SECURITY AWARENESS. People as the First Line of Defense. Challenge Procedures

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1 Volume I, Issue 2 September 15, 2004 Welcome to the second issue of the NATA Safety 1st esafety Toolkit, our monthly online safety newsletter, for the NATA Safety 1st Management System (SMS) Initiative. This monthly newsletter will highlight known and emerging trends, environmental and geographical matters as well as advances in operational efficiency and safety. Flight and ground safety has been enhanced and many accidents prevented because of shared experiences. The NATA Safety 1st Management System Initiative is in the final stages of development. Many of the tools discussed in this and other esafety Toolkits will be provided as a part of the program. Look for more information in next month s esafety Toolkit SECURITY AWARENESS People as the First Line of Defense Airport employees are the first line of defense against all forms of aviation-related terrorism and crime. Each and every person is responsible for safety and security regardless of job title. As the eyes and ears of the business, each airport worker is responsible for a safe and secure environment. People skills and good observation techniques are critically important. Employees must be trained to trust their instincts. If something doesn t seem quite right, it probably isn t. Anything unusual must be reported and acted upon immediately. While the transportation industry is In This Edition: Security Awareness...1 Safety Case Study Vehicle Safety Program...4 Continuing Education...8 Hurricane Season Bulletin...8 actively using and developing new forms of technology such as biometric access systems, video monitoring, bomb detection devices and other systems, it is often people who make a difference and avert disaster. Recent threats in aviation have been averted simply by the observation and intervention of people who recognized an unusual situation. Even the smallest detail, when observed and reported to the proper authorities can make a difference. Challenge Procedures One of the most important security functions is to challenge any unknown person who is in a secure area. The primary goal in establishing challenge procedures at the FBO is to train employees to respond appropriately to unknown or out of place persons while maintaining NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 1

2 a high level of customer service and courtesy and not offending legitimate customers. Personnel must be trained to approach each unknown individual, whether wearing a badge or not, and confirm their identity. The best procedure is to simply ask, May I help you? If it is determined that an individual is not approved to be in a given area, they must be escorted to the nearest exit and reported to a supervisor or controlling agency immediately. Personnel should be instructed to offer the individual an explanation that due to security enhancements, only authorized employees are permitted in the area. If the individual does not comply with challenge requests, a supervisor or appropriate authority must be notified, preferably by radio. If an employee must leave the area to notify authorities, they should try to maintain visual contact with the individual or ask other employees in the area to assist them. Employees should never try to physically detain the individual. This could be a potentially dangerous situation and leave the business open to legal proceedings from the detained person. Employees should make a mental note of the details of the intruder s appearance such as clothes and height or other details including the individual s direction of travel. Assistance should be obtained as soon as possible. When working around the airport, every airport employee should continuously make mental notes of activities and people in the area, so that if necessary, events can be recalled. Be Aware of Surroundings It s important for employees to get to know customers and others around the area, whether pilots, passengers or other airport users. This may be as simple as remembering faces and vehicles and their association with particular aircraft or operations. This awareness also includes an understanding of the typical day-to-day operations that occur at a business. If something unusual or out of the ordinary occurs, it may raise concern and the need to report the unusual activity. Knowledge of fellow employees and an understanding of their background and typical daily routines are also important. Employees should maintain an awareness of co-workers, their attitudes and overall mental state. As mentioned before, employees must rely on their instincts. If someone is acting in an unusual way or his/her attitude towards the company, another coworker or even the country seems to make others uneasy, it must be discreetly reported to a supervisor. It is every individual s responsibility to be informed and alert. If someone performs a service in a non-routine manner or is confused about proper sequences or procedures, a red flag should be raised and authorities alerted as necessary. Employees must be encouraged to keep their head up and constantly observe their general surroundings. Cargo and freight employees should be especially concerned with unattended baggage, packages or freight. Unusual cargo or items that may be leaking fluids or gasses or any item that is in an area out of the ordinary may be dangerous and should be reported to a supervisor. Be a Good Witness Training employees to be observant and good witnesses are important skills that take time to develop. Maintaining a positive safety/security culture is critical to getting new employees to buy into being good observers. Management and supervisory workers must continually show that they are dedicated to these issues for them to be successful. It is not just a matter of training and indoctrination; it must be a continuous dayto-day culture of observation, customer contact and knowledge of surroundings. In addition to fostering vigilance, employees must know the mechanics of being a good witness during a threat or incident. Encourage them to immediately make note of what occurred if a challenging situation presents itself. A pen and note pad should be carried if possible, however in some instances, such as line service, care must be taken not to cause hazardous foreign object debris (FOD) on the ramp. Waiting even a few minutes to jot down observations can result in the loss of pertinent information. Employees must focus on primary events if they are out on the ramp with no way of writing down information. Normally this includes time of day, number of people, unusual clothing, distinguishing marks or tattoos and types of vehicles including color, type, markings and license/aircraft NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 2

