : (a) for use of airport for setting up the training institute, and (b) for provision of parking and hanger space. Financial soundness of the applicant with supporting documents. Project report giving complete details regarding proposed organisational set up, manpower to be employed, training plans, proposed infrastructure and equipment for the institute, source of funding including details of foreign investments, if any, viability of the project, etc. Names of the Directors of the Board and Chairman/Chief Executive Officer, their nationality, passport details, address and other details for necessary security clearance. Type and number of aircraft and simulator to be used and the source of procurement. 10

11 5.1.2 Permission for Import / Acquisition of Aircraft Process Permission for Import / Acquisition of aircraft granted by Aircraft Acquisition Committee of Ministry of Civil Aviation. After grant of initial no objection certificate, the applicant submits application along with specific details of aircraft to Ministry of Civil Aviation for permission to import / acquire aircraft. On acquisition of permission to import aircraft, Director General of Civil Aviation grants NOC to import the specific aircraft. Acquisition/Import of Aircraft Process Application form for Import/Acquisition of Aircraft along with documents Step 1: Submission of Application form and the documents to the Ministry of Civil Aviation. Forms & Procedures Application form for Import/Acquisition of Aircraft CAR Section 7, Series D, Part I Step 2: Application and the enclosures are verified. Any shortcomings in application and documentation are communicated back to the applicant by the directorate Step 3: After approval for import of aircraft by aircraft acquisition committee, Directorate after the approval is granted from Ministry. Step 4: NOC for Induction/ Import is granted to the Flight Training Organisation Permission of Induction/Import Aircraft 11

12 5.1.3 Grant of approval After meeting the requirement laid down in Civil Aviation Requirement (CAR) for grant of approval to flying training organization (FTO), the FTO submits the application to the Directorate. After the applicant furnishes information showing compliance of the requirements, a review of the preparedness status of the applicant shall be carried out by DGCA along with the representatives of the applicant. If the preparedness status is found satisfactory, an inspection of the institute is carried out by a team of officers, to confirm that the proposed institute has acquired the capability to undertake the planned flying training activities. If the applicant is found to be meeting the requirements, DGCA may grant the necessary approval stipulating any conditions, if considered necessary. The approval shall be valid for a period not exceeding one year. Grant of Final Approval to Flying Training School Process Process Application form for Grant of Approval to start flying training Step 1: Submission of Application form and the NOTE Documents to the Directorate. Forms & Procedures Application form for grant of approval of FTO. Step 2: Application and the enclosures along with the Note Facilities are verified. Any shortcomings in application and documentation are communicated back to the applicant by the directorate. Step 3: If all the Documents are in order then an inspection of the Institute will be carried out by the team of officers and a surveillance report is prepared to confirm that the Institute has acquired the capability to take the planned flying training activities. If not, Action taken report is prepared after the compliance of deficiencies from Applicant side. Step 4: Grant of Approval for Flying Training School. Output Approval for Flying Training School 12

13 5.1.4 Renewal of permit for Flying Training School The approval of the flying training institute is valid for one year and renewable by DGCA against the payment of a fee.for renewal, the institute has demonstrate continued capability to conduct the flying training activities authorised. The applicant makes a request to DGCA for renewal of the approval at least 30 days prior to expiry of the approval. An internal safety audit report confirming that the institute maintains the required capability and meets the requirements of this CAR has to be submitted along with the request. The approval shall be renewed after inspection by DGCA and on satisfying that the institute maintains the required capability. Renewal of FTO Application form for Renewal and the fee Step 1: Relevant documents are to be submitted at least a month before the date of renewal. Forms & Procedures Application form for Import/Acquisition of Aircraft CAR Section 7, Series D, Part I Step 2: Documents are verified and if some deficiencies are observed, the Applicant shall take immediate action to remove the same within a specified time failing which the Permit may not be renewed. The renewal of Flying Training School is done as per respective CAR Section 7 with the due approval of JDG. Step 3: After scrutinizing the documents, Audit/ Inspection of the Flying School is done and if any deficiency is found then the Flying school is asked for compliance of deficiencies and based on that Surveillance report is prepared. Step 4: Renewed approval to Flying Training School is issued. Renewed Permit for Flying Training School 13

14 6. Approval for Chief Flight Instructor/ Flight Instructor In charge It is mandatory to have a Chief Flying Instructor / Flight Instructor Incharge(CFI/FII) for operating a flying training organisation as per the Civil Aviation Requirement(CAR) for grant of approval to flying training organisation. After appointing the CFI/FII, the FTO submits application for grant of approval to CFI/FII as per the CAR for grant of approval to CFI/FII of FTO. The Flight Instructor seeking the approval as CFI / FII and meeting the requirement of the CAR Shall undergo an oral test by a Board in the office of the DGCA consisting of three members as constituted by DGCA from time to time. Board shall prepare a note, which shall be signed by all the members for assessing the applicant for his fitness to perform as Chief Flight Instructor (CFI) / Flight Instructor Incharge (FII).Director General / Joint Director General on the basis of the Board s report may grant approval as CFI / FII Approval for CFI/ FII Application form for Chief Flight Instructors/ Flight Instructors Step 1: Submission of documents and supporting documents by applicants. Step 2: All documents and requirements are verified and if some deficiencies are observed, the applicant shall take immediate action to remove the same within a specified time. Step 3: After scrutinizing the documents, Oral Interview is conducted and report is prepared. The report is then sent for the approval of JDG. Step 4: Approval for Chief Flight Instructor/ Flight Instructor. Forms & Procedures Application Form for the Approval of Chief Flight Instructors CAR Section 7, Series I, Part V Grant of approval to CFI/PII 14

