Professional Documents
Culture Documents
Manual............
Version 0.1
SafetyManagementManual
Revision Table
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Index
Revision Table....................................................................................................................................... 2
Index........................................................................................................................................................ 3
List of abbreviations ............................................................................................................................ 5
Organisation .......................................................................................................................................... 9
Instructor ..................................................................................................................................... 10
Members ...................................................................................................................................... 10
Method 1 .......................................................................................................................................... 13
Method 2 .......................................................................................................................................... 13
Method 3 .......................................................................................................................................... 15
Mitigation Measures....................................................................................................................... 16
Goal ................................................................................................................................................... 18
Resources ........................................................................................................................................ 18
Appendices .......................................................................................................................................... 19
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General ............................................................................................................................................. 23
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List of abbreviations
FR Findings Register
HR Hazard Register
IR Incident Register
SM Safety Manager
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List of definitions
Safety policy statement Document setting out the organisation's safety policy.
This statement is known to everyone who belongs to
this organisation and has been signed by the
chairman/owner/CEO.
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.......strives to ensure that our aviation activities operate as safely as possible. This
means flying with airworthy aircraft (helicopters, micro light aeroplanes, balloons, etc.),
operated by competent airmen after good flight preparation. Furthermore, we will comply
with all regulations applicable to us and to limit the risks inherent in flying as much as
possible. Our goal is therefore:
No accidents,
We are deploying all necessary resources to achieve this. This includes the introduction
and application of a safety management system. This entails that we are systematically
and continually improving ourselves in the area of safety. Toward this end we have
appointed a Safety Manager who will implement and maintain the Safety Management
System.
An important part of a safety management system is having the right culture within our
organisation. We create a culture whereby learning from incidents is key and the honest
acknowledgement of mistakes is seen as a chance to learn and as an opportunity to
increase the safety or our aviation activities. When researching incidents it is therefore
the identification of the cause of the incident which is the focal point and not the
individual. This allows us to do something about that cause and prevent the same
incident from happening again. The issue of guilt is therefore not relevant, unless there
has been negligent and reckless behaviour.
We will take action against the wilful contravention of (Dutch) legislation and regulations
and against our own rules. We will not tolerate this unacceptable behaviour.
In order to learn from incidents it is necessary that you report your incidents to us. We
would also like to ask you to report identified hazards to us. This is in our joint interest.
We therefore request your explicit cooperation! We guarantee the anonymity of the
person making the report.
We publish the results of the investigations of incidents and identified hazards, plus the
measures which we take in connection with this (on the notice board, in our club
magazine, on our website, etc. ) for your perusal. Naturally we also publish the measures
taken in connection with identified hazards.
A safe environment is created by all of us together!
Signature
Mr P. Pilot,
Chairman
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Safety Goals
- No accidents,
- Increasing the knowledge on safe operations on the part of our customers, members
and personnel and
- Encouraging an environment whereby safety has top priority and is second nature.
As these goals have a high abstraction level, we have defined practical indicators and set
objectives. These objectives must be achieved within the specified time limit.
Indicators Objective
SMS introduction Safety personnel designated and tasks divided before month
2
SMS introduction First Safety Assurance audit executed and dealt with before
month 12
SMS introduction First risk management session executed and dealt with
before month 12
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Organisation
Following is a description of the organisation and the functions of the people who have a
role in the SMS
Example:
Chairman
BoardofDirectors
Safety Manager
Instructors
Function Descriptions
Responsible for making sufficient manpower and other resources available to bring
about an effective SMS
Responsible for promoting the correct safety culture within the organisation
Safety Manager
Is also the Secretary of the three-monthly SMS meeting
Responsible for realising the SMS
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Responsible for the agenda and the minutes of the SMS meeting
Responsible for bringing noted risks to the attention of the chairman of the
board/owner
Responsible for promoting the correct safety culture within the organisation
Responsible for the communication with the organisation with regard to safety
matters
Instructor
Is also a member of the three-monthly SMS meeting
Responsible for promoting the correct safety culture within the organisation and
airmanship of the members
Members
We expect of our members that they take note of the safety notices on the notice board
(club magazine) and that they report unsafe incidents by means of the IRF and report
hazards by means of the HRF. See also 'incident reporting and investigation' and risk
management method 3 further on in this chapter. We furthermore expect that they
comply with the legislation and regulations which apply at that time and with the
additional rules as laid down.
