Procedures and Training Manual

GOVERNMENT OF INDIA
DIRECTORATE GENERAL OF CIVIL AVIATION
Procedure & Training Manual
Training and Licensing Directorate

Flight Crew Licensing
Issue -03
14 Oct 2021
Procedure Manual Contains the procedure adopted for issue, renewal, conversion,
validation of flight crew licenses and endorsement of aircraft type rating, open rating
etc. on the flight crew licenses.
Procedure Manual Training & Licensing Directorate Issue:-03 Dated: 14 Oct 2021
Page 1 of 170
REVISIONS
The revisions are carried out as and when required to accommodate the
amendments made in Aircraft Rules, Civil Aviation Requirements and to enhance the
efficiency of the licensing procedure.
The space below is provided to keep a record of such revisions.
RECORD OF REVISIONS
No. Date of revision Remarks

Version- 25th November 2013 Effective Page-62-
1 69.
Version- 03rd December 2014 Effective Page-1,
2 2, 63.
Issue-2 14th March 2017 All
Issue-2, 05th September 2017 84 to 89
Version
01
Issue-2 10th November 2017 Effective Page
Version 22,23,24, 61 to 65,
02 95 to 98
Issue-02 11th July 2018 Effective Page
Version 58,59,65,66, 72 to
03 124
Issue-03 O7 Oct 2021 All
Page 2 of 170
Chapter TABLE OF CONTENTS Page No.
1. 1.1 Introduction 4
1.2 -1.3 Organisation Set-up – DTL DGCA HQs, Regional Offices 5-6
1.4 Function of training and licensing Directorate 7-9
1.5 Work Force Evaluation 10-13
1.6 Duties & Responsibilities 14-20
2. Issue of Licenses and ratings 21-38
3 General Guidelines and procedure for Processing of 39-50

Physical applications
4 Renewal of Licenses and Ratings 51-56
5 Validation of foreign licenses 57-59
6 Procedure for Verification of Indian License to other ICAO 60

Contracting State
7 Procedure for Grant of Exemption 61-63
8 Procedure for enforcement actions 64-71
9 Flow chart for Issue/Conversion of Commercial Pilot 72
license
10 Training Programme 73-87
11 Procedure for Verification of Foreign Licenses and Rating 88-89
12 Filing & Record Retention System 90-92
13 Aviation English Language Proficiency Testing and 93-102

Training Organizations (AELP) - Approval, Renewal and
Surveillance
Annexures 103-171
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Chapter 1
Introduction
1.1. The authority by which the licenses and ratings to flight crew may be granted,
renewed or varied is Central Government as specified in Rule 38 of the Aircraft Rules 1937.
The Licenses and Ratings to the flight crew are issued, renewed, varied in accordance with
the provisions contained in relevant Parts (with specific reference to Parts I, II, V, IX and
XII-B among other Parts but not limited to) of Aircraft Rules, 1937 and Schedule II of the
Aircraft Rules, 1937. The Central Government has delegated this responsibility to DGCA
officers vide SO 726(E) & SO 727(E). The officers of the Directorate of Training &
Licensing shall perform their duties and responsibilities in accordance with the
powers for issue, renewal, vary particulars of license or rating (including
enforcement), validation as delegated by the Central Government to DGCA officers
vide S.O. 726(E) and S.O. No. 727(E) dated 4 th October, 1993 and as amended by S.O.
2901 of 27.11.97. Broadly, the powers to issue, renew, validate, undertake enforcement
actions on licenses and ratings are delegated to the officers at DGCA Headquarters and the
powers to renew the licenses & ratings are delegated to the PEL trained Operations Cadre
Officers of the regional offices. This Procedure and Training Manual is issued to provide
guidance and assistance to all staff and officers of DGCA dealing with issue/renewal etc. of
Flight Crew Licences/ratings so that the applications received on the subject are examined,
processed and decided in a uniform, standardized and expeditious manner, with strict
compliance of the provisions of Rules/CARs/Circulars/Public Notices/Notifications etc.
Note – The Training and Procedure Manual as mentioned above is solely an internal
reference document for the above mentioned purpose. This document shall not be
misconstrued as reference document by applicants seeking issue/renewal of
licenses/ratings. An applicant has to meet all the relevant requirements contained in the
Aircraft Rules, 1937, Civil Aviation Requirements, Circulars, Public Notices etc. issued from
time to time, for issue or renewal of flight crew licenses and ratings. Additionally, the
indication of the checklists, reference guidelines in this TPM is without prejudice to the fact
that additional information or supporting documents, as applicable maybe sought from
applicants wherein ambiguity exists in submitted evidences or documents uploaded.
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Organization Set-up
1.2. Training and Licensing Directorate in DGCA (Head Quarters)
Director
General
Joint DG
In-charge of Flight Crew
Lic.
DDG
In-charge of Flight Crew Lic.
Director (Operations)
Deputy
Director
(Operations)
Operations
Asst Director Officer
(Operations)
Section
Officers
Other Staff
Assistant Section Officers
and DEOs
Note: The above hierarchy table is not indicative of the sanctioned and actual strength of
officers posted at DGCA Head Quarters. The same is just representation of the hierarchical
structure.
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1.3. Training and Licensing Directorate in DGCA (Regional Offices)
Director General
Joint DG
DDG
DDG
Regional Office
Director
(Operations)
Deputy Director
(Operations)
Asst Director Operations

(Operations) Officer
Note: The above hierarchy table is not indicative of the sanctioned and actual strength of
officers posted at DGCA Head Quarters. The same is just representation of the hierarchical
structure.
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1.4. FUNCTIONS OF TRAINING & LICENSING DIRECTORATE.
1.4.1. Training and licensing Directorate of DGCA HQs has two main sections to carry out
various functions related to pilot licensing. A list of functions of each section is as under:-
1.4.2. Licensing-I Section:
(i) Initiation of formulation of Policies and amendments thereof pertaining to

flight crew licenses and ratings.
(ii) Processing of applications pertaining to issue (including Conversion) of

ATPL, Extension of aircraft Ratings, renewal of licenses and ratings, Open rating,
Pilot-in-Command endorsements, Endorsement/Renewal of Aviation English
Language Proficiency (AELP) on licenses, Verification of licenses to Other ICAO
Contracting States etc.
Processing of cases relating to incident/accidents and violation of rules by flight crew

and disciplinary action against them.
(iii) Processing of Parliamentary questions/VIP References/ Monthly returns/PMO

Summary/Court Cases/RTIs/Public Grievances/Appeals/Exemption requests etc.
(iv) Maintenance of existing R-cards of licenses and ratings, Record retention and
archiving of physical files.
(v) Maintenance and furnishing of information pertaining to flight crew licenses

and ratings applications received, processed, issued, surveillance and enforcement
action taken etc.
(vi) Processing of Initiation of various Amendments to Aircraft Rules, 1937, CARs

etc.
(vii) Coordination with eGCA helpdesk/TCS regarding any activity pertaining to

flight crew licensing.
(viii) Management of printing of plastic license cards, checking for correctness as

per approval, issue and record keeping thereof, and maintenance, upkeep,
enhancement of infrastructure required for above.
(ix) Processing of cases of request for refund of fees.
(x) Maintenance and dissemination of any information pertaining to flight crew

licensing to staff and officers.
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(xi) Supervision, management and training of ASOs, other staff and their leave
management.
(xii) Any other work assigned by higher authorities.
1.4.3. Licensing-II Section:

(i) Processing of Issue of licenses/ratings (including Conversion) of the
categories shown below
(a) Student Pilot’s License (Aero planes, Helicopters, Gliders and

Balloons, Light Sport Aircraft, Micro light, Gyroplanes) issue, acceptance and
extension;
(b) Pilot License (Gliders, Balloons, Light Sport Aircraft, Micro light,
Gyroplanes)
(c) Private Pilot’s License;
(d) Commercial Pilot’s License;
(e) Instrument Rating;
(f) Assistant flight Instructor’s Rating
(g) Flight Instructor’s Rating
(h) Student Navigator’s License;
(i) Flight Navigator’s License;
(j) Flight Radio Telephone Operator’s License (Restricted)
(k) Flight Radio Telephony Operator’s License;
(l) Validation of foreign licenses (FATA) and Extension thereof.
(ii) Initiation of formulation of Policies and amendments thereof pertaining to flight

crew licenses and ratings.
(iii) Processing of Parliamentary questions/VIP References/ Monthly returns/PMO

(iv) Maintenance of existing R-cards of licenses and ratings, Record retention and
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(v) Maintenance and furnishing of information pertaining to flight crew licenses
action taken etc.
(vi) Coordination with eGCA helpdesk/TCS regarding any activity pertaining to

flight crew licensing.
(vii) Management of printing of plastic license cards, checking for correctness as

per approval, issue and record keeping thereof, and maintenance, upkeep,
enhancement of infrastructure required for above.
(viii) Processing of cases of request for refund of fees.
(ix) Maintenance and dissemination of any information pertaining to flight crew

(x) Supervision, management and training of ASOs, other staff and their leave
management.
(xi) Any other work assigned by higher authorities.
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1.5. WORKFORCE EVALUATION METHODOLOGY
1.5.1. The undermentioned Workforce Evaluation Methodology has been prepared to
determine the number of DTL (Directorate of Training & Licensing) Officers, staffing
requirements according to the quantum and type of licenses to be issued with respect to the
different types of Civil Aircraft/Helicopters operating in India. The Workforce Evaluation
Methodology has taken into consideration each portfolio separately to determine the offices
requirements. The Methodology should be re‐visited periodically to account for aviation
system growth or when issue of license(s) of a brand new type of Aircraft / Helicopter is
introduced into the system.
1.5.2. STEP 1: CALCULATE TOTAL DTL OFFICERS HOURS REQUIRED

1.5.2.1. First, it is necessary to calculate Total DTL Officers Hours Required. This
requires collection of three types of information:
1.5.2.2. The identification of each work function broken down into categories of
activities :-
(i) Issue of Aircrew licenses
(ii) Renewal of Aircrew licenses
(iii) Endorsement of Ratings
(iv) Revalidation of Foreign Licenses (FATA)\
(v) Enforcement Actions
(vi) Examination activities
(vii) Other Regulatory and Administrative activities
1.5.2.3. The Annual frequency of each work function.
1.5.2.4. The total number of DTL Officers hours required to complete each work
function.
1.5.3. Enter the information into an Excel spreadsheet (see Figure 1 for a sample
Workforce Evaluation Worksheet). The total number of annual hours required for each work
function can be calculated by “Multiplying the number of times the work function is
carried out each year by the number of DTL Officer hours required to complete the
same work function”
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1.5.4. Calculate the total DTL Officers Hours Required by each DTL office separately
(Headquarters & Regional offices), then find the sum of the total number of hours required
for each work function performed by the DTL.
1.5.5. STEP 2: CALCULATE TOTAL DTL OFFICERS HOURS AVAILABLE
1.5.5.1. There are two important components to calculating Total DTL

Officers Hours available:
(a) The number of hours that each officer is available to conduct
work functions.
(b) The total number of DTL Officers.
1.5.5.2. To determine the number of work hours, assumptions must be made

regarding:
(a) The number of hours each day each DTL Officer is expected to
work (typically 8 hours per day)
(b) The number of hours annually a DTL officer will work (typically
between 1500 and 1600 hours)
(c) The number of work days annually the DTL officer will be in
training, on vacation or unavailable to work for other reasons.
E.g. Available officer work hours
Available Weekdays (52 x 5) 260

Unavailable weekdays
Holidays 18
Leave Days 30
Casual Leave 8
Training 10
Total Unavailable workdays 66
Remaining Available days 194 (260-66)
Work Hours per day 8hrs
The officer’s available work hours will be 8 hours x 194 work days = 1,552hrs.
(i) This analysis is conducted separately for each offices of the Directorate of
Training & Licensing. Therefore, the total number of offices of the Directorate Training
& Licensing refers to the total number of current, qualified and available officers.
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(ii) Once the above two parameters are determined, Total officer hours of the
Directorate of Training & Licensing Hours available can be calculated as mentioned
in the example below:-
E.g. If a DTL office has 1,552 hours available, and there are 10 DTL Officer then
the Total Hours Available of that DTL office are 15,520 (1,552 x 10).
1.5.6. STEP 3: COMPARE TOTAL HOURS REQUIRED AND TOTAL HOURS

AVAILABLE
Compare the Total DTL Officer Hours Required calculated in Step 1 to the Total
Inspector Hours Available calculated in Step 2. If the Total Inspector Hours Required
is less than the Total Inspector Hours Available, then the DTL office has sufficient
staffing. However, if the Total DTL Officer Hours Required is more than the Total
Inspector Hours Available, then be DGCA may consider adding additional staff to
that office.
Figure A.1. Sample DTL Officers Workforce Evaluation Worksheet
REGION NEW DELHI
STEP 1: CALCULATE TOTAL INSPECTOR HOURS REQUIRED

Work Function Annual Frequency Hours per Function Hours Required
Annually
Function 1 36 24 864
Function 2 48 6 288
Function 3 24 4 96
Total DTL Officers Hours Required 2400
STEP 2: CALCULATE TOTAL DTL OFFICERS HOURS AVAILABLE
Annual Hours Available per DTL Officers 1552
Current Number of DTL Officers 2
Total DTL Officers Hours Available 3104
STEP 3: COMPARE TOTAL HOURS REQUIRED TO TOTAL HOURS AVAILABLE

Total Officer Hours Available 3104
Total Officer Hours Required 2400
Difference 704
1.5.7. STEP 4: ENSURE DTL WORKFORCE IS PROPERLY QUALIFIED AND TRAINED

This step involves taking the number of DTL Officers required and determining the
necessary training and qualification requirements for the inspectors to meet the demands
of the civil aviation system. These training requirements include the necessary DTL
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Officers training (Initial training, PEL & On-job-training, Refresher training,
Specialized training in the related field). The training requirements are detailed in Procedure
& Training Manual.
1.5.8. ADMINISTATIVE STAFF

Workforce issues related to administrative staff supporting DTL Officers required to
be assessed separately. The DTL Offices should have sufficient administrative staff,
appropriate to the size and complexity of the office, to effectively discharge their
responsibilities.
1.5.9. Frequency of review of manpower requirements:-

The frequency of review of manpower requirements of the Personnel Licensing
(Flight Crew licensing) is recommended at least once in 5 years or for a period lesser than
5 year as necessitated, decided by Competent Authority, whichever is earlier.
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1.6. Duties and Responsibilities
1.6.1. Director of Operations (Training & Licensing)
(a) Heads Directorate of Training & Licensing at Hqrs and report to concerned DDG /
JDG. In the absence of a Director of Operations (T & L), the next higher Competent Authority
would be deemed as the Head of the Directorate.
(b) Formulate and execute policy decisions i.r.o Technical and Administrative issues
pertaining to Directorate and flight crew licensing matters.
(c) Supervise/Coordinate functions with the regional offices to achieve an efficient
system of flight crew licensing.
(d) To propose, formulate and ensure amendment of Regulatory requirements including
recommendations of amendments of relevant ICAO Annexes concerning flight crew
Licensing Directorate.
(e) To review the plaint and file/prepare the draft/ written statement and file affidavits.
(f) To ensure processing of all functions pertaining to flight crew licensing as per the
Statutory Powers granted in SO 726 (E) and SO 727 (E) as applicable.
(g) To carry out Enforcement Actions upon recommendation received after Accident
investigation/ Incident investigation/ Breath-analyzer test / PIB investigation etc. from Air
Safety Directorate of DGCA Hqrs for action against involved pilots.
(h) Investigation of possible violations of the national air law or regulations in regard to
Personnel Licensing and to suggest corrective action where necessary, and finalize on the
recommended disciplinary actions.
(i) To supervise and prepare the directorate for various internal and external audits
including ICAO USOAP Continuing Monitoring Approach, FAA IASA audit etc.
(j) To propose and formulate board of officers towards execution of various activities
associated with flight crew licensing functions.
(k) Develop plan for the training of officers & staff in coordination with training directorate
and ensure that training records or files are maintained.
(l) Periodically review, recommend amendments to the Procedure and Training Manual
of DTL and ensure the same thereof.
(m) Processing of applications of flight crew for exemption of non- compliances with due
recommendations.
(n) To ensure smooth and efficient functioning of the directorate as per the role and
functions assigned in accordance with the Statutory Powers.
(o) To ensure monitoring and verification of Flight crew currency requirements such as
Proficiency checks, Route checks, Medical assessments, skill tests etc to exercise the
privileges of his license.
(p) To periodically review, propose and ensure availability of adequate infrastructure,
manpower to achieve optimum efficiency of the directorate and its functions.
(q) Participate in any in-house and abroad workshops and seminars related to personnel
licensing matters.
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(r) Any other work assigned by the Director General/ JDG/DDG.
1.6.2. Deputy Director of Operations (Training & Licensing)

(a) Assist Director of Training & Licensing in all functions pertaining to flight crew
licensing.
(b) Associate in policy decision making, formulation and amendment of relevant
regulations pertaining to flight crew licensing Directorate, amendments effected to ICAO
Annexes.
(c) To ensure processing of all functions pertaining to flight crew licensing as per the
Statutory Powers granted in SO 726 (E) and SO 727 (E) as applicable.
(d) Processing of applications of flight crew for exemption of non- compliances with due
recommendations.
(e) To evaluate for Enforcement Actions upon recommendation received after Accident
investigation/ Incident investigation/ Breath-analyzer test / PIB investigation etc. form Air
(f) Associate in Investigation of possible violations of the national air law or regulations
in regard to flight crew licensing and to suggest corrective action, alternate means of
compliances where possible.
(g) Recommending disciplinary actions for infringement of civil aviation rules by licensed
aircrew personnel.
(h) Associate in revalidation of foreign license by coordinating with concerned state
regulatory authorities and ensure processing of applications for issue, extension of Foreign
Aircrew Temporary Authorization (FATA) as per policy & procedure in vogue.
(i) Evaluate and Review Flight crew training imparted by Flying Training Organization
(FTO) towards issuance of licenses and ratings.
(j) Monitoring and verification of Flight crew currency requirements such as Proficiency
checks, Route checks, Medical assessments, skill tests etc to exercise the privileges of his
license.
(k) To supervise, participate and prepare the directorate for various internal and external
audits including ICAO USOAP Continuing Monitoring Approach, FAA IASA audit etc.
(l) Ensure periodical development and amendment to the Procedure and Training
Manual of DTL.
(m) Assist in parliamentary matters/ VIP references/ RTI.
(n) Participate in any in-house and abroad workshops and seminars related to personnel
licensing matters.
(o) Any other work assigned by the Director of Operations or higher authorities
associated with the flight crew licensing.
1.6.3. Assistant Director of Operations (Training & Licensing)

(a) Assist Deputy Director/Director of Training & Licensing in functions pertaining to flight
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crew licensing.
(b) To associate, examine, review policy decision matters, propose, formulate and put
up amendment/incorporation of relevant regulations pertaining to flight crew licensing,
amendments effected to ICAO Annexes.
(c) Examining applications for Issue/Renewal of aircrew licenses and Ratings under the
rules and put up with recommendations to relevant authorities.
(d) To ensure and execute processing of all functions pertaining to flight crew licensing
as per the Statutory Powers granted in SO 726 (E) and SO 727 (E) as applicable.
(e) Processing of applications of flight crew for exemption of non- compliances with due
recommendations.
(f) To examine for Enforcement Actions upon recommendation received after Accident
(g) Associate in Investigation of possible violations of the national air law or regulations
in regard to Personnel Licensing and to suggest corrective action, alternate means of
(h) Examining cases for disciplinary actions for infringement of civil aviation rules by
licensed aircrew personnel.
(i) Process and examine applications in all aspects pertaining to validation of foreign
licenses.
(j) Evaluate and Review Flight crew training imparted by Flying Training Organization
(FTO) towards issue of licenses and ratings.
(k) Monitoring and verification of Flight crew currency requirement’s such as Proficiency
license
(l) To participate, prepare and execute the directorate’s requirements for compliances
towards various internal and external audits including ICAO USOAP Continuing Monitoring
Approach, FAA IASA audit etc.
(m) To propose, review, formulate, develop and prepare amendments to the Procedure
and Training Manual of DTL periodically and submit such amendments/incorporations for
necessary approval as applicable.
(n) To examine and prepare replies to parliamentary matters/ VIP references/ RTI etc.
(o) Participate in any in-house and abroad workshops and seminars related to personnel
licensing matters.
(a) Any other work assigned by the Deputy Director of Operations or higher authorities
associated with the flight crew licensing.
1.6.4. Operation Officer of Training & Licensing

(a) Assist Assistant Director of Operations/ Deputy Director of Operations /Director of
Operations, (Training & Licensing) in functions pertaining to flight crew licensing.
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(b) To associate, examine, review policy decision matters, propose, formulate and put
up amendment/incorporation of relevant regulations pertaining to flight crew licensing,
amendments effected to ICAO Annexes.
(c) Examining applications for Issue/Renewal of aircrew licenses and Ratings under the
rules and put up with recommendations to relevant authorities.
(d) To ensure and execute processing of all functions pertaining to flight crew licensing
as per the Statutory Powers granted in SO 726 (E) and SO 727 (E) as applicable.
(e) Processing of applications of flight crew for exemption of non- compliances with due
recommendations.
(f) To examine for Enforcement Actions upon recommendation received after Accident
(g) Associate in Investigation of possible violations of the national air law or regulations
in regard to Personnel Licensing and to suggest corrective action, alternate means of
(h) Examining cases for disciplinary actions for infringement of civil aviation rules by
licensed aircrew personnel.
(i) Process and examine applications in all aspects pertaining to validation of foreign
licenses.
(j) Evaluate and Review Flight crew training imparted by Flying Training Organization
(FTO) towards issue of licenses and ratings.
(k) Monitoring and verification of Flight crew currency requirement’s such as Proficiency
license
(l) To participate, prepare and execute the directorate’s requirements for compliances
towards various internal and external audits including ICAO USOAP Continuing Monitoring
Approach, FAA IASA audit etc.
(m) To propose, review, formulate, develop and prepare amendments to the Procedure
and Training Manual of DTL periodically and submit such amendments/incorporations for
necessary approval as applicable.
(n) To examine and prepare replies to parliamentary matters/ VIP references/ RTI etc.
(o) Participate in any in-house and abroad workshops and seminars related to personnel
licensing matters.
(p) Any other work assigned by the Assistant Director of Operations / Deputy Director of
Operations or higher authorities associated with the flight crew licensing.
1.6.5. Section Officer of Training & Licensing

A Section Officer is the in-charge of a respective section is responsible to ensure
efficient and expeditious disposal of any work related to the directorate (applications, letters,
Orders, Administrative functions etc.) , recording and weeding out, indexing and digitization.
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In the absence of any one of the Section Offices, the other Section Officer shall discharge
the duties and responsibilities of Section Officer of both the Sections. In the absence of
Section Offices, the senior most Assistant Section Officer shall assume such
responsibilities. For this, they shall take all necessary steps including;
(a) Initiation of formulation of Policies and amendments thereof pertaining to flight

crew licenses and ratings.
(b) Processing of Parliamentary questions/VIP References/ Monthly returns/PMO