15 7. Approval for Chief Ground Instructor The Flying Training Organisation has to appoint and take approval of Chief Ground Instructor. The criteria for Chief Ground Instructor is laid down in Civil Aviation Requirement issued by DGCA. The Flight Instructor seeking the approval as CFI / FII and meeting the requirement of the CAR Shall undergo an oral test by a Board in the office of the DGCA consisting of three members as constituted by DGCA from time to time. Board shall prepare a note, which shall be signed by all the members for assessing the applicant for his fitness to perform as Chief Flight Instructor (CFI) / Flight Instructor Incharge (FII).Director General / Joint Director General on the basis of the Board s report may grant approval as CFI / FII Approval for Chief Ground Instructor Step 1: Submission of documents and supporting documents by applicants after meeting eligibility criteria Forms & Procedures Step 2: All documents and requirements are verified and if some deficiencies are observed, the applicant shall take immediate action to remove the same within a specified time. Step 3: After scrutinizing the documents, Oral exam is conducted and report is prepared. The report is then sent for the approval of JDG. Step 4: Approval for Ground Instructor. 15

16 8. Conduct of Examination for Assistant Flight Instructor/ Flight Instructor Rating The Flying Training Directorate conducts examination for Asst. Flight Instructor Rating and Flight Instructor Rating every quarter. The examination is conducted by a 3 member board including Director Flying Training, Asst. Director/ Dy. Director (Airworthiness) and Asst. Director (Operations). The application is processed by Central Examination Officer and roll numbers are given to candidates directly by CEO under intimation to Directorate of Flying Training. The oral exam of the candidates whose application are accepted is conducted and the final report is forwarded to Joint Director General for approval. After the approval of Joint Director General the results are sent to CEO and CEO declares the result Conduct of Examination for Assistant Flight Instructor/ Flight Instructor Rating Process Application form for taking Examination for Assistant Flight Instructor/ Flight Instructor Rating Step 1: Relevant documents are to be submitted by the applicants along with the supporting Documents. Step 2: Documents are verified and the applicant is checked for the requirements (refer to NOTE Requirements) needed for issuing of the rating, if some deficiencies are observed, the applicant shall take immediate action to remove the same within a specified time. Step 3: After scrutinizing the documents, the Directorate of Examinations asks for the date of examination. The date of Examination is finalized by the Directorate and forwards the final date asking for the list of the students who are to be present for the Oral Forms & Procedures Application Form for Issue of Flight Instructor Rating CA 9(Pilot) 16

17 Examination. Step 4: Oral Interview is conducted and the final report is forwarded to the JDG for approval and result is prepared. Step 5: Result for Assistant Flight Instructor/ Flight Instructor Rating. 9. Procedure for processing of Documents The DFT officials must complete the checklist to ensure that each step of approval procedure is completed. Each point should be ticked to indicate the satisfactory completion of the task. Note the date against each point. Sign and date form and file it on approval file when the process is complete. 1) File opened 2) Application checked for completeness by Assistant / SO 3) Fees received from application 4) Application / Manuals/ Documents accessed by Asst.Director / Dy.Director 5) Facilities/Competence assessed as acceptable to DoFT 6) Applicant advised of deficiencies if any 7) After removal of deficiencies and appraisal of case, file submitted to DFT 8) After review and clearance from DFT and approval of competent authority, applicant advised of grant of approval and conditions Role of officers Assistant / Section officer - Opening of file / processing on existing file - Adequacy of fees - Process for examination of case - Dispatch of letter / approval Asst.Director / Dy. Director - Examination of application and documents for completeness. - Submission of relevant rules and precedent Director - Review of examination done by Asst. Director / Dy. Director and recommendation of case to JDG 17

18 10. Surveillance DGCA has developed a system of surveillance to ensure that the standard maintained at the time of issue of aviation documents, such as approval certificate, licence, rating, etc. is maintained throughout the validity period. Therefore, primary responsibility of the DGCA is Safety Oversight, and to meet this obligation, DGCA has prepared an Annual Surveillance Programme (ASP) in respect of all the Directorates. In order to ensure effective monitoring of the surveillance programme and enforcement action, DGCA has created a Surveillance & Enforcement Division (SED). The Surveillance and Enforcement Division in Headquarters has a key role to plan, monitor, oversee and enforce actions on behalf of Directorates/Regional and Sub Regional offices. Each Directorate at Headquarter has the following broad responsibilities towards fulfillment of ASP: (i) (ii) (iii) (iv) (v) (vi) Develop an Annual Surveillance Programme (ASP) each year in advance related to their area of surveillance and submit it to Surveillance Monitoring & Enforcement Division latest by 15th of November of every year. Develop a checklist for surveillance area giving reference of regulations to be complied with. Schedule surveillance activities, assigning officers and resources Maintain records of surveillance activities/create Data Pool Follow up implementation and closure of corrective actions by tracking mechanism. Recommend regulatory action where necessary to ensure compliance with the rules (vii) Report on the performance of surveillance every month. (viii) Attend the monthly surveillance monitoring meeting to represent their surveillance programme and submit the summary of monthly surveillance report to the division latest by 15 th of the following month. 11. Enforcement The holder of an Flying Training Organisation, Chief Flying Instructor, Flight Instructor Incharge approval shall not contravene or cause or permit to be contravened any conditions of the approval. 18

