RASOS POLICY AND PROCEDURES MANUAL
15 August 2005
Original Issue
RASOS POLICY AND PROCEDURES MANUAL
Foreword
The Regional Aviation Safety Oversight System (RASOS)
Policy and Procedures Manual is published under the
authority of the RASOS Chairman and Board of Directors.
The function of this manual is to provide policy guidance
on matters related to the board meetings and the operations
of the RASOS and to detail the procedures to be followed.
Colonel Torrance D. G. Lewis
Chairman ACAAC-RASOS
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RASOS POLICY AND PROCEDURES MANUAL
Publication, Amendment and Distribution Responsibilities
This manual is a controlled document.
All amendments to this manual must be approved under the
signature of the Chairman.
Proposals for amendments or additions to the manual are to
be submitted to the RASOS Coordinator.
The RASOS Coordinator is responsible for publication,
amendment and distribution of the manual.
Unless approved by the Chairman, this manual should not
be provided to persons who are not on the distribution list.
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RASOS POLICY AND PROCEDURES MANUAL
Distribution List
HOLDER
COPY NUMBER
Chairman.................................................................... 1
Technical Director Barbados DCA............................. 2
DGCA Guyana CAA................................................... 3
Director Haiti OFNAC................................................ 4
DGCA Jamaica CAA.................................................. 5
DGCA ECCAA........................................................... 6
Director Surinam CASAS.......................................... 7
DGCA Trinidad and Tobago CAA............................. 8
CARICOM Observer.................................................. 9
RASOS Coordinator................................................. 10
RASOS Assistant Coordinator.................................
11
RASOS Administration Officer...............................
12
Host CAA Financial Controller................................ 13
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RASOS POLICY AND PROCEDURES MANUAL
INDEX
Foreword..................................................................................................
Publication Amendment and Distribution Responsibility.......................
Distribution List.......................................................................................
List of Effective Pages.............................................................................
Index........................................................................................................
Page
2
3
4
5
9
Part 1 RASOS BOARD Rules and Administrative Procedures.........................
13
Ch. 1 RASOS Memorandum Of Understanding....................................
14
Ch. 2 Rules and Procedures..................... ..............................................
21
Ch. 3 RASOS Organization....................................................................
30
Ch. 4 Administrative Procedures for the Operation of the
Board of RASOS...........................................................................
32
Part 2 Policies and Administrative Procedures for the Operation of the ........
RASOS Coordinator Office
40
Ch. 1: Administrative :Procedures for the Operation of the
Coordinator Office......................................................................
Appendix 1: Coordinator Job Description..................................
Appendix 2: Assistant Coordinator Job Description..................
Appendix 3: Administrative Officer Job Description.................
Appendix 4: RASOS Office File List.........................................
Appendix 5: RASOS E-mail Address List.................................
41
46
54
62
69
75
Ch. 2: Policy and Procedures for Qualifications and Training of
Aviation Safety Inspectors..........................................................
Operations Inspector Qualifications............................................
Selection and Hiring, Contracting Inspectors.............................
Flight Checking Proficiency Requirements...............................
Large Aeroplane Flight Training................................................
Formal Training Courses.............................................................
Airworthiness Inspector Qualifications and Training..................
Cabin Safety & DG Inspectors Qualifications and Training.......
Aerodrome Standards Inspectors Qualifications and Training....
Aviation Security Inspector Qualifications and Training............
Air Traffic Control Quality Inspectors........................................
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92
94
Appendix 1: List of RASOS Qualified Trans-national
Aviation Safety Inspectors...............................................
Appendix 2: List of RASOS Qualified Accident and
Incident Investigators......................................................
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Appendix 3: List of RASOS Qualified Aviation
Security Inspectors..........................................................
Appendix 4: RASOS Form 40 Airworthiness Inspector
Qualifications and Training.........................................................
Appendix 5: RASOS Form 25 Operations Inspector
Qualifications and Training.............................................
Appendix 6: Cabin Safety/Dangerous Goods Inspector
Qualifications and Training.............................................
Appendix 7: Aerodrome Standards Inspector Qualifications
and Training....................................................................
Appendix 8: Aviation Security Inspector Qualifications
and Training....................................................................
Appendix 9: Air Traffic Control Quality Assurance
Inspector Qualifications and Training.............................
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Ch. 3: Policy and Procedures for Use of Trans-National Inspectors......
134
Ch. 4: Policy and Procedures for Payment of Training Costs for
RASOS Trans-national Aviation Safety Inspectors....................
141
Part 3 RASOS Financial Procedures....................................................................
144
Ch. 1: Policy and Procedures for RASOS Contributions........................
145
Ch. 2 Policy and Procedures for RASOS Financial Management..........
149
Part 4 Policies and Procedures for RASOS Duty Travel....................................
155
Ch. 1: General.........................................................................................
156
Ch. 2: Travel for RASOS Staff................................................................
158
Ch. 3: Travel for Trans-national Inspectors............................................
160
Ch. 4: Travel on RASOS Air Operators..................................................
163
Ch. 5: Travel Outside RASOS Region.....................................................
166
Ch. 6: Hotel Accommodation Policy.......................................................
168
Ch. 7: Per Diem Policy............................................................................
170
Ch. 8: Ground Transportation Policy.......................................................
172
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Part 5 RASOS Personnel Policies and Procedures.............................................
174
Ch. 1: RASOS Hiring and Contracts......................................................
175
Ch. 2: RASOS Staff Training.................................................................
178
Ch. 3: Staff Leave Policy........................................................................
181
Ch. 4: Conflict of Interest Guidelines and Code of Ethics.....................
184
Ch. 6: Host Authority Responsibilities...................................................
193
Ch. 7 Communication with the Media...................................................
198
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RASOS POLICY AND PROCEDURES MANUAL
PART 1
RASOS BOARD RULES AND ADMINISTRATIVE
PROCEDURES
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Part 1
Chapter 1
RASOS MEMORANDUM OF UNDERSTANDING
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MEMORANDUM OF UNDERSTANDING
BETWEEN CIVIL AVIATION AUTHORITIES OF
THE CARIBBEAN COMMUNITY (CARICOM)
CONCERNING THE ESTABLISHMENT AND OPERATION
OF AN ASSOCIATION OF CIVIL AVIATION
AUTHORITIES OF THE CARIBBEAN
The parties to the Memorandum are the Civil Aviation Authorities which
sign this Memorandum.
Whereas the International Civil Aviation Organisation (ICAO) is the
international body created by the Chicago Convention of 1944 (the
Convention) having as its main objectives, the safe and orderly
development of international civil aviation, the implementation and
adoption of the principles and provisions of the Convention; of
standards, recommended practices and international procedures
concerning personnel licensing, flight operations, airworthiness and any
other matters connected with the safety and efficiency of air navigation;
And Whereas the Contracting States of CARICOM who are Members of
the International Civil Aviation Organisation share a common goalcommitted to the orderly and safe development of aviation in the Region;
and in recognising the need for a harmonised approach, the Civil
Aviation Authorities of CARICOM have agreed to collaborate and create
an Association of Civil Aviation Authorities of the Caribbean (ACAAC) to
promote regional aviation safety oversight.
And whereas the objectives of ACAAC are as follows:(1)
To provide the Civil Aviation Authorities of Member States with an
appropriate structure within which they will discuss and plan
measures required for achieving Cupertino in and co-ordinate of
aviation safety oversight activities;
(2)
To give effect to the objectives of ICAO by promoting agreements
among the Civil Aviation Authorities of the Region, that will
contribute to the timely Implementation of ICAO regional plans and
the adoption of ICAO Standards and Recommended Practices
regarding airworthiness, aircraft operation and personnel
licensing; and
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(3)
To maintain close relations with ICAO to ensure that the Region's
aviation safety oversight activities are in line with the ICAO
objectives, plans and proposal:
IT IS AGREED:
To sign the present Memorandum of Understanding for the creation of
the Association of Civil Aviation Authorities of the Caribbean (ACAAC) to
promote the establishment of a Regional Aviation Safety Oversight
System in the Caribbean, based on the following:
First:
The Regional System will conform to the provisions of safety
of the Convention on International Civil Aviation and with
the standards and recommended practices in Annexes 1, 6
and 8 to the Convention, with the related ICAO guidelines
and with the standards, regulations and procedures that are
adopted for the Region.
Second:
2.1
The Regional System will have the following objectives:
To attain a uniform degree of aviation at the highest
internationally agreed standards.
2.2
To become the main forum for harmonising and updating
safety standards and regulations for civil aviation for its
participating States.
2.3
To
promote the sound,
development of civil aviation in the Region.
safe
and
efficient
Third :
It shall be the responsibility of the ACAAC:
3.1
To foster an agreement among Member States for their
participation
in a Regional Aviation Safety Oversight
System.
3.2
To inform the participating States about the status of
aviation safety in the Region.
3.3
To assist the participating States which do not satisfy the
aviation safety levels establishing in the standards and
regulations in force, in completing the necessary corrective
steps as soon as possible.
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3.4
To facilitate the sharing of regional technical expertise and to
mobilise resources from multilateral and bilateral sources to
complement and supplement the resources available to the
Region.
Fourth
:
4.1
The Agreement may be opened to acceptance by Civil
Aviation Authorities of CARICOM and non-CARICOM
Member States of the Caribbean with common interest.
4.2
Regulations will be formulated and read as one with this
Memorandum of Understanding
4.3
The Memorandum of Understanding shall enter into effect on
signature.
4.4
The terms of this Memorandum of Understanding may be
modified by mutual agreement of the parties.
4.5
Any of the parties may terminate its Association with the
ACAAC through notice given to the other parties at least one
year in advance.
General provisions:
Note: the original document contains authorized signatures of all listed
CAA except the Bahamas and was signed in 2001 or earlier.
Signed by the following representatives on behalf of their Civil
Aviation Authorities.
……………………
The Bahamas
……….………………
Name
…………………….
Date
……………………
Barbados
………………………..
Name
………………………
Date
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…………………….
Belize
………………………..
Name
……………………….
Date
……………………
Guyana
…………………………
Name
..............................
Date
……………………
Haiti
………………………….
Name
…………………………
Date
……………………
Jamaica
………………………….
Name
…………………………..
Date
……………………
OECS
………………………….
Name
…………………………..
Date
……………………..............
Suriname
…………………….
Trinidad and Tobago
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..............................
Name
……………………………
Name
...........................
Date
……………………………
Date
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Part 1
Chapter 2
RULES AND PROCEDURES OF THE
REGIONAL AVIATION SAFETY OVERSIGHT SYSTEM OF
THE CARIBBEAN
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Rules and Procedures of the Regional Aviation Safety Oversight System of the Caribbean
ARTICLE 1
MISSION
The Regional Aviation Safety Oversight System of the Caribbean, herein after called “the
System”, is hereby established as a non-profit entity under the auspices of the Caribbean
Community Secretariat pursuant to the Memorandum of Understanding between Civil
Aviation Authorities of the Caribbean Community (CARICOM) concerning the
establishment and Operation of an Association of Civil Aviation Authorities of the
Caribbean, with the following mission:
“to coordinate the aviation safety oversight function of participating States and
Territories with a view to ensuring their compliance with the provisions of the
Convention on International Civil Aviation (1944) and its Annexes”.
ARTICLE 2
HEADQUARTERS AND GOVERNANCE
1.
The System shall have its Headquarters located in a participating State or
Territory as decided by its Board of Directors established by Article 5, and
governed by the provisions of these Rules and Procedures.
ARTICLE 3
PARTICIPANTS
1.
Participation in the System shall be open to the Members of the Association of
Civil Aviation Authorities of the Caribbean and other States or Territories of the
Caribbean approved by the Board of Directors in accordance with the provisions
of Article 7(v).
2.
Participants in the System shall retain their individual sovereignty and safety
oversight responsibilities assumed under the Convention on International Civil
Aviation (1944) and its Annexes to which they are parties.
ARTICLE 4
FUNCTIONS OF THE SYSTEM
1.
The functions of the System shall be as follows:
(i)
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to share the technical and other resources of participating States and
Territories in support of their safety oversight programmes with a view
to their maintaining, or ensuring fulfillment of their obligations emanating
from the Convention on International Civil Aviation and its Annexes
relative to Personnel Licensing, Aircraft Operations and Airworthiness;
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RASOS POLICY AND PROCEDURES MANUAL
(ii)
to promote the adoption and application of harmonized standards and
practices in the areas of Personnel Licensing, Aircraft Operations and
Airworthiness by the participating States and Territories;
(iii)
to plan and support the provision of such advisory services and assistance
as the participating States and Territories may require;
(iv)
to assess the status of aviation safety in the participating States and
Territories on request by such States and Territories;
(v)
to provide training for aviation safety inspectors with respect to the
aviation safety standards and practices of the participating States and
Territories, and other training as necessary;
(vi)
to seek, as desirable, technical, financial and other support from external
sources for the operation of the System;
(vii)
to undertake such other related activities as may be required.
ARTICLE 5
STRUCTURE
1.
The System shall comprise a Board of Directors and a System Coordinator whose
respective composition and functions shall be as set out in Articles 6, 7, 8 and 9.
ARTICLE 6
BOARD OF DIRECTORS
1.
The Board of Directors shall comprise a designated representative, or his, or her
representative, of the Civil Aviation Authority of each participating State or
Territory, whose responsibilities in the State or Territory of the designating
Authority shall include matters relating to aviation safety.
2.
The Secretary General of the Caribbean Community, or his, or her representative
shall be a member of the Board of Directors in the capacity of an observer.
Representatives of other agencies which provide assistance to the System may be
approved by the Board of Directors to participate in its meetings as observers if
such agencies so request.
3.
The Board of Directors shall establish its own rules of procedures and shall meet
at least twice every year. At their first meeting of each year the Board shall elect
a Chairperson who shall hold office until a new Chairperson is elected.
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ARTICLE 7
FUNCTIONS OF THE BOARD OF DIRECTORS
1.
The functions of the Board of Directors shall be as follows:
(i)
to nominate a candidate for the position of System Coordinator
and to advise the Secretary General of the Caribbean Community
with respect to the appointment of that person;
(ii)
to approve the financial structure and an annual Programme of
Activities and Budget for the System, and a formula, if necessary, for
contributions to be made by participating States and Territories to the
approved Budget;
(iii)
to examine expenditure and approve the accounts of the System;
(iv)
to consider and approve an annual report of the activities of the System;
(v)
to assess and approve applications by States or Territories seeking to
participate in the System;
(vi)
to consider and approve proposals to amend these Rules and Procedures;
(vii)
to consider and determine matters relating to the disposal of assets of the
System and the settlement of outstanding commitments in the event that
activities of the System are suspended in accordance with Article 16;
(viii) to appoint financial auditors; and
(ix)
to consider and determine policy or any other matter within the scope of
the System.