(c) Maintenance of existing R-cards of licenses and ratings, Record retention and
(d) Maintenance and furnishing of information pertaining to flight crew licenses

action taken etc.
(e) Processing of cases of request for refund of fees.
(f) Maintenance and dissemination of any information pertaining to flight crew

(g) Supervision, management and training of ASOs, other staff and their leave
management.
(h) Distribution of work among the staff as evenly as possible;
(i) Familiarization of staff with office SOPs/Office Orders, helping and advising
the staff;
(j) Management and co-ordination of work, dissemination of information and

orders, policy decisions, digitization of records, achieving, maintenance record and
upkeep of archived files ;
(k) Ensuring maintenance of order and discipline in the section;
(l) Submit receipts which should be seen by any higher officer at dak stage;
(m) Issue reminders, obtain or supply factual non-classified information; (includes

emails from contracting states)
(n) Keep a track of all judicial/quasi-judicial matters where the issues being dealt
with by the section are involved;
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(o) Record, a note setting out his/her own comments or suggestions before
submitting the case to higher appropriate officer.
(p) Follow a proper protocol and systematic method of marking of license related
files to higher officer(s) and maintain a record of the same.
(q) Maintain, track and update the database of all licenses of concerned section,
including digitization and electronic storage of the same.
(r) Provide data related to licenses from above maintained database as required
by higher officer(s).(VIP/MP/RTI,Legal cases etc)
(s) Rendering periodical reports of licenses issued as directed by higher

authorities
(t) Ensuring that appropriate record keeping, safe custody and integrity of
licenses and all relevant files is undertaken. And also provide the files as and when
required by concerned officer(s).
(u) Maintenance of a digitized record of the applications status or provide details
of such status to the concerned applicants when sought (Telephonically or through
email).
(v) Management of plastic cards licenses (print, archive copies, efficient

dispatch), and maintenance, upkeep, enhancement of infrastructure required for
above.
(w) To verify digitized data for completeness and accuracy before forwarding
applications to next higher officer.
(x) To coordinate with the concerned agencies associated with the eGCA project
for ensuring completeness and accuracy of digitized data.
(y) To verify, check for correctness of card licenses printed as per approval and
intimate approving authority through proper channel for anomalies if any.
(z) To coordinate with the concerned agencies associated with the eGCA project
for obviating, resolving, ensuring rectifications of anomalies observed if any on card
licenses.
(aa) To coordinate with the concerned agencies associated with the eGCA project
for incorporation of various remarks in card license/QR, regeneration of CSVs if
required.
(bb) Communicate as instructed by higher officer with other agencies towards

facilitation of functioning of the section. (By Post/Email)
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(cc) Ensure proper and timely dispatch and maintenance of correspondence such
as Licenses/Shortfalls, RTI, Legal Cases, Communication with Ministries etc.
(dd) Liaise with other sections/departments for obtaining necessary information as

directed by higher officers.
(ee) Collate/Coordinate/support any higher officer in the infrastructural

requirements for carrying out his/her duties.
(ff) Any other work assigned by the Director/Higher Officer.
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Chapter 2. Issue of Licenses and Ratings
List of Licenses.
2.1 The applications for issue, renewal and other aspects of flight crew licenses and
ratings received by the L-I & L-II Sections of Training & Licensing Directorate at DGCA
Headquarters are as mentioned below.
Note- As per the extant policy renewal of all licenses and ratings, endorsement of
ELP are undertaken by Operations Cadre officers at Regional Offices except for
applications involving processing by Headquarters (renewal based on Extension of
Aircraft Rating, Enforcement related matters etc.)
2.2 L-II Section.
(i) Student Pilot Licenses (Aero planes, Helicopters, Gliders and Balloons, Light
Sport Aircraft, Micro light, Gyroplanes) and extension thereon (Acceptance on
issue by FTO)
(ii) Private Pilot’s License(Aeroplanes)
(iii) Private Pilot’s License(Helicopter)
(iv) Pilot’s License (Gliders)
(v) Pilot’s License (Balloons)
(vi) Pilot’s License (Microlight)
(vii) Pilot’s License (Light Sport Aircraft)
(viii) Pilot’s License (Gyroplanes)
(ix) Commercial Pilot’s License(Aeroplane)
(x) Commercial Pilot’s License(Helicopter)
(xi) Student Flight Navigator’s License
(xii) Flight Navigator’s License
(xiii) Flight Radio Telephone Operator’s License
(xiv) Flight Radio Telephone Operator’s License(Restricted)
(xv) Instrument Rating(Aeroplane)
(xvi) Instrument Rating(Helicopter)
(xvii) Assistant Flight Instructor’s Rating(Aeroplane)
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(xviii) Assistant Flight Instructor’s Rating(Helicopters)
(xix) Flight Instructor’s Rating(Aeroplane)
(xx) Flight Instructor’s Rating(Helicopter)
(xxi) Validation of foreign licenses and extension thereof (FATA).
(xxii) Issue of duplicate and booklet to card license (as per corresponding license
functions allocated and being undertaken)
2.3 L-I Section
(i) Airlines Transport Pilot’s License(Aeroplane)

(ii) Airlines Transport Pilot’s License (Helicopter)
(iii) Extension of Aircraft Rating (Aeroplanes)
(iv) Extension of Aircraft Rating (Helicopters)
(v) Extension of Instrument Rating(Aeroplane)
(vi) Extension of Instrument Rating(Helicopter)
(vii) PIC endorsement for aircraft with AUW exceeding 5700 kgs and High
Performance Aircraft.
(viii) Renewal of flight crew licenses & ratings (Extension of aircraft rating based)
(ix) Issue of duplicate and booklet to card license (as per corresponding license
functions allocated and being undertaken)
(x) Open Rating.
2.4 Introduction to e-Governance of Civil Aviation (eGCA).
2.4.1 Towards digitizing the process of flight crew licensing in totality the concept of eGCA
has been executed and all services of flight crew licensing have been made available on
the eGCA platform since Oct 2020. The service provider for the eGCA project is M/s Tata
Consultancy Services (TCS). With the above introduction of eGCA, no physical applications
are being accepted by DGCA towards issue /renewal of flight crew licenses and ratings
(except for applications with technical issues arising due to software issues, system
limitations, regulatory amendments not incorporated in the eGCA system etc.). Such
acceptance of physical applications is with the approval of Competent Authority and is being
treated as need for exceptions and not as a routine practice. The prudence of accepting
such physical applications for renewal of licenses and ratings if any has been left to the
discretion of the respective Regional Offices.
Page 22 of 170
2.4.2 The salient features of eGCA for flight crew licensing among others but not limited to
are as follows:-
(i) Unique eGCA ID.
(ii) E-logbook and options including mobile App for real-time update of flying
experience.
(iii) E-Flight Authorization register for Indian FTOs and auto update of flying
experience on approval.
(iv) Flying experience qualification parameters whilst seeking a flight crew license
or a rating.
(v) Integration of Medical, CEO Examination details, Flying Experience etc.
(vi) Digitization of existing files, paper records, including R Cards and previous
history.
(vii) Smart Card license with QR code for auto update of renewal details.
(viii) Real-time dissemination of observations in applications if any to applicants

and provision to provide compliances thereof in real-time.
(ix) Real-time updates, push notifications to users on submission of applications,

receipt of shortfalls, approval/rejection of applications via email and SMS notification.
2.4.3 In view of the above major changes and catering for a change from a paper based
process to a completely paperless process, a transient time has been understandably
incorporated. It is pertinent to mention that there are several applications related to flight
crew licensing are received which involve other foreign contracting state organizations,
previous flying experience gained before launch of eGCA project etc. Additionally,
anticipating the integration with other directorates of DGCA in the eGCA system, and until
such integration is implemented, a scope for submitting digital applications with certain
physical documents as evidence for processing of these applications has been made in the
system. All such requirements for processing of such digital applications and supporting
documents to be submitted have been clearly elucidated in the respective User manuals,
which have been made available on the DGCA website. The link for the same is as placed
below:-
https://www.dgca.gov.in/digigov-portal/jsp/dgca/common/login.jsp
Page 23 of 170
Note: - Notwithstanding the above digitization, the process for both digital and physical
applications (exceptional cases) is as mentioned in the succeeding paragraphs.
2.4.4 The link for the relevant reference regulations for processing of applications received
for Issue/Renewal of Licenses and Ratings are placed below.
2.4.5 Relevant Part(s) of Aircraft Rules, 1937.
(i) Part I - Preliminary (1 - 3B)
(ii) Part II - General Conditions of Flying (4 - 20)
(iii) Part III - General Safety Conditions (21 - 29D)
(iv) Part V - Personnel of Aircraft (38 - 48) (Aircraft Rules, 1937)
(v) Part IX - Log Books (67 - 67B)
(vi) Part XII-B - Regulatory Provisions (133A)
(vii) Part XII-C - Engineering, Inspection and Manual Requirements for
Organizations other than Operators (133B - 133C) (For Fees of AELP Organizations)
https://www.dgca.gov.in/digigov-
portal/?dynamicPage=aircraftRules1937/1/0/viewDynamicRulesReq&mainnull
2.4.6 Relevant Civil Aviation Requirements (CAR)
(i) Section 1 – General
(ii) Section 7 - Flight Crew Standards, Training and Licensing
(iii) Section 8 - Aircraft Operations
portal/?dynamicPage=civilAviationRequirements/6/0/viewDynamicRulesReq
2.4.7 Circulars
(i) Flight Crew Licensing Circulars
portal/?dynamicPage=circularsRulesFlightCrewLic/7/3324/viewDynamicRuleContL
vl2
(ii) Flight Crew Training Circulars
portal/?dynamicPage=circularsRulesFlightCrewTraining/7/3325/viewDynamicRuleC
ontLvl2
(iii) Operations Circulars
portal/?dynamicPage=circularsRulesOperations/7/3318/viewDynamicRuleContLvl2
Page 24 of 170
2.5 Procedure for processing of the applications for Issue
(Direct)/Conversion/renewal of flight crew licenses and ratings through eGCA at
headquarters:
2.5.1 Applications submitted by applicants for issue of flight crew licenses and ratings are
received by eGCA support cell. Such applications are considered complete and received by
support cell only on successful payment of requisite fees through the integrated Bharatkosh
payment gateway. On receipt of application, support cell analyses the application for
relevance, correctness of basic details etc. and forward the application to the respective
Section (ASO or SO as the case may be).
2.5.2 ASO scrutinizes the application and the other fields for the following and indicates in
the checklist whether the same has been validated (checked) or not, clearly indicating in
remarks for non-validation if any.
2.5.2.1 Basic Details-
Page 25 of 170
Check for the following:-
(i) eGCA ID.
(ii) Name as per 10th certificate for ab-initio licenses.
(iii) Date of Birth as per 10th certificate or as per existing records.
(iv) PMR Number.
(v) Photograph as per Section A, Schedule II.
(vi) Signature scanned and appended.
(vii) Verification of character and antecedents (ab Initio).
Page 26 of 170
(viii) Veracity and authenticity of documents attached as evidence for basic
details.
2.5.2.2 Education Details-
(i) 10th and 12th mark sheets, equivalency certificates, verifications as applicable
for respective application of flight crew license applied for. In case of Computer
number issued by CEO, DGCA is on or after Jan 2013 (P-13XXXXXX) then the
verification for 10th and 12th mark sheets is to be considered as verified by CEO.
Notwithstanding in case any ambiguity or element of doubt w.r.t board or documents
uploaded (mark-sheet, verification), the same be indicated as ‘not validated’, remarks
endorsed in checklist and the same clearly brought out in the note sheet. In all other
cases, the field be indicated as ‘validated’ and note sheet to indicate that the
Computer number has been issued after 2013. In case the applicant has not been
issued with a Computer number or has not updated the same in his/her eGCA profile,
receipt of verification be checked online (where possible) or physically (for ab-initio
pilots). In cases where the applicant is already a license holder, the above comments
may be dispensed with.
2.5.2.3 Examination Details
CEO, DGCA issued Computer Number (Check whether computer number issued and
entered relates to the applicant).
(i) Examinations details are relevant, complete, accurate (verified from CEO
Master Registers) and note sheet to indicate the same.
Page 27 of 170
(ii) Validity of examinations as per Rules (Ref. Clause 7 of Section A, Schedule
II of the Aircraft Rules 1937).
portal/?dynamicPage=aircraftRulesContent2Req/1/3036/viewDynamicRuleContLvl2
&mainaircraftRules1937/1/0/viewDynamicRulesReq
(iii) Check for attachments (evidences) for cases of applications received under
the provisions of Para 6.7 of CAR Section 7 Series B Part 1.
portal/?dynamicPage=dynamicPdf/130576834&maincivilAviationRequirements/6/0/
viewDynamicRulesReq
2.5.2.4 Medical Details
(i) PMR No. corresponds to the applicant and indicated is as same in basic
profile, name and DOB matches with profile and submitted evidence documents.
(ii) Medical assessment enclosed as attachment, signed and validity in
accordance with Rule 39C of Aircraft Rules, 1937 and CAR Section 7 Series C Part
I for the application received, matches with the details entered.
portal/?dynamicPage=dynamicPdf/150363645&maincivilAviationRequirements/6/0/viewDy
namicRulesReq
2.5.2.5 Police Verification (Verification of Character and Antecedents) checked
and found correct. (Ab Initio)
2.5.2.6 License Details (SPL, FRTOL R, FRTOL, CPL, RTR etc)
Page 28 of 170
(i) All license numbers and details correspond to the applicant and matches
with the corresponding attachment against each respective license.
(ii) RTR details be checked against FRTOL where applicable.
(iii) In case of SPL, acceptance of SPL issued by FTO and extension of aircraft
thereon be indicated as “accepted” with the aircraft details in the note sheet.
2.5.2.7 ELP Details
Check if level and validity matches with the evidence submitted (License Copy) and
in case of any pending requests for ELP renewal the same be indicated in the note
sheet.
2.5.2.8 Application form
Check for Content, Relevance and Correctness of the documents and details
submitted or indicated in the application tab.
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(i) Check for services applied for and fees received.
(ii) Check for dis-qualified status of any flying experience parameter and
indicate the same in note sheet.
(iii) Check for verification received from Contracting States and ATOs as
applicable (conversion of licenses and ratings, Extension of Aircraft Rating).
Upload the verification received in the relevant field of the checklist/note
sheet.
2.5.2.9 Other details
(i) Check digitized data tab for completeness and accuracy, coordinate
with the concerned agencies associated with the eGCA project for ensuring
completeness and accuracy of digitized data.
(ii) Check FTPR as applicable.
(iii) Check if physical documents and logbooks, licenses received are

relevant, correspond to applicant, and duly paginated in the respective
physical file and forwarded to next higher authority.
(iv) Any other pertinent information applicable to both applicant and

processing of the application shall be indicated in the note sheet.
(v) Any other directives relevant to the application be indicated in the note
sheet.
Page 30 of 170
(vi) Physical receipts generated from bharatkosh website for payment of
fees for services such as FRTOL-R, AELP Organisation approval (uploaded
and provided by applicant) be verified and the same be indicated in
notesheet.
2.5.2.10 Having checked for all the above details, ASO forwards the application with
remarks and observations endorsed in the note sheet to the Section Officer or next
higher authority.
2.5.3 Section Officer (SO) to ensure and check correctness of the checklist validated by
ASO. In addition, the following be checked:-
(i) Check digitized data tab for completeness and accuracy, coordinate with
the concerned agencies associated with the eGCA project for ensuring completeness
and accuracy of digitized data.
(ii) Check from digitized data if any enforcement actions are to be transposed
to the Card license, indicate the same in the notesheet and coordinate with the
concerned agencies associated with the eGCA project for incorporation of the same
once approved.
(iii) In case physical documents are not received, the same be indicated in
notesheet and application be forwarded to respective officer without delay for
evaluation and be made available to the concerned officer as and when received.
(iv) Ensure availability of such physical documents as applicable in the

relevant file duly paginated is made available to the officer concerned for expeditions
processing of application. Record of movement of physical files until a paperless
process is completely achieved be undertaken through e-office. In case the physical
file is not traceable or currently not available, established procedure as per extant
regulations be ensured and followed. Notwithstanding the application be forwarded
to evaluating officer without delay for processing the application with remarks in note
sheet of such non-availability. It is pertinent to mention that the custodian of archived
files and maintenance of such files will be the responsibility of Section Officers.
(v) Details of emails sent for want of digitized data, verification, and
enforcement action be enclosed in the note sheet.
(vi) Process the pending ELP request associated with the application if any.
(vii) Processing and acceptance of SPL issued by FTO and Extension of aircraft
rating on SPL thereof, duly verifying the Bharatkosh receipt.
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(viii) Upon approval of the application, ensure that card license be generated in
accordance with the approval, bring anomalies to the notice of concerned officers
and ensure measures for rectification of the same has been undertaken. A
copy/screenshot of the card license be appended in the applicant’s eGCA profile as
well as in the physical file of the applicant.
(ix) Upon completion of processing of application (approval /rejection),

archiving of the physical file in a proper manner be ensured (Record Room
management).
(x) Ensure timely dispatch of the license alongwith documents, logbooks to be

returned to applicant, tracking ID of the speed post/post are indicated against the
respective eGCA ID for the applicant’s reference.
(xi) Note- Record of the speed post details be separately maintained by

dispatch section and regularly monitored by Section Officers.
(xii) Ensure physical booklet licenses to be retained in DGCA are securely

appended in the applicant’s records.
2.5.3.1 Having checked for all the above details, SO forwards the application with remarks
and observations endorsed in the note sheet to the next higher authority.
2.5.4 Operation Officer/Assistant Director of Operations - After receipt of application

by Operation Officer/Assistant Director of Operations from Section, Operation
Officer/Assistant Director are to ensure the following:-
(i) Ensure that the above functions of ASO and SO have been carried out
correctly prior to examination of the application. In case of any anomaly, necessary
action for obviating the same needs to be undertaken without delay.
(ii) Check for correctness of all the parameters provided in each respective tab
of the application and ensure regulatory compliance requirements for which the
request has been made. In case of anomalies vis a vis any of the parameters, the
same is to be intimated to applicant through shortfall and ensure liquidation of the
same.
(iii) Towards ensuring regulatory compliance, application be thoroughly
checked and alternate means of compliance if applicable be clearly indicated in the
notesheet. Support of additional information if any used for ensuring compliance be
also indicated and enclosed in the note sheet along with the recommendations.
Page 32 of 170
(iv) Examine and ensure application is in conformance with the regulatory
requirements for issue of license or rating, in case of any observations, applicant
be intimated through shortfall towards liquidation of the same. Ensure timely
processing of the application in case of reply received from applicant. Care is to be
taken towards examination and issue of observations if any is undertaken
holistically. Piecemeal issue of observations is to be refrained from.
(v) Considering that the flying experience parameters required for
Issue/Renewal of licenses and Ratings are auto fetched and calculated from the e
logbook entries, utmost care needs to be rendered in checking of e logbook for
conformance as per Rule 67 A, FCL 02 of 2019 dated 30 Dec 2019 and user
manuals, various directives issued in this regard from time to time. In cases of
submitted entries veracity of the same maybe thoroughly checked from physical
evidences provided. The flying experience parameters be cross checked for
conformance of the requirements specified in corresponding Section of Schedule
II, relevant parts of Aircraft Rules, 1937, applicable CARs and circulars etc for
Issue/Renewal of Licenses and Ratings.
(vi) Considering that issue of shortfall and replies from applicants construe legal
connotations, the content of shortfall and replies thereof should be appropriate
keeping in view of the same. Applicants be sensitized accordingly.
(vii) Where physical documents are also utilized in processing of applications,
ensuring availability and onward submission rests with the concerned examining
officers. Movement of such physical files considering the transition phase be
ensured through e-office.
(viii) Ensuring of transposing of enforcement actions to QR of respective card
license upon approval be initiated, coordinated with TCS by concerned examining
officers. Additionally, elements to be incorporated in approval for which evidence
has been subsequently provided by applicant be also coordinated with TCS for
incorporation. Details of such coordination be also appended in the note sheet along
with attachments as applicable.
(ix) As a good practice, previous history of the applicant vis a vis flight crew
licensing be reviewed and relevant aspects affecting the issue of license or rating
be also considered and indicated in the note sheet.
(x) Recommendations clearly indicating consideration or non-consideration of
each element of the application/ partial recommendation with reasons thereof shall
be duly appended in the note sheet by the concerned examining officer before
forwarding application to next higher authority. In certain cases, Operations officer
may be required to forward the application to Assistant Director of Operations also.
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2.5.5 Deputy Director of Operations - After receipt of application by Deputy Director
of Operations, he/she is to ensure the following:-
(i) Ensure that the above functions of Operation Officer/Assistant Director of