Action points which will be taken along to the next meeting and the latest state of
affairs
Those present are asked whether they agree with the minutes of the last meeting
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The hazards which have been identified and any mitigation measures which have
been proposed
Discussion of the incidents which have taken place and the status of the
investigation
A proposal of the mitigation measures in connection with the findings which are
intended to prevent a repetition of the incident or reduce the seriousness of the
outcome of an incident
The SM - Secretary
Members and customers are encouraged to report incidents. The relevant form can be
found in the appendix. The list of incidents to be reported can be found there. Should
there be incidents which are not on this list but which threaten/may affect the safety of
the activities, we ask that you report them nevertheless.
Incidents to be reported:
Bird/wildlife strike
AIRPROX
Airspace violation
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Lost
Incidents not mentioned here but which nevertheless have an impact on safety
All fields to be filled in on the incident registration form (IRF) which apply, are
compulsory. However, the filling in of the name of the reporting party is not compulsory.
It is possible to report incidents anonymously. Should other details (aircraft registration,
route, etc.) on the IRF lead to identification of the reporting party, these details may be
left out. Customers and members must be aware that filling in all details can
considerably help the investigation and improve the investigation outcome as the SM can
ask the reporting party for further details.
The members or customers can put completed forms in the sealed post box intended for
this purpose. The SM will empty this post box on a regular basis. It is also possible to
send the electronically completed form by e-mail to the SM. The IRFs will then be entered
in the register and the form will be placed in a binder and stored for 5 years. The
investigation will be started after this. The investigation is geared to the causes of the
incident and the underlying hazards. The role of the organisation, the procedures,
environmental factors and the individual will be included. The issue here is not
determining guilt, but identifying the underlying hazards. On the basis of the
investigation the SM will determine the findings. These are objective and ensue from the
investigation. The investigation report will be drawn up by the SM.
On the basis of the report the SM will establish the mitigation measures. There can be
one or more mitigation measures for every finding and every identified hazard. The SM
will present the mitigation measures to the SMS meeting for approval or will immediately
introduce them when they are urgently necessary, with the consent of the chairman or
owner. When the mitigation measures have been approved they can be introduced. The
chapter 'Safety Assurance ' sets out how the effectiveness of the mitigation measures is
reviewed. This will be done immediately after the introduction and thereafter with every
Safety Audit.
Risk Management
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Method 1
This method has been previously discussed under Incident Management and
Investigation.
If an individual is involved in an incident, he/she must complete an IRF. During the
investigation the SM will primarily concentrate on the question what the underlying
hazard of this incident was. In order to limit the risk of this hazard from resulting in an
incident again, the mitigation measures in connection with this incident will concentrate
on reducing the risk that this will happen again and/or on reducing the effect of the
hazard.
Method 2
The second method entails that a number of operational experts identify the hazards on
the basis of their experience. Toward this end, on the initiative of the SM, every year
before the start of the annual flying season the organisation will hold a meeting with a
number (approx. 4) of the most experienced members and/or instructors (experts).
During this meeting the top 3 hazards will be identified during a brainstorming session.
This will take place as follows:
1. The experts will each write down their individual top 3 possible hazards
2. They will, again each individually, set out the most serious, and most likely
consequences of these hazards, in detail
3. All hazards with consequences will be gathered and corresponding hazards will be
combined
4. The experts will then decide together whether the consequences which have been
written down are indeed the most serious, likely consequences and they will then
study all possible consequences
5. It will then be reviewed for each consequence how big the chance of this event is
and how big the effect is. This is again done by each of the experts separately.
Questions which can be used to determine the effect: How many deaths could
there be, taking account of personnel, passengers, bystanders, etc.? What will the
financial impact be? Could there be damage to the environment? Will there be a
big political impact or negative media attention?
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8. The outcome of the above table will be used as input for the following table and it
will be reviewed whether measures are necessary to limit the risk:
9. All hazards with their consequences and risks are then entered in the hazard risk,
see appendix. The hazards with the highest risk total are at the top.
10. Mitigation measures will now be conceived for the top three hazards with the
highest totals.
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Method 3
During the daily operation it is possible that club members note hazardous situations.