3 numbers. Reporting the occurrence to a co-worker right away, preferably a supervisor, in full detail is important. This information is critical to the follow-up process and communication with authorities. Filing an incident report, as soon as possible, in accordance with the company emergency response plan is also desirable. Again, continual observation of activities is an ongoing process. Knowledge of the airport surroundings, people and activities that commonly take place will lend itself to inquiring about unusual events or happenings. Encourage employees to rely on their instincts if something doesn t seem right. If it doesn t feel right, it is worth investigating. This is similar to the mind-set of heads-up safety awareness; keep your mind on your job and your eyes and ears open. Always be vigilant. Don t wait for an event to take place before focusing on it. It will be too late. The event will be over and you won t be able to recall all the pertinent details because your initial mind-set was not in the observation mode. Keep Customer Service In Mind In all of your company security procedures, it is important to remember that travelers should be treated in a sensitive and respectful manner. Positive customer service should be uppermost in the mind of each employee. Most individuals will accept the fact that safe flying now requires more stringent security procedures. However, it should be the goal of service providers to conduct necessary security procedures in a friendly manner. Always respect reasonable concerns and requests of your customers. Assure your customers that their privacy and dignity are your priority. Provide them with the ability to give feedback directly to management about your policies and assure them that you will not share any information obtained during security checks or use that information for any other purpose. Monitor Customers and Vendors Much of the basis for improved security at an airport is similar to what is commonly referred to in the general community as a neighborhood watch program. Establishing good customer contact regarding security is not only good customer relations; it also provides a means to track the people who should have access to your facilities. Recommended procedures for access to secured areas are: Develop sign-in procedures for visitors, crew, based and itinerant customers Check pilots licenses and compare with government-issued photo identification (State Drivers License/Official Photo ID, Passport, Military ID Card, etc.) Know your regular customers habits Set up procedures for knowing when a customer is departing and when they will return Inform customers of your security program and how you will be monitoring their aircraft Customers should provide you with a current emergency contact number Itinerant flight crews should be asked to provide a local number where they can be reached Host security meetings with tenants, airport officials, businesses and department heads to discuss issues and allow everyone the opportunity to express concerns or problems, preferably on a quarterly basis, but at least semi-annually. Click here for a copy of our Security Awareness Card NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 3

4 Vehicle operation on the active ramp VEHICLE SAFETY PROGRAM Driving a vehicle on the flight line involves much more than having a valid drivers license and knowing how to navigate without signs and roadway markings to guide you. Today s aviation apron can be a complex and often confusing environment add in night, maybe some drizzle and an active ramp - and you have a recipe for danger. NATA has recognized this fact and through its Safety 1st PLST program addresses vehicle movement in Modules 2 and 4. Building from last months esafety Toolkit Case Study: Vehicles on the Ramp, having a formal vehicle safety program is essential to driver/vehicle safety and the safety and protection of your customers and their aircraft. An effective Vehicle Safety Program incorporates the following five steps which will detailed in this esafety Toolkit: 1. Vehicle Control Plan This plan should clearly outline all flight line activities and the types of vehicles that can be used to support those activities. The plan should clearly describe in both written and pictorial form, all activities for vehicle operations including: For the vehicle- appropriate markings and decals, lighting, and required training to safely operate the vehicle. For the ramp, - the plan should address suitable roadways, aircraft movement areas, tie down and parking areas, vehicle flow patterns, ramp markings, ramp lighting, ingress and egress points, fueling pits, emergency services, un-authorized areas and most importantly, restricted areas where aircraft operations under ATC or Ground Control activities are taking place. Every person working on the ramp and using a vehicle must know the dangers of runway incursions, as this is not only applicable to aircraft. A wrong turn towards an active taxi way or runway on that dark, drizzly ramp could spell disaster. 2. Vehicle Operating Standards These are the basic ground rules for how vehicles will be operated on your ramp or more formally on the airport as directed by your airport s management. Standards should be developed in conjunction with the airport management and your operational needs. All operational needs should be evaluated from a safety standpoint first before convenience. Its best to limit the number of vehicles in use on your ramp. Standards should include vehicle markings, control devices, seats and restraints, speed limits, proximity to aircraft, parking, passenger riding, and right of way. From the NATA Safety 1st Management System Initiative, you will be provided tools to perform Job Hazard Analysis and Risk Assessments to accuartely identify hazards and risks on the ramp. 3. Vehicle Limitations Operators should strive to limit the total number of vehicles on the flight line to the minimum number needed to do the job safely and efficiently. In addition, all vehicles should be company owned and operated. Control of vehicle movement on your ramp is the first defense for preventing ground damage. 4. Vehicle Operator Training Vehicle operators must have standardized training before they are permitted to operate vehicles NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 4