Operations have been carried out correctly prior to approval/ onward submission
of the application. In case of any anomaly or inadequacies, the application be
revered to the concerned examining officer for review and liquidation of the
inadequacies.
(ii) In case of approval, the note sheet to clearly indicate the elements of
approval and mere indication as ’Approved’ is to be refrained from. As a good
practice, an overall review of the application/shortfalls issued and replies
received, evaluation methodology adopted by the examining officer be
undertaken prior to approval.
(iii) In case of rejection, the note sheet to clearly indicate the reasons,
regulatory references for such rejection.
(iv) In case of disagreement with the examining officer’s recommendations,
reasons for overruling of the same be clearly indicated in the note sheet. Efforts
to deliberate on the disagreements is suggested prior to conclusion.
(v) In case where application is to be forwarded to next higher authority for
approval, agreement or disagreement of the recommendations by the examining
officer, individual recommendations be clearly indicated ion the note sheet.
2.5.6 Director of Operations/ DDG/ JDG-
2.5.6.1 After receipt of application by any higher authority (Director of Operations/ DDG/
JDG) competent to approve or reject the application as per statutory powers, he/she is to
ensure that an overall review of the application/shortfalls issued and replies received be
undertaken prior to approval. In case of approval, the note sheet to clearly indicate the
elements of approval and mere indication as ’Approved’ is to be refrained from.
2.5.6.2 In case of rejection or disagreement with the examining officer’s
recommendations, the note sheet to clearly indicate the reasons, regulatory references for
such rejection or overruling.
2.5.6.3 User Manuals describing procedure for Issue/Renewal of flight crew licenses &
ratings through eGCA for the use of PEL Personnel (Flight Crew Licensing) has been made
available under the ‘Reference Documents’ tab of the eGCA back office portal. Link is as
follows:-
http://10.23.10.16/PageMapper?_targetPage=MainLayout&privName=Worklist&PrivilageId
=1&BottomRightPage=Q2FzZVZpZXc/ZmxhZz1BbGw=&ModuleName=Worklist&privId=1
Page 34 of 170
2.6 Procedure for processing of the applications for Renewal of flight crew
licenses and ratings at Regional Offices (DTL) through eGCA.
2.6.1 Applications submitted by applicants for Renewal of flight crew licenses and
ratings are received by eGCA support cell. Such applications are considered complete and
received by support cell only on successful payment of requisite fees through the integrated
Bharatkosh payment gateway. On receipt of application, support cell analyses the
application for relevance, correctness of basic details etc. and the applications are marked
to the concerned regional officer where the applicant has requested it to be processed on
a round robin basis. These applications are marked directly to the concerned Assistant
Director of Operations/Deputy Director of Operations at regional offices for processing the
applications.
2.6.2 Assistant Director of Operations/Deputy Director of Operations
2.6.3 Considering that the renewal of licenses has a relatively lesser scope of reference of
regulatory compliances as compared to issue of licenses, in order to expedite the same,
applications for renewal of licenses and ratings is being directly marked to the Operations
Cadre officers of the ROs. Therefore, the responsibility of ensuring the execution of the
functions enumerated of ASO, SO and that of the Assistant Director of Operations rests with
the officer concerned to whom the file has been marked.
2.6.3.1 On receipt of application by concerned Officer of the Region (DTL -
Operations Cadre) he/she is to ensure the following:-
(i) Ensure that the above functions of ASO and SO have been carried out
correctly prior to examination of the application. In case of any anomaly,
necessary action for obviating the same needs to be undertaken without
delay.
(ii) Check for correctness of all the parameters provided in each respective
tab of the application and ensure regulatory compliance requirements for
which the request has been made. In case of anomalies vis a vis any of the
parameters, the same is to be intimated to applicant through shortfall and
ensure liquidation of the same.
(iii) Towards ensuring regulatory compliance, application be thoroughly
checked and alternate means of compliance if applicable be clearly
indicated in the note sheet. Support of additional information if any used for
ensuring compliance be also indicated and enclosed in the note sheet along
with the approval remarks/recommendations.
(iv) Examine and ensure application is in conformance with the regulatory
requirements for renewal of license or rating. In case of any observations,
Page 35 of 170
applicant be intimated through shortfall towards liquidation of the same,
ensure timely processing of the application in case of reply received from
applicant. Care is to be taken towards examination and issue of
observations if any is undertaken holistically. Piecemeal issue of
observations is to be refrained from.
(v) Considering that issue of shortfall and replies from applicants construe
legal connotations, the content of shortfall and replies thereof should be
appropriate keeping in view of the same. Applicants be sensitized
accordingly.
(vi) Where physical documents are also utilized in processing of
applications, ensuring availability and onward submission rests with the
concerned examining officers. Movement of such physical files considering
the transition phase be ensured through e-office.
(vii) Ensuring of transposing of enforcement actions to QR of respective
card license upon approval be initiated, coordinated with TCS by concerned
examining officers. Additionally, elements to be incorporated in approval for
which evidence has been subsequently provided by applicant be also
coordinated with TCS for incorporation. Details of such coordination be also
appended in the note sheet along with attachments as applicable.
(viii) As a good practice, previous history of the applicant vis a vis flight crew
licensing be reviewed and relevant aspects affecting the renewal of license
or rating be also considered and indicated in the note sheet.
(ix) Considering that the flying experience parameters required for
Issue/Renewal of licenses and Ratings are auto fetched and calculated
from the e logbook entries, utmost care needs to be rendered in checking
of e logbook for conformance as per Rule 67 A and user manuals, various
directives issued in this regard from time to time. In cases of submitted
entries veracity of the same maybe thoroughly checked from physical
evidences provided. The flying experience parameters be cross checked
for conformance of the requirements specified in corresponding Section of
Schedule II, relevant parts of Aircraft Rules, 1937, applicable CARs and
circulars etc for Issue/Renewal of Licenses and Ratings.
(x) In case of the requirement of forwarding the application to the next
higher authority, recommendations clearly indicating consideration or non-
consideration of each element of the application/ partial recommendation
with reasons thereof shall be duly appended in the note sheet by the
concerned examining officer before forwarding the application.
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(xi) It is pertinent to mention that notwithstanding the validation and
digitization nothing obviates the renewing authority of checking the
application for all compliances and correctness before approval.
(xii) In case the approval/rejection and also in case of forwarding of
application to higher authorities (when required), necessary remarks and
observations are to be endorsed in the note sheet.
(xiii) Upon approval of the application, ensure that card license be generated
in accordance with the approval, bring anomalies to the notice of concerned
officers and ensure measures for rectification of the same has been
undertaken. A copy/screenshot of the card license be appended in the
applicant’s eGCA profile as well as in the physical file of the applicant.
(xiv)Upon completion of processing of application (approval /rejection),
archiving of the physical file in a proper manner be ensured.
(xv) Ensure timely dispatch of the license along with documents, logbooks
to be returned to applicant, tracking ID of the speed post/post are indicated
against the respective eGCA ID for the applicant’s reference.
Note- Record of the speed post details be separately maintained by
regional Office and regularly monitored.
(xvi)Ensure physical booklet licenses to be retained in DGCA are securely
appended in the applicant’s records.
2.6.4 Renewal of applications of Flight Crew as per extant policy would be undertaken at
Regional Offices only. Hence, decision on approval/rejection for the application submitted
shall be decided by the Regional Offices itself. For applications requiring HQs involvement
(Enforcement action) and need to be processed at DGCA HQs, the application with holistic
examination of the non-compliance, findings and recommendations, clarity sought from
applicant/operator/ATO/FTO as applicable and record of the same needs to be made
available to DGCA HQs by respective Regional Office before forwarding the application. All
such cases shall be forwarded through the proper channel.
2.6.5 List of the documents to be provided by applicant for each service of renewal of flight
crew has been specified in each respective user manual of the service.
2.6.5.1 User Manuals describing procedure for Issue/Renewal of flight crew licenses &
ratings through eGCA for the use of PEL Personnel (Flight Crew Licensing) has been made
available under the ‘Reference Documents’ tab of the eGCA back office portal. Link is as
follows:-
http://10.23.10.16/PageMapper?_targetPage=MainLayout&privName=Worklist&PrivilageId
=1&BottomRightPage=Q2FzZVZpZXc/ZmxhZz1BbGw=&ModuleName=Worklist&privId=1
Page 37 of 170
Chapter 3. General Guidelines and procedure for Processing of Physical
applications (including applications received in transition phase)
3 The applications received for issue of licenses/ ratings shall be processed by the
Section Officer in-charge through his sectional staff as per the procedure given below:-
3.1 Check whether the application received is in the format prescribed for the issue of
that license/ rating.
3.1.1 Check whether all the documents required to be submitted with the application
for issue are enclosed or not. Also check whether the documents mentioned as
enclosed by the applicant in the application form are received in the appropriate
format or not.
3.1.2 Check whether the receipts generated from BharatKosh website in respect
of application fees as prescribed in Rule 48 of the Aircraft Rules, 1937, have been
enclosed.
3.1.3 The staff carrying out initial processing should then enter the details of the
application in the section to draw out Check List for the license by entry in the data-
base of DTL project by NIC. While doing so examine the following according to the
instructions mentioned against each from 2.3 to 2.9.
Proof of Age
3.2 The following documents, as evidence of date of birth or proof of age, are acceptable:
(i) Class Ten Certificate of a recognized Board or its equivalent; or

(ii) Birth Certificate issued by a Municipal Corporation/committee;
Proof of Educational Qualification

3.3 The minimum educational qualifications for issue of a license are given in Section ‘A’
and applicable sections of Schedule II of the Aircraft Rules, 1937. These are pass in Class
Ten or equivalent from a recognized board in respect of following licences:
(i) Student Pilot’s license

(ii) Private Pilot’s licence
(iii) Pilot’s license
(iv) Flight Radio Telephone Operator’s License (Restricted0
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3.4 For the remaining licences listed in 2.2 and 2.3 above herein, the applicable
educational qualifications are pass in Class Ten plus two, with Physics and Mathematics,
from a recognized board/university or its equivalent.
3.5 Check whether appropriate proof of educational qualification has been enclosed, if
so, whether there is any mutilation or tampering. Check for physical appearance to ensure
that it is genuine. Also Check the verification of the educational qualifications are pass in
Class Ten and pass in Class Ten plus two from the concerned Board/ University.
3.6 The status in respect of the equivalency of the Educational Qualification or

recognition of an Education Board, if needed, shall be confirmed from the Association of
Indian Universities at the following address:-
The Secretary General

Association of Indian Universities, AIU House,
16, Comrade Indrajit Gupta Marg, New Delhi-110002
Phone No.23230059
Fax No.23232131
Nationality.
3.7 Where an application shows nationality other than Indian, check the copy of the
passport for validity and nationality shown on it. In cases of other nationality necessary
security clearances as applicable be checked if not already checked by CEO before issue
of Computer Number.
Knowledge.
3.8 Check the results card for its validity issued by the Central Examination Organization,
New Delhi to find out:
(i) Whether results of all the applicable written examination/oral examinations

have been given;
(ii) Whether the date(s) as given in the result card(s) showing date of issue are
not more than five years back from the date of application for issue of CPL and
ATPL and 2 ½ years back from the date of application for issue of other flying
licenses; the date of results shall be the date before the submission of documents
in DGCA.
(iii) Whether result card is duly signed;
Page 39 of 170
(iv) Whether the name shown on the result card is the same as that of the
applicant.
(v) Whether there are any mutilations, tampering etc., in respect of words
‘pass/fail’ name etc in the result card.
(vi) Where master result sheet as supplied by the Central Examination

Organisation is available, the results should be checked from it and notation
given on the result card(s). Where these are not available, the result
card(s)/details of result be sought from O/o Central Examination Organization.
(vii) Where applicable, check for certificate issued by CFI/FII of a Flying Training
Institute for proficiency in signal reception, showing the speed at which the pilot can
receive transmission i.e. six words per minute or eight words per minute.
(viii) In case of eGCA Point (ii) above is to be checked against the details reflected
in the CEO results tab of the applicant and such remarks of the same having been
checked from the Master folder be entered in the note sheet.
Medical Fitness.
3.9 Check the medical assessment. The validity of medical fitness is given in rule 39C
and the applicable class of medical for issue/renewal is given in CAR Section 7, Series C,
Part 1, Issue 1.
3.10 Only original medical fitness assessments on standard format issued by DGCA
showing date of medical examination, limitation if any and the Class of medical assessment
are to be accepted.
3.11 In case of eGCA the medical tab details is to be checked as indicated in 2.5.2.4
above.
Experience.
The details as contained in Form CA 39 are required to be given separately for total flying
experience, previous six months etc., as applicable, for each license/rating according to
provisions of appropriate Sections of Schedule II.
Following documents are to be examined.
3.12 Pilot’s personal flying log book, e-logbook should have been maintained in
accordance with rule 67A of the Aircraft Rules, 1937; FCL 02 of 2019.
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3.13 All entries shall have been made in ink (Physical logbook). The applicant should have
certified the correctness of the entries in the log book with respect to flight time, at least at
the end of each calendar month;
3.14 Personal flying log book(s) to cover the periods required for the licence/rating applied
for;
3.15 The personal log book should have been certified for correctness of the entries
therein by competent authorities such as Operations Manager, Deputy Operations
Manager, Chief Pilot in the case of professional pilots, and the Chief Flying Instructor in the
case of members of Flying Clubs/Training Institutions, or by any person authorized by the
Director General; every quarter in the year, i.e. at the end of March, June, September and
December.
3.16 Flight time during which the applicant has performed under dual instructions should
have been entered as “dual” and the pilot giving instructions should have shown the nature
of training given;
3.17 Flight time spent in performing the duties and functions of a Pilot-in-command should
have been logged as Pilot-in-command, provided the applicant is entitled and authorized to
fly in command of that aircraft by virtue of the ratings entered in the pilot’s license held. In
all other cases, such flight time should have been logged as co-pilot with appropriate
indications in the remarks column;
3.18 The holder of a student pilot’s license shall have been logged as Pilot-in-command
only that portion of the flight time during which he was the sole occupant of the aircraft,
provided that in case of an aircraft which requires more than one pilot, in accordance with
sub-rule 7 of Rule 38 and Rule 6B of the Aircraft Rules, 1937, he shall have logged as Pilot-
in-command of the aircraft;
3.19 The holder of a Private Pilot License shall have logged as Pilot-in-command only for
the flight time during which he has acted as Pilot-in-command;
3.20 The holder of a Commercial Pilot License, Airline Transport Pilot License shall have
logged as Pilot-in-command for the flight time during which he has acted as Pilot-in-
command and he shall have logged as Co-Pilot for the flight time during which he has acted
as Co-pilot.
Page 41 of 170
3.21 The Flight Instructor shall have logged as Pilot-in-command the flight time during
which he has acted as Instructor, but the entries should indicate in the remarks column that
the flight time as shown has been flown as Instructor;
3.22 Where the instrument flight time has been performed by the applicant pilot while
manipulating the controls of the aircraft in flight solely by reference to instrument flight
conditions, it shall be counted in full. Any flying done as “over the top flying” should NOT
have been logged as instrument flying time;
3.23 Where instrument ground time has been performed by the applicant pilot while flying
solely by reference to instruments in any recognized synthetic device which simulates
instrument flight conditions, it shall be counted in full;
3.24 Where a pilot applicant has performed the required exercises before an approved
Check Pilot/Instructor/Examiner, the log book should bear evidence in ink signature with
seal and certificates to the effect that while exercising such privileges the Check Pilot
/Instructor /Examiner had ten hours of Pilot-in-command experience within a period of 90
days preceding the date of test and that while doing so he was current as Check Pilot
/Instructor /Examiner, as appropriate, in accordance with CAR issued under Section 7,
Series 1.
3.25 Where in lieu of such requirements a separate one-time approval has been granted
by the DGCA, the conditions of such authorization should have been complied with and the
approval letter No. shall be quoted and signed in ink.
3.26 Where the application pertains to Flight Navigators, the flight time logged should
have been while engaged in actual navigation sorties where flight navigator has performed
actual navigation duties under supervision of a licensed navigator, the flight time shall have
been logged as a flight navigator with indication “under supervision” in the remarks column;
3.27 While examining the log books, it shall be ensured that all flight experience which is
required to be shown as flight experience on aero plane(s) as being performed on aero
plane(s) only. Similarly, all flight experience to be considered towards, flight experience on
rotary wing, has been performed on rotary wing(s) only and not on fixed wing(s). This is
applicable for other categories too, like gliders, balloons, and micro light, LSA, Gyroplanes
etc.
Other Requirements.
3.28 Where for issue of license some requirements under heading “other requirements:
have been listed in the Schedule II and included in the L-II Section’s checklist, examine for
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availability of applicable documents and to make all entries in the computer based DTL
project to maintain the DATA Base.
3.29 Submission channel for approval of licenses-issue (Physical)
Flowchart as follows illustrates the submission Channel for processing of

application.
(On receipt of Application)

Dealing Assistant fills appropriate Checklist and puts up
to Section Officer
Section officer duly scrutinizes the file for

correctness and puts up to operations officer
(With Appropriate Comments)
Operations Officer carries out

preliminary examination and forwards
file to AD
(Duly mentioning findings if any)
Assistant Director examines

the file thoroughly and puts
up to DD
(With findings and shortfalls
of the application)
Deputy Director
evaluates and
approves issue of
shortfall/license
Director
If
Required
Page 43 of 170
3.30 The L-II Section’s dealing staff will make in legible writing appropriate notations in
note sheet after examining the application as per the above guidelines and submit to the
Section Officer for checking the examination carried out. If satisfied, the Section Officer will
make notation that he/she too has examined and will write the satisfactory comment
according to above procedure or list all the deficiencies if observed in the note sheet.
Thereafter submit the file to the Operations Officer for preliminary examination / Assistant
Director for Technical Examination of documents.
3.31 If the Technical requirements are not complied with by the applicant, the deficiencies
shall be listed by the Operations Officer/Assistant Director on the note portion of the file and
submit to Assistant Director/Dy. Director (T&L) respectively. Draft Shortfall communication
to be prepared by Section officer and put up to Deputy Director for Signature.
3.32 Where satisfied of the compliance of all requirements, the Dy. Director will accord his
granting note if it is within his statutory powers. Where it is not within his statutory powers,
the file shall be submitted to the Director for his final assessment of documents, evaluation
of experience, checking of results etc., and granting of the licence as per the Statutory
powers.
3.33 The L-II Section’s dealing staff, after receiving the approval/granting note on file shall
prepare the licence and record card (R-card) with due care applying the rubber stamp where
required and along with the Register in which licence number is allotted and submit it to the
Section Officer for ensuring correctness, who will, after verification, record his note and
submit the document(s) for signature of the authorised signatory.
3.34 The Section Officer will then ensure the information relating to name, number etc., is
also supplied to the Medical Cell for their action.
3.35 Procedure to fill-up the checklist for generation of ATPL (A) in the computer (Physical
Application):
3.35.1 The check-list for generation of ATPL (A) shall be filled up as per following
guidelines:-
3.35.2 The details given below shall be filled up from the application from after
verification from the submitted documents.
1. Name of the Applicant
2. Age/Date of Birth
Page 44 of 170
(Should not be less than 21 years on the
date of application)
3. Educational Qualification:
(passed class 10+2 with Phy & Math or
equivalent exam)
Please ensure that 10th & 12th shall be from recognized Board/ University. 12th shall have
Physics and Maths.
Check; verification certificate is submitted.
4. Medical Examination:
Check for medical fitness.
Medical Centre Date of medical Valid upto Remarks
Verify the details of the knowledge papers submitted vide application form:-
5. Knowledge
Paper Passed in Session Roll No. Date of Result Valid upto Remarks
Air Regulation
a) {not required for holder of valid Indian CPL}
b) Air Navigation
c) Aviation Meteorology
d) Radio Aids and Instrument

ATPL Composite
e) {in lieu of (b) , (c) & (d) if applied for
Conversion & For Defence
personnel }
Technical General
f) {not required, if applied for conversion
and foreign ATPL is on multi or
For Defence personnel }
Technical Specific
Not required for valid Indian CPL on
g) Multi
{not required, if applied for conversion
and foreign ATPL is on multi}
(i) A/c Name…………..
(ii) A/c Name………….

Technical Performance
Not required for valid Indian CPL on
h) Multi
{not required, if applied for conversion
and foreign ATPL is on multi}
(i) A/c Name…………..
(ii) A/c Name………….

or valid Indian CPL on Multi
i) Signal reception test @ 6/8 w.p.m. {not required, if applied for conversion and Passed Yes/ No
foreign ATPL is on multi}
Holder of Valid Indian ATPL(H) Required to submit result of Technical General, Technical
Page 45 of 170
Specific and Performance only. Technical performance is for A/c above 5700 Kgs All
technical exams are valid upto two and half years only.
6. Flying experience:
a) Please see following details from the application form submitted for issue of
ATPL(A):-
Ac Single Engine Multi Engine Total Instrument
Flown Time
Day Night Day Night Aircraft Synthetic
Simulator
Dual Co PIC Dual Co PIC U/T Co P1 PIC U/T Co P1 PIC Simula Actual
Pilot Pilot Pilot U/S Pilot U/S -ted
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) (16) (17) (18)
Note: write P1 U/s experience separately and do not include in Co-pilot column. (submit
P1U/S) log book also)
Tally the total flying experience given in the application form by the applicant and calculated
in the following manner from the above table;-
Requirement Hrs Req. Actual Remarks
Total flying experience details
Total flying time (in this 50% of multi co-pilot hrs are counted)
(i) 1500
{col (15)} – {50% of col(2)+(5)+(8)+(12)}
Total as PIC (in this 50% of P1 U/S hrs are counted)
(ii) 250
{Col (3)+(6)+(10)+(14)} + {50% of Col (9)+(13)}
Total Night flying experience (in this 50% of multi co-pilot night hrs are
(iii) counted) 100
{Col (4)+(6)+(11)+(13)+(14)} + {50% of Col (5)+(12)}
Total Instrument Time {col (16)+(17)+(18)}
(iv) (not more than 25 hrs shall be counted from col 18) (attach sortie wise statement ) 75
X-country flying time
(v) Total X-country by day and night (attach sortie wise statement ) 500
(vi) Total PIC X-country by day and night (attach sortie wise statement ) 100
(vii) Total PIC X-country flying time by Night (attach sortie wise statement ) 50
If the flying experience data in application form is tallying then fill up in the computer
checklist.
b) Please see the following table in the application form for experience in last six
months:
Total flying experience in preceding six months: (fill up in the following table from table (b) above)
Requirement Hrs Req. Actual Remarks

Total flying time (in this 50% of multi co-pilot hrs are counted)
20
{col (15)} – {50% of col(2)+(5)+(8)+(12)}
7. Skill: from the application form please verify the following:
a) Requirement A/c Name durati Date of Valid Tick If CPL/ IR valid
Page 46 of 170
on test upto on multi
(i) General Flying Test by
Day CPL is valid –
(GFT not required if CPL Yes
with multi engine
experience on type
endorsed is valid)
(ii) General Flying Test by
Night
(GFT not required if CPL
with multi engine
experience on type
endorsed is valid)
(iii) IR Test IR is valid - Yes
(IR not required if CPL &
IR on multi engine type
endorsed is valid)
Please ensure that:

 All the skill tests & instrument rating test shall be submitted in DGCA approved
performa.
 Each test reports shall be duly signed by the DGCA approved examiner & counter
signed by the aerodrome authorities and shall be submitted in original.
 All the above tests i.e. 7. a) (i), (ii) &(iii) shall be on the same aircraft type.
 All the flying tests shall have been conducted only after the date of passing of DGCA
exam on that aircraft type.
 If the tests are conducted on simulator, then ensure that they shall be on Level’D’ Sim
For additional aircraft ratings:-
 Ensure technical result is submitted and

 Verify the following details from the application form:-
b) Requirement Duration Date of Test Valid upto
(i) general flying test by day
(ii) general flying test by night
(iii) IR Test
8. Verify the details of following licenses and ratings filled in application form;-
CPL license Issue date Valid up PIC Co-pilot

Number to endorsements endorsements
Page 47 of 170
IR Number Issue date Last IR test Last IR on Valid up to
date Aircraft/SIM
Note: IR test is valid for one year from the date of test and it shall be endorsed on the
Instrument rating issued on CPL. IR test shall be on aircraft/ Level ‘D’ Simulator
RTR and FRTOL Number Date of issue Valid upto

details
Details of
RTR(A)/RTR(P)
FRTOL License
9. Flying Records
(Whether accident/incident free or not
in preceding 5 years)
10. Fee; Please ensure:-