These hazardous situations need not have caused an incident yet. These hazardous
situations will be reported to the SM by means of the hazard registration form (HRF). The
hazards are evaluated by the Safety Manager. He will establish whether the reported
hazards have been properly worded and will adjust this if necessary, he will then go
through steps 2 through 9 for this reported hazard. When this is ready, it will be
discussed in the Safety Management Meeting. It will be reviewed here whether all
members agree with the risk level and the mitigation measures. It will also be discussed
what the sequence of introduction will be for the mitigation measures and the time line
for the introduction
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Safety Assurance
Mitigation Measures
Safety Assurance will answer the question whether the implemented mitigation measures
work. These are the measures which are taken in connection with an incident or in
connection with a hazard identification session. The question which must be answered in
this respect is whether these measures have reduced the previously established risk
level.
This question will first be asked, and answered, shortly after introduction of the measure.
Thereafter this question will be asked on an annually recurring basis by the SM. During
these safety assurance sessions it will be reviewed whether the mitigation measure
works. This can be done in various ways and fully depends on the nature of the
mitigation measure. For example, the SM can hold interviews, study (learning) material,
review the operation, etc.
With major changes the measures will be reviewed again by the SM to review whether
the changes have an influence on the measures (and concomitantly on the risk level of
the previously identified hazards) and what influence this is.
Annual Review
All previously introduced measures will be reviewed in this respect. The questions which
will be answered, are:
- Do the measures work the way they are supposed to?
- Is the risk that these measures limit still at the same level?
The SM will offer this finding to the board/the owner, who will resolve it within a pre-
discussed and fixed time period by means of establishing mitigation measures which will
also be recorded in the findings register. The SM monitors the stipulated timeline for
closing the finding (This is including the introduction of the mitigation measures).
The second way in which Safety Assurance is applied lies in the continual monitoring of
the achieving of the goals which the organisation has set for itself. The SM monitors
whether the goals which have been set are achieved. Should this not be the case, or
should this threaten to occur, the SM will intervene via the board or owner and a finding
will be entered in the findings register by the SM. After that mitigation measures will be
introduced, in conjunction with the person responsible for achieving the goal, to ensure
that the goal is in fact achieved. These mitigation measures are then noted in the
findings register along with the finding.
Safety Training
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Before people become active within the organisation they must first follow safety
training. What safety training they follow depends on their function within the
organisation. In addition, a record will be kept of who has received training and what
training each person has received.
Everyone has responsibilities within the SMS but the type of training differs per group.
Their share and responsibilities within the SMS, the Safety Management Meeting
and the safety culture of the organisation
The SM gives this briefing at the beginning of the annual flying season.
Risk Management
Hazard identification
Incident investigation
Safety culture
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The SM will give this training course at the beginning of the annual flying season.
This briefing will be given at the beginning of the annual flying season by the instructors
or other flying (professional) personnel for existing members. New members are given
this briefing when they become a member and before they fly.
Safety Promotion
Goal
This ensures that people are aware of safety information which they might not have
found on their own. This results in an increase in safety awareness within the
organisation.
Resources
The organisation uses the safety page of the website/the safety notice board in the
common room for publishing safety information. The organisation distinguishes two types
of safety information: critical safety information which must be known before the next
flight or as soon as possible and information whereby the time factor is less critical.
Members and customers are expected to check the notice board or website before every
flight/flying day!
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Critical safety information which must be known before the next flight or as soon as
possible will be printed on red paper and will be hung up on the safety notice board for
one month. After this month the information will be placed in the red binder. It is
compulsory for anyone who has been away for longer than three weeks to go through
this binder before the flight in order to become familiar with new critical safety
information. Critical safety information which is no longer relevant will be removed from
the binder by the SM. In the front of the binder is a list with all topics of the critical
safety information so that it is clear whether the binder is complete.
Information whereby the time factor is less critical can also be found on the safety notice
board. Examples of safety information whereby the time factor is less critical are:
- Safety goals
Appendices
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Appendices
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General
Although a Safety Management System (SMS) is not required for small, non-commercial
aviation, the Dutch Transport and Water Management Inspectorate (IVW) believes the
introduction of an SMS to in fact be a valuable step for this diverse group toward
improving safety. Toward this end the IVW has created the SMS Light. The
implementation of SMS Light is on an entirely voluntary basis.