ARTICLE 8
SYSTEM COORDINATOR
1.
The System Coordinator shall be the Chief Executive Officer of the System and
shall be appointed by the Secretary General of the Caribbean Community (in
accordance with the provisions of Article 7 (i)).
2.
The System Coordinator shall be responsible to the Board of Directors through its
Chairperson and shall seek, as necessary, technical and logistic support from the
International Civil Aviation Organization or other relevant agencies.
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ARTICLE 9
FUNCTIONS OF THE SYSTEM COORDINATOR
1.
The functions of the System Coordinator shall be as follows:
(i)
to convene and service meetings of, and to provide secretarial services to,
the Board of Directors;
(ii)
to prepare for the approval of the Board of Directors and annual
Programme of Activities and Budget for the System and to implement,
in collaboration with the participating States and Territories the
Programme of Activities and Budget approved by the General Board,
including assessment missions, requested by participating States and
Territories;
(iii)
to maintain current records pertaining to the Civil Aviation Authorities of
the participating States and Territories, the availability of aviation
inspectors, aircraft registry, the number and category of licensed aviation
personnel and other relevant matters;
(iv)
to exchange such information as is necessary with the participating
States and the Territories and agencies concerned;
(v)
to prepare and annual report of the activities of the System for the
approval of the Board of Directors;
(vi)
to coordinate with the participating States and Territories the designation
of aviation inspectors and to summon such inspectors as required to
conduct inspections;
(vii)
to manage the delivery of technical support to participating States and
Territories through the pooling of specialist technical resources;
(viii) to monitor the activities of specialists and type rated airworthiness and
operations inspectors in order to avoid the duplication of inspections;
(ix)
to establish and maintain a roster of aircraft accident and incident
investigators who are available to the System from the participating
States and Territories;
(x)
to facilitate the sharing or resources by air operators and maintenance
organizations for the conduct of in-depth inspections; and
(xi)
to perform such other functions within the scope of the System as
may be entrusted to the System Coordinator.
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ARTICLE 10
TECHNICAL SUPPORT
1.
Technical support to the participating States and Territories shall embody
common guidelines for oral and written examinations and common standards
for practical skill tests to facilitate the interchange and mutual recognition of
licenses.
2.
The System Coordinator, aircraft accident or incident investigators, aviation
inspectors and other personnel attached to the System shall be allowed free
movement among participating States and Territories during the course of duty.
ARTICLE 11
PERSONNEL NEUTRALITY
1.
The System Coordinator, Aviation Inspectors, (aircraft accident or incident
investigators and other personnel) assigned to the System shall neither request
nor shall they receive instructions in the performance of their duties from anuy
Authority outside the System.
ARTICLE 12
FINANCE
1.
The annual Budget of the System and its financing shall be determined by the
Board of Directors on the basis of recommendations submitted by the System
Coordinator.
2.
Startup and running costs of the System shall be shared equitably by participating
States and Territories. The cost of services provided by the System directly to
a participating State or Territory shall be recoverable from that State or Territory.
3.
The Board of Directors may suspend the provision of services to a particular
State or Territory if the financial obligations of that State or Territory are
outstanding after a period of six months.
ARTICLE 13
DISPUTES
1.
Participating States and Territories shall seek to resolve any dispute which might
arise with respect to the provisions of these Rules and Procedures, first, through
consultations between the parties concerned or at the level of the Board of
Directors, failing which, the matter in dispute may be referred for settlement, at
the request of either party, to a Dispute Settlement Panel with suitably qualified
aviation expertise constituted in accordance with Paragraph 2 of this Article.
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2.
The parties in dispute may agree to appoint one member who shall
constitute the Dispute Settlement Panel. Failing such an agreement
each party in dispute shall appoint one member to the Panel and the two
members so appointed shall appoint the third member. If one party fails
to appoint a member within two months of receipt of request to do so from
the other party, that other party may request the Secretary General of the
Caribbean Community to appoint the second member. If the two members
appointed fail to agree on the appointment of the third member, either party
may request the Secretary General to appoint also the third member, and the
three members so appointed shall constitute the Panel. The Secretary General,
in appointing a member, may seek the assistance of the International Civil
Organization in securing a member from its roster of suitably qualified aviation
experts which it maintains.
3.
The Dispute Settlement Panel when constituted shall establish its own
procedures and shall reach a decision within six months of its constitution
unless the parties in dispute agree otherwise.
4.
If one member constitutes the Panel the cost of that member shall be shared
equally between the parties. If three members constitute the Panel each party
shall be responsible for the costs of its own member and the costs of the third
member, as well as the costs incurred by the Panel, shall be divided equally
between the two parties. The Panel may, however, take a decision with respect to
the division of costs.
5.
Each party shall be responsible for its representation in the proceedings before
the Panel.
6.
The Panel’s determination on the substance of the dispute shall be binding on the
parties in dispute. However, its decisions with respect to remedies shall be
recommendations to the Board of Directors for further action.
ARTICLE 14
ENTRY INTO FORCE
1.
These Rules and Procedures shall enter into force upon the receipt by the
Secretary General of the Caribbean Community of an appropriate communication
of their approval by four participating States and Territories. The Secretary
General shall immediately provide copies of such communication to all
participating States and Territories.
ARTICLE 15
AMENDMENTS
1.
Any participating State or Territory or the System Coordinator may propose an
amendment to these Rules and Procedures. Such proposal shall be presented to
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the Board of Directors for consideration and determination.
ARTICLE 16
TERMINATION
1.
Any participating State or Territory may withdraw from the System at any time
by giving twelve months notice of its Chairperson of the Board of Directors who
shall immediately notify all other participating States and Territories as well as
the Secretary General of the Caribbean Community. Withdrawal shall take effect
on the expiry of the period of notice unless such notice is withdrawn earlier.
2.
All activities of the System shall be suspended immediately upon the withdrawal
of all participants. If one or more participants withdraw, the System Coordinator
shall examine the impact of such withdrawal on the execution of the functions of
the System and submit a report with appropriate recommendations to the Board
of Directors including, as necessary, recommendations concerning the disposal of
assets and settlement of commitments.
3.
Participating States and Territories shall honour any obligation assumed during
their participation in the System.
************************
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PART 1
CHAPTER 3
RASOS ORGANIZATION
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RASOS ORGANIZATION
Chairman RASOS Board
CARICOM SECRETARIAT
Coordinator and Staff
Working Groups
Regs and Standards
Flight Testing
Inspection Forms
Personnel Licensing
Foreign Repair Stations
Aerodrome Certificaion
Aviation Security
Any New Working Groups
Jamaica CAA
OECS DCA
Guyana CAA
Haiti OFNAC
Suriname CASAS
Trinidad and Tobago CAA
Barbados DCA
5 Ops
5 AW
1 Cabin/DG
1 Aero/AvSec (auditor)
2 Ops
3 AW
1 Aero
1 AvSec
1 Ops
2 AW
1 Aero
1 AvSec
1 Ops
1 AW
1 Aero
1 AvSec
2 Ops/DG
2 AW
1 Aero
1 AvSec
2 Ops
3 AW
1 Aero, 1 AvSec (auditor)
1 Cabin/DG
2 AW
2 Aero
2 Avsec (1 auditor)
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Part 1
Chapter 4
Administrative Procedures for the Operation of the RASOS Board
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REGIONAL AVIATION SAFETY OVERSIGHT SYSTEM (RASOS)
ADMINISTRATIVE PROCEDURES FOR THE
OPERATION OF THE BOARD OF RASOS
1. INTRODUCTION
The Chairman and Members of the Board of the RASOS perform a
specific set of functions which are geared to meeting the mission of the
RASOS and serving its best interest. Their main responsibility lies in
planning, monitoring and controlling the activities of the System to
ensure the optimization of the resources of the System and the
achievement of its stated objectives. They do this by ensuring that
Board decisions, some of which are translated into policy, are
implemented, and that the System operates within the agreed
geographical, financial and administrative constraints. This is
achieved by monitoring the results of the implementation of policies,
strategies and other measures.
It is important therefore that the Board operates in accordance with
the best practices of good corporate governance. The Board should
also ensure that the policies, procedures and objectives of the System
are so well-defined as to rule out any ambiguity. With these in place
and effective communication among the Board members, the Board
would be better equipped to fulfill its mandate.
It is necessary therefore, that Members of the Board by demonstrating
complementary skills, knowledge and experience function as a
dynamic, well-balanced team. It is important, too, that Members take
particular note that the due democratic process is observed at Board
meetings.
The guidelines set down herein, crystallize the more salient aspects of
the duties and functions of the Board of Directors and of its
relationship with Management of the System
2. FUNCTIONS OF SYSTEM
The functions of the System shall be as follows:
2.1 to share the technical and other resources of participating States and
Territories in support of their safety oversight programmes with a view
to their maintaining, or ensuring fulfilment of, their obligations
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emanating from the Convention on International Civil Aviation and its
Annexes;
2.2 to promote the adoption and application of harmonised regulations,
standards and practices in the areas of Personnel Licensing, Aircraft
Operations and Airworthiness by the participating States and
Territories;
2.3 to plan and support the provision of such advisory services and
assistance as the participating States and Territories may require;
2.4 to assess the status of aviation safety in the participating States and
Territories on request by such States and Territories;
2.5 to provide training for aviation inspectors with respect to the aviation
safety standards and practices of the participating States and
Territories, and other training as necessary;
2.6 to seek, as desirable, technical, financial and other support from
external sources for the activities of the System; and
2.7 to undertake such other related activities as may be required.
3. FUNCTIONS OF THE BOARD OF DIRECTORS – RASOS
The functions of the Board of Directors shall be as follows:
3.1 to appoint a candidate for the position of System Coordinator and to
advise the Secretary General of the Caribbean Community with
respect to the appointment of that person; also, to appoint staff to the
Coordinator’s Office;
3.2 to approve the financial structure and an annual Programmes of
Activities and Budget for the System, and a formula, if necessary, for
contributions to be made by participating States and Territories to the
approved Budget;
3.3 to examine the expenditure and approve the accounts of the System;
3.4 to consider and approve an Annual Report of the activities of the
System;
3.5 to assess and approve applications by States or Territories seeking to
participate in the System;
3.6 to consider ad approve proposals to amend these Rules and
Procedures;
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3.7 to consider and determine matters relating to the disposal of assets of
the System and the settlement of outstanding commitments in the
event that activities of the System are suspended in accordance with
Article 16.
3.8 to appoint financial auditors; and
3.9 to consider and determine policy or any other matter within the scope
of the System.
4. RESPONSIBILITIES OF THE CHAIRMAN
4.1 The Chairman, or in his absence the Deputy Chairman, shall preside
at all meetings of the Board and where both the Chairman and the
Deputy Chairman are for any reason unable to preside at a meeting,
the members present may appoint a member preside at that meeting.
4.2 To ensure at. all times the recognition by the Board of the distinction
between Board issues and Management issues as it relates to the
duties and functions of the System Coordinator.
4.3 Provide liaison between the Board and the System Coordinator of the
System and in this context:
a.
b.
c.
to act as the executive voice of the Board between
meetings;
To establish the functional targets and monitor , the
execution of Board Decisions through the System
Coordinator
In conjunction with the Deputy Chairman, monitor and
reappraise the performance of the System Coordinator
4.4 To act as the focal point between the Board and other external or
international agencies. such as ICAO, FAA, IATA etc.
4.5 To ensure that Board Members are adequately informed of all activities
taking place within the RASOS operations and in Member authorities.
4.6 To keep the RASOS mission and pursuit of objectives under constant
review.
4.7 The Chairman may at any time call a special meeting of the Board and
shall call such a meeting within seven days of the receipt of a
requisition for that purpose addressed to him and signed by any three
members.
4.8 To ensure that all Board Members are encouraged to make a
contribution to the Board’s deliberations.
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4.9 To represent the System at the highest level in dealings with outside
agencies.
4.10
To be subject to the guidelines governing the other Board
Members.
5. RESPONSIBILITIES OF BOARD MEMBERS
5.1 As a general rule, Board Members should familiarize themselves
with the Civil Aviation environment within the RASOS member
States such as aviation legislation and regulations, the Chicago
Convention, its Annexes and other guidance documents.
5.2 Board Members are required to have adequate knowledge of the
activities of the System.
5.3 Board Members should establish and maintain a comfortable
working relationship with each other, and should function as a
team. Given the geographic separation of Board members,
effective communication is critical to an effective working
relationship. In this regard, the System Coordinator should
compile and circulate a contact list for all Board members. This
should include email addressees, home, cell and office phone
numbers.
5.4 RASOS matters should not be discussed by Board Members with
outsiders except to Directors, Boards and Governments.
5.5 Board Members should work through their Chairman and not get
involved in the operational management of the System nor should
they issue instruction to the System Coordinator especially if
these instructions conflict with decisions of the Board.
5.6 Board Members should not participate in decisions where a selfinterest is involved. Such self-interest should be disclosed and
recorded at that point in time.
5.7 The quorum of the Board shall consist of five members.
5.8 Decisions of the Board shall be adopted by a majority of the vote
and in a case in which the voting is equal, the person presiding
at the meeting shall in addition to his original vote have a casting
vote.
5.9 The Board Members shall ensure Minutes of -the proceedings of
meetings be duly entered in the books provided for the purpose:
-Of recording all the names of the Board Members present at each
meeting of the Board Members and of any Committee of
Members;
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-Of recording all decisions made by the Board Members and of
any Committee of Members;
-Of recording all resolutions and proceedings of general meetings
and of meetings of the. Members and Committees;
-Of recording all appointments of officers.
5.10
The Board Members. shall ensure that up-to-date, accurate
accounts shall be kept. The books of account shall be kept
at the registered office of the RASOS.
5.11
Board Members should assist and be supportive of the
management of the System and offer constructive criticism
where applicable. They should refrain from highlighting
weaknesses without proposing solutions that are
constructive and workable.
5.12 Board Members should not avail themselves of the use of
facilities and/or assets of the System without prior approval
of the Board.
5.13 Board Members should devote enough time to their duties
and assignments given by the Board. If unable to arrange a
proper time-table to do same, and/or if there are continuing
conflicts of interest in critical issues, Board Members should
tender their resignations.
6. RESPONSIBILITIES OF THE SYSTEM COORDINATOR
6.1 The Systems Coordinator shall be the Chief Executive Officer of the
System and shall be appointed by the Secretary General of the
Caribbean Community in accordance with the provisions of Article 7(i).