• Whether deposited
• Amount is as required for the issue of License and rating
• In case it has to be deducted from the airlines advance account, then ensure
deduction
11. Ensure whether Defense personal has submitted as per the following requirment:
Condition Complied
i) Whether the applicant is/ was in the service of Defense Forces of India. Yes/ No
ii) If serving, No Objection Certificate obtained from the concerned Hqrs. Yes/ No
iii) If serving, indicate whether accident/incident free certificate for the Yes/ No
preceding 5 years has been obtained from the concerned Hqrs.
iv) If not serving, indicate the Force……………………………………………..
and date of release……………………………………………………
(attach copy of release certificate)
12. If application is for conversion of foreign ATPL, please verify the following details from
the ATPL application:-
a) Details of foreign license
i) Country of issue
ii) Name & Number of
ALTP-
license
iii) Date of issue of license
iv) Validity of license
v) Aircraft ratings (PIC/Co-
pilot)
vi) Instrument Rating
Page 48 of 170
b) Details of foreign medical
i) Class & Date of foreign
medical
ii) Validity of foreign medical
c) Have you enclosed the verification of foreign license and medical Yes/
from the contracting state’s regulatory authority No
d) Name, address, website & e-

mail ID of the contracting
state’s flying training institute
from where you did training.
e) Details of passport & travel for flying training (enclose copy of all the pages)
i) Full Name on Passport:
ii) Passport Number:
iii) place of Issue:
iv) valid upto:
13. Whether declaration has been signed by the applicant in the application form.
Page 49 of 170
Chapter 4. RENEWAL OF LICENSES & RATINGS.
4.1 General. The physical applications received for renewal of licenses and ratings
specified in Rule 38 can be renewed either at Headquarters of the DGCA or at the Regional
offices of the DGCA. However, as per the extant policy renewal, of all licenses and ratings,
endorsement of ELP are undertaken by Operations Cadre officers at Regional Offices,
except for applications involving processing by Headquarters (renewal based on Extension
of Aircraft Rating, Enforcement related matters etc.)
4.2 While the Headquarters have the powers to deal with all cases of renewal, whereas
the Regional offices are empowered to renew only licenses/ rating, as per the following
details:
4.3 Application Form & Enclosures for Renewal:

The application should be received in the format prescribed for renewal, duly dated
and signed by the applicant and complete in all respects. The following enclosures,
in original as well self-attested copies, should accompany the application form in
accordance with the ‘Instructions to Applicants’:-
(i) Receipt of fees as per Rule 48 generated from Bharatkosh website
(ii) Licenses and Ratings; FRTOL & RTR(A) (if applicable)
(iii) Relevant Log Book(s) and/or Form CA-39 in original.
(iv) No flying certificate, if applicable
(v) Valid Medical Assessment from DGCA in accordance with CAR Section 7
Series C Part I issue I dated 26th Aug. 1999 Rev. 13-02-2006.
(vi) CEO Examination Results (as required).
(vii) Skill Test Reports by day and night, IR test report as applicable.
(viii) Competency check reports for AFIR/FIR renewal through experience.
Page 50 of 170
4.3 Submission channel for renewal of licenses
Dealing assistant puts up after filling the checklist
Section officer
Operations Cadre Officer of RO

AD/DD/Director
(Training and licensing)
4.4 Fees.
4.4.1 Check whether the fee prescribed has been paid in accordance with Rule 48
of the Aircraft Rules, 1937 through receipt of fees generated from bharatkosh website
4.4.2 Ensure that the fee instruments are drawn out properly and should have
more than a month’s validity left at the time of submission so as to allow for
processing time for deposit of fees in government account. In case of revolving
deposit utilization, an Account Register with respect to each operator shall be
maintained in the section and the Section Officer shall cross check operator’s
authorization on the application form and also check the operator’s balance amount
in the respective Account Register to ensure that the required amount can be
deducted therefrom. In case a shortfall in account is found, the application and
papers/documents shall be returned with the remark of ‘shortfall in account’.
Renewal of License(s),
4.5 Check for submission, in original, of-
(i) Licenses (PPL, CPL, ALTP, FRTOL & RTR, etc):

(ii) FRTOL: To be submitted in original, if FRTOL itself, is to be renewed OR if
any professional licence is to be renewed, as a valid FRTOL is one of the
conditions for renewal of a professional licence.
(iii) RTR: To be submitted in original if FRTOL or any professional license is to be
renewed as FRTOL’s renewal and legitimacy is linked to a valid RTR.
Renewal of Lapsed Licenses and Ratings.
4.5.1 The time period since the license/rating has lapsed should be checked out. This is of
prime importance. If the license/rating lapsed for more than two years/three years,
then relevant provision of Rule 42 of the Aircraft Rules, 1937 need to be enforced
Page 51 of 170
with. The requirement for provisions of renewal of lapsed licenses are stipulated in
Rule 42 of the Aircraft Rules, 1937.
4.5.2 The procedure for applying for renewal of licenses and renewal of lapsed licenses is
one and the same.
4.5.3 For applications wherein renewal of license/rating is being sought after a gap in flying
relevant provisions of Ops Circular 02 of 2004/CAR Section 8 Series F Part I and
CAR Section 8 Series H Part II maybe referred to. (Replaced in lieu of the erstwhile
procedure for renewal of expired professional pilots licenses to be followed as per
CAR Section 7 Series ‘H’ Part I dated 9th March 2006)
4.5.4 In all the above cases it should be ensured that, SLF and route checks are performed
after all other requirements have been completed.
4.6 No Flying Certificate:

No flying certificate depicting absence of flying either during a lapsed medical/lapsed
license/lapsed rating is essential. The information given in the “no flying certificate”
is to be cross-checked with the log book, in the background of medical/license/ratings
validities. It should be ensured that the “no flying certificate” has been signed by the
applicant and/or the concerned flying club/ operator/ employer as the case may be.
Medical Examination:
4.6.1 Ensure that the applicant has undergone medical examination of the class
appropriate to the license. Rule 39B of the Aircraft Rules, 1937, Provisions of CAR
Section 7, Series C, Part 1, Issue 1 of 26.08.99 Rev. 2 dated have to be followed;
hence may be referred to. Briefly, the medical fitness requirements that may be
adhered to are as follows;
(i) Where an applicant is employed in a scheduled airline, the certificate
of medical fitness issued as indicated below should be considered;
(a) An approved Medical Board in the Form CA-35 provided the
applicant’s previous medical assessment was valid at the time of
medical examination and the licence had not expired for a period
exceeding one month, or
(b) Current medical assessment issued by the DGCA may be
accepted towards requirement for renewal.
(ii) Where an applicant is not employed by a scheduled airline, the
certificate of medical fitness issued as indicated below should be considered;
Page 52 of 170
(a) An approved medical board in the form CA-35 provided that the
applicant’s previous medical assessment at the time of medical
examination was current; or
(b) Current medical assessment issued by the DGCA may be
accepted towards requirement for renewal.
(iii) In the event of a license holder having been declared medically
temporarily unfit at any stage, the medical assessment issued by DGCA
only shall be accepted.
(iv) Only original Form CA 35/Medical Assessment should be accepted.
Cross check to see that the signature of the applicant tallies with the signature
of the applicant on the application form. Special emphasis may be paid to
any limitations, and it may be seen that these are required to be entered on
the body of the licence at the appropriate place.
4.7 Flying experience for renewal: The licences/ratings can either be renewed on the
basis of recent flying experience or on the basis of a general flying test, as stipulated in the
relevant Sections of Schedule II of the Aircraft Rules, 1937.
4.8 Recent flying experience for renewal:
4.8.1 The renewal of Licences/ratings on the basis of recent flying experience in the
past six months/twelve months is laid out in the various sections in Schedule II of
the Aircraft Rules, 1937 which may be referred to.
Note: For applications wherein renewal of license/rating is being sought after a gap
in flying relevant provisions of Ops Circular 02 of 2004/CAR Section 8 Series F Part
I and CAR Section 8 Series H Part II maybe referred to. (Replaced in lieu of the
erstwhile procedure for renewal of expired professional pilots licenses to be
followed as per CAR Section 7 Series ‘H’ Part I dated 9 th March 2006)
4.8.2 The recent experience requirements for renewal of various licences/ratings

are summarized in CA 39. To ensure the above, the following checks to done:-
(i) The Log Book may be examined from the date of last renewal in the
backdrop of Rule 67A of the Aircraft Rules, 1937, to gauge correctness of
entries, especially from the context of quantum of experience in the past
six/twelve months as applicable. Experience only on relevant category of
aircraft vis-à-vis the license submitted for renewal is to be counted.
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(ii) In case of form CA39 ensure that the experience summarized is for the
correct period in chronological order viz. six months or twelve months as
the case may be. Also see that the experience is on relevant category of
aircraft vis-à-vis the license.
(iii) Instructional flying, if any, should be clearly brought out in CA 39 form,

in case the request is for renewal of instructor’s rating. The form CA-39
should be counter signed by the authorized signatory of the flying
club/Institute, the operator or employer as the case may be.
4.9 Instructor’s Rating (Refresher Course Certificate):

In the case of renewal of instructor’s rating, in addition to the recency of experience,
a certificate of the refresher course conducted at approved FTOs is to be ensured.
In case of helicopters, the certificate is to be issued by a DGCA approved examiner.
4.10 Renewal through Skill Tests:
4.10.1.1 As the validity of Skill test is six months, it is therefore necessary to

ensure that the Skill Tests for renewal of licences/ratings should be within a period
of six months, as reckoned from the date of receipt of application. The first check is
to ascertain whether the skill test is valid. The skill test reports, including IR check
report should be checked for timings, duration and remarks of the examiners, and for
any other remarks out of the ‘Ordinary’. IR check report should also be checked for
the two IAL procedures have been completed during the conduct of IR test.
4.10.1.2 The skill test entries should be cross checked with the log book entries.
The skill test reports as well as log book entries are to be signed by the examiner
with usual certification of the examiner also having recency of ten hours flying as PIC
during last 30/90 days for scheduled and non-scheduled operators respectively and
also that the check pilot/instructor/examiner privileges, as applicable, were exercised
during the preceding six months. In case of eGCA such entries are to be approved
and in case of submitted entries the necessary supporting evidence is to be
submitted in original for processing the case. If, in lieu of such requirements a
separate one time approval has been granted by DGCA, then it should be checked
that conditions of such authorization have been compiled with and authorization No.
of DGCA is indicated. It may also be ensured that skill test has been carried out on
an aircraft endorsed/to be endorsed on the license, unless the aircraft is covered
under open rating.
4.10.1.3 In the latter case check for a familiarization sortie/certificate by
examiner in the log book.
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4.10.1.4 In case of renewal of instructor’s rating (AFIR & FIR) through a skill
test, the oral/written examination result sheet may be given by a CFI. In case of a
CFI not available at a particular location, then another CFI can do so provided the
latter is actually available at the institute/location. In case of FIR, the mandatory
refresher’s course certificate from IGRUA is to be submitted.
4.11 Proficiency checks:
4.11.1.1 Schedule II of the Aircraft Rules, 1937 envisages bi-annual

proficiency checks for professional licence holders current on transport aircraft
exceeding all up weight 5700 kgs and above. One copy of the proficiency check
reports viz. Local check and Route check shall be forwarded to DGCA (Hqrs.)
immediately after the tests, for record. It also states that the original copy of the report
shall be forwarded to the concerned DGCA office at the time of renewal of pilot’s
licence alongwith the application, failing which the licence/rating will not be renewed.
CAR Section 2,
4.11.1.2 Series O, Part I, Issue IV dated 24.4.92, para 6.5 lays down that the
interval between any two successive consecutive checks shall not be more than eight
months or less than four months in any period of twelve months.
4.11.1.3 In view of the above the documentation on proficiency checks, in
applicable cases needs to be thoroughly checked, especially whether the prescribed
time frame has been adhered to or not. The reports may be checked for duration and
timings and these should be checked with entries made in the log book. Both
proficiency check reports/ log book are to be checked for signature by the DGCA
approved Check pilot/ Instructor/ Examiner; and the recency certification on type of
10 hours in last 30/90 days, as applicable, alongwith exercise of privileges in last six
months should also to be checked for as has been given by check
pilot/instructor/examiner on both the reports and log books. Special attention should
be paid to the “remarks” of the Check Pilot/Instructor/Examiner and any adverse
remark, highlighted therein.
4.11.1.4 The case need to be examined by dealing staff on file in the backdrop
of the guidelines as at above. Check list for processing papers for renewal of
licences/ratings are enclosed as Annexure. The file will then be submitted through
the channel prescribed, to the competent authority for approval. The physical entries
are to be made in the licences in accordance with the approval given and the
licence(s) / file may be resubmitted to the competent Authority for signatures on
licence.
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Chapter 5. VALIDATION OF FOREIGN LICENCES:
5.1 Submission channel for FATA
Dealing assistant puts up after filling the checklist
Section officer
Asstt. Director/ Dy. Director Training

and Licensing
Director Training &

Licensing
Dy. Director General/

Jt. Director General
5.2 Foreign Licences are validated to operate Indian Registered aircraft in accordance
with provisions of Rule 45 of the Aircraft Rules, 1937 and CAR Section 7, Series G, Part-II,
Issue I. The powers for such validation and revalidation of foreign licences have been
delegated by the Central Government to DGCA officers at Headquarters only . The request
for validation/ revalidation of such foreign licences are received by the DGCA Headquarters.
The work pertaining to such validations or foreign licences involves security clearances and
correspondence with the Ministry of Civil Aviation. This advisory circular will be helpful in
expeditious processing of such cases.
5.3 Procedure for the processing of the applications received for validation of
foreign licences should be processed as given below:
Page 56 of 170
(i) Check whether the application received is in the prescribed format (Appendix-
A and Appendix-B of CAR, Series-G Part-I) for Security Clearance, alongwith
following :-
(a) Copy of foreign licenses issued by the ICAO contracting State
(b) Copy of valid type endorsement and Instrument rating on the foreign
license in respect of the type of aircraft to be flown in India
(c) Copy of valid foreign medical assessment.
(d) for operation of Flight Radio Telephony, a copy of valid license from
contracting states regulatory authority or any other document to the
satisfaction of FATA Board.
(e) Copy of current passport with employment visa
(f) Verification of foreign licenses and type ratings from the contracting
state.
(g) Certified copy of the flying experience requirement as laid down in this
CAR for validation of foreign license. (certified log book and or summary of
flying)
(h) Copy of valid instructor/ examiner rating from the contracting state, in
case instructor/ examiner rating is required on FATA
(i) Copy of LVP Cat-II/ Cat-III authorization from the contracting state,
wherever applicable.
(j) Two copies of Appendix-A of this CAR duly filled in.
(k) Five copies of Appendix- B of this CAR duly filled in
(l) Fees @ Rs 5,500/- ( Rs 5000/- (for grant) and Rs 500/-
(ii) It should also be checked that the operator has given details like, schedule of
operations, training and upgradation programme of Indian pilots, phasing out
programme for foreign pilots, justification/necessity to employ foreign pilots by the
operator for the period mentioned.
(iii) If the case is to be processed for initial validation then in the first step, the
details of passport, along with the personal details of the individual pilot should be
sent to the three security agencies, i.e. Ministry of Home Affairs (Foreign Division),
Narcotics Control Bureau and Directorate of Revenue Intelligence for obtaining
necessary security clearances.
(iv) The license of the foreign pilot shall be verified from the issuing authority of
the Contracting State, as per Annexure XIII’A’ of this Manual.
(v) The Ministry of Civil Aviation has delegated power to the DGCA vide No.
AV.13011/6/2003-DT(DG) dated 20.04.2010 for deciding the cases on merit upto
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31.07.2011 on a case to case basis subject to the airlines meeting all safety and
security requirements regarding employment of foreign pilots.
(vi) Following points should be critically examined;
(a) Total fleet of aircraft with operator, his schedule/ pattern of operations,
(b) Number of Indian pilots trained and up-gradation programme,
(c) Number of foreign pilots to be employed and phasing out programme
suggested by the operator, and
(d) Availability of appropriate certificate as submitted by the operator
pertaining to validity of licence, medical assessment and its class and
privileges of the pilot.
(vii) After obtaining the necessary security clearance and concurrence from
Ministry of Civil Aviation, the operator is to be informed to present the pilot for Oral
check under AIC 2 of 2007 with Chief Flight Operations Inspector (FID).
(viii) After the result sheet from FID is obtained, the case is processed for initial
validation, in accordance with provisions of CAR Section 7, Series G, Part II, Issue I,
Rev. 4 dated 8th October, 1999. During processing, care should be taken to highlight
all the important points like security clearance viz. form NCB, DRI & MHA, result of
Oral check, Flight experience, total and on type etc. He should then submit the case
to the Section Officer, who in turn, after examining for completeness will put up next
higher officer to examine and forward to the Director for necessary approval of the
competent authority.
(ix) After approval, authorisation letter has to be prepared in the prescribed format,
with all the necessary entries to be made in the validation register also in accordance
with the approval granted. The authorisation letter shall then put for signature to the
Director, or any other authorised signatory.
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Chapter 6. Procedure for Verification of Indian License to other ICAO
contracting states
6.1 Upon Request of Contracting State for verification of Indian License, the following
procedure to be followed:-
(i) Section Officer (L-1) to ensure monitoring of dtl1.dgca@nic.in.&

pelverification.dgca@nic.in e-mail Ids on all working days for any request from
contracting state.
(ii) Section Officer (L-1) will put up the request after verifying from the records, R
Cards, File as applicable in accordance with the procedure laid down in Public Notice
dated 19 Jun 2019, through proper channel to Operations Officer or above for
examination. Such requests processed are to be put up along with the draft
verification letter (as per Annexure XIII’C’.) for perusal. Link of the public notice
mentioned ibid is placed below.
portal/?dynamicPage=dynamicPdf/130577546&mainpublicNotices/0/0/viewAllServi
ce
(iii) Operations Officer /Assistant Director will examine and approve the draft
verification letter. Section Officer is to ensure reply is rendered to the Contracting
state on approval and a record of the same is to be maintained in the applicants file.
reply to concerned contracting state
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7. Procedure for Grant of Exemptions
7.1 Exemption procedure for non-compliances with Aircraft Rules and Civil
Aviation Requirements (CARs).
7.2 Rule 160 of the Aircraft Rules, 1937 provides the Central Government the power to
exempt any aircraft, person or an organization from the operation of these rules, either
wholly or partially, subject to such conditions, if any, as may be specified in such order which
may be of a general or specific nature. General procedure for exemption is laid down in
CAR Section I Series
7.3 In addition, the Director General and other officers of DGCA have inherent or
delegated powers under S.O. 726 and S.O. 727 for granting exemption from specific
provisos of the Aircraft Rules.
7.4 General procedure for exemption is laid down in CAR Section I Series B Part II and
III.
7.5 Procedure for the submission of Application for exemption:-
7.6 A Pilot seeking exemption shall submit separate application for exemption in the
prescribed pro forma to Director- Training & Licensing, DGCA Headquarters. (Appendix of
CAR Section 1 Series B Part II and III respectively).
7.7 The application for exemption shall clearly state the reasons for seeking exemption
and be supported with the reasons for non-compliance, safety assessment reports, along
with means of mitigation and indication as to when compliance can be expected.
7.8 An application for a standard exemption shall include:-
(a) The applicant’s name and current mailing address.

(b) The relevant provisions of rules for which the exemption is sought.
(c) The category under which exemption sought (temporary/permanent) and
justifiable reasons why the applicant needs the exemption. The reasons
provided should be detailed and self-explanatory.
(d) The period for which the exemption is required.
(e) Whether the exemption will affect a particular kind of operation, the details
thereof;
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(f) The action plan for rectification and review of non-compliance for temporary
exemption, including the mitigation measures adopted for ensuring the safety
during the exemption period.
(g) If a permanent exemption is sought, the applicant has to indicate the mitigation
measures adopted to reduce the risk arising due to noncompliance after carrying out
a safety assessment.
(h) Undertaking by the applicant that he shall annually review the conditions or
mitigation measures and any other resultant non-compliance in particular when any
significant changes in the activity are proposed.
(i) The applicant should provide adequate information in the prescribed pro
forma for consideration for granting exemptions with supporting documents.
Failure to provide adequate information may delay processing/ refusal of the
application.
7.9 Procedure for processing of Application for exemption:-
(i) On receipt of application for exemption in the O/o Director- Training &
Licensing, respective Section Officer shall ensure that all documents received are
arranged as per the filing system in vogue and mentioned in Chapter 11 of this
manual. The Section officer shall then put up the arranged file to concerned Assistant
Director/Operations Officer along with his remarks and observations.
(ii) The concerned Assistant Director/Operations Officer shall technically

evaluate the application having regard to:
(a) The reasons for the required exemption;