The Safety Policy Manual is an important pillar of the SMS Light. This describes all
components of the SMS Light as well as the processes which form part of the SMS Light
and the function descriptions of the relevant persons. This gives all members, customers
and personnel access to this information.
It is the intention that where (..) appears in the manual, the organisation's own name
will be entered. Where it says school/club the term which does not apply must be
crossed out.
In addition, the manual is written on the basis of ICAO document 9859 Safety
Management Manual and addresses all components of an SMS. Furthermore, the Safety
Policy Manual takes account of EASA CRD 2008-22C, the Requirements for small
organizations.
The SMS Light deviates from the EASA CRD in the following areas:
- The manual does not contain an Emergency Response Plan. There is already a
Emergency Checklist for light aviation. The related AIC-Bs are attached and
serve as a further guideline for the development of an individual emergency
response plan or checklist. The link:
http://www.civ.zweefportaal.nl/docs/checklist_calamiteiten_civ_vs_1_aug06.pdf
- EASA CRD 22C does not provide a Safety Manager description for small
organisations. Nevertheless, in line with ICAO, a choice has been made to
designate someone who is specifically engaged in the facilitation of the SMS Light.
- EASA CRD 22C does not describe a safety management meeting for small
organisations. IVW, in line with ICAO, has opted to describe this process to
promote the systematic consultation on safety matters.
- EASA CRD 22C does not describe any Management of change for small
organisations. This has therefore not been incorporated in this system..
- EASA CRD 22C classifies the quality control system (Compliance Monitoring)
under the Safety Management System. The SMS Light has only been developed
for managing safety and not quality. Many organisations already have a properly
working quality control system. However, Safety Assurance is described in
accordance with ICAO and forms part of the SMS. Safety Assurance does not form
part of CRD 22C for small organisations.
- Hazards ensuing from the outsourcing of work to third parties, e.g. maintenance,
will not be discussed separately but are a factor which have to be included when
going through the risk management for the entire organisation.
The board of directors or the owner will set out the safety policy. The safety policy
statement presents this policy to the customers, the members and the personnel. The
complete safety policy will be described in the Safety Policy Manual.
The enclosed document provides a blueprint for the safety policy statement.
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In any event, items can be added to this document which specifically relate to your club
or company. For example, the operation of the winch could be added to the document at
a gliding club and at a ballooning club, the safety of bystanders when the balloon goes
up. However, these additions may not affect the statements of the blueprint.
In addition the safety policy statement must be reviewed every two years so that the
information remains valid and up-to-date.
Example:
.......strives to ensure that our aviation activities operate as safely as possible. This
means flying with airworthy aircraft (helicopters, micro light aeroplanes, balloons, etc),
operated by competent airmen after good flight preparation. Furthermore, we will comply
with all regulations applicable to us and limit the risks inherent in flying as much as
possible. Our goal is therefore:
No accidents,
We are deploying all necessary resources to achieve this. This includes the introduction
and application of a safety management system. This entails that we are systematically
and continually improving ourselves in the area of safety. Toward this end we have
appointed a Safety Manager who implements and maintains the Safety Management
System.
An important part of a safety management system is having the right culture within our
organisation. We create a culture whereby learning from incidents is key and the honest
acknowledgement of mistakes is seen as a chance to learn and as an opportunity to
increase the safety or our aviation activities. When researching incidents it is therefore
the identification of the cause of the incident which is the focal point and not the
individual. This allows us to do something about that cause and prevent the same
incident from happening again. The issue of guilt is therefore not relevant, unless there
has been negligent and reckless behaviour
We will take action against the wilful contravention of (Dutch) legislation and regulations
and against our own rules. We will not tolerate this unacceptable behaviour.
In order to learn from incidents it is necessary that you report your incidents to us. We
would also like to ask you to report identified hazards to us. This is in our joint interest.
We therefore request your explicit cooperation! We guarantee the anonymity of the
person making the report.
We publish the results of the studies into incidents and identified hazards, plus the
measures which we take in connection with this (on the notice board, in our club
magazine, on our website, etc. ) for your perusal. Naturally we also publish the measures
taken in connection with identified hazards.
A safe environment is created by all of us together!
