Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
21. Reissue of Certificate of Registration Due to Loss etc
21.1 General
CASR Part 47 This Chapter covers reissue of a Certificate of Registration under Part 47 of the CASRs
1998.
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Any officer, as directed by a Team Leader or Manager, may perform assessment, data entry and subsequent certificate issue. As there is no checklist (Form 1282) applicable to this process, a delegate must sign correspondence and final process acceptance.
The Aircraft Register Section should monitor the return of a damaged certificate of registration, if applicable.
Once final process acceptance has been given, any CASA officer may perform system data entry and subsequent certificate issue as an administrative function.
For matters of uncertainty or those requiring discretion, speak with the a Team Leader or
Manager.
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Requests for reissue of the certificate of registration due to loss, theft, destruction or damage must be made in writing. There is no form associated with this request.
In all cases, the request must be signed.
The request may be lodged by fax or mail as it is not required in its original form.
Letters that do not contain the required information must be followed up and additional information requested.
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Each request is to be assessed individually in relation to rejection or requests for amendment/further information.
If a request is rejected, the file should be kept aside for follow up action.
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All documents associated with this process should be attached to the aircraft record in
AIRS as the primary entity. They may also be attached to the ARN record of the RH and RO, as applicable.
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
21.3 Objectives
Ensure that:
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Paperwork is scanned and attached to AIRS within one working day of receipt.
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Paperwork is assessed within three working days of receipt.
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Follow-up action is taken within one working day of assessment.
Reissue occurs within one working day of sign off of paperwork.
Certificates and covering letters are mailed within one working day of issue.
Process closure is completed within two working days of certificate issue.
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At the commencement of the process:
1. Retrieve the appropriate Aircraft Registration History file.
2. If a ‘process closure’ sheet was not inserted in the file at the end of the last process, insert one.
3. Place a current copy of the aircraft details report, as generated from AIRS, on the file.
4. Ensure that all new paperwork has been stamped with the date received, scanned and attached to AIRS and placed on the file before commencing assessment.
5. Obtain a copy of the appropriate checklist for the process and place in the front cover of the Aircraft Registration History file.
During the process:
1. Continue to ensure that all paperwork is stamped with the date received, scanned and attached to AIRS and placed on file as soon as possible after receipt.
2. Always update the current file location in TRIM when moving files around the office.
3. Ensure that all fax transmission sheets and a copy of all outgoing correspondence is placed on the file and scanned and attached to AIRS.
4. Write comprehensive notes to file, as required. These should also be attached to
AIRS.
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
At the end of the process:
Once the data entry has been completed and the certificate re-issued, ensure that the following is done:
1. Mail one copy of the certificate of registration to the registration holder, together with the appropriate covering letter.
Note: Never fax a copy of the certificate of registration to anyone, including the registration holder. For legal reasons, only the register entry may be faxed.
2. Place one copy of the certificate of registration, register entry certificate and all covering letters on the Aircraft Registration History file.
3. Place one copy of the register entry certificate in the current Australian Civil Aircraft
Register folder.
4. Remove the now superseded register entry certificate from the current folder, stamp it
‘superseded’ and file in the history folder.
5. Check the Aircraft Registration History File to ensure that all documents relating to this process are date stamped, scanned and attached to AIRS, and placed in the Aircraft
Registration History File.
6. Complete process closure sheet and place on file.
7. Update Aircraft Registration History file location in TRIM and return file to storage.
8. If the certificate was reissued due to damage, monitor for return of the damaged, superseded certificate of registration.
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21.5 Assessment
There is no checklist applicable to this process.
A delegate must approve the assessment process by signing off on the original document that necessitated the reissue of a certificate of registration.
The request for reissue must contain the following information:
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The registration mark of the aircraft
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The name of the registration holder
The signature of the registration holder or his authorised representative
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
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A letter of authority, if the registration holder is an organisation or if someone has lodged the request on behalf of the registration holder
The reason that the certificate requires reissue (eg lost, stolen, destroyed or damaged).
It is also preferable that the request refers to the aircraft by its make, model and serial number.
Because the request is made through a letter, it would be helpful if the assessing officer highlighted the relevant information contained in the letter.
If the request for reissue does not contain sufficient information, either request additional information or reject the request, depending on the circumstances. Rejections should be discussed with a Team Leader or Manager first.
At the end of the assessment process, the assessing officer should record the recommended action, draft and send any letters for follow-up or rejection, stamp the form with a ‘rejected’ stamp, and ensure that the problem areas on the request itself are clearly identified.