(b) Period of exemption sought;
(c) The knowledge, qualifications, medical conditions, flying experience,
competency and skills of the applicant;
(d) The requirements of the Operator concerned, if any and proposed
training programme before utilising the privileges of the applicant;
(e) Applicants previous record of flying and incident/accident history if any;
(f) Any serious or imminent risk to air safety and security;
(g) The existence of an equivalent level of safety and references of any
previous precedence’s;
(h) Any imminent danger to persons or property if the exemption is granted.
(i) After technical evaluation of the application, he/she shall put up the file
to concerned Deputy Director for the further technical examination of
the application and risk assessment along with his/her comments and
recommendations.
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(iii) The Concerned Deputy Director will examine the application and ascertain
the level of risk and forward the application to the Director for recommendations and
onward submission to next higher authority.
(iv) The Director will forward the file to Joint Director General with his
recommendations for onward submission to next higher authority.
(v) The Joint Director General will forward the file to Director General with his
recommendations for onward submission to next higher authority.
(vi) To cater for exemptions in case of non-compliance of CARs, Rule 133A of the
Aircraft Rules, 1937 provides Director-General of Civil Aviation (DGCA) the power to
exempt any aircraft or class of aircraft or any person or class of persons from the
direction(s) given in CARs, either wholly or partially, subject to such conditions, if any,
as may be specified in such order which may be of a general or specific nature.
(vii) In case of exemptions for non-compliance of Aircraft Rules 1937, the Director
General will forward the file to Secretary, Civil Aviation with his recommendations for
final decision on the application for the exemption requested against non-compliance
of Aircraft Rules.
(viii) The exemption should not exceed a maximum period of one year. The
recommendation for allowing exemptions may contain conditions/ limitations for the
person/ organization to follow while operating under the exemption. In all cases,
before recommending exemption, it should be ascertained that an equivalent level of
safety is maintained.
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CHAPTER 8. Procedure for Enforcement Actions
Introduction.
8.1 This procedure is laid down to record the enforcements action taken in respect of
pilots by DGCA. Such actions are taken by DTL under following circumstances:-
(i) When the recommendation are received after Accident investigation/ Incident
investigation/ Breath-analyzer test / PIB investigation etc. form Airsafety Directorate
of DGCA Hqrs for action against involved pilots.
(ii) When the violation of aircraft rules/ CAR is noticed by DTL.
Procedure for action on the recommendations received from Air Safety Directorate
of DGCA Hqrs
8.2 Receipt of Accident investigation/ Incident investigation/ Breath-analyzer test / PIB

investigation etc. report from Airsafety Directorate of DGCA Hqrs report .
8.3 Diarizing with DTL
8.3.1 SO-LI to record the date of receipt in the enforcement action register in the
following format:-
Sl. Name Operator License Date of receipt of Date of compliance of Date of entry in
No. of & No. Breath-analyzer / Recommendation of R-card and
pilot PIB/Investigation DAS by DTL License, if
report from DAS (follow procedure as in required
with subject/brief. 3.8 below)
8.4 SO L-I to ensure that such reports are put –up to AD/DDTL
8.5 AD/DDTL to examine the reports and suggest the actions to DTL, required to be
taken on the basis of the recommendations made in the report e.g.No action , with
justification
8.6 Issue of show cause notice, with justification and with relevant portion of the
investigation report (further recording would be in the table given below para 3.8)
8.7 DTL to approve the no-action or approve for issue of show cause notice.
In case of no action is required SO-LI to file the records properly
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8.8 In case action is required AD/DDTL to ensure preparation of draft show cause notice.
8.9 DTL to approve and sign the show cause notice.
8.10 SO-LI to ensure that show cause notices are dispatched immediately and monitor
the reply. If the reply is not received in the stipulated period then put up the reminder.
8.11 SO-L1 to put-up the reply received to AD/DDTL.
8.12 DDTL to examine the reply and suggest the actions.
8.13 Based on the examination in the training and licensing directorate, actions would be
suggested and would be taken in consultation with aviation safety board.
8.14 DTL to approve and issue appropriate order.
8.15 SO-LI to ensure the recording of the order in the enforcement recording register.
8.16 SOL-I to ensure that a copy of the order to be sent to enforcement monitoring
division.
Procedure of actions taken by DTL against the pilots for violation of aircraft rules
8.17 Receipt of violation from:-
(i) Complaint/ information from individual /organizations/ operators etc.; or
(ii) Violation or rules/ CAR noticed during examination of documents/ records
8.18 SO L-I to ensure that such violations are put –up to AD/DDTL
8.19 AD/DDTL to examine the reports and suggest the actions to DTL, required to be
taken on the basis of the recommendations made in the report e.g.
(i) No action , with justification
(ii) Issue of show cause notice, with justification
8.20 DTL to approve the no-action or approve for issue of show cause notice.
8.21 In case of no action is required SO-LI to file the records properly
8.22 In case action is required AD/DDTL to ensure preparation of draft show cause notice.
8.23 DTL to approve and sign the show cause notice.
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8.24 SO-LI to ensure that show cause notices are recorded in the register and dispatched
immediately and monitor the reply. If the reply is not received in the stipulated period then
put up the reminder.
Sl. Name Operator License Date Brief Date Date of Date Brief Date of
No. of & No. of of of personal of of entry in
pilot Issue show reply hearing, order the R-card
of cause to if any order and
show show License,
cause cause if
notice required
8.25 SO-L1 to put-up the reply received to AD/DDTL
8.26 DDTL to examine the reply and suggest the actions.
8.27 DTL to approve and issue appropriate order.
8.28 SO-LI to ensure the recording of the order in the register.
8.29 SOL-I to ensure that a copy of the order to be sent to enforcement monitoring
division.
Procedure for enforcement action in eGCA platform
8.30 With the implementation of the smart card licenses and the dynamic update of the
QR Code in eGCA platform, enforcement action details shall be displayed in the QR of the
respective smart card licenses issued. In this regard, until such time wherein the seamless
integration with other concerned directorates is achieved, the enforcement actions required
shall be processes as follows:-
8.31 For cases i.r.o Orders of enforcement action received from other directorates
8.31.1 Upon receipt of the Orders of enforcement action issued by other

concerned directorates (Through email or Physical copies), the concerned section
officer shall move the last completed eGCA application of the applicant to his/her
inbox/work list.
8.31.2 Ensure receipt of relevant original card licenses from applicant.
8.31.3 Check for veracity and correctness of details of the card received including
scanning the QR code, confirm details as per last approval i.r.o the applicant.
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8.31.4 Enclose copy of enforcement orders along with other documents received
if any, in the note sheet.
8.31.5 Content of the order, summarized case details etc be mentioned in the note
sheet.
8.31.6 Draft email to be sent to TCS for incorporation in the QR code shall also be
appended in the note sheet before forwarding to the next higher authority.
8.31.7 Additionally, on completion of processing of the application and with the

approval of competent authority mail is to be sent to TCS for incorporation of
enforcement remarks.
8.31.8 Upon receipt of confirmation from TCS ensure that the enforcement
remarks are duly reflecting in the QR code before dispatch.
8.32 For cases i.r.o Orders of enforcement action issued by DTL – Violation of
relevant Aircraft Rules, 1937.
8.32.1 Upon Receipt of report of violation/non-compliance i.r.o individuals or AELP

Organization:-
8.32.2 Section Officer is to ensure that such violations/non-compliance reports are

put –up to next higher authority by moving the last completed eGCA application of
the applicant to his/her inbox/work list.
8.32.3 Ensure receipt of relevant original card licenses from applicant, if

applicable.
8.32.4 Check for veracity and correctness of details of the card received including
scanning the QR code, confirm details as per last approval i.r.o the applicant.
8.32.5 Enclose copy of violation/non-compliance report along with other

documents received if any, in the note sheet before forwarding to next higher
authority.
8.32.6 The officer to whom the file has been marked (AD/DD) is to examine the
reports and suggest the actions to DTL, required to be taken on the basis of the facts
in the report e.g.
(i) No action , with justification; or
(ii) Issue of show cause notice, with justification and clearly specifying the
relevant regulations violated/non complied with.
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8.32.7 DTL/Higher authority to approve the no-action or provide approval for issue
of show cause notice.
8.32.8 In case no action is required, Section Officer is to close the application upon
receipt.
8.32.9 In case Show Cause Notice to be issued, AD/DDTL to ensure issue of show
cause notice with the approval of competent authority. Such show cause notices shall
be duly signed and issued to applicant through the shortfall option in eGCA.
8.32.10 Upon receipt of reply to Show Cause Notice, concerned AD/DD to examine
the reply and recommend:-
(i) No action, with justification; or
(ii) Enforcement action to be taken as per relevant Aircraft Rules 1937 and
Enforcement Policy and Procedure manual.
8.32.11 DTL/Higher authority to approve the no-action or provide approval for

enforcement action proposed. DTL/Higher authority to clearly specify the kind of
enforcement action and period of enforcement action to be taken. Additionally, in
case of any personal hearing to be provided to applicant, the same shall be indicated
by Competent Authority.
8.32.12 In case of any personal hearing, the details of such personal hearing shall
be duly recoded in the note sheet of the application.
8.32.13 In case of no action is required, Section Officer is to close the application

upon receipt.
8.32.14 In case enforcement action is required to be taken (post personal hearing if

applicable) as per the approval and directives of competent authority, AD/DDTL to
ensure preparation of draft Order of enforcement action and forward the file to
DTL/Higher authority for perusal, approval and signature if approved.
8.32.15 Upon approval of the competent authority, DD/AD/Section Officer to ensure

issue of Order of enforcement action to concerned applicant (through shortfall option,
email and hard copy). The enforcement remarks to be endorsed in the QR code be
indicated in the note sheet for preparation/issue of email to TCS by Section Officer.
8.32.16 Upon receipt of confirmation from TCS, Section Officer to ensure that the
enforcement remarks are duly reflecting in the QR code before dispatch.
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RECORDING OF ENFORCEMENT ACTIONS
8.33 This procedure is laid down to record the enforcements action taken in respect of
pilots by DGCA. Such actions are taken by DTL under following circumstances:-
(i) When the recommendation are received after Accident investigation/ Incident
investigation/ Breath-analyzer test / PIB investigation etc. form Airsafety Directorate
of DGCA Hqrs for action against involved pilots.
(ii) When the violation of aircraft rules/ CAR is noticed by DTL.
8.34 Following enforcements actions are required to be recorded:
(i) Actions taken by DTL against the pilots for violation of aircraft rules.
(ii) Actions taken by Air Safety Directorate in respect of pilots involved in various
accidents and incidents.
8.35 Format for recording of enforcements action taken:
(i) In case of actions taken by DTL against the pilots for violation of aircraft rules.
Sl. Name Operator License Date Brief Date Date of Date Brief Date of
No. of & No. of of of personal of of entry in
pilot Issue show reply hearing, order the R-card
of cause to if any order and
show show License,
cause cause if
notice required
(ii) In case of breath analyzer/ PIB/Investigation reports and their

Recommendations from DAS
Sl. Name Operator License Date of receipt of Date of compliance of Date of entry in
No. of & No. Breath-analyzer / Recommendation of R-card and
pilot PIB/Investigation DAS by DTL License, if
report from DAS (follow procedure as in required
with subject/brief. 3.1 above)
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8.36 Procedure for recording of actions taken by DTL against the pilots for violation of
aircraft rules
Receipt of information about violation
Approval of show cause
Actions to be taken by SO-LI
Recording of show cause notice in computer

1. ensure recording of the date of show cause notice and brief of show
Recording of date of reply

2. ensure recording of date of reply to the show cause notices.
Recording of date of personal hearing, if any

3. ensure recording date of personal hearing, if any
Recording the date of ORDER/ Warnings

4. ensure recording the date of order/ warnings and brief of the order/
warning e.g. suspension, cancellation, ab-initio void, disqualification,
Monitoring the date of entry in the R-Card and License

5. ensure recording the date of entry on R-card and License
6. send a copy of the order to enforcement monitoring division.
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Procedure for recording of the actions taken by DTL on the basis of the
8.37 Breath analysier/ PIB/Investigation reports and their Recommendations from DAS
Receipt of breath analysier/

PIB/Investigation report and
Actions to be taken by SO-LI
Recording of :-
Date of receipt of breath analysier/ PIB/Investigation report and
Recording of date of compliance

of Recommendation of DAS by
DTL with brief actions
Monitoring the date of entry in the R-Card and License
ensure recording the date of entry on R-card and License

send a copy of the order to enforcement monitoring division.
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Chapter 9. Flow Chart for Issue/Conversion of Commercial Pilot License
FLOW CHART OF LICENSING PROCEDURE for guidance
Application submitted at DGCA reception by post or in person:
Examination of papers in
On application date (General On application date (Flying Requirements)

(Check from certified log book & CA-39 and with flying test performas/ certificates)
Requirement to be fulfilled) 1. total -200Hrs, 2. as PIC-100 Hrs, 3. as PIC cross-country -20Hrs (encl. list of
 Age: >18 (As per 10th certificate) cross-country sorties separately)
 Medical: class-I (within 12 months 4. one 300NM cross-country with 2 full stop landings
validity) 5. Instrument time - 10Hrs (atleast 5 hrs on aircraft is must)
 Qualification: 10+2 Pass with  Within 6 months
Physics and Math 1. as PIC-15Hrs,
 Knowledge: pass in DGCA's Air 2. PIC by Night - 5 Hrs (with atleast 10 take off & 10 landings)
Regulation and Composite paper 3. General flying test by day with three solo take off and landings each
(within 30 months) 4. general flying test Night with three solo take off and landings each
 Others:- 5. 250 NM cross-country test by day with one full stop landing at other aerodrome
1. have valid RTR(A) from Ministry of 6. 120 NM X-country test by night (returning to point of dep. without landing)
Com. 7. signal reception test report ( eight word per minute)
2. verification certificates in respect of
qualification (10th and 12th ) with NOTE 1. : For IR issue with CPL, submit following documents:
original and attested certificates 1. as PIC-100Hr,
3. valid foreign license with letter of 2. as solo cross-country-50 Hr (encl. list of cross-country sorties separately)
verification from issuing authority. 3. Instrument time 40 Hrs (actual on aircraft 20 hrs or more+ simulated 20 hrs or
4. Valid class-I medical certificate of less)
state of issue + Indian  Within 6 months
5. certified log book and attested 1. instrument time on actual aircraft - 5Hr,
respective flying statements (i.e. within 2. IR test report with two approaches on aircraft for which endorsement on license
preceding 5yrs, 6months & x-country) is requested.
6. one cloth lined Self addressed
stamped envelop for dispatch of NOTE 2: For Multi endorsement on CPL:
license by speed post (stamp shall be 1. Record of ground training and pass result of technical exam
according to the weight of documents 2. Statement indicating at least 10 hrs of training on multi engine aircraft for which
submitted + 200gm) endorsement is requested (including test/ check),
7. two photograph imprinted with name at  Within 6 months
top 1. General flying test by day with three solo take off and landings each
8. for issue of IR with CPL submit two 2. General flying test Night with three solo take off and landings each
more photographs and relevant fee 3. IR test report with two approaches on aircraft for which multi -endorsement on
license is requested. (for Multi –IR only)
Above is checked and verified by designated officer Satisfactory

Not satisfactory
Papers returned to applicant with letter giving reasons for rejection for
compliance of complete requirement and re submission (no fee refund)
Note: License issued/
1. Applicant has to meet all the requirements on the date of re-submission. dispatched by speed
2. The papers will be returned to the individual or the flying club through which they were
forwarded as per the request of individual.
post & number
displayed on
DGCA’s website
Note: For further details please go through the Aircraft Rules 1937 and CARs on the subject
Page 71 of 170
Chapter 10. TRAINING PROGRAMME
Posting of Officers of Operation’s Cadre in Directorate of Training and Licensing
10.1 Officers of Operations cadre recruited in DGCA as Operations officers/ Assistant

Director Operations are posted in the Training and Licensing Directorate of HQs and
regional offices of Mumbai, Delhi, Chennai, Kolkata for issue and renewal of licences. All
officers posted in the Training and Licensing Directorate are assigned with the statutory
powers to issue/renew licences as per the notification issued by the Central
Government.(S.O. 726 (E) and S.O. 727 (E) ).
portal/?page=jsp/dgca/InventoryList/RegulationGuidance/StatutoryNotificationsAffe
cting/so726.pdf
portal/?page=jsp/dgca/InventoryList/RegulationGuidance/StatutoryNotificationsAffe
cting/so727.pdf
Introduction
10.2 International aviation standards require that a civil aviation authority provide its PEL
Officers with comprehensive training to ensure the competency of its Personnel Licensing
workforce.
10.3 In order to ensure that the PEL Officers in DGCA are qualified, have operational or
technical work experience and that their training is compatible with the activities they are
required to carry out, training shall be provided as per training requirements detailed in
DGCA Training Policy.
10.4 This chapter describes the training requirements for the PEL Officers with the
intention to provide
10.4.1 Initial training
10.4.2 PEL & On-job-training
10.4.3 Refresher training
10.4.4 Specialized training in the field of Personnel Licensing.
10.5 The purpose of this chapter is to ensure that officers of DTL Directorate are in tune
with the changes in technology, procedures, rules, regulations etc., by laying down the
procedures and curricula for training in order to enhance the level of knowledge, standardize
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the training programme and to derive the maximum benefit from the time and energy
invested in imparting training.
10.6 In the training curriculum, subjects of regulatory functions and specialized areas have
been dovetailed in order to provide overall knowledge to an officer to meet the intent of the
following objectives:-.
(i) Instil knowledge and ethics regarding overall functioning of DGCA and
regulatory framework.
(ii) Familiarize with authenticated knowledge, procedure and practices required

at various level of functioning.
(iii) Bring the knowledge and understanding of officers into common standard.
(iv) Orient the officers towards their functioning in specific area of work.
(v) Enable the officers to take various decisions in their area of work.
(vi) Make the officers to be aware with best international practices followed by
other regulatory authorities in dealing with Personnel Licensing matters.
(vii) Provide guidance for technical documentations and record keeping.
(viii) Optimize resources and management of work.
(ix) Apply theoretical knowledge into practices through Hands- on training and
case study.
(x) Develop skill and confidence through structured “On Job Training” (OJT) so
as to enable the officers to work independently.
(xi) Create a sense of empowerment within officers.
(xii) Improve the overall personality of officers.
Training Program
10.7 The training program for PEL Officers shall contain
10.7.1 Initial training
10.7.2 PEL & On-job-training
10.7.3 Refresher/Re-current training
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10.7.4 Specialized training in the field of Personnel Licensing.
10.8 Initial/ Induction Training: The newly inducted officers shall be provided an
induction training to enable officers to get a general understanding about the organization,
its vision, and mission and acquire necessary competencies required for performing their
job.
10.9 The Initial/Induction Training course will be conducted in 3 modules. •
10.9.1 Module I - Organised by the Training Directorate in co-ordination with other

directorates and training establishments. •
10.9.2 Module II – Topics related to DTL directorate will be structured and conducted
by the directorate itself in co-ordination with Training Directorate. This is exclusive to
the directorate related functioning and primarily covers Personnel Licensing Training
(PEL). Topics to be covered in this module is detailed in Appendix- A of this Chapter.
10.9.3 Module III – On job training (OJT) shall be conducted in the respective place
of postings of officers or at DGCA HQs by the qualified instructor in co-ordination
with DTL directorate.
On Job Training
After Completion of Initial Induction Training, the newly inducted officers will be provided
on-the-job training to enable them to handle their responsibilities independently. A PEL
officer is required to satisfactorily complete the OJT before being assigned the tasks and
responsibilities to function independently. OJT is planned, training conducted at a work site
by an authorized Trainer. This type of training provides direct experience in the work
environment in which the officer is performing or will be performing the job. As a part of the
skill development process officers are required to undergo on job training (OJT) before they
are assigned with independent work. On-the-Job Training entails the completion of three
levels of training for each technical job function. The three levels encompass the study of
reference materials, task observation, and task performance, as further defined below. An
OJT trainer must validate all Levels (I, II, and III) of performance. The OJT training process
follows a logical progression of three levels as shown in the table below:
Level Trainee Trainer

Level I – Knowledge Study Discuss
Level II – Understanding Observe Demonstrate
Level III – Performance Perform Evaluate
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10.10 Level-I training (Knowledge) is typically a self-study effort on the part of the trainee
with guided discussion and validation conducted by the OJT trainer afterwards. The time
allowed for this should be appropriate to the complexity of the task and the amount of
material to be studied. Levels II and III involve the actual performance of the task. Level I
training typically involve a review of all reference materials applicable to the job tasks for
which training has been identified. Level I training may be satisfied through classroom
training or other delivery methods.
10.11 Level II Training (Task Observation) involves observation of the performance of

specific job tasks. This training typically involves the trainee observing and/or assisting the
OJT trainer in the performance of those specific job tasks for which the trainee will be held
accountable. Level II training may be satisfied through appropriate training that provides the
opportunity for the trainee to observe and/or assist the trainer performing the task.
10.12 Level III Training (Task Performance) involves the application of knowledge and skills
to the performance of specific job tasks. Typically, the trainee performs the job task under
the observation of a qualified OJT trainer. The trainer assesses the performance of the task
and indicates on the trainee’s OJT training plan when Level III performance is achieved.
10.13 For the purpose of OJT a trainee officer should be attached with an senior
experienced officer (trainer) who will help him to learn skills and process through providing
instructions or demonstration (or both). OJT should be structured in various levels to meet
the objective of “imparting knowledge by discussion, providing understanding by
demonstration and adjudging the performance by evaluation”. The trainer should work as
guide and to explain the task accomplishment procedure to the trainee, then to demonstrate
it. The trainee then carries out the task, while trainer observes. Once the trainer is convinced
that the trainee is competent, he may allow the trainee to carry it out independently under
his supervision. After such successive exercise the trainee should be issued with the
certificate enabling him to carry out the task independently without supervision. Certificate
issued in respect of OJT completion of each task should be kept in the training records of
officer. In the process of OJT the trainee officers should undergo job rotation so as to ensure
that they gain complete overview of activities of the office they are attached to. A sample
certificate for PEL training of Inspectors/officers with OJT record is placed at Appendix ‘B’.
Recurrent Training Programme
10.14 Officers will be provided recurrent training to maintain/upgrade the competency level
and also for updating their awareness to relevant regulations/developments etc. This
training shall be conducted at least once in two years. This should be accomplished
through periodic training such as recurrent training or continuation training. To ensure that
officers maintain proficiency and keep current on aircraft and equipment, techniques,
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procedures and new developments in their respective areas of expertise, it is essential that
they receive periodic recurrent training
10.15 The Recurrent Training course may share content with the Initial Training course, but
varies in emphasis from one to other, as the Initial Training course provides a fuller
treatment across all subject area. The Recurrent Training course focuses on changes from
year to year in regulations, guidance material as well as significant events occurring in the
industry and the local environment from time to time
10.16 The Recurrent training programmes for Operations officer, Assistant Director, Dy.
Director & Director have been structured keeping in view that these officers are already
having working knowledge and experience in some of the Personnel Licensing functioning
depending upon their area of working and they require in overall functioning of directorates.
Therefore numbers of days also have been adjusted in each level accordingly. Further these
trainings are aimed to improve officer’s decision making capability, develop maturity to
share more responsibilities in elevated position and provide knowledge /exposures with
international standard.
Training Need Analysis

10.17 After completion of initial training to a batch of newly recruited officers, training need
analysis shall be carried out to identify the need for additional training required to be
imparted to the officers to make them competent to function independently.
Specialized Training
10.18 The purpose of specialized training is not only to upgrade the knowledge and
competency of DGCA DTL officers at par with international standards but also for efficient
functioning of the organization. Duration of training is based on the course and the hosting
organization. DGCA shall periodically develop programmes under special training
programmes/schemes in association with International Organisations like ICAO,EU-India
Co-operation Project, India-US ACP program, COSCAP, IATA, JAA, ENAC France, ICAO
FPP China, SAA, AELP Interlocutor and Rater Courses, Refresher courses, Train the trainer
courses etc.
10.19 In order to effectively upgrade efficiency and competency of DTL officers, it is

imperative to familiarize all the DTL officers regarding training imparted to Flight Crews by
approved Indian FTOs, FSTD Organizations, contracting state FTOs and ATO/TRTOs.
10.20 To acquire specialization it is required that officers should undergo courses in the
country as well as courses offered by other reputed International Organizations such as
ICAO – Personnel Licensing ,ICAO/IATA- SMS (Safety Management System) , ICAO/IATA-
Human Factors in Aviation, JAA- Auditing techniques in relation to Flight Crew Licensing,
IATA- Aviation Cyber Security(Automation pertaining to Licensing)
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Preparation of Annual Training Requirements:
10.21 Director of DTL should review annually the training requirements of the officers and
should plan for annual training requirements of whole DTL Directorate (HQ’s and Region)
and to take all necessary actions for their implementation.
10.22 For prioritizing the trainings, DTL HQ’s shall categorically list their priority
requirements as ‘Mandatory training’ in the training plan. DTL Directorate shall finalise the
training plans of the Directorates in consultations with training directorate. The Training
syllabus shall be prepared by DTL Directorate, Headquarters and updated from time to time
in commensuration with current training policy. Based on the syllabus, training
presentations/material for each training subject shall be prepared by respective officers
authorized for imparting the training.
Implementation of Training Program:
10.23 Director of Training & Licensing Headquarters shall be responsible for

implementation of monitoring, organizing and implementation as per DGCA training policy
and training program of DTL Directorate as a whole. Head of regional offices shall be
responsible for implementation of policy in their respective offices. The initial training
program is provided in Appendix-A of DGCA Training Policy Manual. Director of Training &
Licensing, Headquarters shall implement the training program in coordination with Training
Directorate of DGCA and Officers heading regional offices. After completion of each training
a certificate is required to be issued which shall be placed in officers’ training records.
Nomination of Officers for Training:
10.24 Director of Training & Licensing Headquarters shall be responsible for nomination of
officers for the training which are conducted by Headquarters and should also provide all
necessary assistance to the participating officers as required for smooth completion of
training.
Implementation of OJT Program
10.25 Director of Training & Licensing Headquarters shall function as Principal on Job
Training Program Coordinator and head of regional offices shall function as Regional on
Job Training program coordinator.
Training files and records
10.26 All training completed by an officer will be documented in his or her training file.
Officers who complete a formal external or in-house training course will receive a Certificate
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of Completion to be added to their training file (Physical File). A sample format for Training
Dossier is attached as Appendix-C to DGCA Training policy.
10.27 The training file of each officer should be maintained in duplicate. One copy of the
file should remain with the officer in the office he/she is attached to. Another copy of the file
should be maintained in Headquarters .Regional where the officer is attached shall maintain
two separate files. One for personal correspondence and the second one as training file. As
and when the officer undergoes any training or OJT, the training file required to be updated
at the Regional office and copy forwarded to Headquarters for updating of centralized
training records.
TRAINING OF ADMINISTRATIVE STAFF WORKING IN TRAINING AND LICENSING