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Signature
Mr P. Pilot,
Chairman
The safety indicators and goals which are mentioned here are possible indicators and
goals and can be adjusted to the organisation. This can mean, e.g., other time limits but
it is also possible to divide the specified indicators into various lower level indicators or
indicators in another area.
When defining indicators always bear in mind that indicators have to be SMART, i.e.
Specific, Measurable, Acceptable, Reasonable, Timely.
In addition, the goals will have to have the approval of the individual responsible for
achieving the goals. He or she must stand behind the indicator and the time span.
The goals and indicators will change as the SMS Light develops further and will
consequently be continually adjusted to the latest state of affairs. This ensures that we
make continual improvements in the area of safety.
Furthermore, the indicators will always be comprised of, on the one part, indicators which
relate to the working of the SMS Light and on the other of indicators which relate to
topics/trends which we manage by means of the SMS Light.
In order to ensure that the goals which have been set are in fact achieved, it is necessary
to designate a person who is responsible for achieving the goal. This is not the Safety
Manager but can be someone of the board of directors or the owner. This person will
always make an interim report on the state of affairs in the Safety Management Meeting.
This will ensure that the tactics can be adjusted in the interim should this be necessary to
achieve the goal. The SM will monitor the process and monitor that the goals are
achieved. See Appendix Chapter 6 Safety Assurance
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These characteristics are necessary to ensure that the SMS is properly rooted in the
organisation. In many organisations this will require a culture shift. This is only possible if
the SM has the support of the board of directors and the members. Furthermore, the SM
will have to have sufficient knowledge to execute the tasks related to the SMS. For
details see the chapter Safety Training in the SMM.
No further comments.
Aviation has many hazards. Risk management provides a structured method for reducing
potential hazards to an acceptable, documented risk level. It is the intention that this risk
level is reduced to the lowest possible level, naturally account will be taken in this
respect of the costs of implementing a mitigation measure and the effect that this has on
the risk level. However, before we can manage the risk level, caused by a specific
hazard, to an acceptable level, we will first have to know the potential hazards. When
identifying hazards a number of difficulties may be encountered:
1. The level of the identified hazard is too low and a hazard at a higher level is
consequently overlooked.
2. The level of the identified hazard is too high and consequently the mitigation
measures are very difficult to implement. This can be overwhelming and
consequently nothing is done with the measures.
3. The hazard is defined as the lack of a measure.
Re 3 An example: The hazard is the lack of a barrier to the airfield. This is thus
incorrect. The correct definition of the hazard is: The hazard that unauthorised persons
can simply walk onto the airfield. A barrier can be a mitigation measure.
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E.g. if the consequence of a known hazard entails the complete loss of the aircraft
without any fatalities or injuries, it is still a very big (A) effect.
Safety Assurance answers the question whether the activities which are developed within
the SMS Light do in fact increase the safety of the operation. We distinguish two methods
in this respect. With the first method we check whether the mitigation measures we
introduced are working. With the second method we check whether the safety goals we
have set for ourselves are achieved. When we can answer both positively we can say that
our SMS Light is working.
Safety training is necessary to ensure that everyone knows his or her responsibilities
within the SMS. This is furthermore an important method for promoting the right safety
culture.
Safety promotion is an important method for sharing knowledge which has been
gathered inside and outside of the organisation.
This also promotes the right safety culture. Members/students will report incidents
and/or hazards earlier if they know that in connection with their report action will be
taken by the organisation.
When use is made of a safety promotion board or place in a briefing room or a room
where everyone comes before each flight, it is compulsory that before a flying day the
information on this board is checked.
Re safety board: All other information relating to the safety will be displayed on the
safety board, possibly with a different lay-out each time (e.g. paper colour) when a
different type of information is concerned. This lay-out will be described in this manual. A
safety magazine could also be created for this information, instead of making use of a
safety promotion board.
Instead of a safety promotion board use can also be made of e-mail. Aside from the
method for distributing the critical safety information which is used, use must always be
made of the above-described binder.
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If the club makes use of a website it can also be used for time-critical safety information.
The publication management is important in this respect; information which is not (or no
longer) relevant must be removed as soon as possible, or must be provided with a
validity date. The website can therefore be viewed in the club building or use can be
made of a binder.
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The Findings Register (FR) will be kept up to date by the SM and has been developed to
facilitate the management of findings and the ensuing mitigation measures.
The FR will be kept for 5 years.