6.2 The Systems Coordinator shall be responsible to the Board of
Directors through its Chairperson and shall seek, as necessary,
technical and logistic support from the International Civil Aviation
Organization or other relevant agencies.
6.3 To convene and service meetings of, and to provide secretarial services
to the Board of Directors.
6.4 To prepare for the approval of the Board of Directors and annual
Programme of Activities and Budget for the System and to implement,
in collaboration with the participating States and Territories, the
Programmed of Activities and Budget approved by the General Board,
including assessment missions requested by participating States and
Territories.
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6.5 To maintain current records pertaining to the Civil Aviation
Authorities of the participating States and Territories, the availability
of aviation inspectors, aircraft registry, the number and category of
licensed aviation personnel and other relevant matters.
6.6 To exchange such information as is necessary with the participating
States and the Territories and agencies concerned.
6.7 To prepare an Annual Report of the activities of the System for the
approval of the Board of Directors.
6.8 To coordinate with the participating States and Territories the
designation of aviation inspectors and to summon such inspectors as
required to conduct inspections.
6.9 To manage the delivery of technical support to participating States
and Territories through the pooling of specialist technical resources.
6.10
To monitor the activities of specialists and type rated
airworthiness and operations inspectors in order to avoid duplication
of inspections.
6.11
To establish and maintain a roster of aircraft accident and
incident investigators who are available to the System from the
participating States and Territories.
6.12
To facilitate the sharing of resources by air operators and
maintenance organizations for the conduct of in-depth inspections;
and
6.13
To perform such other functions within the scope of the System
as may be entrusted to the System Coordinator.
7. METHOD OF COMMUNICATION
Matters of a routine nature that need the attention and approval of the
Board of Directors outside of normal Board meetings should be
forwarded to all Members be email. Members should be requested to
provide their comments and feedback on these matters by a given date
If no comment or feedback is submitted by the stipulated date, the
matters will be deemed to be approved.
Very urgent matters should be addressed via teleconferencing among
Board Members.
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PART 2
POLICIES AND ADMINISTRATIVE PROCEDURES
FOR THE OPERATION OF THE RASOS COORDINATOR
OFFICE
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Part 2
Chapter 1
Administrative Procedures for the Operation
of the Coordinator Office
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ADMINISTRATIVE PROCEDURES FOR THE OPERATION OF THE
COORDINATORS OFFICE
1.0
Introduction
The RASOS Memorandum of Understanding describes the formation of a
position called the Coordinator and states that the office will have a staff.
The RASOS Board determined that the office of the Coordinator and staff
shall be located in one of the member states and should be provided with
administrative and financial management support services by the member
authority responsible for that state’s safety oversight. An interim Coordinator and
office space has been provided by the JCAA since the formation of the
Coordinator office. The interim arrangements are made pending the development
of the RASOS into an institution of the CARICOM.
2.0
Staffing
The Coordinator office is to be staffed with the Coordinator, the Assistant
Coordinator and the Administration Officer. Interim staffing requires that the
persons in these positions be employed to a member authority and seconded to the
Coordinator office. The Board has determined that once the interim period is
finished the Coordinator and the Assistant Coordinator positions may be filled by
RASOS-wide competition or by appointments and that the Administration officer
position may continue to be filled by local competition in the host state.
3.0
Coordinator Office Job Descriptions
Job descriptions for the Coordinator, Assistant Coordinator and Administration
Officer are in Appendices 1, 2 and 3 to this chapter. These job descriptions may
be changed with the approval of a quorum of the RASOS Board.
4.0
Office Space, Furniture and Equipment
The host state/authority shall be responsible for provision of office space suitable
for the operation of the Coordinator office. This may be at no cost to the RASOS,
however, costs for local office services, telephones, and administrative and
financial management support services provided by the host state/authority may
be recovered from the RASOS. The office shall be furnished with suitable office
furniture. It shall be the responsibility of the host to maintain the office
space and costs of repairs to the office and to furniture provided with the office
shall not be recovered from the RASOS. Repairs to other equipment and furniture
owned by the RASOS shall be the responsibility of the RASOS. An asset
inventory shall be maintained by the RASOS.
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5.0
RASOS Filing, Correspondence and Communication Systems
The Coordinator shall ensure that appropriate records and files are maintained
at the RASOS office to support the RASOS operations. It shall be the duty of the
Administrative Officer to conduct the filing operations. The files maintained at
the RASOS Office are detailed in Appendix 4 to this chapter. Files more than five
years old may be archived. The files shall be kept in locked metal cabinets and the
keys shall be kept by the Coordinator, Assistant Coordinator and Administration
Officer. Due to the sensitive nature of some RASOS files every effort shall be
made to maintain the confidentiality of RASOS files and an appropriate document
shredder shall be used to destroy and render unreadable any files or documents
that are to be discarded. The Chairman and Board of the RASOS shall have
access to all RASOS files, however, Board member access to files dealing
specifically with other RASOS states/authorities by Board members will require
the agreement of the respective Director from that state/authority. As most
RASOS communications are conducted via email it will be necessary to file
records of pertinent email correspondence. A letter book shall be maintained
that contains all outgoing letter and memorandum correspondence, not including
email correspondence. Where email is not possible the RASOS communications
shall be achieved by facsimile transmission and/or by normal mail depending on
the priority required. Where email correspondence is utilized all members are
encouraged to use the secure RASOS Internet Web site email system as it offers
128 bit encrypted secure communications and relatively good anti-virus
protections. Use of free public email systems such as Hotmail or Yahoo are to be
discouraged for official communications. Telephone may be used, however, in
order to keep costs to a minimum it should be used very sparingly for long
distance calls. RASOS staff shall own and shall be reimbursed for the use of their
mobile telephones for monthly service including roaming charges and for all
official calls. RASOS telephone and facsimile access numbers are routinely
prepared and distributed with the lists of attendees for Board Meetings and will
not be maintained in this manual.
6.0
RASOS Web Site
The RASOS Web Site offers a powerful medium for dissemination of information
and data within RASOS. It offers public access for general information and
aviation safety information in unencrypted text and image folders. It offers secure
access to selected RASOS files, information, records and data via password
protected 128 bit encrypted software. It offers unlimited email for RASOS
member staff and for selected agencies and organizations participating with
RASOS. The RASOS email address list is attached as Appendix 5 to this chapter.
The Web Site also offers links to RASOS member Web Site home pages and to
other organizations and agencies. The RASOS Website is maintained by a
contracted service provider and local technical contract maintenance. It is the
responsibility of the Coordinator office to maintain the content of the Web Site
and any RASOS member wishing to post information or data on the Web Site
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must submit it through the Coordinator. The RASOS Web Site shall exist
and be maintained independent from any host state/authority networks or servers.
The RASOS Web Site offers secure downloadable data files and forms that may
be accessed by use of the appropriate password and may be accessed via any
computer that has Internet access. RASOS employees, RASOS Directors and
RASOS member state/authority staff who have been authorized to access the
members only secure parts of the RASOS Web Site shall not give the access
passwords to any person who is not specifically authorized to have access to the
secure part of the site. Persons contravening this security requirement will be
removed from secure access and email privileges.
7.0
Personal Use of RASOS Equipment
RASOS office equipment and telephones are for official use. Personal telephone
calls on RASOS telephones are permitted, for example, for brief family or
personal calls, however, the lines are for official use and should be kept free for
official calls. Personal long distance calls and personal calls to non toll-free
numbers incur charges and these must be reimbursed to RASOS via the host
organization cashier using approved methods. Personal use of RASOS equipment
such as computers, printers, cameras, copiers and scanners is not permitted.
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Part 2
Chapter 1
Appendix 1
Coordinator Job Description
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JOB DESCRIPTION RASOS
COORDINATOR
The Regional Safety Oversight System is an organization created to be an executive
agency of the Association of Civil Aviation Authorities of the Caribbean and is funded by
contributions from participating States. The “RASOS” office and staff are currently
located in Jamaica and managed by a Coordinator. The Coordinator is supported by the
Assistant Coordinator and Administrative Officer. Either the Coordinator or the
Assistant Coordinator office may be staffed with either flight operations or an
airworthiness expert and the normal situation is that both areas of expertise must be
represented in the office. The job descriptions reflect this by specifying or to denote
either type of expert technical duties.
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Qualifications, Responsibilities and Duties of the Regional Safety Oversight System
(RASOS) Coordinator (where the incumbent is a flight operations expert).
Qualifications
1. Ten years experience and 5000 hours as pilot in command of large
aircraft and at least 5 years experience as a Flight Operations Inspector with type
rating on at least one large aircraft and a current ATPL license, instrument
rating and proficiency check on one of the large aircraft operated in the System.
2. Substantial management experience in a senior capacity with one or more Civil
Aviation Authorities or in an international environment with responsibility for flight
safety regulatory, procedural and surveillance matters including proven ability in
preparing reports and technical documents and experience in preparation of manuals
and documents related to flight operations.
3. Considerable experience in certification, inspection, audit of air operators and the
flight testing of air operator pilots in flight simulators and aircraft.
4. Sound knowledge of ICAO Standards, Recommended Practices and Guidance material
related to flight safety.
5. Sound knowledge of the requirements for the issue and validation of air operator
certificates, personnel licenses and aerodrome certificates.
6. Fluent command of the English language; a desirable asset would be capability in French
or Spanish.
7. Initiative, tact, sound judgement and the ability to maintain harmonious working
relationships.
7. A university degree or equivalent professional qualifications and experience.
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Qualifications, Responsibilities and Duties of the Regional Safety Oversight System
(RASOS) Coordinator (where the incumbent is an airworthiness expert).
QUALIFICATIONS
1. A university degree in aeronautical engineering or equivalent recognized professional
qualifications and experience such as an aeronautical maintenance engineer license
including substantial experience in a senior capacity with one or more Civil Aviation
Authorities or in an international environment with responsibility for airworthiness
safety regulatory, procedural and surveillance matters including proven ability in
preparing reports and technical documents and experience in preparation of manuals
and documents related to aircraft maintenance.
2. Wide experience in certification, inspection, and audit of air operators and aircraft
maintenance organizations.
3. Sound knowledge of ICAO Standards, Recommended Practices and Guidance material
related to airworthiness.
8. Sound knowledge of the requirements for the issue and validation of approved
maintenance organization certificates and maintenance personnel licenses.
9. Fluent command of the English language. Some capability in French or Spanish is
desirable.
6. Initiative, tact, sound judgement and the ability to maintain harmonious working
relationships.
8. Familiarity with multi-nationally utilized regulations such as JARs and FARS.
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RESPONSIBILITIES
Under the general direction of the Board of Directors of the RASOS the Coordinator shall
be responsible for carrying out the directions of the Board by :
1. Coordinating the activities of the Regional Safety Oversight System based on the
provisions on safety of the Convention on International Civil Aviation and with the
standards and recommended practices in the Annexes to the Convention, with the
ICAO guidelines and with the procedures, standards, and regulations that are adopted
in the participating states.
2. Providing technical assistance and advice to ensure that each participating state
achieves a uniform degree of aviation safety oversight that meets international
standards.
3. Providing technical assistance and advice to ensure that each participating state may
update and harmonize its procedures, safety standards, guidance material, inspector
training and, to the extent possible, its regulations for civil aviation with other
participating States.
4. Promoting and assisting with the safe and efficient development of civil aviation in the
participating States.
5. Carrying out safety inspections and assessments and informing the participating States
about the status of aviation safety in the region.
6. Assisting participating States that do not satisfy the aviation safety levels established in
the standards and regulations in force to complete the necessary corrective steps.
7. Facilitating the pooling and sharing of regional technical expertise and mobilizing
resources from multilateral and bilateral sources to complement and supplement and
train the technical inspector resources available to the Region.
8. Developing and maintaining a technical library in support of the activities.
9. Developing and implementing the RASOS work program, RASOS budget and projects
approved by the Board.
10. Coordinating and directing the work of aviation safety inspectors with a wide range of
expertise drawn from various national directorates And the participating States.
11. Maintaining technical records concerning aeronautical personnel and aircraft registered
in participating States.
12. Supervising the activities of the Assistant Coordinator, the Technical
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Administrative Officer, technical experts and inspectors assigned to the RASOS.
13. Representing ACAAC Regional Safety Oversight System at international aviation
forums and meetings including ICAO, FAA, IATA, IFALPA, Flight Safety
International, UK CAA, Transport Canada, and at meetings up to Ministerial level in
participating States and other involved States.
14. Maintaining professional credentials as an inspector.
DUTIES
1. Reporting to the Board of Directors, manage, coordinate and administrate the project
and approved sub-projects.
2. Develop a detailed work programme covering the objectives, outputs and activities
contained in the RASOS project document and manage the resources involved in
carrying out the work plan.
3. Develop procedures and guidelines to be followed in the scheduling and conducting of
inspections and surveillance activities, and responding to ad hoc requests for
supplemental assistance in aviation safety related matters.
4. Use available resources to develop a series of manuals related to the certification
and inspection of air operators and/or aircraft maintenance organizations to be used by
regional and national inspector participating in the RASOS project.
5. Develop the annual flight operations or airworthiness inspection schedule for
participating administrations in accordance with the procedures and guidelines in
paragraph 3 above.
6. Coordinate the use of inspectors from one participating administration to carry out
surveillance and provide supplemental and advisory services to other participating
administrations
7. Systematically provide technical advice, guidance and assistance to develop and
harmonize licensing standards, procedures and guidance material in participating
administrations.
8. Organize, coordinate and conduct workshops and seminars and provide on the job
training on job functions for regional and national flight operations or airworthiness
inspectors to qualify them for the full range of tasks related to flight operations or
airworthiness and provide training and
briefings to inspectors from participating administrations who are assigned to work
with the RASOS in order to assist with inspection and surveillance duties.
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9. Perform flight operations or airworthiness certification and surveillance functions
directly on behalf of
participating administrations including assistance in the issuance of operations
specifications, certification of airmen or aircraft maintenance engineers, review and
approval of
operations or maintenance manuals, aircrew or maintenance training and checking
programs and
performance of regularly scheduled operator surveillance, inspection and monitoring.
10. Conduct with Assistant Coordinator, periodic evaluation of safety oversight capability
in participating administrations and provide reports to those administrations.
11. Act as Coordinator and Team Leader of RASOS and assist as required in its formation.
12. Provide periodic reports to the Board and inspection and evaluation reports to
individual administrations.