DIRECTORATE
10.28 In order to ensure that staff posted to DTL are able to carry out their duties efficiently
and towards expeditious processing of pilot license applications, it is essential that the
administrative staff are trained towards all aspects of processing of licenses. To carry out
the day to day functions of directorate of training and licensing as mentioned in Para 1.3.1
and 1.3.2 of Chapter 1 above, the administrative staff working in the DTL will be required to
undergo following training programme:
a) Initial Training on DTL.

b) On Job Training
c) Refresher Training
10.29 The training should primarily cover aspects related to procedures and documentation
for issue and renewal of licenses/ratings, checklist preparation, docketing and numbering,
preparation of licenses after approval, verification of Indian licenses to contracting states
etc. The above processes to be undertaken through eGCA is already enumerated in
Chapter 2 above. Details of the syllabus to be covered for training is prescribed in Appendix
‘C’. Checklists for reference and preparation i.r.o various Pilot licenses (Physical
applications) is placed at Annexures ‘I’ to ‘XI’. The checklists and necessary qualifying
criterion for processing of online applications through eGCA is available in relevant tab of
application form. The syllabus for refresher training shall cover updates and change in
regulations if any, and will also address recurrent training aspects.
10.30 The training for administrative staff may be conducted by any officer posted in DTL
and who possesses a valid PEL training certificate. Refresher training for the administrative
staff shall be conducted once in two years. Notwithstanding with above the staff may be
briefed on the changes in procedures and regulations, as considered necessary.
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10.31 Record of the training conducted should be maintained (Attendance sheet, OJT
details) in the Directorate by the officer assigned with the responsibility for conducting and
managing training related aspects of Administrative Staff. On completion of training, a
certificate to this effect will be issued to the administrative staff by the Director, DTL. A
sample certificate is placed at Appendix ‘D’
Aviation English Language Proficiency (AELP) Training and Testing Organization -

Training for Approval, Renewal, and Surveillance process
10.32 The new process of approval, renewal of AELP organizations for conduct of English
Language Proficiency of flight crew has been implemented w.e.f 01 Jan 2020. The process
has been formulated and implemented as per the guidelines prescribed in ICAO Annex 1
and ICAO Doc 9835. The new process and procedure in accordance with the above
regulations is enumerated in Chapter 12 below. Towards processing these applications,
considering that the process is new and until all concerned officers are trained for the
Interlocutor and Rater qualifications, trained and qualified PEL officers of Operations Cadre
may process these applications and become members of the board for inspections.
Subsequently, for surveillance activities of these approved organizations, PEL qualified
officers of Operations Cadre having received training from Interlocutor and Rater qualified
PEL officers may undertake the surveillance activity as per the proposed checklist at
Appendix ‘XIII E’. The anticipated date of commencement of this activity is 01 Jan 2022.
The refresher training for the above function may be coupled with the PEL refresher course
or at least once in two years whichever is earlier.
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Appendix ‘A’
Day 1 Training Syllabus 06 hours
 DGCA Organisation and structure; role and

functions of all DGCA Directorates including
regional offices
 Introduction to regulatory requirements: ICAO,

Aircraft Act/Rules, CARs, AICs, other circulars
including delegation of powers.
Directorate of Training and Licensing :

 Organization structure, Functions, duties and
responsibilities
 Orientation- Functioning of DTL and interaction
with other Directorates like FSD, Air Safety, Flying
Training etc.
 Types of licences issued for aircrew
 Review of regulatory and guidance material for
DTL personals
- Indian Aircraft Act/ Rules,
- CARs; AICs, Circulars (applicable to DTL)
- ICAO Annexes and Docs: Specific references to
items applicable to DTL operational aspects.
- Enforcement manual
Scrutiny and processing of license documents related to

aircrew personnel (including conversion of foreign
licence):
 Air Transport Pilot License
 Commercial Pilot License
 Private Pilot Licence
 FRTOL/FRTOL (R)
 Instrument Rating
 FIR/AFIR
 Pilot License(Glider/Micro light
/LSA/Gyroplane/Balloons)
 Flight Navigator’s License
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Appendix ‘A’
Validation of Foreign Licences

 Regulatory requirements (reference to rule and
CAR)
 Security clearances of foreign pilots
 Formation of Board/ Role of Flight Standards
Directorate
 Approval Procedure
Day 2 Training Syllabus 06

hours
TRI/TRE rating of pilots

 Rules and regulations
 Role of Flight Standards Directorate (FSD)
- Check pilots/Instructors/Examiners
 Interaction with FSD
Acceptance of training done at facilities in India/

overseas:
 Regulatory requirements (reference to rule and
CAR)
 Familiarization of TRTO & Simulator approvals
and validity
 Checking of Logbooks
 Checking of skill test reports/flight training records
Renewal of Licensing of Air crew and Grant of extension

of Aircraft Rating including additional types of aircrafts
 Approval Process
 Requirements
Air Safety Directorate- Director (AS)

 Role and Functioning
 Recommendation on action against air crew on
violation
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Appendix ‘A’
Enforcement Policy – Directorate of Regulation and

Information
 Regulations
 Enforcement Manual – Policy and Procedures
 Detailed review on the procedure for enforcement
 Penal action on the recommendation of other
Directorates
AELP Organization Approval

 CAR Section 7 Series G Part III and V
 FCL 01 of 2019
 Brief of ICAO Doc 9835 – Manual on
implementation of English Language Proficiency
 Surveillance Checklist
eGCA  Overview
 Services Provided
 Procedure for processing of applications
 E –logbook and efAR
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Appendix ‘B’

This is to certify that
(Name of the participant)
has successfully completed the

PEL/ / OJT/ Refresher Training
in the Training and Licensing Directorate
from……………to …………..
----------------------- -----------------------
(Name of Director) (Name of DDG/JDG)
Director Training & Licensing Deputy/Joint Director General
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Appendix ‘B’
EMPLOYEE’S ON-THE-JOB TRAINING RECORD

1. IDENTIFYING INFORMATION :
Last Name: First Name: Initials:
Position: PEL Section / Division: PEL, DGCA.
PEL - LICENSING
Date Level Completed *Name(s) and Signature of

Job Task or Subject Matter OJT Trainer
Level I Level II Level
(Understanding) (Demonstration III
(Performance)
REGULATION
INSPECTOR GUIDANCE
LICENSING ISSUE / FTO APPROVAL

PROCEDURE
LICENSING / FTO REVIEW AND

EVALUATION
TYPE OF LICENSE/ FTO

Schedule-II,PPROVALS
ISSUANCE/ RENEWAL OF LICENSE/

FRTOL/CPL/ATPLAPPROVALS
INCLUDING Issue, Validation,
FTO/CFI/FII approval
RECORD KEEPING
3. CERTIFICATION
(a) * By appending my signature in this column, I certify that the trainee has completed the OJT documented above and is
competent to perform the task without supervision.
(b) I hereby confirm that I have completed the OJT documented above with the qualified OJT Trainer(s).Signature:
Date: DD/MM/YYYY (Trainee)
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Appendix ‘D’
DAY 1. TRAINING SYLLABUS DURATION 3 HRS

1. Brief introduction about: ICAO,Aircraft Act and
Rules, CARs, DGCA website familiarization and
other pertinent information
2. Directorate of Training and Licensing:
Organization Structure, functions , duties and
responsibilities as per procedure manual of DTL
3. Types of licenses issued for flight crew
4. Processing of license documents related to

aircrew personnel and preparations of
checklist/files (including for conversion of license
issued by the contracting state) as mentioned in
the procedure manual of DTL.
5. Drafting and issuance of shortfall letters
6. Preparation of documents related to

Parliamentary question, RTI, VIP Reference,
Public Grievances and other tasks as assigned
by higher officials.
7. Roles and functions of regional offices

(DTL structure)
8. eGCA Overview & Services Provided
DAY 2 ON JOB TRAINING DURATION 3 HRS

1. Familiarization with docketing and submission
channel in the Directorate of Training and
Licensing including the familiarization with DTL
project for issue/renewals of flight crew
licenses.
2.  Preparation of checklist (at least 3 cases)
 Printing and preparation of Flight crew
licences ( at least three cases)
 Dispatch and record keeping
 Verification of Indian license
3.  eGCA
 Procedure for processing of applications
 Enforcement Actions
 Printing and Dispatch
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Appendix ‘D’

This is to certify that
(Name of the participant)
has successfully completed the

Initial Training on DTL/ Refresher Training / OJT
in the Training and Licensing Directorate
from……………to …………..
----------------------- -----------------------
(Name of Trainer (s)) (Name of Director)
Directorate of Training & Licensing Directorate of Training & Licensing
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Chapter 11
PROCEDURE FOR VERIFICATION OF FOREIGN LICENSES AND RATINGS
Verification Procedure for processing of applications of validation of foreign

license
11.1 The concerned officer dealing with FATA shall ensure that an email from
pelverification.dgca@nic.in is sent to the issuing authority of the contracting state from
where the license has been issued for verification of the applicant’s license submitted by
the operator. Details of the standard format of email are enclosed in Annexure XIII’A’.
11.2 He shall ensure that the verification is received for further processing of the
application of validation of foreign license.
Procedure for verification of foreign license from contracting states for

conversion to Indian License
11.3 On receipt of application for conversion of foreign licenses issued by contracting

state to Indian license the following procedure will be followed:-
(i) An email from pelverification.dgca@nic.in/dtl1.dgca@nic.in is to be initiated

by the Section Officer L – II requesting for verification of the foreign license
submitted by the applicant. The email is to be sent by the Section Officer once the
file has been prepared by the dealing hand/ASO and put up to the section officer
for scrutiny. A standard format of the email is placed at Annexure XIII’B’.
(ii) The concerned examining officer (Operations Officer/Assistant Director) is

to follow up the reply received for the email sent by the Section Officer at the time
of scrutiny of documents. Receipt/non receipt of verification is to be mentioned in
the findings before forwarding the file to deputy director.
(iii) In case of non-receipt of verification within a reasonable time, the current

custodian of file is to send a reminder to the contracting state referring to the email
already sent. Further processing of the application will be subject to receipt of
verification from contracting state.
Procedure for verification of Indian license on request of Contracting States:-
11.4 The Section Officer(L-1) shall ensure monitoring of the dtl1.dgca@nic.in and
pelverification.dgca@nic.in email ids on all working days for receipt of requests from
Contracting States for verification of Indian License.
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(a) Section Officer L – 1 shall ensure that all the details are verified as per
the records available with this office and put up the file with draft reply in the
prescribed format as per Annexure – XIII’C’ and R- Card for perusal and
signature of Operations Officer/Assistant Director.
(b) The Operations Officer/Assistant Director post approval and signature will
mark the file back to the Section Officer L – 1 for scanning and forwarding the
approved and signed reply to contracting state.
(c) A copy of the email sent with attachment is to be retained in the
individual’s file.
Procedure for verification of Type training /Endorsement training undertaken at

foreign FTOs/ATOs and verification of foreign License and flying undertaken for
renewal of Indian License
11.5 On receipt of file for Type rating /Endorsement/Renewal of Indian License, the
concerned Officer shall initiate an email to concerned ATO as per Annexure XIII’D’ for
verification of successful completion of training undertaken for issue/renewal of Type
rating/Endorsement/License.
11.6 Comments regarding initiation of email and status of reply received are to be made
in the note-sheet by the concerned examining officer before marking the file to Deputy
Director/ Director.
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CHAPTER 12
FILING AND RECORD RETENTION SYSTEM
INTRODUCTION
12.1 Content and Integrity of Records It is imperative that DTL as licensing authority
should maintain records that support every licensing action taken by the Authority for each
applicant or Licence holder. The main characteristics of a good record-keeping system
are:
(i) Completeness: The records kept by the Licensing Authority should be

sufficient to provide documentary evidence of each licensing action and allow the
history of each license issued to be traced.
(ii) Integrity: It is important to maintain the integrity of records by ensuring that

they are not removed or altered without authorization. This usually requires that
each record entered in the file is properly logged and that proper procedures exist
to control access to the files. This applies to both paper and computerized records.
(iii) Ready access for authorized personnel: The information contained in the
licensing records should be readily accessible to authorized staff of the entire
Licensing Authority.
12.2 Filing and Recording System
(i) The records held by DTL included a written registry of personnel licences,
complemented by individual files shall contain a summary of all licensing actions
taken and all the personal records of the applicant, such as the medical
assessment, flight and written test results or correspondence in chronological
order. Towards this the personnel responsible and the procedure to be followed is
as mentioned below:-
(ii) On receipt of documents pertaining to an applicant, which normally begins

with issue of a Student Pilots License, subsequently digital file of SPL to be verified.
Section officer L – II is responsible for opening a file with the documents received
to be attached in the file. The Section Officer L – II is to ensure that the details are
checked after the file has been prepared by the staff (dealing hand/ASO). The file
number is to be clearly marked on the outside of the file cover/containing folder.
All subsequent correspondence/documents (for example FRTOL (R), FRTOL,
PPL, CPL, ATPL etc.) shall be processed in the same file.
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(iii) Each file is to have three sections namely Note Sheet, Correspondence
folder and Flying folder. All the documents of each section are to be sequentially
arranged and numbered as per DoPT Manual of Office Procedure by the
concerned staff (dealing hand/ASO). The check list is to be prepared and duly filled
by the dealing hand/ASO concerned based on the information provided by the
applicant and will form part of the note sheet section. The dealing hand/ASO will
mark the file to respective Section Officer with his/her comments regarding the file
prepared and clearly bring out deficiencies if any. Section Officers shall ensure that
dealing hands/ASOs docket the file as per the laid down regulations. Subsequent
marking of file is to be carried out as laid down in earlier Chapters for submission
channel and enforcement actions etc, also to ensure sequence as per date of
submission.
(iv) The custody, location and safety of the file lies with Section Officer L – II
during such process except in case of the file being processed by L – I section. In
such case, the responsibility lies with Section Officer L – I. On completion of action
pertaining to the application received it is the responsibility of concerned Section
Officer to ensure that the file is handed over to the Record keeper for
maintaining/archiving of the same in Record room.
(v) The Record keeper will be responsible for the safe custody of the file on
receipt of file from concerned section officer. Section Officers are to ensure that
the file is not returned to Record keeper without the action completed on the
application received. The Record keeper on receipt of file from Section
Officer/dispatch is to remove the R-Cards and place the R-Cards in the R Card
room in respective rack as per the sequence. The record keeper will function
directly under Section Officer L – II and will be responsible for the following:-
(a) Archiving/storing the files in a sequential/chronological and secure

manner based on the year of opening of file/file number with controlled
access to ensure confidentiality of the file. He is to ensure that all
records/files are accessible whenever needed within a reasonable
time.
(b) He is to maintain a record of every file held in the record room clearly
indicating the rack in which the file is located.
(c) Entry and exit of each file shall be maintained, clearly indicating to
whom the file has been handed over for action by concerned official.
(d) He is also responsible for the cleanliness and safety, security of the
record Room
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(e) He will be responsible for opening and closing of the record room
and R Card room on a daily basis during working hours or on any other day
as required.
(f) He is to ensure that all cabinets are closed at the end of each working
day and no files are left outside the cabinets at any time.
12.3 Integrity of File and disposal post approval The Section officer will be
responsible for ensuring the integrity of the file before handing over to the record
keeper/dispatch. Additionally, section officers are to ensure that licenses are
prepared/endorsed and signature of approving authority obtained on the licenses before
handing over the file to dispatch/record room. All dealing hands/ASOs are responsible for
preparation of licenses/endorsements post approval by competent approving authority
and marking of the file by Section Officer to dealing hand/ASOs. All dealing hands/ASOs
are to be conversant with the routine activity of preparation of licenses/endorsements to
avoid any delays post approval. Once approved licenses are to be prepared immediately
by dealing hands/ASOs for subsequent processing and issue. Section officers are to
ensure that all staff are utilised in the most efficient manner for expeditious disposal of
licenses post approval.
12.4 Archiving of old files and weeding out Section Officer L – II is responsible for
retention of files as per the regulations laid down in the record retention procedure of
DGCA. He is to bring to the notice of the higher authorities about redundant files or files
to be weeded out based on the retention policy. He is to ensure that files to be weeded
out are clearly identified and listed by Record keeper and other staff during the process
of weeding out. The list of files to be weeded out is to be put up to competent approving
authority before disposing for the purpose of shredding/destruction/recycling.
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Chapter 13: Aviation English Language Proficiency Testing and Training
Organizations (AELP) - Approval, Renewal and Surveillance
13.1 In accordance with Para 6 A of Section A, Schedule II, of the Aircraft Rules,
1937,an applicant for the following licences shall have the ability to speak and understand
the English language used for radiotelephony communications to the level of proficiency
specified by the Director General:—
Private Pilot’s Licence (Aeroplanes);
(i) Private Pilot’s Licence (Helicopters);

(ii) Commercial Pilot’s Licence (Aeroplanes);
(iii) Commercial Pilot’s Licence (Helicopters);
(iv) Airline Transport Pilot’s Licence (Aeroplanes);
(v) Airline Transport Pilot’s Licence (Helicopters);
(vi) Flight Engineer’s licence,
(vii) Flight Navigator’s Licence, and
(viii) Pilot’s Licence (Micro light aircraft/Light sport aircraft/Gyroplanes).
13.2 The level of proficiency shall be evaluated in accordance with the procedures laid
down by Director General.
13.3 The licencing authority shall indicate the level of proficiency in the licence.
13.4 The said rules further stipulate that the level of proficiency shall be evaluated in
accordance with the procedures specified by the Director General and shall be indicated
on the license. Towards specifying the requirements for such evaluation by Aviation
English Language Organizations, minimum standards to be achieved for endorsement on
license, requirements for approval of such organizations etc., CAR Section 7 Series G
Part III and Part V have been promulgated and are in vogue. The above regulations are
to ensure compliance of ICAO Annex 1 and ICAO Doc 9835 on Manual of Implementation
of ICAO Language Proficiency Requirements. The procedure for approval/renewal of
AELP has been formulated as a Five Phase Process and is specified in Flight Crew
Licensing Circular 01 of 2019 dated 03 Jun 2019. The links for the regulations and the
FCL 01 of 2019 is placed below:-
CAR Section 7 Series G Part III

portal/?dynamicPage=dynamicPdf/130576829&maincivilAviationRequirements/6/0/view
DynamicRulesReq
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CAR Section 7 Series G Part V
portal/?dynamicPage=dynamicPdf/130576827&maincivilAviationRequirements/6/0/view
DynamicRulesReq
FCL 01 of 2019
portal/?dynamicPage=dynamicPdf/130576538&maincircularsRulesFlightCrewLic/7/3324
/viewDynamicRuleContLvl2
13.5 The five phase process is as mentioned below:-
(i) Pre-Application Phase