This document contains the explanation on how the various columns are filled in.
Column A: Sequential number: The sequential number is the internal number given to
the finding. The method of compiling this number is free-form. The finding is kept for 5
years.
Column B: Date of incident: Fill in the date of the incident, in accordance with the format
dd-mm-yyyy.
Column D: Mitigation measure: Use a separate rule for each mitigation measure. Try to
be as thorough as possible.
Column E: Owner: This is the person who is going to introduce the mitigation measures
and who is responsible for the topic to which the finding applies. This is therefore not the
SM.
Column F: Earlier risk: The risk number in the hazard register that still assumes that the
mitigation measure has been applied successfully. This number will be taken over from
the hazard register.
Column G: Risk now?: What is the risk number now that it has turned out that the
measure has not been applied or has not had the desired effect?
Column H: Finding status: There are three options: Open, In progress and Closed. The
status Open is used when no action has yet been taken to address the finding. In
progress is used when work is being carried out on addressing the finding. Closed is
used when the finding has been addressed and mitigation measures have been
introduced.
Column I: Completion date: The latest date on which the mitigation measure must be
introduced and working. This date will be determined in advance. This usually involves a
period of between 1 to 3 months.
Column J: Realised completion date: The date on which the mitigation measure has been
introduced and it has been established that it works.
Column K: Risk after closing the finding?: This number can be the same number as in
column F but due to changing circumstances can also turn out lower or higher.
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The Hazard Register (HR) will be kept up to date by the SM and has been developed to
facilitate the management of hazards and the ensuing mitigation measures.
The HR will be kept for 5 years.
This document will explain how to fill in the various columns.
Column A: Sequential number: The sequential number is the internal number which is
allocated to the hazard. The method for compiling this number is free-form. The hazard
will be kept for 5 years.
Column B: Date of hazard: Enter the date of the identification of the hazard in
accordance with the format dd-mm-yyyy.
Column I: Mitigation measures: The mitigation measures which are proposed to limit the
risk. Use a new line for each measure.
Column J: Each mitigation measure requires the approval of the safety management
meeting. This column is used to keep track of which measures have been approved and
which have not (yet) been approved. It is possible that measures which have not been
approved for introduction at this time will be approved at a later time.
Column L: Owner: This is the owner of the hazard, the person within whose operational
area the hazard falls. This is also the person who is going to introduce the measures. The
SM will later check whether this has been done properly. It is therefore not the intention
that the SM introduce these measures himself.
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Column M: Completion date: Date as of when the mitigation measure must have been
introduced by the owner. The SM will monitor this date.
Column N: Realised completion date: This is the date on which the mitigation measure
has in fact been introduced and the owner has reported this to the SM.
Column O: Closed: This is the date of the closing of the process. The process will only be
closed if the SM has checked that the mitigation measure really does work. If this is not
the case the process will not be closed.
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Incident Register
Incident Register
The Incident Register (IR) will be kept up to date by the SM and is intended to register all
incident reports and to make an analysis possible. Toward this end a system of
classification codes has been applied. A distinction is made between cause (3 columns)
and consequence (2 columns).
- Per incident several lines with classification codes can be entered. Bear this in
mind when a new incident is registered and there are empty lines.
- It can also occur that several reports are made in connection with one incident
because, e.g., several aircraft of your organisation are involved. The second or
following report will have the same sequential number as the first report with
addition of one letter: 10-2010, 10-2010A, 10-2010B, etc.
- Maintain the text of the report! This means that if something is not in the report,
it must not be classified. Example: When the report reports that there was a
serious injury during an emergency landing, this is INJ (injured) and SI (serious
injury). It is perhaps logical that an ambulance will have been called out to
transport the person but if the Safety Manager does not know this for certain
he/she may not assume this and enter it regardless!
Furthermore the incident register can annually be sent to the Royal Netherlands
Aeronautical Association (RNAA). This organisation will then draw up an analysis report
which makes use of the received incident registers.
The intention of the classification system is that all incidents can be classified with the
codes which have been made available.
It is very important for the uniformity between the various clubs and schools that no
personal classification codes are added. This would destroy the possibility of a joint
analysis. Should an extra code turn out to be necessary, contact IVW and in consultation
an extra code will be added. A new version of the incident register will then be made
available on the website www.ivw.nl .