12. Perform other relevant duties assigned in his field of specialization.
Working Conditions
The contract requires that the Coordinator be based at the RASOS Office, currently located
in Kingston, Jamaica on a full time basis. A great deal of travel is required (up to 100 days
per year) to and within the participating States in the Caribbean region and to foreign
states. The office work requires detailed analysis and concentration and the travel involves
work in urban and remote areas of the participating States, exposure to various hazards and
weather at accident sites, in aircraft cockpits and cabins in flight in tropical and cold
climates, or on aerodromes.
The nature of the work requires the incumbent to operate in various cultures in developing
countries with safety oversight organizations and civil aviation industries in varying stages
of development and requires the exercise of a good deal of sensitivity, empathy, tact and
interpersonal communication skills.
Or, in addition to the above, when the incumbent is a flight operations expert, the
coordinator is required to maintain a current pilot license and this requires periods of
intense personal training and study and testing in simulators and/or aircraft in flight as well
as maintenance of a Category One pilot medical certificate. Concentration is required
during pilot testing in flight simulators and aircraft. Inspection, monitoring and testing in
aircraft involves flight in the cockpit of aircraft being operated in emergency configurations
during flight and landing and take off.
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Part 2
Chapter 1
Appendix 2
Assistant Coordinator Job Description
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JOB DESCRIPTION RASOS ASSISTANT COORDINATOR
Note: The Regional Safety Oversight System is an organization created to be an
executive agency of the Association of Civil Aviation Authorities of the Caribbean and is
funded by contributions from participating States. The “RASOS” office and staff are
currently located in Jamaica and managed by a Coordinator appointed by the RASOS
Board of Directors. The Coordinator is supported by the Assistant Coordinator and
Administrative Officer. Either the Coordinator or the Assistant Coordinator office, may
be staffed with either a flight operations or an airworthiness expert and the normal
situation is that both areas of expertise must be represented in the office. The job
descriptions reflect this by specifying or to denote either type of expert technical duties.
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Qualifications, Responsibilities and Duties of the RASOS Assistant Coordinator
(where the incumbent is an airworthiness expert).
QUALIFICATIONS
3. A university degree in aeronautical engineering or equivalent recognized professional
qualifications and experience such as an aeronautical maintenance engineer license
including substantial experience in a senior capacity with one or more Civil Aviation
Authorities or in an international environment with responsibility for airworthiness
safety regulatory, procedural and surveillance matters including proven ability in
preparing reports and technical documents and experience in preparation of manuals
and documents related to aircraft maintenance.
4. Wide experience in certification, inspection, and audit of air operators and aircraft
maintenance organizations.
3. Sound knowledge of ICAO Standards, Recommended Practices and Guidance material
related to airworthiness.
10. Sound knowledge of the requirements for the issue and validation of approved
maintenance organization certificates and maintenance personnel licenses.
11. Fluent command of the English language. Some capability in French or Spanish is
desirable.
6. Initiative, tact, sound judgement and the ability to maintain harmonious working
relationships.
8. Familiarity with multi-nationally utilized regulations such as JARs and FARS.
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Qualifications, Responsibilities and Duties of the Regional Safety Oversight System
(RASOS) Coordinator (where the incumbent is a flight operations expert).
QUALIFICATIONS
4. Ten years experience and 5000 hours as pilot in command of large
aircraft and at least 5 years experience as a Flight Operations Inspector with type
rating on at least one large aircraft and a current ATPL license, instrument
rating and proficiency check on one of the large aircraft operated in the System.
5. Substantial management experience in a senior capacity with one or more Civil
Aviation Authorities or in an international environment with responsibility for flight
safety regulatory, procedural and surveillance matters including proven ability in
preparing reports and technical documents and experience in preparation of manuals
and documents related to flight operations.
6. Considerable experience in certification, inspection, audit of air operators and the
flight testing of air operator pilots in flight simulators and aircraft.
4. Sound knowledge of ICAO Standards, Recommended Practices and Guidance material
related to flight safety.
12. Sound knowledge of the requirements for the issue and validation of air operator
certificates, personnel licenses and aerodrome certificates.
13. Fluent command of the English language; a desirable asset would be capability in French
or Spanish.
7. Initiative, tact, sound judgement and the ability to maintain harmonious working
relationships.
14. A university degree or equivalent professional qualifications and experience.
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RESPONSIBILITIES
Under the direction of the RASOS Coordinator the Assistant Coordinator shall be
responsible for:
5. Coordination of the airworthiness or flight operations activities of the RASOS based
on the provisions on safety of the Convention on International Civil Aviation and
with the standards and recommended practices in the Annexes to the Convention,
with the ICAO guidelines and with the procedures, standards, and regulations for
airworthiness or flight operations that are adopted in the participating States.
6. Providing technical assistance and advice to ensure that each participating State
may achieve a uniform degree of aviation maintenance or flight operations safety
oversight that meets international standards.
7. Providing technical assistance and advice to ensure that each participating state may
update and harmonize its airworthiness or flight operations procedures and safety
standards and, to the extent possible, its regulations for airworthiness or flight
operations with other participating States.
8. Promoting the safe and efficient development of aviation maintenance or flight
operations in participating States.
9. Assisting the Coordinator in carrying out safety inspections and assessments and
informing the participating States about the status of aviation safety in the Region.
10. Assisting participating states that do not satisfy the airworthiness or flight operations
safety levels established in the standards and regulations in force to complete the
necessary corrective steps.
11. Developing and maintaining a technical library in support of the activities.
15. Developing the RASOS plan to achieve a common aircraft registration standard and
procedures and development of a RASOS civil aircraft registry database.
16. Coordinating the work of airworthiness or flight operations inspectors with a wide
range of expertise drawn from the various national directorates.
17. Representing RASOS at various international airworthiness or flight operations forums
and meetings including ICAO, FAA, IATA, IFALPA, Flight Safety International, UK
CAA, Transport Canada, and at meetings up to Director General level in participating
States and other involved States.
18. Maintaining professional credentials as an inspector.
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DUTIES
13. Reporting to the Coordinator, undertake the coordination and administration of the
airworthiness or flight operations projects and sub-projects.
14. Develop a detailed work program covering the airworthiness or flight operations
objectives, outputs and activities contained in the project document.
15. Assist the Coordinator in developing procedures and guidelines to be followed in the
scheduling and conducting of inspections and surveillance activities, and responding to
ad hoc requests for supplemental assistance in flight safety related matters.
16. Use available resources to develop a series of manuals related to the certification
and inspection of aircraft maintenance or flight operations organizations to be used by
regional and national airworthiness or flight operations inspectors assigned to the
RASOS project.
17. Develop an annual airworthiness or flight operations inspection schedule for
participating administrations in accordance with the procedures and guidelines in
paragraph 3 above.
18. Assist the Coordinator to facilitate the use of airworthiness or flight operations
inspectors from one participating administration to carry out surveillance and provide
supplemental and advisory services to other participating administrations
19. Systematically provide technical advice, guidance and assistance to develop and
harmonize personnel licensing standards, procedures and guidance material in
participating administrations.
20. Assist the Coordinator to organize and conduct workshops and seminars and provide on
the job training on job functions for regional and national airworthiness or flight
operations inspectors to qualify them for the full range of tasks related to airworthiness
or flight operations safety oversight and provide training and briefings to inspectors
from participating administrations who are assigned to work with the RASOS in order
to assist with inspection and surveillance duties.
21. Perform airworthiness or flight operations certification and surveillance functions
directly on behalf of participating administrations including: assistance in the issuance
of maintenance or operations specifications; certification of aircraft maintenance
engineers (AME) or aircrew; review and approval of maintenance or operations
manuals; review and approval of AME or aircrew training and examination programs;
and, performance of regularly-scheduled maintenance or flight operations surveillance.
22. Assist Coordinator with periodic evaluation of safety oversight capability
of participating administrations and provision of reports to those administrations.
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23. Act as Coordinator in his absence and Airworthiness Team Leader of RASOS and
assist as required in its formation.
12. Provide periodic reports to the Coordinator and inspection and evaluation reports to
individual administrations.
24. Perform other relevant duties assigned in his field of specialization.
Working Conditions
The contract requires that the Assistant Coordinator be based at the RASOS Office,
currently located in Kingston, Jamaica on a full time basis. A great deal of travel is
required (up to 100 days per year) to and within the participating States in the Caribbean
region and to foreign states. The office work requires detailed analysis and concentration
and the travel and field work involve work in urban and remote areas of the participating
States, exposure to various hazards and weather at accident sites, in aircraft maintenance
areas and buildings and in aircraft cockpits and cabins in flight in tropical and cold
climates, and on aerodromes.
The nature of the work requires the incumbent to operate in various cultures in developing
countries with safety oversight organizations and civil aviation industries in varying stages
of development and requires the exercise of a good deal of sensitivity, empathy, tact and
interpersonal communication skills.
Or, in addition to the above, where the incumbent is a flight operations expert: the
coordinator is required to maintain a current pilot license. This requires periods of intense
personal training and study and testing in simulators and aircraft in flight as well as
maintenance of a Category One pilot medical certificate. Concentration is required during
pilot testing in flight simulators and aircraft. Inspection, monitoring and testing in aircraft
involves flight in the cockpit of aircraft being operated in emergency configurations during
flight and while landing and taking off.
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Part 2
Chapter 1
Appendix 3
Administration Officer Job Description
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JOB SPECIFICATION & DESCRIPTION
JOB SPECIFICATION
JOB TITLE:
Coordinator
Administrative
DIVISION:
DEPARTMENT:
RASOS Coordinator Office
-
UNIT/LOCATION:
Assistant
to
ACAAC
RASOS
Kingston Jamaica
JOB SUMMARY
 To assist the ACAAC RASOS Coordinator in carrying out his functions by
coordinating and monitoring the activities of each RASOS Member and working
groups assigned to tasks as well as assisting in ensuring that work to be done by these
and RASOS staff and assigned foreign technical experts, is carried out on a timely
basis.
 QUALIFICATIONS & EXPERIENCE
 Bachelors Degree in Public Administration, Management Studies, Aviation related
area, International Relations or equivalent from a reputable institution.
 Three (3) years experience at an Administrative level or equivalent academic
experience in a related field.
 SPECIFIC KNOWLEDGE REQUIRED:
 Sound knowledge of local and international Civil Aviation Regulations
 Sound knowledge of Management principles and practices
 Sound knowledge of International Air Transport Regulations and latest developments
in the field.

Sound knowledge of CARICOM and its transportation treaties and protocols.
 SPECIALISED TECHNIQUES/SKILLS
 Well developed human relations skills

Ability to communicate effectively both orally and in writing
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 Ability to effectively lead and motivate staff
 Good coordinating skills
 Well developed analytical skills
 Ability to act on own initiative
 Well developed computer skills within the MS Office Suite
WORKING HOURS:
 Monday to Thursday
 Friday
8:30 a.m. to 5:00 p.m.
8:30 a.m. to 4:00 p.m.
WORKING CONDITIONS:
 Normal office environment
 Required to attend meetings, seminars, workshops, conferences etc. both locally and
overseas
 Required to work overtime when necessary
JOB DESCRIPTION
REPORTING AND ORGANIZATIONAL RELATIONSHIPS
REPORTS TO:
RECEIVED:
NATURE OF SUPERVISION
Directly:
RASOS Coordinator
Occasional supervision as necessary to keep
informed and to monitor effectiveness and
accuracy based on functional policies.
SUPERVISION GIVEN TO:
NATURE OF SUPERVISION GIVEN:
Directly:
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RASOS POLICY AND PROCEDURES MANUAL
LIAISES WITH:
Internally:
RASOS: Coordinator, Assistant Coordinator, Technical Experts; JCAA: Director
General, Deputy Director General Regulatory Affairs, Financial Controller, Legal
Consultant, Personnel Manager, Office Manager, Librarian
Externally:
RASOS Chairman and Directors, Federal Aviation Administration, UK CAA, Trinidad
and Tobago CAA, Suriname CASAS, OECS DCA, Barbados DCA, Guyana CAA,
Jamaica CAA, Airline Agencies and Personnel, International Civil Aviation Organization
(ICAO), Other Aviation Agencies
DUTIES & RESPONSIBILITIES:
1. Coordinate and monitor the activities of the organization to ensure that they are
completed and reach the Coordinator and/or Chairman in a timely manner.
2. Work closely with the Coordinator on matters of priority to the RASOS and the Civil
Aviation Authorities for which urgent decisions are required.
3. Liaise with Agencies of the Aviation Industry to assist in making agreements with
them
4. Assist in drafting policies/regulations for the Organization
5. Assist in the preparation of reports and ensure that required reports are submitted to
the Coordinator and/or Chairman on a timely basis.
6. Ensure that the RASOS is represented at local and international conferences
pertaining to Aviation
7. Attend meetings with the Coordinator as necessary and recording the minutes of such
meetings and preparing such minutes.
8. Keep abreast of issues concerning the organization that may appear in the regional
newspapers and communicate with concerned parties when necessary.
9. Keep abreast of local and international changes in Aviation matters pertaining to
safety.
10. Respond to State letters on matters of importance in a timely fashion
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11. Work closely with the Office Manager to ensure that machinery and equipment is
installed on a timely basis.
12. Assist in organizing conferences and seminars being hosted by the RASOS Board or
Coordinator.
13. Assist with the preparation and monitoring of Contracts and Projects
14. Assist in developing relevant employee conditions of service, operational procedures
and dealing with matters concerning staff welfare.
15. Maintain RASOS records and technical library.
16. Perform other related duties from time to time.
AUTHORITY TO:
 Act on behalf of the Coordinator as necessary on administrative matters for which
urgent actions or decisions are required
 Delegate responsibility to assigned personnel when necessary to assist in completing
projects assigned by the Coordinator or Board of Directors
 Coordinate and monitor work assigned by the Coordinator to working groups or staff
to ensure timely completion
 Establish/implement new operations/administrative procedures subject to approval by
the Coordinator
PERFORMANCE CRITERIA
The job is satisfactorily performed when:
 Reports are submitted on a timely basis
 There is a prompt and satisfactory resolution of complaints/queries from concerned
parties
 There is strict compliance with related local and international Civil Aviation
requirements
This document is a true and accurate description of the position.