(ii) Formal Application Phase
(iii) Document Evaluation Phase
(iv) Demonstration and Inspection Phase
(v) Certification Phase
13.6 The above process also has been incorporated in the eGCA platform wherein an
organization seeking approval for AELP Testing and Training Organization submits a
letter of Intent/Proposal through a unique eGCA ID allotted to the Organization on
successful registration. At this stage, the application should be enclosed with relevant
documents providing conformance of applicability as per CAR Section 7 Series G Part V.
(Ex: Organization approval issued by DGCA or Approval of Organization i.a.w Doc 9835
of other ICAO Contracting States etc.)
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13.6.1 Pre-Application Phase (Phase –II)
13.6.2 Duly submitted application with letter of Intent/proposal is received by the Head of
the Training and Licensing Directorate who may constitute a team of officers for
processing of the application. Alternatively, the HOD may forward the application to a
subordinate officer for further action including constitution of a team.
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13.6.3 The team in charge as nominated or formulated would forward the application to
any one member for further processing vis a vis initiation of the pre application phase
meeting subject to letter of intent or proposal found satisfactory and in conformance with
applicability criterion. With this forwarding of application a dak (intimation) to other team
members regarding nomination and application is also sent as a notification. Such
notification also provides access to the application details for remarks if any of other
members.
13.6.4 The team member upon receipt of application form team in charge and after
deliberations concludes a proposed date of Pre application meeting and fills in the details
for intimation to applicant. The applicant acknowledges the intimation and proposed date
of pre application meeting.
13.6.5 Upon confirmation of the meeting and once the meeting is concluded, details of
meeting are filled and date of completion of pre application phase is entered in the system.
This completes the pre application phase and activates the formal application tab for the
applicant.
13.6.6 Formal Application Phase (Phase –II)
13.6.7 The applicant after having read and understood the requirements, complies with
the requirements, completes necessary documentation, fills the formal application and
uploads necessary documents in the formal application tab for submission and perusal
of the team members. The details to be filled and populated in the formal application
phase are as follows:-
(i) Location and Scope
(ii) ELP Training/ TSP Management Personnel
(iii) Fee receipts as applicable as per Rule 133 C of Aircraft Rules, 1937.
(iv) Documents as per Check list i.e TPM, CAR Compliance Check List,
Curriculum etc.
(v) Any Other Information
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13.6.8 On submission of above formal application duly complete in all aspects, the team
in charge and its members ascertain the need for any meeting to address lacunae in the
application if any. The same can be intimated directly to the applicant from the formal
application tab.
13.6.9 Document Evaluation Phase (Phase –III)
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13.6.10 Documents submitted in the formal application phase are to be evaluated for
compliance in accordance with ibid regulations by the team members in consultation with
the team in charge. Anomalies/observations if any are communicated directly to applicant
through shortfalls for which push notifications are received by applicant. The applicant
may reply to the shortfall with supporting documents for obviation of the same. The team
in charge and its members may ascertain the need for any meeting to address lacunae
in the application if any. Upon having ensured that the application meets all the
requirements for this phase, fees duly verified by the team members, the application is
filled for the date of completion of document evaluation phase. The tentative date for the
Inspection is also intimated to applicant along with the filling of the date of completion of
the document evaluation phase.
13.6.11 Demonstration and Inspection Phase(Phase –IV)
13.6.11.1 Upon acceptance of proposed tentative date of Inspection by the applicant,

an acknowledgement is received and intimated to team members. A schedule of
inspection is subsequently prepared with the approval of competent authority. Any other
officer of the Operations cadre who is PEL trained may also be incorporated as a member
in the schedule of inspection and carry out the demonstration and inspection phase. The
details of the schedule of inspection are also intimated to the applicant through the
system. The team nominated for the demonstration and inspection will check for
compliance as per the checklist provided in CAR Section 7 Series G Part V and prepare
a report of anomalies/ observations if any. These anomalies/ observations are
subsequently intimated to the applicant through the system for liquidation and reply to
Page 97 of 170
shortfalls.
If the need may arise a subsequent inspection schedule may be proposed and carried
out carried out.
13.6.12 The demonstration and inspection phase is considered to be complete upon

successful demonstration of the organizations ability to conduct training and testing in
accordance with the relevant regulations. The documents submitted, details of
infrastructure provided and ensured that the same is available to the satisfaction of the
inspection team is also checked during this phase. The date of completion of the
inspection phase is filled upon the organization having satisfactorily met all the
requirements and a report to this extent being rendered the team and uploaded in the
inspection tab.
13.6.13 Certification Phase
Page 98 of 170
13.6.14 The consolidated note of the entire process having been undertaken is mentioned
in the note sheet against the application and submitted for perusal and approval of
competent authority. It is pertinent to mention that, at any stage of the application, in case
of any requirement of intervention of the higher or competent authority, the application
may accordingly be forwarded along with details in the note sheet using the send within
hierarchy option.
13.6.15 A preview of the draft approval certificate may also be reviewed from the preview
PDF button in the certification tab before forwarding the same for approval and digital
signature.
13.6.16 DGCA may renew the approval for a period not exceeding five years on being
satisfied that the Aviation English Language Training Organizations and Testing Service
Providers continues to maintain the required capability. An inspection of the Aviation
English Language Training Organizations and Testing Service Providers may be carried
out prior to renewal.
13.6.17 Changes in the Scope of the Approval: - Any changes that affect the scope of
their approval, for example, inclusion of new training or amending an existing training
programe to take advantage of new training equipment/ technology or facilities shall be
subjected to the DGCA’s approval. The applicant shall provide the supporting information
including the justification for assessment.
13.6.18 Revocation, Suspension or Variation of the Approval An approval issued may be

revoked, suspended or varied if the requirements set out in this CAR cease to be met in
Page 99 of 170
part or in whole, or if the standards on which approval was granted/ conformance of
relevant provisions of Aircraft Rules 1937, are not maintained.
13.6.19 Surveillance of the approved AELP organizations will be undertaken as per the
plan proposed and accepted in the Annual Surveillance Programme of DGCA. Such
surveillance shall be carried out by trained Operations cadre officers of DGCA. The
checklist for the surveillance is as enclosed in Appendix ‘XIII E’. A sample draft certificate
is as shown below.
Page 100 of 170

Page 101 of 170

Annexure-I
File no:
Diary no:
Date of receipt:
Issue of FRTOL (Restricted) under Section ‘Z’ of Schedule II of the Aircraft Rules, 1937
FRTOL (R)
Sl. Legends Details Page

No. No.
1. Name of Applicant
2. Father’s Name
3. Mother’s Name
4. Place of Birth
5. Nationality
6. Correspondence
Address
7. Permanent Address
9. Education qualification Xth-
10. Medical Examination

Class-I/Class-II
11. Student Pilot License Date of Issue:
No.
Validity:
12. Examination Date Marks
Written
Oral
Page 102 of 170

Annexure II
File no:
Diary no:
Date of receipt:
Issue of FRTOL under Section ‘Y’ of Schedule II of the Aircraft Rules, 1937
FRTOL

No. No.
2. Father’s Name
3. Mother’s Name
4. Place of Birth
5. Nationality
6. Correspondence
Address
9. Education qualification Xth-
XIIth or equivalent with Phy & Maths-

Class-1
11. RTR Date of Issue:
Validity:
12. Flying Experience:

(10 hrs. in last 12 months
with RT handling exp. of
at least 2 months) or
Valid Pilot license Date of Issue:
issued by a contracting
state Validity:
Page 103 of 170

Annexure III ‘A’
File no
Diary no:
Date of receipt:
Issue/Conversion Pilot’s License (Micro-light) Under Section ‘G’ of Schedule II
S. Legends Page No.

Details
No.
1 Name of Applicant
2 Age/Date of Birth:
(minimum 17 years)
3 Education qualification:
4 Medical Examination: Date ……

(Indian/foreign)
Valid upto…….
5 Examinations:-
a) Air Regulation Date of Result……..
Marks……….
b) Air Navigation Date of Result………
Marks……….
c) Aviation Date of Result……..

Meteorology Marks……….
d) Technical General Date of Result………..

Marks………..
e) Technical Specific Date of Result……….
Marks…………
6 Whether holding PPL (A/H) License Category…..
or higher license (exempted License No…..
from all examinations) Validity……
7 Whether Certificate of
thoroughly familiarization of
flight controls, speed
profiles, systems, engines
and limitations of the
Microlight aircraft attached
8 Whether holding PL (G)- PL(G) No…..
(exempted from Air
Regulation & Aviation Validity….
Meteorology)
9 Experience: Requirements Actual
a) Total flying 40 hours
b) Solo Flying 15 hours
Page 104 of 170

Annexure III ‘A’
c) Out of b) above required 10 hours

in preceding 1 year
d) Solo Cross country 5 hours
e) 50 Nm solo cross country

(with minimum 1 full stop
landing at aerodrome other
than point of departure)
10 Whether holding PPL (A) or License Category…..
higher license on License No…..
Aeroplanes (exempted from Validity……
above mentioned flying
experience requirements)
familiarization with 3 solo
takeoffs & landings attached
Skill Test:
12 (within preceding six
months)
13 Fees
(as per Rule 48)
14 Photographs (Three)
15 Security Clearance
(before commencing
training)
16 ELP
Page 105 of 170

Annexure III ‘B’
File no:
Diary no:
Date of receipt:
Issue/Conversion Pilot’s License (Balloon) Under Section ‘H’ of

Schedule II
S. Legends Page No.

Details
No.
1 Name of Applicant
(minimum 16 years)

(Indian/foreign)
Valid upto…….
5 Examinations:-
Marks……….
Marks……….
c) Aviation Date of Result………
Meteorology
Marks……….
d) Airmanship and Date of Result……..
Balloon systems/
Aerostatics Marks……….
6 Whether holding higher License Category…..
license (exempted from all License No…..
examinations except Validity……
Airmanship and Balloon
systems/ Aerostatics )
b) Total Launches & 8
Accents
c) Accents under instruction 6

d) accent to an altitute 1500 1
mtr above sea level
Page 106 of 170

Annexure III ‘B’
e) Accents under 1
supervision
Skill Test:
months)
9 Fees
(as per Rule 48)
11 Security Clearance
(before commencing
training)
12 ELP
Page 107 of 170

Annexure III ‘C’
File no:
Diary no:
Date of receipt:
Issue/Conversion Pilot’s License (Glider) Under Section ‘I’ of

Schedule II
S. No. Legends Details Page No.

2. Age/Date of Birth:
(minimum 16 years)
3. Education qualification:
4. Medical Examination: Date ……

(Indian/foreign)
Valid upto…….
5. Oral Examinations:-
Marks……….
Marks……….

d) Aircraft & Date of Result………..

Instruments Marks………..
e) Technical Date of Result……….

Specific Marks…………
6. Whether holding higher License Category…..

license (exempted from License No…..
all examinations except Validity……
Aircraft & Instruments )
7. Experience: Requirements Actual
b) Solo Flying 5 hours
c) Total Number of take 75

offs & landings
d) Number of solo take 25
offs & landings( in
preceding 6 months)
Page 108 of 170

Annexure III ‘C’
8. Skill Test:
(within preceding six
months)
9. Fees
(as per Rule 48)
10. Photographs (Three)
11. ELP
Page 109 of 170

Annexure III ‘D’
File no:
Diary no:
Date of receipt:
Issue/Conversion Pilot’s License (Light Sport Aircraft) Under Section ‘IA’

of Schedule II
S. Legends Page No.

Details
No.
1 Name of Applicant
(minimum 17 years)

(Indian/foreign)
Valid upto…….
5 Examinations:-
Marks……….
Marks……….

d) Technical General Date of Result………..

Marks………..
e) Technical Specific Date of Result……….
Marks…………
6 Whether holding PPL (A/H) License Category…..
or higher license (exempted License No…..
from all examinations) Validity……
thoroughly familiarization of
flight controls, speed
profiles, systems, engines
and limitations of the LSA
attached
8 Whether holding PL (G)- PL(G) No…..
(exempted from Air
Regulation & Aviation Validity….
Meteorology)
Page 110 of 170

Annexure III ‘D’
b) Dual cross country 02 hours

c) Solo Cross country 5 hours
d) 50 Nm solo cross country

(with minimum 2 full stop
landing at two different
aerodrome and at least one
segment of 25 nm distance
in straight line)
10 Whether holding PPL (A) or License Category…..
higher license on License No…..
Aeroplanes (exempted from Validity……
above mentioned flying
experience requirements)
familiarization minimum1
hour with 3 solo takeoffs &
landings attached
Skill Test:
months)
13 Fees
(as per Rule 48)
15 ELP
Page 111 of 170

Annexure III ‘E’
File no:
Diary no:
Date of receipt:
Issue/Conversion Pilot’s License (Gyroplane) Under Section ‘IB’

of Schedule II
S. Legends Page No.

Details
No.
1 Name of Applicant
(minimum 17 years)

(Indian/foreign)
Valid upto…….
5 Examinations:-
Marks……….
Marks……….

d) Technical Date of Result………..

General Marks………..
e) Technical Date of Result……….

Specific Marks…………
6 Whether holding PPL License Category…..

(A/H) or higher license License No…..
(exempted from all Validity……
examinations except
Tech. Gen. & Tech.
Spec.)
b) Total Solo flying 15 hours
c) Solo in preceding 1 10 hours
year
d) Solo Cross country 5 hours
Page 112 of 170

Annexure III ‘E’
d) 100 Nm solo cross

country (with minimum 2
full stop landing at two
different points)
8 Whether holding PPL (H) License Category…..
or higher license on License No…..
helicopter(exempted Validity……
from above mentioned
flying experience
requirements)
familiarization with 3 solo
takeoffs & landings
attached
Skill Test:
months)
11 Fees
(as per Rule 48)
13 ELP
Page 113 of 170

Annexure IV ‘A’
File no:
Diary no:
Date of receipt:
Issue/Conversion of Private Pilot Licence (Aeroplane) under Section ‘E’ of

Schedule II of the Aircraft Rules, 1937
Issue Conversion
No No.
.
2. Father’s Name
3. Mother’s Name
4. Place of Birth
5. Nationality
6. Correspondence
Address
9. Education qualification
11. Knowledge: Date Marks

1 Air Navigation
2 Air Regulation
3 Aviation
meteorology
4 Technical General
5 Technical Specific
(ME)
6 Signal Reception
Test
(SE)
12. Experience: Description Requi Actual Date Landing

I. Total flying reme At
experience nts
Page 114 of 170

Annexure IV ‘A’
Total 40
a) Total Flying
Solo 10
b) Solo Flying
Solo in
preceding 12 5
months
c) Solo cross-country As solo X- 5

flying Country
Details of 150 hrs

NM Solo X-
country
13. Skill Test:
General Flying Test General Flying Test by day
14. Flying Records:

Whether accident or not
15. English language ELP Level ELP Date of ELP Valid
Proficiency (ELP) Test Till
Certificate:
Page 115 of 170

Annexure IV”B”
File no:
Diary no:
Date of receipt:
Issue/conversion of Private Pilot Licence (Helicopter) under Section ‘F’ of

Issue Conversion
No. No.
1 Name of Applicant
2 Father’s Name
3 Mother’s Name
4 Place of Birth
5 Nationality
6 Correspondence
Address
7 Permanent Address
8 Age/Date of Birth
9 Education qualification
10 Medical Examination
11 Knowledge: Date Marks

1 Air Navigation
2 Air Regulation
3 Aviation
meteorology
4 Technical General
(ME)
6 Signal Reception
Test
(SE)
12 Experience: Description Requir Actua Date Landing

ements l At
Page 116 of 170

Annexure IV”B”
I. Total flying Total 40

experience
a) Total Flying Solo 15
Solo in
b) Solo Flying preceding 12 10
months
As solo X- 5
Country
c) Solo cross-country
flying Details of 100 hrs
NM Solo X-
country
13. Skill Test:
14. Flying Records:

Certificate:
Page 117 of 170

Annexure V”A”
File no:
Diary no:
Date of receipt:
Issue/Conversion of Commercial Pilot Licence (Aeroplane) under Section ‘J’ of

CPL IR FRTOL Conversion
No. No.
1 Name of Applicant
2 Father’s Name
3 Mother’s Name
4 Place of Birth
5 Nationality
6 Correspondence
Address
7 Permanent Address
8 Age/Date of Birth

1 Air Navigation
2 Air Regulation
3 Aviation
meteorology
4 Technical General
(ME)
6 Signal Reception
Test
(SE)
Page 118 of 170

Annexure V”A”
12 Experience: Description Requir Actual Date Landing

I. As on the date of ements At
application: {Col 11} 200
a) Total Flying
As PIC {Col 100
(2)+(4)+(7)+(10)}
b) PIC Flying
As PIC X-Country 20 or
c) Solo cross-country 50 hrs
flying
Details of 300 hrs
NM PIC X-
country
d) Instrument Flying out Instrument 10 or

of these 10 hrs, not more Time {Col 40 hrs
than 5 hrs should be on (12)+(13)+(14)}
synthetic flight trainer
II. During preceding 6 Required Actual

months of the date of the
application 15
a) PIC
5
b) Solo night flying with
10 take-off and 10
landings
13 Skill Test:
a)Day General Flying Test by

night
b)Night
Cross-country Flying 250 NM, X-country flight

Test test by Day
a)Day
Page 119 of 170

Annexure V”A”
b)Night 120 NM, X-country test by

night
14 Flying Records:
15 Instrument Rating:
Required Actual
Total No. of Hrs as
100
a) PIC
40
b) Instrument Flying (out
of which within 6 months
should be 5 hrs)
50
c) PIC cross country
c) IR Test (in preceding 6

months)
16 English language ELP Level ELP Date of ELP Valid
Certificate:
Page 120 of 170

Annexure V’B’
File no:
Diary no:
Date of receipt:
Issue/Conversion of Commercial Pilot Licence (Helicopter) under Section ‘K’ of


No. No.
1 Name of Applicant
2 Father’s Name
3 Mother’s Name
4 Place of Birth
5 Nationality
6 Correspondence
Address
7 Permanent Address
8 Age/Date of Birth

1 Air Navigation
2 Air Regulation
3 Aviation
meteorology
4 Technical General
(ME)
6 Signal Reception
Test
(SE)
12 Experience: Description Requir Actual Date Landi

I. Total flying experiance ement ng At
Page 121 of 170

Annexure V’B’
Total {Col 11} 150
hours
a) Total Flying
As PIC {Col 50
(2)+(4)+(7)+(1 hours
b) PIC Flying 0)}
As PIC X- 10
c) Solo cross-country Country hours
flying
d) Instrument Flying out Instrument 10

of these 10 hrs, not more Time {Col

application 10
a) PIC
b) Solo night flying 5

with 10 take-off and
10 landings
13 Skill Test:
General Flying Test

General Flying Test by day
a)Day
General Flying Test by
b)Night night
14 Flying Records:
Required Actual
Total No. of Hrs as
100
a) PIC
Page 122 of 170

Annexure V’B’
b) Instrument Flying (out 40
should be 5 hrs)
50
d) IR Test (in preceding 6

months)
Certificate:
Page 123 of 170

Annexure VI”A”
File no:
Diary no:
Date of receipt:
Issue of Instrument Rating (Aeroplane) under Section ‘O’ of Schedule II of the

Aircraft Rules, 1937
No No.
.
1 Name of Applicant
2 Father’s Name
3 Mother’s Name
4 Place of Birth
5 Nationality
6 Correspondence
Address
7 Permanent Address
8 Age/Date of Birth

1 Air Navigation
2 Air Regulation
3 Aviation
meteorology
4 Technical General
(ME)
6 Signal Reception
Test
(SE)
Page 124 of 170

Annexure VI”A”
12 Experience: Description Requi Actu Date Landing

I. During preceding 5 reme al At
years of the date of the nts
application Total within 5 200
years {Col 11}
a) Total Flying
As PIC {Col 100
b) PIC Flying (2)+(4)+(7)+(1
0)}
As PIC X- 20 or
c) Solo cross-country Country 50 hrs
flying
Details of 300 hrs
NM PIC X-
country
d) Instrument Flying Instrument 10 or

out of these 10 hrs, not Time {Col 40 hrs
more than 5 hrs should (12)+(13)+(14)}
be on synthetic flight
trainer
Required Actual
II. During preceding 6
months of the date of the 15
application
a) PIC
5
b) Solo night flying with
10 take-off and 10
landings
13 Skill Test:
a)Day General Flying Test by

night
b)Night
Cross-country Flying 250 NM, X-country flight

Test test by Day
a)Day
120 NM, X-country test by
b)Night night
Page 125 of 170

Annexure VI”A”
14 Flying Records:
Required Actual
Total No. of Hrs as
100
a) PIC
40
should be 5 hrs)
50
c) IR Test (in preceding 6

months)
Certificate:
Page 126 of 170

Annexure VI”B”
File no:
Diary no:
Date of receipt:
Issue of Instrument Rating (Helicopter) under Section ‘P’ of Schedule II of the


No No.
.
1 Name of Applicant
2 Father’s Name
3 Mother’s Name
4 Place of Birth
5 Nationality
6 Correspondence
Address
7 Permanent Address
8 Age/Date of Birth

1 Air Navigation
2 Air Regulation
3 Aviation
meteorology
4 Technical General
(ME)
6 Signal Reception
Test
Page 127 of 170

Annexure VI”B”
(SE)
12 Experience: Description Requir Actual Dat Landing
I. Total flying experiance ement e At
Total {Col 11} 150
hours
a) Total Flying
As PIC {Col 50
(2)+(4)+(7)+(1 hours
b) PIC Flying 0)}
As PIC X- 10
c) Solo cross-country Country hours
flying
d) Instrument Flying out Instrument 10

of these 10 hrs, not more Time {Col

application 10
a) PIC
b) Solo night flying 5

with 10 take-off and
10 landings
13 Skill Test:
General Flying Test

General Flying Test by day
a)Day
General Flying Test by
b)Night night
14 Flying Records:
Page 128 of 170

Annexure VI”B”
Required Actual
Total No. of Hrs as
100
a) PIC
40
should be 5 hrs)
50
d) IR Test (in preceding 6

months)
Certificate:
Page 129 of 170

Annexure VII”A”
File no:
Diary no:
Date of receipt:
Issue/Conversion Airline Transport Pilot’s License (Aeroplane) under

Section ‘M’ of Schedule II
S. Legends Page No.

Details
No.
1 Name of Applicant
(minimum 21 years)
4 Class-1 Medical Date ……

Examination:
(Indian/foreign) Valid upto…….
5 License details
a) ATPL No. (for Date of Issue
conversion)
Valid upto
b) CPL No. Valid upto
c) FRTOL No. Valid upto
d) RTR No. Valid upto
e) Multi Engine Valid upto

Instrument Rating
No.
6 Examinations:-
Marks……….
(Written/Oral) Marks……….

d) Radio Aids and Date of Result…………

Instruments Marks………
(Written/Oral)
e) ATPL Composite Date of Result…………
Page 130 of 170

Annexure VII”A”
(for conversion Marks………….

(Written/Oral))
f) Technical General Date of Result………..
Marks………..
g) Technical Specific Date of Result……….
Marks…………
h) Technical Date of Result………….
Performance Marks…………
(if applicable)
i) Signal Reception Date of Result………….

Test Speed (w/m)…………
c) PIC Flying 250 hours
d) Cross country flying as 100 hours

PIC
(Day & Night)
e) Out of (d) above, PIC 50 hours
Night
Cross country flying
f) Total Cross Country 500 hours

Flying
g) Total Night Flying 100 hours
h) Instrument flying 75 hours
(minimum 50 hours shall be
on actual aircraft)
i)Total experience within 20 hours

preceding 6 months
Skill Test: GFT Day-
8 (within preceding six GDT Night-
months)
9 IR Test
(within preceding six months)
10 Flying records.
(whether
accident/incident free or
not)
11 Fees
(as per Rule 48)
Page 131 of 170

Annexure VII”A”
13 NOC for serving defence
officers/Retirement
Certificate for retired
officers
14 ELP
Page 132 of 170

Annexure VII ‘B’
File no:
Diary No.:
Date of receipt:
Issue/Conversion Airline Transport Pilot’s License (Helicopter) Under

Section ‘N’ of Schedule II
S. Legends Page No.

Details
No.
1 Name of Applicant
(minimum 21 years)
4 Class-1 Medical Date ……

Examination: Valid upto…….
(Indian/foreign)
5 License details
a) ATPL No. (for Date of Issue
conversion) Valid upto
b) CHPL No. Valid upto
c) FRTOL No. Valid upto
d) RTR No. Valid upto
e) Instrument Rating No. Valid upto

6 Examinations:-
Marks……….
(Written/Oral) Marks……….
c) Aviation Meteorology Date of Result……..

Marks……….
d) Radio Aids and Date of Result…………
Instruments Marks………
(Written/Oral)
e) ATPL Composite Date of Result…………
(for conversion Marks………….
(Written/Oral))
f) Technical General Date of Result………..
Marks………..
g) Technical Specific Date of Result……….
Page 133 of 170

Marks…………
h) Technical Date of Result………….
Performance Marks…………
(if applicable)
i) Signal Reception Test Date of Result………….