5 on the ramp. The training program should be clearly structured with a detailed course curriculum including both classroom and practical training components, a written and practical testing process, a recurrent testing and evaluation process and a secure records retention program. 5. Enforcement Operators and each individual driver must comply with the Vehicle Safety Program and all of its standards. Vehicle Control Plan The vehicle control plan establishes vehicle flow, designated areas where vehicles are or are not permitted, and specifies pavement markings and control devices for vehicles. 1. Vehicle Flow The majority of all vehicles should be kept to the perimeter of the aircraft parking area. A system of clear pavement markings should be provided for all vehicle operators to follow. 2. Any vehicles allowed inside the aircraft parking area should be kept to a minimum. 3. Each vehicle should be equipped with a distinctive light or beacon when operating on the active ramp. Some airports require this to aid in the vehicle s visibility. 4. All vehicles that may be used to cross active taxiiways should be equipped with two-way radio equipment, have distinctive flashing lights, and have some form of large alpha numeric numbering that identifies the vehicle. 5. Markings Pavement markings should be standardized and similar in fashion to the markings vehicle operators are familiar with. This includes lane edges, lane dividers, turn arrows, stop lines, etc. Pavement markings will deteriorate over time and as such should be included in the tenants regular facility inspection program so as to be maintained properly. 6. Control Devices Any lights and/or signs that are used in the vehicle control plan must be far enough from the aircraft movement area or close enough to the ground so that they are not obstructions to taxiing aircraft. Standard Operating Procedures The following standard operating procedures should be considered for all vehicles operating within the scope of the Vehicle Control Plan: 1. Speed Limits On designated vehicle roadways, the speed limit should be appropriate for the conditions. The posted speed limits could vary depending on proximity to the aircraft movement area. Aircraft Parking Area Normally 15 MPH and 5 MPH within 25 feet of an aircraft. Vehicle Parking Area 5 MPH. Taxiways and Runways Appropriate for the conditions. Congested Areas 5 MPH. Towing Speeds: Aircraft 5 MPH GSE 15 MPH NOTE: For reference, 5 MPH is equivalent to a brisk walk. 2. Proximity to Aircraft Special purpose vehicles are specifically designed to operate close to, against, or under aircraft. All other vehicles should adhere to the following safety standard operating procedures: Do not operate the vehicle closer than 25 feet to any part of the aircraft. NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 5