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_____________________________
INCUMBENT/S
DATE
______________________
________________________________
_________________________
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Part 2
Chapter 1
Appendix 4
RASOS Office File List
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RASOS SYSTEM COORDINATOR FILES
SYSCO
SYSCO
SYSCO
SYSCO
SYSCO
SYSCO
SYSCO
SYSCO
SYSCO
SYSCO
1
2
3
4
5
6
7.0
7.1
8.0
9.0
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
1
2
3
4
5
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
6.0
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
7.0
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
7.11
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General Correspondence
Coordinator Office and Equipment
Coordinator Work Plan
Coordinator Budget
Coordinator and Staff Travel
Coordinator Personnel
ICAO Annexes - Amendment Correspondence
ICAO General Correspondence
CARICOM Correspondence
Project Documents, working group records
General Correspondence
Minutes of ACAAC RASOS Board Meetings
ICAO Correspondence
FAA Correspondence
Other Non-ACAAC non=RASOS CAA Correspondence
BARBADOS - General Correspondence
BARBADOS - Aviation Law, Regulations, Standards
BARBADOS - Inspector Guidance Material
BARBADOS - PEL and Data
BARBADOS - Operations
BARBADOS - Airworthiness
BARBADOS - Registry, C of R, C of A and Data
BARBADOS - Inspectors / Inspector Training
BARBADOS - Security
BARBADOS - ATC
BARBADOS - Aerodromes
BARBADOS - Financial Data Coordinator Office
RESERVED FOR BAHAMAS
BAHAMAS - General Correspondence
BAHAMAS - Aviation Law, Regulations, Standards
BAHAMAS - Inspector Guidance Material
BAHAMAS - PEL and Data
BAHAMAS - Operations
BAHAMAS - Airworthiness
BAHAMAS - Registry, C of R, C of A and Data
BAHAMAS - Inspectors / Inspector Training
BAHAMAS - Security
BAHAMAS - ATC
BAHAMAS - Aerodromes
BAHAMAS - Financial Data Coordinator Office
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ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
8.0
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
8.10
8.11
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
9.0
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
10.0
10.1
10.2
10.3
10.4
10.5
10.6
10.7
10.8
10.9
10.10
10.11
BELIZE - General Correspondence
BELIZE - Aviation Law, Regulations, Standards
BELIZE - Inspector Guidance Material
BELIZE - PEL and Data
BELIZE - Operations
BELIZE - Airworthiness
BELIZE - Registry, C of R, C of A and Data
BELIZE - Inspectors / Inspector Training
BELIZE - Security
BELIZE - ATC
BELIZE - Aerodromes
BELIZE - Financial Data Coordinator Office
RESERVED FOR BERMUDA
BERMUDA - General Correspondence
BERMUDA - Aviation Law, Regulations, Standards
BERMUDA - Inspector Guidance Material
BERMUDA - PEL and Data
BERMUDA - Operations
BERMUDA - Airworthiness
BERMUDA - Registry, C of R, C of A and Data
BERMUDA - Inspectors / Inspector Training
BERMUDA - Security
BERMUDA - ATC
BERMUDA -Aerodromes
BERMUDA - Financial Data Coordinator Office
RESERVED FOR CAYMAN ISLANDS
CAYMAN ISLANDS - General Correspondence
CAYMAN ISLANDS - Aviation Law, Regulations, Standards
CAYMAN ISLANDS - Inspector Guidance Material
CAYMAN ISLANDS - PEL and Data
CAYMAN ISLANDS - Operations
CAYMAN ISLANDS - Airworthiness
CAYMAN ISLANDS - Registry, C of R, C of A and Data
CAYMAN ISLANDS - Inspectors / Inspector Training
CAYMAN ISLANDS - Security
CAYMAN ISLANDS - ATC
CAYMAN ISLANDS - Aerodromes
CAYMAN ISLANDS - Financial Data Coordinator Office
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
11.0
11.1
11.2
11.3
11.4
GUYANA - General Correspondence
GUYANA - Aviation Law, Regulations, Standards
GUYANA - Inspector Guidance Material
GUYANA - PEL and Data
GUYANA - Operations
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ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
11.5
11.6
11.7
11.8
11.9
11.10
11.11
GUYANA - Airworthiness
GUYANA - Registry, C of R, C of A and Data
GUYANA - Inspectors / Inspector Training
GUYANA - Security
GUYANA - ATC
GUYANA - Aerodromes
GUYANA - Financial Data Coordinator Office
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
12.0
12.1
12.2
12.3
12.4
12.5
12.6
12.7
12.8
12.9
12.10
12.11
HAITI - General Correspondence
HAITI - Aviation Law, Regulations, Standards
HAITI - Inspector Guidance Material
HAITI - PEL and Data
HAITI - Operations
HAITI - Airworthiness
HAITI - Registry, C of R, C of A and Data
HAITI - Inspectors / Inspector Training
HAITI - Security
HAITI - ATC
HAITI - Aerodromes
HAITI - Financial Data Coordinator Office
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
13.0
13.1
13.2
13.3
13.4
13.5
13.6
13.7
13.8
13.9
13.10
13.11
JAMAICA - General Correspondence
JAMAICA - Aviation Law, Regulations, Standards
JAMAICA - Inspector Guidance Material
JAMAICA - PEL and Data
JAMAICA - Operations
JAMAICA - Airworthiness
JAMAICA - Registry, C of R, C of A and Data
JAMAICA - Inspectors / Inspector Training
JAMAICA - Security
JAMAICA - ATC
JAMAICA - Aerodromes
JAMAICA - Financial Data Coordinator Office
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
14.0
14.1
14.2
14.3
14.4
14.5
14.6
14.7
14.8
14.9
14.10
OECS - General Correspondence
OECS - Aviation Law, Regulations, Standards
OECS - Inspector Guidance Material
OECS - PEL and Data
OECS - Operations
OECS - Airworthiness
OECS - Registry, C of R, C of A and Data
OECS - Inspectors / Inspector Training
OECS - Security
OECS - ATC
OECS - Aerodromes
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ACAAC
14.11
OECS - Financial Data Coordinator Office
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
15.0
15.1
15.2
15.3
15.4
15.5
15.6
15.7
15.8
15.9
15.10
15.11
SURINAME - General Correspondence
SURINAME - Aviation Law, Regulations, Standards
SURINAME - Inspector Guidance Material
SURINAME - PEL and Data
SURINAME - Operations
SURINAME - Airworthiness
SURINAME - Registry, C of R, C of A and Data
SURINAME - Inspectors / Inspector Training
SURINAME - Security
SURINAME - ATC
SURINAME - Aerodromes
SURINAME - Financial Data Coordinator Office
ACAAC
ACAAC
16.0
16.1
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
16.2
16.3
16.4
16.5
16.6
16.7
16.8
16.9
16.10
16.11
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
ACAAC
17.0
17.1
17.2
17.3
17.4
17.5
17.6
17.7
17.8
17.9
17.10
17.11
TRINIDAD & TOBAGO - General Correspondence
TRINIDAD & TOBAGO - Aviation Law, Regulations,
Standards
TRINIDAD & TOBAGO - Inspector Guidance Material
TRINIDAD & TOBAGO - PEL and Data
TRINIDAD & TOBAGO - Operations
TRINIDAD & TOBAGO - Airworthiness
TRINIDAD & TOBAGO - Registry, C of R, C of A and Data
TRINIDAD & TOBAGO - Inspectors / Inspector Training
TRINIDAD & TOBAGO - Security
TRINIDAD & TOBAGO - ATC
TRINIDAD & TOBAGO - Aerodromes
TRINIDAD & TOBAGO - Financial Data Coordinator Office
RESERVED FOR TURKS AND CAICOS ISLANDS
TURKS & CAICOS - General Correspondence
TURKS & CAICOS - Aviation Law, Regulations, Standards
TURKS & CAICOS - Inspector Guidance Material
TURKS & CAICOS - PEL and Data
TURKS & CAICOS - Operations
TURKS & CAICOS - Airworthiness
TURKS & CAICOS - Registry, C of R, C of A and Data
TURKS & CAICOS - Inspectors / Inspector Training
TURKS & CAICOS - Security
TURKS & CAICOS - ATC
TURKS & CAICOS - Aerodromes
TURKS & CAICOS - Financial Data Coordinator Office
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Part 2
Chapter 1
Appendix 5
RASOS Email Address List
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RASOS EMAIL DIRECTORY
RASOS
coordinator@rasos.org
adminofficer@rasos.org
Gregory Fox
Kerrie- Ann Tucker
Co-ordinator
Admin. Officer
Barbados
dgbcaa@rasos.org
csimmons@rasos.org
dbroomes@rasos.org
djordan@rasos.org
knelson@rasos.org
mbeckles@rasos.org
rallman@rasos.org
Anthony Archer
Carlisle Simmons
David Broomes
David Jordan
Kingsley Nelson
Mitchinson Beckles
Reynold Allman
Director
Inspector
Inspector
Inspector
Guyana
dggcaa@rasos.org
pmcadam@rasos.org
ddaniel@rasos.org
zmohamed@rasos.org
hsingh@rasos.org
adoobay@rasos.org
mkhan@rasos.org
cheeralall@rasos.org
ejordan@rasos.org
shardat@rasos.org
cbedaysie@rasos.org
rkadaru@rasos.org
balgu@rasos.org
kprasad@rasos.org
Chabeenanan Ramphul
Paula McAdam
Dennis Daniel
Zulficar Mohamed
Hardat Singh
Ankar Doobay
Mohammad Khan
Chaitrani Heeralall
Elvis Jordan
Sukdheo Hardat
Clifton Bedaysie
Roy Kadaru
Balwany Algu
Kame Prasad
DG
Director, ASR
Director, ANS
Director, ATM
Director, Fin.
Manager, AW
Manager, PL
Mgr., ATC
Mgr., HR
Mgr., ANT
Inspector, AW
Inspector, AW
Inspector, Aero.
Inspector, Ops.
Haiti (OFNAC)
dgofnac@rasos.org
Jean Lemerque Pierre
DG
Jamaica
dgjcaa@rasos.org
jcaaddgas@rasos.org
jcaaddgra@rasos.org
jcaaairnav@rasos.org
jcaaeconreg@rasos.org
jcaaflightsafety@rasos.org
jcaalegal@rasos.org
jcaalicensing@rasos.org
jcaaopsofficer@rasos.org
ckirkcaldy@rasos.org
Torrance Lewis
Jeremiah Baker
Oscar Derby
Patrick Stern
Jacqueline Fairclough
Howard McCalla
Marva Gordon Simmonds
Marlene Lutas
Cleonie Samuels
Christopher Kirkcaldy
DG
Dep. DG
Dep. DG
Director
Director
Actg. DFS
Legal Officer
Lic. Officer
Admin. Asst.
Inspector
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dcarey@rasos.org
efield@rasos.org
ewilkinson@rasos.org
jgoodison@rasos.org
jwebster@rasos.org
khummel@rasos.org
ljackson@rasos.org
rjones@rasos.org
nwilliamssingh@rasos.org
wsmall@rasos.org
Dennis Carey
Egbert Field
Ewart Wilkinson
Judith Goodison
John Webster
Keith Hummel
Lincoln Jackson
Richard Jones
Nari Williams-Singh
Wainsworth Small
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
OECS
dgeccaa@rasos.org
dsouthwell@rasos.org
bsanguinette@rasos.org
canthony@rasos.org
cfrancis@rasos.org
djones@rasos.org
gmcalpin@rasos.org
lparke@rasos.org
mgilkes@rasos.org
pdelisle@rasos.org
rjames@rasos.org
tkalloo@rasos.org
Herald Wilson
Dana Southwell
Brian Sanguinette
Collins Anthony
Carroll Francis
Denzil Jones
Gregory McAlpin
Laurie Parke
Michael Gilkes
Paul Delisle
Rosemond James
Tricia Kalloo
DG
Admin. Asst.
Inspector
Inspector
Suriname (CASAS)
dgcasas@rasos.org
bdesouza@rasos.org
ozeegelaar@rasos.org
awolf@rasos.org
egrunberg@rasos.org
casasint@rasos.org
casaspel@rasos.org
cthemen@rasos.org
iverwey@rasos.org
casasadmin@rasos.org
Vivian Hanenberg
Brian De Souza
Orlando Zeegelaar
Anjulio Wolf
Earl Grunberg
Vergil Tjoen A Choy
Bryan Rozen
Clifford Themen
Irmgard Verwey
Louise Tjokroredjo
DG
Inspector
Inspector
Inspector
Inspector
Ext. Relations
Licensing
Legal Advisor
Legal Advisor
Admin. Officer
casasfin@rasos.org
casassec@rasos.org
hsomopawiro@rasos.org
rsoekhoe@rasos.org
Milton Sandvliet
Cosmo Wong
Hendrik Somopawiro
Rudi Soekhoe
Finance/HRM
Asst. Inspector
Asst. Inspector
Asst. Inspector
Trinidad and Tobago
dgttcaa@rasos.org
abegg@rasos.org
ameade@rasos.org
Ramesh Lutchmedial
Anderson Begg
Anthony Meade
DG
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Inspector
Sys. Admin.
Inspector
Director
Director
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aobrien@rasos.org
areemaul@rasos.org
awhittier@rasos.org
dbhagwansingh@rasos.org
eoree@rasos.org
fregis@rasos.org
gcampsroach@rasos.org
gsmart@rasos.org
jsamaru@rasos.org
rgittens@rasos.org
ssarwan@rasos.org
twallen@rasos.org
Andre O’Brien
Anand Reemaul
Anthony Whittier
Daniel Bhagwansingh
Emeral Oree
Francis Regis
George Camps-Roach
Garnet Smart
Julie Samaru
Ronald Gittens
Subharaj Sarwan
Terrence Wallen
CARICOM Secretariat
caricomrep@rasos.org
John Lewis
ICAO (Mexico)
rybarra@rasos.org
Raymond Ybarra
Director
Krista Berquist
Desk Officer
FAA
kberquist@rasos.org
jwaltz@rasos.org
jrodriguez@rasos.org
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Adrian Fox
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
Inspector
Snr. Transp. Officer
Inspector
John Waltz
Javier Rodriguez
Inspector
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Part 2
Chapter 2
RASOS Policy and Procedures for Qualifications and Training of
Aviation Safety Inspectors
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PART 1. RASOS OPERATIONS INSPECTOR QUALIFICATIONS AND
TRAINING
1.1 GENERAL
To effectively fulfill the responsibilities, the Operations Inspector must have educational
and operational/technical experience qualifications that compare favourably with those
operator personnel they will inspect. Ideally, to carry out en route inspections, an
Operations Inspector should be qualified in the type of aircraft used by the operator and
also possess appropriate route experience. However, it is recognized that all Operations
Inspectors cannot be qualified on all aircraft, nor over all routes to be flown and would
therefore, not have the same level of expertise as the operators’ personnel.