If, after initial assessment, it is found that the request requires rejection or follow-up, the following guidelines should be observed.
Rejections
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All rejections must be made in writing and through the use of a formal letter.
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Where possible, the appropriate standard letters should be used for rejections.
Any staff member can prepare correspondence for signature.
The Delegate must sign rejection letters.
If the original notification was made through a letter, the rejection letter should clearly set out the problems with the original notification.
If a rejection is faxed in the first instance, the original document should also be mailed.
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If this is done, ensure that the original letter is stamped ‘faxed’ to avoid confusion for the recipient and ensure that all fax confirmations are placed on file , and attached to AIRS.
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
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Rejected notifications should be placed in a follow-up cupboard, and the file location updated in TRIM, for an appropriate amount of time (depending on method of delivery and delivery address), pending the receipt of a new request. If no new request is received within the appropriate time, a second request should be sent.
Follow-up Action
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All follow-up should be in writing, where possible.
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If follow-up is made through a phone call, a comprehensive note to file must be made.
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It is also strongly recommended that, at the conclusion of the phone call, a fax be forwarded confirming the important points of the conversation.
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Where possible, the appropriate standard letters should be used for follow-up.
Any staff member can prepare correspondence for signature.
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A Delegate must sign follow-up correspondence.
If a formal letter is faxed in the first instance, in most cases the original document should also be mailed.
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If this is done, ensure that the original is stamped ‘faxed’ to avoid confusion for the recipient and ensure that all fax confirmations are placed on file and attached to
AIRS.
If follow-up is required, once the request for information, etc has been sent to the registration holder, the file should be scanned and placed in the appropriate cupboard for follow-up and the location updated in TRIM.
An appropriate amount of time should be allowed for the receipt of additional information etc.
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If the additional information is not received within an appropriate timeframe, a second request should be made.
If the second request does not receive a response, the matter must be brought to the attention of a Team Leader or Manager.
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If a mandatory time frame set by the regulations is not complied with, the matter must be brought to the attention of a Team Leader or Manager.
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
21.6 Processing
Specific guidelines can be found in the AIRS Home Page (accessible only by CASA staff via the CASA Intranet) by accessing the User Procedures, Job Aids and Business Process
Flows.
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The officer must ensure that the following certificates and documents are generated:
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Certificate of registration bearing the statement ‘This is a true copy of the original certificate’
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Register entry certificate bearing the statement ‘This is a true copy of the original certificate’
Covering letter to accompany certificate.
In situations where the certificate was reissued due to loss, theft or destruction, the superseded certificate must immediately be marked as returned in AIRS (see the AIRS
Home Page – accessible only to CASA staff via the CASA Intranet) for instructions on data entry).
Monitoring the return of the certificate of registration is the responsibility of the Aircraft
Register Section.
Note: Certificate returns only relate to certificates reissued due to damage.
The newly superseded and damaged certificate of registration must be returned within 21 days from the date of issue of the new certificate. (Please be aware that the Civil Aviation
Safety Regulations 1998 state that the old certificate of registration must be returned within
14 days of receipt of the new certificate. This was impossible for CASA to monitor, as we have no idea when a certificate is actually received).
Once the superseded, damaged certificate is returned, place certificate on the appropriate
‘Returned Superseded COR’ file.
(Refer to the AIRS Home Page—accessible only to CASA staff via the CASA Intranet—for instructions on data entry.)
If the superseded, damaged certificate is not returned within 21 days:
1. Fax or mail standard letter to the registration holder and copy the registered operator.
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If letter is faxed in the first instance, in most cases the original document should also be mailed.
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If this is done, ensure that the original is stamped ‘faxed’ to avoid confusion for the recipient and ensure that all fax confirmations are placed on file.
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
2. If no response is received within two days, a follow up call to the registration holder should be made.
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If follow-up is made through a phone call, a note to file must be made.
If the superseded certificate is not returned within 25 days:
1. Mark the certificate as returned in AIRS (see the AIRS Home Page (accessible only to
CASA staff via the CASA Intranet) to access the User Procedures, Job Aids and
Business Process Flows for instructions on data entry).
2. Complete the Request for Investigation or Recommendation for Infringement Notice form and pass file to the Registrar.
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Aircraft Register Procedures Manual
21. Reissue of Certificate of Registration Due to Loss etc
Approved by Group General Manager Personnel Licensing, Education and Training Group Version 3.1: January 2006
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