6 Do not approach the aircraft from such an angle so that if the brakes failed or the accelerator stuck, the vehicle would hit the aircraft. Figure 1 Figure 2 Do not permit vehicles to park in such a manner that the emergency movement of the aircraft would be impeded. Do not operate vehicles closer than 200 feet behind a turbine-powered aircraft with the engines running. 3. Vehicle Parking Vehicles should be parked only in designated areas with the engine off, the brakes set, and a wheel chocked. Vehicles parked temporarily in close proximity to an aircraft should have the brakes set, with the engine off and the key in the ignition, and a wheel chocked. Leaving the key in the ignition would permit rapid movement of the vehicle in an emergency. Every effort should be made to park vehicles facing away from any part of an aircraft. In addition, the following shall be considered for safety in the arrangement of parking and service locations: Location of fuel overflow vents on aircraft in relation to the service vehicle position No parking of GSE under aircraft wings Possibility of exhaust vapors from GSE entering aircraft cabins Avoid water spillage (such as from lavatory and potable water service units) in employee or passenger walkways Preclude aircraft settling onto adjacent GSE as fuel, cargo, and passengers board Keep exit ways clear for moving fueling vehicles in the event of fire Keep a clear pathway from aircraft and passenger stands in case of emergencies Position stands, food carts, ladders, or cabin service vehicles and conveyors so they remain stable in high winds Clear access for cargo tractor trains and other vehicles Clear access to fire extinguishing equipment Working room for aircraft service personnel Free and clear access to the aircraft for emergency vehicles 4. Vehicle Passengers Passengers should only be permitted to ride on vehicles equipped with seats specifically designed for passengers. Passengers should not ride on any part of the vehicle not intended for passengers. 5. Personal Vehicles These vehicles should follow the same standard operating procedures as other vehicles. However, you as the responsible party for your ramp, have no control over the maintenance performed and suitability for use on the ramp. 6. Right of Way Regardless of the Vehicle Control Plan, an aircraft taxiing, or under tow always has the right of way over any vehicle. NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 6

7 Vehicle Limitations You should exercise control over how many vehicles operate on the flight line or in close proximity to hangars and who owns them. Tenants wishing to use a vehicle on the flight line should file an application stating the identification of the vehicle, its purpose and the justification for permitting it on the flight line or in hangars. If approved, the vehicle should be issued a numbered decal which not only identifies the vehicle but aids in security access control. The vehicle owner should be informed of the Vehicle Control Plan and any insurance requirments that may be in effect Check with your insurance broker! Vehicle Operator Training All FBO personnel with the intent to operate any GSE must complete training and certification before they operate equipment on the flight line. The certification process must include verification of a valid driver s license and review of the employee s driving record. The following is an outline of the Training Lesson Plan: 1. Training Lesson Plan Airport Vehicle Flow Plan Authorized Driving Routes Areas Not Authorized For Vehicles Vehicle Control Pavement Markings Control Signs and Lights Radios Vehicle Parking Passengers Towing Operations Actions if an Accident Occurs Local Hazards Local Driving Regulations Examination License The license to operate a vehicle on the flight line is a controlled document. This should be accomplished by annotating the employee s security access credentials with information on driving privileges. Review Review or recertification should not be necessary as long as the employee maintains a statedriving license and has a good flight line driving record. Enforcement Enforcement of ramp driving standards is accomplished through the supervision provided by the Operator s line shift supervisors and Management. Willful violations of the standard operating procedures contained within the Vehicle Control Plan will not be tolerated and should be considered grounds for dismissal. Unintended violations will normally require an investigation to determine root cause and most likely will result in retraining and examination. Next: Aircraft Towing and Parking This section discusses basic towing and aircraft movement safety procedures. Where there is a conflict with the aircraft manufacturer s towing instructions, the manufacturer s instructions shall be followed. This final section will be the topic of next months esafety Toolkit Case Study: Aircraft Towing and Parking. Editorial Note: Each esafety Toolkit should be used to enhance your Safety First PLST training program and can be used as a recurrent refresher module when coupled with observation and critique of the employees actions on the ramp. Additionally, print off the esafety Toolkit and post it in your line shack, at your CSR counter and in your Pilots Lounge. NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 7

8 CONTINUING EDUCATION Through continuing education, you and your team can enhance the professional skills needed to maximize personal and professional contributions to the day-to-day efficiency of your operation. We will provide learning opportunities in each monthly issue that may be of interest to you and your team. NATA Safety 1st Offerings: Aircraft De/Anti-Icing Training September 22, 2004 from 9 am 3 pm Doubletree Hotel, Detroit Metro Airport Wick Road Romulus, MI Line Service Supervisor Training September 23 & 24, 2004 from 8 am 5 pm Doubletree Hotel, Detroit Metro Airport Wick Road Romulus, MI Line Service Supervisor Training November 11 & 12, 2004 from 8 am 5 pm Sheraton Grand Hotel. Dallas/Ft. Worth Airport 4440 West John Carpenter Freeway Irving, Texas Other Offerings: Aviation Safety Management with Security and Human Error Management October 25-30, 2004 (Five days, 9-hour days with an hour for lunch) Embry-Riddle Aeronautical University in Daytona Beach, Florida Center for Aerospace Safety/Security Education Online: Tele: 1 (866) [email protected] Online: Four easy ways to register! Fax: (703) Phone: (703) , ext 106 Mail: NATA 4226 King Street Alexandria, VA HURRICANE SEASON IS UPON US LITERALLY For those of you in potential hurricane zones review your Emergency Response Plan and Hazardous Weather Plan NOW. Our Members who have experienced the wrath of Charley, Frances and Ivan have saved their businesses because of preparedness. Don t forget the small stuff, unsecured or lightly secured items such as picnic tables, dumpsters, WSI Satellite Dishes are easily damaged and become projectiles. Some Important links: NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 8