The satisfactory execution of the various functions of the Operations Inspector depends to
a large extent on the qualifications, experience, competence and dedication of individual
inspectors. In addition to technical knowledge in performing certification, inspection and
surveillance functions, it is likewise critical that Operations Inspectors possess a high
degree of integrity, are impartial and objective in carrying out their tasks, and are
sensitive to the responsibilities and demands of their positions. Operations Inspectors
should also be tactful and have a good understanding of human nature and possess the
ability to get along well with people.
Considering the specialised and sensitive nature of the CAA’s Operations Inspection
function, it is vitally important that the qualifications, previous experience and personal
character of each person selected as an Operations Inspector be verified and carefully
evaluated before selection and hiring is made.
1.2 QUALIFICATIONS OF AN OPERATIONS INSPECTOR
1.2.1 QUALIFICATION OF AN AIR TRANSPORT OPERATIONS INSPECTOR.
An operations, air transport Inspector should have extensive operational experience and
not less than 5,000 hours as pilot-in-command of large air transport type civil or military
aircraft. In addition, the applicant must possess an Airline Transport Pilot’s licence (ATP
or ATPL) and should preferably have been an Airline’s Operations Manager, Airline
Pilot, Instructor or Designated Examiner, or a certified Flight Safety Inspector from
another ICAO member State.
1.2.2 QUALIFICATION OF A GENERAL AVIATION OPERATIONS
INSPECTOR.
An operations, general aviation Inspector should have extensive operational experience
and not less than 3,000 hours as pilot-in-command of general aviation aircraft. In
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addition, the general aviation Inspector applicant must possess a Flight Instructors
Certificate, and a Commercial Pilots Certificate with single and multiengine land and
instrument ratings (or an Airline Transport Pilot License with single and multi-engine
land and instrument ratings), or have been a certified Flight Safety Inspector from another
ICAO member State.
1.3 SELECTION AND HIRING
All applications received for a flight operations inspector position by the CAA should be
categorized by the Flight Safety manager according to an applicant’s qualifications,
experience, aircraft type ratings, and knowledge (school courses attended). Applicants
who meet the CAA requirements for flight operations inspector positions will be
contacted for individual interviews. All applicants will be notified in writing as to their
acceptance status and those selected will be issued a starting date and an Inspector
Training Course date as soon as possible.
All new Inspectors will receive ground school instructions on the history and
responsibilities of the ICAO, the CAA, the Acts and Regulations, the Inspector’s
guidance material, ICAO and other State’s guidance material, and required conduct while
acting as an operations inspector. On-the-job training (OJT) will also be required. OJT
may be abbreviated depending on the Inspector’s previous experience and knowledge of
Inspector functions. Additionally, Inspectors will receive training on required CAA
operations inspection forms and administrative procedures which include the
development of an AOC/OpSpecs document, inspection reports, and how to administer
station, ramp, en route, and other inspections.
1.4 CONTRACTING FOR INSPECTORS
The Director-General of the CAA or equivalent, usually by the statutory powers
conferred on the AUTHORITY or MINISTER by an ACT, shall appoint cockpit check
pilots/inspectors as he sees fit for the proper carrying out of the provisions of the Act.
The inspectors shall on periodic basis be accredited to conduct flight inspections on
behalf of the AUTHORITY for the purpose of ensuring that licensed crews operating
AOC holder’s aircraft observe rules of the air and conduct flights in safe and orderly
manner for initial issue and continuous renewal of their Airline Company's Air Operator's
Certificates.
In addition to the above paragraph, the CAA may approve other countries inspectors or
airline’s designated examiners/instructors to be its designated examiners/instructors or
inspectors who administer type ratings, proficiency and line checks to air operator’s
pilots. These approvals will be provided only after receiving a formal request by the
operator which must include supporting data and contract(s) if applicable.
The CAA may also obtain other highly experienced persons, through contractual
agreements, which it deems qualified to participate in Operations Inspector duties,
responsible for the safety oversight of its airlines and operations.
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All persons participating in Operations Inspector duties, are responsible to the CAA and
must act in accordance with the guidance contained in this order and other CAA
directives.
1.5 OPERATIONS INSPECTOR CRITERIA AND QUALIFICATIONS FOR
FLIGHT TESTING
1.5.1 CRITERIA. Inspectors for Flight Operations flight testing duties must meet the
following qualifications, experience, knowledge and abilities requirements:
a) hold a valid ATPL aeroplane or Commercial or ATPL helicopter pilot licence
as applicable with a current instrument rating on that category of aircraft;
b) have significant experience as pilot-in-command of a variety of aircraft types
similar to those used in air operator operations;
c) have knowledge of the Regulations, Standards , CAA directives policies and
guidelines concerning flight testing;
d) have knowledge of the operational requirements and flight performance of a
variety of aircraft types;
e) have knowledge of aircraft and flight crew licencing procedures and
requirements;
f) have experience in flight checking and/or flight training procedures;
g) when flight checking air operator flight crews, have a knowledge of air
operator’s certificates and operations specifications requirements and air
operator operating and training procedures and safety standards;
h) be able to prepare technical reports and correspondence; and,
i) be able to meet the public and liaison with air operator management.
Each Inspector requiring check pilot authority for Pilot Proficiency Check (PPC) and/or
Instrument Flight Test (IFT) (some CAAs call these Type Rating Examiner “TRE” or
Instrument Rating Examiner “IRE”) shall be nominated in writing with a resume of that
Inspector’s experience to confirm that the above criteria are met. Prior to being
appointed as a CAA check pilot the approved training described in this document should
be completed. Where the timing of the training does not permit the attendance at such a
course prior to the Inspector being required for flight checking duties the Flight Safety
manager may authorise that Inspector to conduct flight checks and should set any
conditions necessary to ensure the safety of such flight checks and shall require the
Inspector to complete an approved course within six months of the appointment as a
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check pilot. Approved courses may be conducted by the CAA or may be conducted by or
in other States where such courses have been accepted as meeting the requirements of the
CAA.
1.6 FLIGHT CHECKING PROFICIENCY REQUIREMENTS
1.6.1 PROFICIENCY.
This section details minimum flight training, flying currency and PPC
requirements for all Inspectors assigned to conduct PPCs and IFTs on flight crew
members of air operators, general aviation flight crews, private individuals, and other
Inspectors.
The general requirements follow:
a) all required initial and recurrent ground training is to be completed prior to
commencement of flight training;
b) simulator training shall be used in lieu of flight training whenever adequate
simulators are available;
c) training shall never be less than that required by the approved training
programme of the organisation with which the Inspector undergoes training,
and in no case less than specified in this document;
d) if an Inspector experiences difficulty with the approved training programme,
any additional simulator or flight training shall be approved in advance by the
Flight Safety manager;
e) the pilot licence of an Inspector assigned to conduct PPCs or IFTs on large
aeroplanes shall be endorsed for the aircraft type on which he/she is to
conduct those flight checks;
f) Inspectors required to conduct PPCs or IFTs on large aeroplanes should
ideally be qualified and current on the aircraft type used during the flight
check; however, this may not always be feasible, for instance, when an
aircraft type is first introduced to a State or where there are CAA resource
limitations. The Flight Safety manager should use the following guidelines to
assist in ensuring that the Inspectors possess the knowledge and proficiency
required to adequately conduct the flight checks:
1) except as provided in 2) below, Inspectors conducting PPCs/IFTs on
transport category aeroplanes of a maximum certificated take-off
weight (MCTOW) of 100,000 pounds or more shall possess a current
endorsement on the aircraft type to be used on the flight check;
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2) when a PPC/IFT requires that the Inspector possess a current
endorsement as per 1) above, and a qualified Inspector is unavailable,
the Flight Safety manager may authorise, on a temporary basis, an
Inspector whose licence is endorsed but not current on type to conduct
the flight check;
3) Inspectors conducting PPCs/IFTs on transport category aeroplanes of
100,000 pounds MCTOW or less, or on commuter category aeroplanes
should be endorsed, but need not be current on the aeroplane type to be
used during the flight check; however, they shall have received within
the 24 months preceding the PPC/IFT they are to conduct, the
recurrent training applicable to the aeroplane type to be used during
the flight check. Such recurrent training shall include ground school
training and any simulator or flight training that the Flight Safety
manager may have deemed applicable; and,
4) an Inspector conducting PPCs/IFTs on a high performance normal
category aeroplane may, depending on his/her background and
experience and the complexity of the aeroplane involved, require some
training on that type of aeroplane. The Flight Safety manager will
decide what training is required and will decide if the Inspector is to be
trained to PPC standards.
1.7 INSPECTORS CONDUCTING PPCs/IFTs on LARGE AEROPLANES:
FLIGHT TRAINING
1.7.1 FLIGHT TRAINING. In addition to the training requirements described in above,
Inspectors shall receive at least the initial and recurrent flight training times indicated
below for each large aeroplane on which they are qualifying or on which they are
required to remain current:
LARGE AEROPLANE INITIAL AND RECURRENT FLIGHT TRAINING
HOURS
SIMULATOR
No simulator available
Level A or B
Level C or better
INITIAL
6
4
2
RECURRENT
6
4
2
1.8 FORMAL TRAINING COURSES
Formal training for Operations Inspectors shall include flight operations inspector
courses from the FAA, Transport Canada or ICAO Trainair certified courses as
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determined by the Flight Safety manager. These shall include formal training in air
operator certification and inspection, personnel licensing, in-flight inspections, flight
testing of pilots, incident and accident investigation, audit procedures, safety promotion,
crew resource management, and conduct of regulatory investigations.
The form in Appendix 5 to this chapter details the inspector qualifications, license and
rating requirements, core courses and specialty courses a typical operations inspector
should have completed and forms a record that should be maintained by all RASOS
members. Once the inspector has qualified as a trans-national inspector, the form should
also be retained on file at the Coordinator Office.
PART 2. RASOS AIRWORTHINESS INSPECTOR QUALIFICATIONS AND
TRAINING
2.1 Qualifications
Airworthiness Inspectors (AWIs) require an Aircraft Engineers License and a minimum
of 5 years of aviation maintenance experience in a repair station, air carrier repair facility
or a military repair facility. Additionally, 3 years of supervisory experience in aviation
maintenance and experience under a continuous airworthiness maintenance and
inspection program is required, or the candidate may have served as a fully qualified
maintenance (Air Carrier and General Aviation) inspector from another ICAO member
state.
2.2 Training
2.2.1 Introduction
The principal role of the Airworthiness Inspector is that of public safety which is
accomplished through a process of approvals and surveillance of aircraft, maintenance
facilities and personnel. This requires that they receive a timely and appropriate blend of
management and technical training.
The employee annual assessment of performance is used to identify requested and
necessary training.
2.2.2 Initial Training
Initial training is divided into the following categories:
2.2.2.1.Mandatory
Prior to obtaining their Delegation of Authority, new Inspectors must receive a minimum
amount of mandatory On-The-Job Training(OJT, ref: RASOS Form 40 see Appendix 4 to
this chapter). Initial required courses will be determined by the Flight Safety
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Airworthiness Manager (FSAM) and will be reflected in the annual Airworthiness
Inspector Training Plan.
Courses for new Inspectors shall include:
-Airworthiness Inspector basic training (ICAO Trainair, FAA or Transport
Canada)
-Interpersonal Communications
-One full or refresher type course for at least one type of aircraft being operated
by a company that the inspector will be assigned as Principal Maintenance
Inspector.
2.2.3 Technical
Specialty courses designed to enhance inspector skills, performance and qualifications
related to assignments (e.g. aircraft type courses (DHC8), processes (NDT), Boeing
hydraulic systems, Cessna electrical systems, etc.), approval of foreign workstations,
accident investigation, compliance and enforcement, human factors.
2.2.4 Developmental
Training related to work and career development (e.g. computer, project management,
report writing course, financial management, supervisory management, etc.)
2.2.5 Optional
Courses requested for personal development that are work related or can benefit the CAA
in some way (flight familiarization, first aid, etc.)
2.3 Recurrent Training
The frequency and specific type of recurrent training required by Inspectors will be
assessed by the FSAM on a continual basis and as part of the employee annual
assessment of performance. Recurrent training will be included as part of the annual
Airworthiness Inspector training plan.
2.4 AWI On-The-Job Training Record
The Flight Safety Airworthiness manager will maintain a record of all relevant on-the-job
training of airworthiness inspectors along with copies of their licenses, ratings and their
resumes on a training file. This file will be shared with the RASOS Coordinator Office
where it will be maintained as a record of RASOS airworthiness inspector qualifications
and training and used during selection of trans-national inspectors for tasking and
assignments within RASOS. The RASOS Form 40 is contained at Appendix 4 to this
chapter.
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Part 3.
Cabin Safety Inspectors
Ideally, a cabin safety trans national inspector will have had several years of supervisory
experience in an international airline operating large turbojet aircraft. The inspector will
have worked for several years in a civil aviation authority performing certification,
surveillance and enforcement duties. The individual will have some post secondary
educational qualifications. There should be no question of the individual’s competence
in regard to investigative, analytical, problem solving, decision making, planning and
organizing and time management skills. Good interpersonal skills including good
English language skills in oral and written communications and report writing are a
prerequisite and ability in a second language is an asset. Computer literacy is needed in
the Microsoft Office Suite.
A sound knowledge of all cabin equipment, procedures, human factors, and emergency
equipment and procedures for high altitude commercial jet transports is required, as is
knowledge of medium altitude turbo-propeller aircraft operations.
Good knowledge of regional civil aviation regulations and regional and international
industry standards and practices related to passenger carrying aircraft is required, along
with a very good knowledge of prohibited items and dangerous goods. Some knowledge
of aviation security requirements and inspection, surveillance, audit and
compliance/enforcement procedures is needed.
In dealing with clients a great deal of tact, courtesy, maturity and flexibility may be
required. As a representative of the authority and the RASOS it is vital that the
individual possess and exhibit objectivity and sound judgment and display at all times
very high standards of professionalism, confidentiality and integrity.
Working conditions will include considerable foreign travel which may involve adverse
climatic conditions. The trans national cabin safety inspector may also be required to
work at locations such as aerodromes, accident scenes, and may also be required to work
nights and weekends or for long hours to facilitate inspections or surveillance operations.
Completion of the required suite of formal training courses at Appendix 6 to this Chapter
is a prerequisite for continuing appointment to the register of trans national inspectors.
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Part 4. Aerodrome Standards Inspectors
RASOS aerodrome standards inspectors should have no less than five years experience in
the aviation industry in either airport operations or air navigation services. For trans
national registration the inspector should have worked at a civil aviation authority in
aerodrome certification for several years and should have completed the formal course
training outlined in Appendix 7 to this Chapter. Tertiary or professional qualifications in
aviation management, airport management or air navigation services management are
expected, and experience in some combination of these areas is desirable.