Column A: Sequential number: The sequential number is the internal number which is
allocated to the report. The compiling of this number is free-form. The number will then
be taken over on the original report and the original report will be kept for 5 years.
Column B: Date of incident: Enter the date of the incident in accordance with the format
dd-mm-yyyy.
Column C: Type of aircraft: Enter the type of aircraft in which the party reporting the
incident was flying at the time of the incident. A choice can be made from the following
list:
Aeroplane SE/ME
TMG
MLA
Unanchored balloon
Helicopter
Gyroplane
Hang glider
Glider
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Paraglider
Parasailer
Airship
Column D: Title of incident: The format of the title is free-form. The title briefly sets out
what has happened. It is furthermore recommended to describe similar incidents in the
same manner. This promotes clarity which will benefit subsequent analysis.
Column E: Time of the flight: A choice will be made from the following list:
Parked
Taxi
Take off
Climb
Cruise
Descent
Approach
Landing
Column G: Departure location: this is the departure airport, using the ICAO taxonomy if
available (e.g. EHGG)
Column I: Arrival location: this is the airport of arrival, using the ICAO taxonomy if
available (e.g. EHGG)
Column J, K, L: Classification of the cause of the incident: the cause of the incident is
filled in here. Several causes can be selected per incident. See the following list:
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AIRPROX
Technical - Engine (ENG)
malfunction - Propeller/Rotor (PR)
(TEC) - Undercarriage (UC)
- Electrics (EL)
- Ailerons / Tail rotor
(AIL/TR)
- Radio (RA)
- Emergency parachute
(EP)
- Wing (WI)
- Screen (SC)
- Equipment (EQUIP)
- Frame (FR)
- Burner (BR)
- Balloon/envelope (BA)
- Instrumentation (IN)
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The classification Pre-flight check (ch) is used in the broadest sense of the word, it
includes the walk-around and all checks and checklists before the start.
Column M, N: Classification of the consequence of the incident. See the following list:
Emergency parachute
deployed (EPD)
Bird/wildlife strike - Bird (BIRD)
(BIRD/WILD) - Other wildlife (WILD)
The definition of serious injury is the ICAO definition: Serious injury is injury which
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- necessitates a hospital admission of more than 48 hours, within 7 days after the
occurrence of the injury or
- results in a bone fracture (except for simple bone fractures, like finger, nose, toe)
- lacerations have occurred which cause serious haemorrhage or damage to nerves,
muscles or tendons
- internal organs have been damaged
- second- or third-degree burns have been suffered or the victim has suffered burns
covering more than 5 percent of the body
- it has been verified that there has been exposure to contaminated substances or
harmful radiation
Column O: Has the incident been investigated?: There are three options:
Yes
No
In progress
Column P: Have mitigation measures been defined and introduced: The answer is either
Yes or No.
All new incidents therefore start with the status: In progress, No, No, when they have
just been introduced and will then change in status.
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CONFIDENTIAL
(WHEN FILLED IN)
Incident Registration Form
All underlined fields must
always be filled in
TITLE OF INCIDENT
Date:
Version number
Aircraft information
Sequential no. IRF (By Type of aircraft Registration Owner/Operator Date and time of the incident (UTC)
SM) DD MM yyyy
_ _/_ _/_ _
UTC:_ _:_
Incident Flight number Departure Arrival location Alternate airport Logbook no. (only for Transponder code
location/coordinates location technical incident)
Passengers /crew Flight rules Airspace Height / Flight Speed (kts) Takeoff weight Runway in use
QNH (hPa) BIRD STRIKE NO. SEEN: NO. HIT: TYPE OF BIRD
Description of incident (Report cause, consequence and factors which were of influence)
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INTHEEVENTOFDOUBT,ALWAYSREPORT!
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SAFETY FIRST!
CONFIDENTIAL
(WHEN FILLED IN)
Hazard Registration Form
All underlined fields must
always be filled in
TO YOUR KNOWLEDGE HAS THIS HAZARD PREVIOUSLY CAUSED AN INCIDENT? NO YES, EXPLANATION:
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INTHEEVENTOFDOUBT,ALWAYSREPORT!
SAFETY FIRST!
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INTHEEVENTOFDOUBT,ALWAYSREPORT!
SAFETY FIRST!
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