9 The NATA Safety 1st esafety Toolkit is brought to you by NATA Safety 1st SMS and SH&E. SH&E is the leading expert in safety and operational integrity evaluations and safety management consulting. SH&E has developed a proprietary evaluation methodology, called Safety Architecture, which is unique within the industry as it focuses on systemic surveillance and process evaluation. This is a systems and controls look at how an operator manages those technical functions that support aviation operations. Subscribe To NATA Safety 1st e-manager If you are not currently a subscriber to NATA Safety 1st esafety Toolkit and would like to receive it on a regular basis, please send an to [email protected] with the word "Subscribe" in the header. Please include your name, title, company and address. esafety 1st Toolkit is distributed free of charge to NATA member companies and NATA Safety 1st participants. NATA Safety 1st esafety Toolkit Volume I, Issue 2 September 15, 2004 Page 9

10 Security Awareness Monitor Customers and Vendors Much of the basis for improved security at an airport is similar to what is commonly referred to in the general community as a neighborhood watch program. Establishing good customer contact regarding security is not only good customer relations; it also provides a means to track the people who should have access to your facilities. Recommended procedures for access to secured areas are: Develop sign-in procedures for visitors, crew, based and itinerant customers Check pilots licenses and compare with government-issued photo identification (State Drivers License/Official Photo ID, Passport, Military ID Card, etc.) Know your regular customers habits Set up procedures for knowing when a customer is departing and when they will return Inform customers of your security program and how you will be monitoring their aircraft Customers should provide you with a current emergency contact number Itinerant flight crews should be asked to provide a local number where they can be reached Host security meetings with tenants, airport officials, businesses and department heads to discuss issues and allow everyone the opportunity to express concerns or problems, preferably on a quarterly basis, but at least semi-annually. Security Awareness Monitor Suspicious Activity Train everyone at your operation to observe and monitor suspicious activities. If something looks suspicious or makes someone uncomfortable, it is worth investigating further. What Suspicious Behavior? Aircraft with unusual or unauthorized modifications. Persons loitering for extended periods in the vicinity of parked aircraft, in pilot lounges, or other areas deemed inappropriate. Pilots who appear to be under the control of another person. Persons wishing to rent aircraft without presenting proper credentials or identification. Persons who present apparently valid credentials but who do not display a corresponding level of aviation knowledge. Any pilot who makes threats or statements inconsistent with normal uses of aircraft. Events or circumstances that do not fit the pattern of lawful, normal activity at an airport.

11 Security Awareness Low Alert Level Checklist Airport operators are encouraged to develop response procedures appropriate to their facility. During times of lower alert levels airport operators may wish to do the following: Develop preparedness plans, emergency contact lists, and training programs to ensure key elements of HSAS and preparedness plans are presented to all employees. Review and update any previously developed preparedness plans, emergency contact lists, and training programs. Communicate with appropriate local federal agency representatives (e.g. DHS, FBI, and TSA). Conduct surveillance of facility property, buildings, and aircraft. Coordinate emergency plans as appropriate with nearby jurisdictions. Hold security committee meetings to ensure timely dissemination of security/threat information. Security Awareness Increased Alert Level Checklist Under most circumstances, the measures for increased alert levels (Orange or Red) are not intended to be sustained for substantial periods. Appropriate actions may include: Conducting all measures taken at lower threat condition. Limiting facility access points. Making regular surveillance patrols of facility property, buildings, and aircraft. Increasing surveillance of critical locations. Coordinating necessary security efforts with federal, state, and local law enforcement agencies or any National Guard or other appropriate organizations. Preparing to execute contingency procedures, as appropriate. Ensuring positive identification of pilots and tenants. Assigning emergency response personnel, prepositioning, and mobilize specially trained teams or resources. Closing the facility.