The trans national inspector should have a very good knowledge of ICAO Annex 14, the
aerodrome service manuals and the aerodrome certification process. Working knowledge
of Annex 9 (Facilitation), Annex 16 (Environmental Protection), Annex 17 (Security) and
Annex 18 (Dangerous Goods) is a requirement. Inspections and audits of aerodromes,
airport operations, airport emergency service and air navigation services at aerodromes
may be required and a working knowledge of these specialty areas is required.
Dealing with clients in many different nations and cultures requires the ability to
communicate effectively in both written and oral formats and to exercise tact and
courtesy, sensitivity, maturity and professionalism. As the work will entail field work
and work in foreign states with little or no direct supervision the trans national aerodrome
standards inspector needs the ability to work on their own initiative, to have a methodical
approach with attention to detail and appreciation of the need for accuracy. This is
helped by having an investigative mind and analytical approach to the duties.
The work may involve participation in incident or accident investigation. It may require
foreign travel with some exposure to adverse climatic conditions and may require night
or weekend duty with long hours to meet operational needs for the surveillance and
inspection objectives.
In order to be included on the RASOS Register of trans national aerodrome inspectors
the above requirements should be met.
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Part 5. Aviation Security Inspectors
The RASOS aviation security inspector should have completed at least three years
experience in the security field, preferably in an aviation industry environment and have
had at least one year in a supervisory role. The trans national inspector should have
worked in the aviation security field in a civil aviation authority for at least three years
and should have completed the suite of formal courses outlined in Appendix 8 to this
Chapter. The individual should have a sound knowledge of the AVSEC mandate and the
relationships of authorities to air operators, aerodrome operators and other government
organizations. Good knowledge of the regional civil aviation regulations as they address
aviation security and of the contents of ICAO Annex 17 and it s related documents is
required.
The individual requires skills in investigation, analysis, planning, organizing, problem
solving and decision making. Computer literacy in the MS Office Suite to an effective
level is needed. The person should possess a methodical approach with attention to detail,
have an appreciation of the need for accuracy and exhibit maturity, tact, courtesy ,
sensitivity and professionalism when dealing with clients and other authorities.
The work may be at aerodromes, potential aerodrome sites, or wherever navigation or
communication systems serving the aviation industry are located. Travel to foreign
countries is required and this may involve exposure to adverse climatic conditions.. In
order to achieve the work objectives it may be necessary to work nights, weekends or for
long hours. Attendance at accident or incident sites may be required.
Civil aviation authority aviation security national inspectors should meet the above
requirements to be included on the RASOS register of trans national inspectors.
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Part 6. RASOS Air Traffic Control Quality Inspectors
(Reserved for future use.)
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Part 2
Chapter 2
Appendix 1
List of RASOS Qualified Trans-national Aviation Safety
Inspectors
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NAME
HOME CAA
TELEPHONE
E-MAIL
QUALIFICATIONS
DELEGATIONS/AUTHORIZATIONS
Gregory Fox
RASOS/JCAA
876-960-4364
coordinator@rasos.org
Flight Operations
Inspector
JCAA- All Schedules DE, TRE/IRE
A320/A340, SMEL under 5,700 MTOW
A320 series, A340, DC3, BE-20, B-747, DHC-6
Aerodromes,
Flight Operations
Inspector
TTCAA-Ops Inspector DE TRE/IRE A340
gfox@cwjamaica.com
Chris
Kirkcaldy
JCAA
876-960-3985
BE-1900, B727 FE
Flight Training
Aero/Heli
Helicopters B412, B206,
AS 350,AS 355
AVSEC
Aerodromes
Egbert Field
Brian
Sanguinette
Paul DeLisle
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JCAA
ECCAA
ECCAA
876-960-3985
Flight Operations
Inspector
JCAA Ops Inspector / Aerodrome Inspector DE
TRE/IRE BE1900, SMEL under 5,700 MTOW
Helicopters
ECCAA-Ops Inspector DE TRE IRE
Helicopters
CASAS-Ops Inspector DE TRE IRE
Helicopters
Barbados Civil Aviation Ops Inspector DE
TRE IRE Helicopters
JCAA-Ops Inspector DE TRE IRE A320,
SMEL under 5.700 MTOW
B-757, DC-8, B707,
A320 series, Y12, SD11
Flight Training
Aeroplanes
GCAA-Ops Inspector DE TRE IRE SMEL
under 5,700 MTOW
Flight Operations
Inspector
ECCAA-Ops Inspector DE TRE IRE DHC-8,
DHC-6 SMEL under 5,700 MTOW
DHC-8, BA-146, DHC6,
Flight Operations
Inspector
TTCAA-Ops Inspector DE TRE IRE DHC-8
ECCAA-Ops Inspector DE TRE IRE DHC-8,
DHC-6 SMEL under 5,700 MTOW
DHC-8, DHC-6
TTCAA-Ops Inspector DE TRE IRE DHC-8
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George
CampsRoach
Anand
Remaul
TTCAA
TTCAA
Flight Operations
Inspector
TTCAA – Ops Inspector DE TRE IRE
B737
L1011, MD-80, B737
Flight Operations
Inspector
TTCAA- Ops Inspector DE TRE IRE
Helicopters
Helicopters B412,
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Part 2
Chapter 2
Appendix 2
List of RASOS Qualified Accident and Incident Investigators
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LIST OF RASOS QUALIFIED ACCIDENT AND INCIDENT INVESTIGATORS
NAME
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TELEPHONE
QUALIFICATIONS
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Part 2
Chapter 2
Appendix 3
List of RASOS Qualified Aviation Security Inspectors
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List of RASOS Qualified Aviation Security Inspectors
NAME
HOME CAA
TELEPHONE
Judith Goodison
JCAA
876-960-3965
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QUALIFICATIONS SPECIAL
TRAINING
Cabin Safety
ICAO AVSEC
Inspector,
Auditor
Dangerous Goods
Inspector, Aviation
DG Instructor
Security Inspector
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DELEGATIONS/
AUTHORIZATIONS
JCAA _ Cabin Safety
Inspector, DG
Inspector, Avsec
Inspector
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Part 2
Chapter 2
Appendix 4
RASOS Form 40 RASOS Airworthiness Inspector Qualifications
and Training
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RASOS AIRWORTHINESS INSPECTOR
QUALIFICATION & TRAINING RECORD
Name (Surname Last):
CAA______________
File No.___________
BASIC QUALIFICATIONS
Aviation Experience (5 Years)
AME License
Supervisory Experience (3 years)
Issuing State
Contracting State AW ASI
Ratings
Basic AW Inspector Qualification Course TITLE:
DATE:
Interpersonal Communications TITLE:
DATE:
Full or Refresher Course on Aircraft Type (if PMI) DATE #1:
DATE #2:
Inspector Delegated Authority by
Restrictions:
DATE:
ADDITIONAL QUALIFICATIONS
Non Destructive Testing
TITLE:
DATE:
Approval of Foreign Repair Stations TITLE:
DATE:
Large Aircraft Type
DATE:
TITLE:
REMARKS:
Approved as RASOS Trans-national Aviation Safety Inspector:
__________________________
RASOS Coordinator (print name)
______________________
Signature
______________________
Issue Date/Valid to Date
Additional delegations of authority by (list CAAs):
_______________________________________
_______________________________________
_______________________________________
_______________________________________
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SPECIALTY COURSES AND QUALIFICATIONS
Air Operator Audit Procedures
General Aviation
TITLE:
DATE:
TITLE:
DATE:
Approved Maintenance Organization Certification TITLE:
Aviation Safety Promotion
TITLE:
DATE:
DATE:
Accident Investigation
TITLE:
DATE:
Aviation Security
TITLE:
DATE:
Transportation Of Dangerous Goods
Instructional Technique
TITLE:
DATE:
TITLE:
DATE:
Human Factors in Maintenance TITLE:
DATE:
Management Skills
TITLE:
DATE:
Project Management
Qualified Trans-national
Inspection Airworthiness
Other
TITLE:
DATE:
(RASOS APPROVAL LETTER REQUIRED)
TITLE:
DATE:
DATE:
Other
TITLE:
DATE:
Other
TITLE:
DATE:
PRACTICAL EXPERIENCE
Aviation Enforcement
Conduct of Regulatory Investigation
Enforcement Action
Accident Investigation
Accident
Incident
ICAO Report
International Agency Support
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AWI On-The-Job Training Record
Codes: 1 – Required for Delegation of Authority
2 – Desirable
3 – Continuing development
Task
No.
_______________________
Inspector Name
Description
Code
Accident/Incident – investigation (member)
Accident/Incident – investigation (OPI)
Accident/Incident – investigation (report writing)
Action – C of A suspension – failure to meet conditions
Action – C of A suspension – immediate threat to safety
Action – demand production of document/record for
inspection
Action – detain aircraft
Action – suspend, cancel, refuse to renew document
when surrendered, illegible, aircraft
destroyed/withdrawn, service discontinued.
Amateur-Built approval – issue flight authority
AMO – process domestic application
AMO – process foreign application
AMO – process sub-base application
C of A – issue
C of A – renewal
C of A – validate foreign flight authority
CMRs Authorization
Complaint – Investigation (regulatory)
Computer Systems (APLS, AIS)
CRS Authorization
Exams – authorize rewrite and conditions
Exams – develop/revise
Exhibits – mark, record, care, return to owner
Flight permit – issue permit for special purpose
Import – aircraft over 5700 kg
Import – Aircraft under 5700 kg
Inspections – Aerodrome
Inspections – AMO Audit
Inspections – AMO Audit follow-up
Inspections – AMO Audit planning/preparation
Inspections – AMO Audit reports (NCFs)
Inspections – AMO routine
Inspections – cockpit Enroute
2
2
2
2
2
1
33
Inspections – Domestic aircraft inspection
(enter/inspect)
1
34
Inspections – Foreign aircraft surveillance
1
35
Inspections – inspect & copy records (paper &
electronic)
1
Regulation
Directive
Schedule
Reference
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
15 AUG 05
Manager/
Supervisor
Signature
1
2
3
2
3
2
1
1
1
1
2
3
1
2
3
2
1
2
2
1
2
2
2
2
2
1
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Inspections – mod/repair conformity and approval
Inspections – ramp procedures
Inspections – refueling
36
37
38
#
Regulation
Directive
Schedule
Reference
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
60
61
62
63
64
65
66
67
15 AUG 05
1
2
2
Description
Code
Leasing – review/approval
Licence – emergency authorization to non-AMO or
AME
Licence – foreign validation
Licence – issue/endorse
Licence – renew
Maintenance Management position approvals
Maintenance Program – process CAT I, II, III
application
Maintenance Program – ETOPS application
Maintenance Program – RVSM application
Maintenance Program approval – continuos/large Com
Maintenance Program approval – small aircraft (<2730)
Maintenance Program approval – small Com/large PVT.
Manuals-instruct Operator to amend
MCM approval – Aerial Work Operator
MCM approval – Flight Training Unit
MCM approval – Transport Operator
MEL approval
MEL concession approval
MOR – investigate
Ops Specs – Parts Pooling approval
Ops Specs – add similar type aircraft
Ops Specs – contract maintenance
Ops Specs – foreign registered aircraft programs
Ops Specs – flight permit authorization
Ops Specs – issue/revise
Ops Specs – short term escalation approval
Ops Specs – W & B
QA – program approval
2
1
Manager/
Supervisor
Signature
1
1
1
2
2
2
2
1
1
1
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
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Date
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Part 2
Chapter 2
Appendix 5
RASOS Form 25
Operations Inspector Qualifications and Training
15 AUG 05
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RASOS FLIGHT SAFETY INSPECTOR
QUALIFICATION & TRAINING RECORD
Name (Surname Last):
CAA______________
File No.___________
BASIC QUALIFICATIONS
Aviation Medical Category 1
ATPL (aeroplane) or
Issuing State
Commercial Helicopter Licence with Instrument Rating
Issuing State
Basic Inspector Qualification Course
TITLE:
DATE:
Instrument Check Pilot Course
TITLE:
DATE:
Inspector Monitors PPC/IFTs
DATE #1:
Inspector Monitored Conducting PPC/IFTs
Inspector Issued CCP Authority
DATE:
Inspector Delegated Authority
DATE:
DATE #2:
DATE #1:
DATE #2:
Restrictions:
ADDITIONAL QUALIFICATIONS
Large Aircraft Type
TITLE:
DATE:
Large Aircraft Type
TITLE:
DATE:
Large Aircraft Type
TITLE:
DATE:
Instructor Rating - Aeroplane
TITLE:
DATE:
Instructor Rating - Helicopter
TITLE:
DATE:
Instructor Rating - Aerobatic
TITLE:
DATE:
Instrument Check Pilot Course
TITLE:
DATE:
REMARKS:
SPECIALTY COURSES AND QUALIFICATIONS
Commercial & Business Operations TITLE:
DATE:
Air Operator Audit Procedures
DATE:
15 AUG 05
TITLE:
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General Aviation
TITLE:
DATE:
Air Operator Certification
TITLE:
DATE:
Aviation Safety Promotion
TITLE:
DATE:
Accident Investigation
TITLE:
DATE:
Aviation Security
TITLE:
DATE:
Transportation Of Dangerous Goods
TITLE:
DATE:
Approach and Airspace Design TITLE:
DATE:
Aerodrome Inspection
TITLE:
DATE:
Instructional Technique
TITLE:
DATE:
CRM
TITLE:
DATE:
ALAR/CFIT
TITLE:
DATE:
Human Factors
TITLE:
DATE:
PRM
TITLE:
DATE:
Management Skills
TITLE:
DATE:
Project Management
TITLE:
DATE:
International Operations Inspector TITLE:
Qualified Trans-national
Inspection Operations
(RASOS APPROVAL LETTER REQUIRED)
TCAS/ACAS
TITLE:
DATE:
DATE:
GPWS/EGPWS
TITLE:
DATE:
RNAV/RNP
TITLE:
DATE:
REMARKS:
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RASOS POLICY AND PROCEDURES MANUAL
ON THE JOB TRAINING
Commercial, Business Aviation and Foreign Operator Safety Oversight
Application For AOC
 Application Review & Approval Process
 Manual Review & Approval Process
 Ops Manual
 MEL
 SOP
 QRH
 Checklists
 Aircraft Technical Inspection
 Operations Specifications
 Special Operations
 600 RVR T/O
 CAT 2 or 3 Landing
 MNPS
 RVSM
 Class 2 Nav
 ETOPS
 GPS
 Lease Approvals
 Wet
 Dry
 Foreign Operator Approval
 Base Inspection Small Carrier
 Base Inspection Large Carrier
 Air Operator Audit
 Station Inspection
 Check Pilot Monitoring
 Candidate Briefed on Conducting a CCP/DFTE Monitor
 Candidate Monitors CCPs or DFTEs Being Monitored (at least once)
 Candidate Conducts 2 CCP/DFTE Monitors
Date #1
 Surveillance of Training
 Cabin Safety
 Aircraft Type
 Dispatcher
 Indoctrination
 Emergency Evacuation
 Ditching
 Smoke
 Dangerous Goods
 Security
 CRM
 Training Records
 FTD Inspection and Approval
 Ramp Checks
 Enroute Flight Inspection
 Enroute Cabin Inspection

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RASOS POLICY AND PROCEDURES MANUAL
Remarks
ON THE JOB TRAINING (continued)
Administration
 Delegation of Authority
 Correspondence/File Procedures
General Aviation
 Application For Licence
 Exam Marking
 Log Book Review
 Ratings
 Endorsements
 Foreign Applicants
 Military Applicants
 Flight Training Unit Certification
 Flight Training Unit Inspection
 Licence Exam Development
Aerodrome Safety
 Aerodrome Inspection
 Aerodrome Certification
 Assessment of Obstacles ICAO Annex 14
 Type “A” Charts
 Airside Project Review
REMARKS:
Aviation Enforcement
 Conduct of Regulatory Investigation
 Enforcement Action
Accident Investigation
 Accident
 Incident
 ICAO Report
 International Agency Support
REMARKS:
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Part 2
Chapter 2
Appendix 6
Cabin Safety Dangerous Goods
Inspector Qualifications and Training Record Form
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RASOS CABIN SAFETY/ DANGEROUS GOODS INSPECTOR
QUALIFICATIONS AND TRAINING RECORD FORM
Name:
Date Hired
Home CAA
Contact Information:
Telephone:
Fax:
Email:
Qualifications and
5 Years Experience on
Large Aircraft in
Supervisory and/or
Training Role
Aircraft Types
Experience in Industry
Course
Cabin Safety Inspector
Indoctrination
Trainair Air Operator
Certification
Transport of Dangerous
Goods -Initial
Compliance and
Enforcement Procedures
Aircraft Cabin Safety
Accident Investigation
Crew Resource
Management - Initial
Human Factors in
Accident Investigation
Title
Date Completed
Signature of Supervisor
Delegation of Authority
Date Issued
Issued by
Signature of Supervisor
Authorized as Trans
National Inspector in:
States
Date Issued
Issued by
Coordinator Signature
15 AUG 05
Special Qualifications
* Note that a letter of
authorization and appointment
to the Register of Trans
National Inspectors is required
to be held on files.