Speed (w/m)…………

c) PIC Flying 250 hours
d) Cross country flying as 150 hours

PIC
(Day & Night)
e) Out of (d) above, PIC 20 hours
Night
Cross country flying
f) Total Cross Country Flying 200 hours

g) Total Night Flying 50 hours
h) Instrument flying 40 hours
(minimum 30 hours shall be on
actual helicopter)
i)Total experience within 15 hours
preceding 6 months
Skill Test: GFT Day-
8 (within preceding six months) GDT Night-
9 IR Test
(within preceding six months)
10 Flying records.
(whether accident/incident
free or not)
11 Fees
(as per Rule 48)
13 NOC for serving defence
officers/Retirement
Certificate for retired officers
14 ELP
Page 134 of 170

Page 135 of 170

Annexure VIII ‘A’
ISSUE OF OPEN RATING ON CPL (Aeroplane/Helicopters)
File No………….. Diary No. with Date…

M/S (Operator/Individual) ………………………………………………….
Name of Applicant.………………………………………………….
Details
S. Legends Page No.
No.
1. CPL(A/H) Valid upto…………………….
2 INSTRUMENT RATING Valid Upto………………….
3 FRTOL No.- Valid upto……………………
4 RTR No.- Valid upto……………………
5 Medical Assessment Dated…………………………
(Class-1) Valid upto…………………….
6 For CPL(A)
Number of Aircraft
(at least 04)
Total Flying hours
(minimum 1000 hours)
PIC hours
(minimum 500 hours for CPL(A))
7 For CPL(H)
Page 136 of 170

Annexure VIII ‘A’
Number of Helicopter
(at least 04)
Total Flying hours
PIC hours
(minimum 200 hours for CPL(H))
8 Sortie wise statement Attached/Not Attached

(for Sl. No. 6 or 7 as applicable)
Fees
11 Amount…………….
Page 137 of 170

Annexure VIII ‘B’
ISSUE OF OPEN RATING ON (ATPL (Aeroplane/Helicopters)
File No………….. Diary No. with Date………………….

S. Legends Page No.

Details
No.
1. ATPL(A/H) Valid upto…………………….
6 For ATPL(A)
Total PIC hours on an aircraft

having AUW 14000 kgs or more
7 For ATPL(H)
Attached/Not Attached
Total hours
Total PIC hours
(minimum 500 hours)
Page 138 of 170

Annexure VIII ‘B’
8 Sortie wise statement

(for Sl. No. 6 or 7 as applicable)
Fees
11 Amount………………….
Page 139 of 170

Annexure IX ‘A’
Endorsement of Aircraft with AUW not exceeding 5700 Kgs …………….

S. No. Legends Page

Details
No.
1. PPL (A/H) /CPL
Valid upto…………………….
(A/H)/ATPL (A/H) No.
2. FRTOL No Valid upto…………………….

3. RTR No.
Valid upto……………………
4. Medical Assessment Dated…………………………
(Class-1)
5. Course Completion
Certificate
6. Differential Course
Certificate (if applicable)
7. Technical Exam
ATO/DGCA
8. Ground/APT/CBT training
9. FBS Session Total………………..
10. FFS Session Total……………...
11. LOFT
12. Flying Training Day…………….
Night……………
13. Sortie wise reports
Page 140 of 170

Annexure IX ‘A’
14. Skill Test Day……………. Ldgs……….
Night…………. Ldgs……….
15. IR Check Report Date……………………………
Duration………………………
Approaches……………………
16. CA-39
17. Fees
18. Verification
Page 141 of 170

Annexure IX ‘B’
P-2 Endorsement of Aircraft with AUW exceeding 5700 kgs……………….

S. Legends Page
Details
No. No.
1. PPL (A/H) /CPL
(A/H)/ATPL (A/H) No.
3. RTR No.
4. Medical Assessment Dated…………………………
(Class-1)
5. Course Completion
Certificate
7. Technical Exam
ATO/DGCA
8 Ground/APT/CBT training
9 FBS Session Total………………..
10 FFS Session Total……………...
11 LOFT
12 Skill Test DAY

(CA 40/41) Date…………….
(Duration should be At Duration……….
least 2 hrs each as per Landings ……….
CAR Section 7 Series B NIGHT
Part XIX) Date…………….
Duration……….
Landings……….
13 IR Check Report Date………………
Page 142 of 170

Annexure IX ‘B’
Duration…………
Approaches……
14 CA-39
15 Fees
16 Verification
Page 143 of 170

Annexure IX”C”
P-1 Endorsement of Aircraft with AUW exceeding 5700 kgs……………….

S. Legends Page
Details
No. No.
1. ATPL (A/H) No. Valid upto…………………….
3. RTR No.
4. Medical Assessment
(Class-1) Dated…………………………
7. Technical Exam
ATO/DGCA
8 Ground/APT/CBT training
9 FBS Session Total………………..
10 FFS Session Total……………...
11 LOFT
12 Skill Test Day……………. Ldgs……….
13 IR Check Report Date……………………………
14 SLF Report
15 Route Checks By day……….
By Night……….
Page 144 of 170

Annexure IX”C”
16 CA-39
17 Fees
Page 145 of 170

Annexure X’A’
File no:
Diary no:
Date of receipt:
Issue of Assistant Flight Instructor Rating under Section ‘Q’ of Schedule II of the
AFIR
Sl. No. Legends Details Page
No.
2. Father’s Name
3. Mother’s Name
4. Nationality
5. Correspondence
Address
8. Education
qualification
9. CPL(A/H) / ATPL(A/H) Valid upto…………………….
No.-
10. FRTOL No.- Valid upto……………………
11. RTR No.- Valid upto……………………

Dated…………………………
(Class-1)
Page 146 of 170

Annexure X’A’
13. Knowledge (written or

Date-
oral examinations
14. Experience: Description Requirements Actual
For For
Aeroplanes Helicopters
a) Total Flying Total 200 150
b) PIC Flying PIC 100 50
c) PIC Flying in PIC 20 20

preceding18
months
15. Flying Training as an Requirement Actual
Instructor 20
16. Skill Test Date:
17. Flying Records:

Whether accident free
or not

Certificate:
Page 147 of 170

Annexure X’B’
File no:
Diary no:
Date of receipt:
Issue of Flight Instructor Rating under Section ‘R’ of Schedule II of the Aircraft Rules,
1937
FIR
No. No.
2. Father’s Name
3. Mother’s Name
4. Nationality
5. Correspondence
Address
8. Education qualification

No.-
10. AFIR No.- Valid upto…………………….
11. FRTOL No.- Valid upto……………………
12. RTR No.-

Dated…………………………
Page 148 of 170

Annexure X’B’
14. Knowledge (written or

Date-
oral examinations
15. Experience: Description Requirements Actual
For For
Aeroplanes Helicopters
a) Total PIC Flying or PIC 500 250
b) As AFIR/QFI of AFIR/QFI 200 100

Defense forces
c) PIC Flying Night PIC 20 20
by night
d) Number of take No. of take 20 20
offs/landings by offs/landings
night
16. Flight Instructor’s Attached/ Not attached
Course
Certificate
17. Experience as an Requirement Actual
Flight Instructor in
20
preceding 12 months
(for defence personnel)
18. Skill Test
Day Date:
Night Date:
19. Flying Records:
Whether accident free
or not

Certificate:
Page 149 of 170

Annexure XI’A’
RENEWAL OF FRTOL/FRTOL(R)

Name of Applicant ……………………………………………….
S. Legends Page No.

Details
No.
1 FRTOL/FRTOL (R) No.- Valid upto……………………
(Class-1/Class-2) Valid upto…………………….
4 Fees Amount………………………..
Page 150 of 170

Annexure XI’B’
RENEWAL OF Pilot License (Microlight/Ballon/Glider/LSA/Gyroplane)

Name of Applicant ………………………………………………….
S. Legends Page No.

Details
No.
1. PL(M)/PL(B)/PL(G)/PL(LSA)/ Valid upto…………………….
PL(GYRO) No…………….
2 FRTOL(R) No.- Valid upto……………………
4 Examinations
(in case s. no. 1 licenses expired for
more than 2 years or 3 years)
5 Training Documents
6 CA-39
(Showing Flying experience in Enclosed/Not Enclosed
preceding 6 months/12 months as
applicable)
Skill Tests
7
Page 151 of 170

Annexure XI’C’
RENEWAL OF ATPL(A/H) /CPL(A/H) /PPL(A/H) and IR (A/H)

S. Legends Page No.

Details
No.
1. PPL(A/H) /CPL(A/H) / Valid upto…………………….

ATPL(A/H) No.-
6 Examinations
(in case licenses mentioned at
s. no. 1 expired for more than 2
years or 3 years)
7 Training Documents
(Ground Trg/Extended
Refresher/FFS etc.)
8 CA-39
(Showing Flying experience in
preceding 6 months)
Page 152 of 170

Annexure XI’C’
Skill Tests
9 Day……………. Ldgs……….
250 NM Cross Country

Date-
120 NM Cross Country

Date-
10 IR Check Report Date……………………………
Page 153 of 170

Annexure XI’D’
RENEWAL OF AFIR/FIR

S. Legends Page No.

Details
No.

No.-
2 AFIR/FIR No. Valid upto………………
7 CA-39
(Showing Flying experience in
preceding 12 months)
Examinations
8
(If applicable)
Refresher Course
9
Skill Tests
10 Day……………. Ldgs……….
Page 154 of 170

Annexure XII’A’
Page 155 of 170

Annexure XII’A’
Page 156 of 170

Annexure XII’B’
Page 157 of 170

Annexure XII’B’
Page 158 of 170

Annexure XII’C’
Page 159 of 170

Annexure XII’C’
Page 160 of 170

Annexure XIII’A’
Dear Sir/Madam,
1. This office has received a request for issue of Foreign Aircrew Temporary
Authorization (FATA) on the basis of the (Contracting State) ATPL. Verification of the
license including incident/accident details if any of the pilot is required by this office and
you may please co-ordinate with the concerned authority to send the verification on our
official email i.e. pelverification.dgca@nic.in
2. The details of the Pilot are as follows:
Name Of Applicant
S. No License No
(Capt.)
1. __________________ ATPL No: __________
3. You are requested to kindly verify the following:-
(i) Validity of License:-

(ii) Ratings and their Validity:-
(iii) Date of Current Medical:-
(iv) Date of Expiry of Medical:-
(v) Incident/Accident details if any:-
(vi) Is the license currently under suspension or revocation?
(vii) Details of last Instrument Rating and Proficiency check:-
(viii) TRI/TRE rating and validity if any:
(ix) Flight Radio Telephone Operator's License and its validity:-
(x) Has the license been issued in accordance with ICAO Annex 1?
(If no, significant difference in relation to the issuance of license be specified)
(xi) Remarks, if any:-
Regards
(Name of Concerned Officer)

Designation
Directorate of Training and Licensing
For Director General of Civil Aviation
Page 161 of 170

Annexure XIII’B’
Dear Sir/Madam,
1. This office has received a request from Mr. /Ms. __ (Name) ___________,
for Indian License on the basis of his (Contracting state) license No: ___________.
Verification of the license of the above applicant is required by this office and you
may please send the verification on our official email
i.e. pelverification.dgca@nic.in
2. Details furnished by the applicant / Operator are as follows:-
(i) Name of applicant:

(ii) Date of Birth in dd/mm/yyyy format:
(iii) Father’s Name:
(iv) License No.:
(v) Date of Issue of License in dd/mm/yyyy format:
3. You are requested to kindly verify and provide the following:-
(i) Validity of License:-.

(ii) All Ratings :-
(iii) Date of Current Medical:-
(iv) Date of Expiry of Medical:-
(v) Incident/Accident details if any:-
(vi) Whether the license is/was under suspension or revocation?
(vii) Details of last Instrument Rating and Proficiency check:-
(viii) Has the license been issued in accordance with ICAO Annex 1?
(If no, significant difference in relation to the issuance of license be
specified)
(ix) Remarks, if any:-
Regards
(Name of Section Officer)

Designation
Govt. of India, New Delhi - 110 003
Page 162 of 170

Annexure XIII’C’
GOVERNMENT OF INDIA
CIVIL AVIATION DEPARTMENT
OFFICE OF THE
DIRECTOR GENERAL OF CIVIL
AVIATION
OPP. SAFDARJUNG AIRPORT,
NEW DELHI – 110 003
TELEPHHONE: 091-011-24643349
Email Id: dtl1.dgca@nic.in,
pelverification.dgca@nic.in
F.No.________
Date- DD/MM/YYYY
Verification of License- India
1. This is to certify that Capt.______________ is a Indian License holder with the

following details as per records available with this office.
(a) Name of Pilot-

(b) Date of Birth-
(c) Type of License and No.-
(d) Date of Issue-
(e) Date of expiry-
(f) Date and class of Medical-
(g) Date of expiry of Medical-
(h) Type endorsements (ratings as PIC)-
(i) Type endorsements (ratings as co-pilot)-
(j) Instrument rating on type of aircraft and validity-
(k) Whether the License is/was under suspension-
(l) Accident/Incident details, if any-
(m)English Language Proficiency - Level __ Date of issue__ Valid till_____
Signature of Concerned Officer

Designation
Govt. of India, New Delhi - 110 003
Page 163 of 170

Annexure XIII’D’
Dear Sir/Madam,
3. This office has received a request from Mr. /Ms. __ (Name) ___________,
for Type rating /Endorsement/Renewal of Indian License on the basis flying
undertaken at (FTO/ATO/Operator/Contracting state). Verification of the
training/flying undertaken/foreign license of the above applicant is required by this
office and you may please send the verification on our official email
i.e. pelverification.dgca@nic.in
4. Details furnished by the applicant / Operator are as follows:-
(vi) Name of applicant:

(vii) Date of Birth in dd/mm/yyyy format:
(viii) Father’s Name:
(ix) Period of training/flying:
(x) Foreign License No (applicable for license verification):
3. You are requested to kindly verify the following:-
(x) Whether the type/endorsement training successfully completed:

(xi) Date of completion:
(xii) Validity of License (applicable for license verification):
(xiii) All Ratings (applicable for license verification):
(xiv) Date of Expiry of foreign Medical (applicable for license verification):
(xv) Incident/Accident details if any:-
(xvi) Whether the license is/was under suspension or revocation?
(applicable for license verification):
(xvii) Details of last Instrument Rating and Proficiency check (applicable
for license verification):
(xviii) Has the training been carried in accordance with DGCA, India
requirements?
(If no, significant difference in relation to the training be specified)
(xix) Remarks, if any:-
Regards

Designation
Page 164 of 170

Annexure XIII’E’
Surveillance checklist for AELP Training/Testing
Organisations
Name of Organisation
Centre
Name of Auditor (s)
Audit Date
General
Meets
Infrastructure and Facilities requirement Comments / Action Required
(Sat/Unsat)
The Premises in general All appropriate?
Reception All appropriate?
Administrator’s Office Clear signage?

Locked when unattended?
Authorised personnel only?

Administrator’s Safe Storage Area
Key storage/security?
Who enters room? (Sign in?)
Administrator’s PC Authorised personnel only?
Password protected?
Test Taker Waiting Room Quiet/comfortable?

Inaccessible to tested
candidates?
Secure Storage Room Locked?
Key storage/security?
Phones switched off/silent?
Staff Room(s) All appropriate?
Quiet if near test room?
AELP Testing Room(s) Professional Setting?

Quiet area?
Lockable?
Page 165 of 170

Training Class Room Adequate and Professional?
Rest Rooms All appropriate?
Role and responsibilities of

Interlocutors and Raters
Instruction Display Boards
Test Takers
Trainers
Information to test takers including Provided?
sample test Location?
Library
Meets
Paperwork requirement Comments / Action Required
(Sat/Unsat)
Organisation Approval All appropriate?
Any conditional clauses to
consider?
Interlocutors, Raters and Trainers All appropriate?
Approved and Updated in TPM
Updated TPM All appropriate?
Interlocutor and Rater Handbooks Secured at all times?

Signed out/in on test days?
Inventory kept/checked?
Registration Form Fully completed and filed?
Records
Training Records of Interlocutors, Fully completed and filed?

Raters and trainers Duly Signed?
Initial, Recurrent Training of
Raters, Interlocutors
Training and Testing Records of Fully completed and filed?

candidates including attendance, Signed by Examiner?
assessments , recordings etc. Training of Candidates
Internal Quality Audit reports Undertaken periodically?
Signed? Informed to team?
Corrective measures?
Action Taken?
Record of intimation of training and
testing schedule to DGCA
Test Administration Observation
Page 166 of 170

Meets
Tasks requirement Comments / Action Required
(Sat/Unsat)
Before the Test, the Centre Administrator…

Ensures candidate registration and As applicable through eGCA
Database data entry
Organises test schedule Scheduling appropriate /

efficient / logical?
Advises candidate and Examiner of Candidates/Examiners

schedule confirmed?
Prepares and Organises test Y/N

materials appropriately
Prepares the test room Y/N
Checks for test takers previous All appropriate by

history of training and testing as Administrator?
applicable
Ensuring non carriage of mobile or All appropriate by
other recording devices Administrator?
Necessary undertakings from test All appropriate by
taker as applicable Administrator?
Welcomes candidate into test room n/a
and checks candidate ID against
Candidate ID proof
Checks if candidate has passed all Y/N
DGCA examinations
Briefs candidate of the pattern of Y/N
test if not already provided
Obtains signature of applicant Y/N
having read and understood the test Evidence of the same be
pattern provided
On the Test Day, the TEA Examiner…

Ensures availability of recorder, test Witnessed by Administrator?
materials and Candidate Mark Sheet
with Centre Administrator
Necessary information on the ICAO
holistic descriptors is readily
available to Raters and Interlocutors
Page 167 of 170

Ensuring availability of writing
material to test takers, Raters during
the test
Ensuring availability of adequate test
samples and supporting material for
conduct of the test
Conducts and records test as per Y/N
relevant Rules, CARs, Circulars,
Public Notices, Directives
Records scores (if appropriate) and All appropriate by

signs Candidate Mark Sheet Administrator?
After the test, the Centre Administrator…
Checks and ensures recording of test All appropriate?

undertaken, integrity of recording
and storage before the test taker
leaves
Ensures candidate does not have All appropriate?
access to the test centre after
completion of test unless otherwise
directed
Counter-signs Attendance Register All appropriate?
by test taker and administrator
Uploads and enters test data, results ?

on eGCA
If test results are declared and

intimated to test taker within 48 hrs
of the test
Saves test audio and video file to All appropriate?
Administrator’s computer/secure
drive using established labelling
system
Deletes recording from digital voice All appropriate?
recorder and computer after
securing in safe drive
Files Attendance Register and All appropriate?

Candidate Mark Sheet
Page 168 of 170

Stores Examiner Handbook and All appropriate?
external hard-drive securely using
double-lock system
Test Sample Integrity

Number of test samples available
No of test samples added in the last Evidence of incorporation and
quarter, half yearly and yearly recording of the same
Last review of the old test samples
for validity and reliability.
Whether part of the test samples Details with duration
are revised for ensuring integrity of
the sample
Details of test samples resigned
(Removed after extensive use or
corrupted)
Whether avoidance of negative Y/N with Evidence
wash back is ensured
Whether each section of the test is Y/N
defined to meet the respective Evidence
objective of ICAO Annex 1 Holistic
Descriptors
Whether each section of the test Y/N
meets the respective objective of Comments of Inspector
ICAO Annex 1 Holistic Descriptors
Whether the test designers are
involved in evaluating, reviewing,
and constructing test samples
Quality Assurance
Periodicity of Internal Quality Audits
Whether previous annual internal
quality audit report has been
submitted to DGCA
Whether observations of the Total
previous internal quality audit Addressed
reports have been addressed Pending with reasons
Whether the internal quality audit
encompasses all aspects of the
centre i.e. infrastructure, training
testing, update of documentation,
test integrity and security, wash
back etc
Page 169 of 170

Maximum Number of tests being No. of Raters and interlocutors
conducted in a day conducting a test in a day
Average Number of tests in a month,
quarterly, half yearly and yearly
Observations pending for
compliance as intimated by DGCA
Page 170 of 170

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GOVERNMENT OF INDIA

DIRECTORATE GENERAL OF CIVIL AVIATION

Procedure & Training Manual

Training and Licensing Directorate

The space below is provided to keep a record of such revisions.

No. Date of revision Remarks

1.4 Function of training and licensing Directorate 7-9

1.5 Work Force Evaluation 10-13

1.6 Duties & Responsibilities 14-20

2. Issue of Licenses and ratings 21-38

3 General Guidelines and procedure for Processing of 39-50

5 Validation of foreign licenses 57-59

6 Procedure for Verification of Indian License to other ICAO 60

8 Procedure for enforcement actions 64-71

9 Flow chart for Issue/Conversion of Commercial Pilot 72

10 Training Programme 73-87

11 Procedure for Verification of Foreign Licenses and Rating 88-89

12 Filing & Record Retention System 90-92

13 Aviation English Language Proficiency Testing and 93-102

1.2. Training and Licensing Directorate in DGCA (Head Quarters)

Asst Director Operations

1.4.2. Licensing-I Section:

(i) Initiation of formulation of Policies and amendments thereof pertaining to

(ii) Processing of applications pertaining to issue (including Conversion) of

Processing of cases relating to incident/accidents and violation of rules by flight crew

(iii) Processing of Parliamentary questions/VIP References/ Monthly returns/PMO

(v) Maintenance and furnishing of information pertaining to flight crew licenses

(vi) Processing of Initiation of various Amendments to Aircraft Rules, 1937, CARs

(vii) Coordination with eGCA helpdesk/TCS regarding any activity pertaining to

(viii) Management of printing of plastic license cards, checking for correctness as

(ix) Processing of cases of request for refund of fees.

(x) Maintenance and dissemination of any information pertaining to flight crew

(xii) Any other work assigned by higher authorities.

1.4.3. Licensing-II Section:

(a) Student Pilot’s License (Aero planes, Helicopters, Gliders and

(c) Private Pilot’s License;

(d) Commercial Pilot’s License;

(e) Instrument Rating;

(f) Assistant flight Instructor’s Rating

(g) Flight Instructor’s Rating

(h) Student Navigator’s License;

(i) Flight Navigator’s License;

(j) Flight Radio Telephone Operator’s License (Restricted)

(k) Flight Radio Telephony Operator’s License;

(l) Validation of foreign licenses (FATA) and Extension thereof.

(ii) Initiation of formulation of Policies and amendments thereof pertaining to flight

(iii) Processing of Parliamentary questions/VIP References/ Monthly returns/PMO

(vi) Coordination with eGCA helpdesk/TCS regarding any activity pertaining to

(vii) Management of printing of plastic license cards, checking for correctness as

(viii) Processing of cases of request for refund of fees.

(ix) Maintenance and dissemination of any information pertaining to flight crew

(xi) Any other work assigned by higher authorities.

1.5.2. STEP 1: CALCULATE TOTAL DTL OFFICERS HOURS REQUIRED

1.5.2.3. The Annual frequency of each work function.

1.5.5. STEP 2: CALCULATE TOTAL DTL OFFICERS HOURS AVAILABLE

1.5.5.1. There are two important components to calculating Total DTL

(b) The total number of DTL Officers.

1.5.5.2. To determine the number of work hours, assumptions must be made

E.g. Available officer work hours

Available Weekdays (52 x 5) 260

1.5.6. STEP 3: COMPARE TOTAL HOURS REQUIRED AND TOTAL HOURS

STEP 1: CALCULATE TOTAL INSPECTOR HOURS REQUIRED

STEP 3: COMPARE TOTAL HOURS REQUIRED TO TOTAL HOURS AVAILABLE

1.5.7. STEP 4: ENSURE DTL WORKFORCE IS PROPERLY QUALIFIED AND TRAINED