19 If it is observed that proper compliance of conditions of approval are not adhered to laid down standards, DFT shall give adequate opportunity to comply with the Regulations and Standards before initiating any action. Compliance and Enforcement Step 1: Show cause notice is issued for asking explanation from operator / individual within a specified time period. Forms & Procedures N/A Step 2: Examination of reply is done. Personal hearing is done if required. Step 3 : The case is processed 19

20 12. Training Programme To establish appropriate regulatory control by flying training directorate, in the most effective and efficient manner, training of officers in various fields of advanced aviation technology has become an important tool. Initial training of newly recruited officers, though may be having Civil Aviation background is considered essential, for effective discharge of their duties and responsibilities vested in them. Equally important is the refresher training of officers, already serving in the department, on various subjects and topics and periodic training on selected special topics related to their functions and duties The details of the training requirements for the officers with the intention to provide Basic, Refresher, Specialized training in the field of flying training for grant of approval of FTO,CFI, FII and oral examination of AFIR and FIR and regulatory control. The purpose of the training is to ensure that officers of operations discipline are in tune with the ICAO requirements, procedures, rules, regulations etc., by laying down the procedures and curricular for flying training in order to enhance the level of knowledge, standardize the training programme and to derive the maximum benefit from the time and energy invested in imparting training All officers who join the Flying Training Directorate are required to undergo training course to cover knowledge on various subjects including ICAO standards and recommended practices Indian Aircraft Act 1934 and Rules 1937 DGCA, its various directorate and their functions DGCA rules and guidelines The Directorate of flying training shall organise following training to its officers which is specific to the functioning of the Flying Training Directorate Induction training Recurrent training Specialised training Record of all the training shall be maintained in the Directorate by the officers assigned with the responsibilities by the Director. Individual dossiers of officers shall also be maintained and updated in the directorate Induction Training The Induction Training Programme for the officers posted in the Flying Training Directorate will be completed within 01 year of the posting of the officers in the Directorate. The training program shall include Class Room Training modules Revision 1, November

21 interlaced with OJT and would be conducted in a phased manner for effective assimilation of the content. (a) Class Room Training Sl. No. Name of the Course and Contents Duration (No of Sessions of 01 hr) Trainer 1. Orientation DFT and FTO Setup in the country, Context for the creation of this Directorate, Different Ares of responsibility, Duties and Responsibilities of the Directorate, Overview of the relevant regulatory provisions pertaining to DFT in the Aircraft Act 1934, Aircraft Rules 1937, and different CARs under Section 7 and an overview of the ICAO Annexes relevant for the Directorate, Internal/External Stakeholders. 2. Directorate of Flying Training Areas of Responsibility and Relevant Regulatory Provisions 02 DGCA Officers from the Directorate Module 1 : FTO 01 DGCA Module 2 : Manpower 01 Module 3 : Renewal of Approvals 01 Module 4 : Circulars 01 Module 5 : Surveillance Inspection 01 Module 6 : Review of ATR 01 Module 7 : Complaints and resolution Procedure Manual (Draft) and Safety Audit Inspection Module 1 : Overview of the Directorate s Procedure Manual Module 2 : Conduct of Audit of FTO s 02 (b) On the Job Training 01 DGCA Officers from the Directorate and representat ives from the FTO s. Officers from the Directorate i. The newly appointed/ posted officers with the Directorate of Flying Training will under the supervision/ Guidance of senior/experienced officers with endeavour Revision 1, November

22 to develop understanding of all the relevant areas of work for a period of three months along with the above class room training. ii. The overall responsibility for training shall be with the Director of Flying Training who shall also determine any additional training requirements (if any) for the Officers of the Directorate based on the assigned work to the concerned Officer. iii. After completion of class room training, the newly appointed/ posted officers shall be required to carry out 02 inspection of Flying Training Organizations one each for Issue and Renewal of FTO as per the applicable aircraft rules / CAR /Flying Training Circulars under the Supervision of DFT or a team constituted by DFT and approved by the Director General Recurrent Training The recurrent training shall be conducted as specified at Para 12.2 above to the existing officer of the Directorate of Flying Training in every 02 years Specialised Training Directorate of flying training shall prepare an annual training plan including nomination of officers for the specialised training programmes based on the requirements as well as availability of such courses at different training institutions. The training programme shall be made that each officer in the Directorate attends two course. Revision 1, November

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