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RASOS POLICY AND PROCEDURES MANUAL
Part 2
Chapter 2
Appendix 7
RASOS Aerodrome Standards Inspector
Qualifications and Training
15 AUG 05
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RASOS POLICY AND PROCEDURES MANUAL
RASOS AERODROME STANDARDS INSPECTOR
QUALIFICATIONS AND TRAINING RECORD FORM
Name:
Date Hired
Qualifications and
Home CAA
Experience in Industry
Contact Information:
Telephone:
Fax:
Email:
Special Qualifications
5 Years Experience in one of:
Airport Operations, Air
Traffic Control, Flight
Operations or Civil
Engineering Degree or
Surveyor Qualifi\cation
Course
Title
Date Completed
Signature of Supervisor
Delegation of Authority
Date Issued
Issued by
Signature of Supervisor
Authorized as Trans
National Inspector in:
States
Date Issued
Issued by
Coordinator Signature
Air Traffic Fundamentals
Trainair Aerodrome
Certification
Transport of Dangerous
Goods -Initial
Compliance and Enforcement
Procedures
Basic Obstacle Evaluation and
Marking and Airport and
Airspace Analysis
Aviation Security Training
ALAR/CFIT/Runway
Incursion Prevedntion/Ramp
Safety
Aerodrome Safety
Management Systems
Large Aircraft Performance
Heliport and Helideck
Standards
15 AUG 05
* Note that a letter of
authorization and appointment
to the Register of Trans
National Inspectors is required
to be held on files.
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RASOS POLICY AND PROCEDURES MANUAL
Part 2
Chapter 2
Appendix 8
RASOS AVIATION SECURITY INSPECTOR
QUALIFICATIONS AND TRAINING
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RASOS AVIATION SECURITY INSPECTOR
QUALIFICATIONS AND TRAINING RECORD FORM
Name:
Date Hired
Qualifications and
Course
Home CAA
Experience in Industry
Contact Information:
Telephone:
Fax:
Email:
Special Qualifications
Title
Date Completed
Signature of Supervisor
Delegation of Authority
Date Issued
Issued by
Signature of Supervisor
Authorized as Trans
National Inspector in:
States
Date Issued
Issued by
Coordinator Signature
Aviation Security Training
International
ICAO AVSEC Cargo Security
ICAO AVSEC Basic
Compliance and Enforcement
Procedures
Civil Aviation Transport of
Dangerous Goods Initial
ICAO Aerodrome
Certification
ICAO AVSEC Instructors
Course
AVSEC Audit Procedures
ICAO AVSEC Management
Overview Program
AVSEC Screener Training
AVSEC Crisis Management
AVSEC Emergency Planning
and Response
15 AUG 05
* Note that a letter of
authorization and appointment
to the Register of Trans
National Inspectors is required
to be held on files.
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RASOS POLICY AND PROCEDURES MANUAL
Part 2
Chapter 2
Appendix 9
AIR TRAFFIC CONTROL QUALITY INSPECTOR
QUALIFICATIONS AND TRAINING
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RASOS AIR TRAFFIC CONTROL QUALITY INSPECTOR
QUALIFICATIONS AND TRAINING RECORD FORM
Name:
Date Hired
Qualifications and
Home CAA
Experience in Industry
Contact Information:
Telephone:
Fax:
Email:
Special Qualifications
Experience as an Air Traffic
Controller in VFR and IFR
Control including Radar
Control
Experience as an ATC
Instructor
Experience in ATC QA
Course
Title
Date Completed
Signature of Supervisor
Delegation of Authority
Date Issued
Issued by
Signature of Supervisor
Authorized as Trans
National Inspector in:
States
Date Issued
Issued by
Coordinator Signature
Obstacle Control, Marking
and Lighting
ALAR/CFIT/Runway
Incursion Prevention
Compliance and Enforcement
Procedures
Aerodrome Emergency
Planning and Response
ICAO Aerodrome
Certification
Accident and Incident
Investigation
ATC Human Factors
15 AUG 05
* Note that a letter of
authorization and appointment
to the Register of Trans
National Inspectors is required
to be held on files.
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Part 2
Chapter 3
RASOS Policy and Procedures for Use of Trans-national
Inspectors
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RASOS POLICY AND PROCEDURES FOR THE USE OF TRANS-NATIONAL
INSPECTORS
1.0
Introduction
A trans-national inspectorate is comprised of a cadre of highly qualified aviation
safety inspectors and contracted personnel who are available as a resource to each
civil aviation authority that is a member of RASOS. Such inspectors are
recognized experts or highly qualified individuals in particular areas of aviation
safety who are members of, or available to one of the RASOS member
authorities. Within the RASOS group there are expert level aviation safety
inspectors in different disciplines spread across the member authorities.
2.0
Providing and Receiving Authorities
The RASOS member authority that employs the aviation safety inspector or
technical expert is considered to be the “Providing Authority”. The RASOS
member authority receiving the benefit of the aviation safety inspector or
technical expert services shall be considered to be the “Receiving Authority”.
Receiving Authorities must have laws that allow them to appoint persons or
to delegate authority to persons regardless of their citizenship or residence.
Such delegations/authorizations shall follow the normal practice of the
Receiving authority/State.
3.0
Basis for RASOS Resource Sharing of and RASOS Management of Transnational Aviation Safety Inspectors
The RASOS Memorandum of Understanding provides the basis for RASOS
member authorities to share technical resources. (Part 1, Chapter 1 Article 3.4).
The signatories of the Memorandum of Understanding have been accredited by
their respective States to enter into this relationship and the document constitutes
an international agreement between the RASOS member authorities’ respective
States to create RASOS and to undertake the sharing of technical resources. Part 1
Chapter 2 describes the functions of RASOS, in particular, paragraph 2.1: “to
share the technical and other resources of participating States and Territories in
support of their aviation safety oversight programs with a view to their
maintaining, or ensuring fulfillment of, their obligations emanating from the
Convention on International Civil Aviation and its Annexes....” . Paragraph
2.3 of the document states that it shall be a function of RASOS to :” plan and
support the provision of such advisory services and assistance as the participating
States and Territories may require.”
4.0
Basis for Appointment to RASOS Trans-national Aviation Safety Inspector Status
RASOS has embarked upon a structured formal and on-the-job training program
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for RASOS member authorities’ inspectors. Part 2 Chapter 3 describes the
training and qualifications for RASOS aviation safety inspectors. Once an
inspector has achieved the required qualifications and has amassed sufficient
experience and training the inspector may be nominated to the RASOS
trans-national inspector group. All providing authorities are required to maintain
the RASOS records of qualifications and training (See Part 2 Chapter 2
Appendices 4,5,6,7) for their inspectors with copies held on a personnel file at the
RASOS Coordinator Office. The RASOS Coordinator is responsible for
determining which inspectors are qualified to be used as trans-national inspectors
once their authority has indicated that they are available for trans-national duties.
Such determination is made by examination of the qualification and training
records, examination of the experience and suitability of an inspector to be
assigned to trans-national duties. In theory, all inspectors in all member
authorities could be in this group, however, actual qualifications, currency, and
experience may vary widely as may personal suitability for such deployment. In
essence, the determination is made on a combination of information and factors
including experienced aviation safety management judgement on the part of the
Coordinator and the manager(s) nominating the inspector. Once the Coordinator
has determined the suitability of an inspector for trans national duties that name
shall be added to the list of qualified trans national inspectors and the revised list
shall be presented via electronic mail for negative review by the Board. If a
a negative response is indicated by any Director that inspector shall not be
approved for trans national duties within RASOS. If there is an appeal against
such a ruling it may be presented by the Coordinator at a Board Meeting closed
session during which the dissenting Director may present his objections to the
Board, following which a majority ruling shall decide the appointment.
5.0
Register of Trans-national Aviation Safety Inspectors
The RASOS Coordinator shall maintain a register of all trans-national aviation
safety inspectors and make an up-to-date copy of that register available to all
RASOS Members. The register shall show the name, licenses and
ratings of each inspector and shall show the inspectors delegated authority in
the home State(s) (Providing authority) and the delegated authority issued to the
inspector by other RASOS member authorities on behalf of their State(s)
(Receiving authorities). The RASOS Register of Trans National Inspectors shall
be reviewed quarterly and any changes presented at Board Meetings for approval.
No RASOS member’s inspector shall work for other Members on a transnational basis within the RASOS unless that inspector has been approved by the
Board, and is approved to do so by the providing and receiving authorities and is
registered as a trans-national inspector. Receiving authorities shall maintain their
own registers of inspectors authorized/delegated and these shall include the names
of all inspectors and their authorizations/delegations, including the names and
authorizations/delegations of those trans-national inspectors whose services are
utilized by the Receiving authority/State through the RASOS mechanism. The
authorizations/delegations of trans-national inspectors on the Receiving
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RASOS POLICY AND PROCEDURES MANUAL
authority/State list shall not differ from the RASOS register.
6.0
Remuneration of Trans-national Aviation Safety Inspectors
Providing authorities (States) shall be responsible for all salary and emoluments
for their inspectors who are assigned to trans-national duties. Receiving
authorities (States) shall be responsible for all travel expenses including ground
and air transportation, accommodation, and per diem allowances, airport
departure taxes or fees and the costs of the inspector obtaining a visa, where
applicable. Providing authorities and receiving authorities shall agree in advance
on the amounts. The Coordinator office shall facilitate such agreements and may
fund such travel expenses in advance and charge the receiving authority where
such arrangements are mutually agreeable.
Where the assignment of a trans-national aviation safety inspector/expert is
likely to be for an extended period of time, say for more than four weeks per year,
it is advisable for the providing and receiving authorities/States to make formal
arrangements for recovery of personnel costs as this would constitute an unfair
burden on the provider.
Where the trans-national aviation safety inspector/expert works for the RASOS
Office any assignment of over two weeks duration shall require the agreement of
the RASOS Board.
7.0
Indemnification of RASOS Trans-national Aviation Safety Inspectors
Providing authorities already indemnify their inspectors and the assignment of
a providing authority inspector to a receiving authority is deemed to be done
by order of the providing authority, therefore the providing authority’s
indemnification of the inspector is continuous. Receiving authorities are to ensure
that trans-national inspectors assigned to duties for their authority/State are
indemnified for work carried out under their authorization/delegation.
8.0
Identification and Security: Trans-national Aviation Safety Inspectors
Trans-national aviation safety inspectors shall carry the identification and
secure area access passes issued by the providing authority/State. Receiving
authorities/States shall issue appropriate identification and secure area access
passes as required and these shall also be carried by the trans-national inspector
when on assignment to the receiving authority/State.
9.0
Revocation of Trans-national Aviation Safety Inspector Status
Where incompetence, improper conduct, negligence, or lack of qualifications
is seen to exist on the part of a registered trans-national aviation safety inspector
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that inspector shall be suspended from the RASOS register pending resolution of
the issues. Resolution shall be the responsibility of the providing authority/State
and the Receiving authority/State. The RASOS Coordinator may be used as an
advisor to both parties. The remaining Directors of the RASOS Board shall be
the final arbiter of any action regarding the status of a trans-national inspector.
10.0
Reporting Relationships for Aviation Safety Inspectors Assigned to Transnational Inspection Duties
Inspectors assigned to trans-national duties shall report to the Receiving
authority/State for the duration of the assignment to the receiving authority/State.
Where there is a question of the propriety of an instruction or tasking given during
such an assignment the trans-national inspector shall bring the concern to the
attention of the RASOS Coordinator who will make all efforts to resolve the issue
in discussion with the providing and receiving authorities/States. Receiving
authorities shall make every effort to ensure that task assignments are clear and
the deliverables are clearly described in the work requests. The trans national
inspector’s local reporting relationship in the receiving State shall be described in
the work request in order to avoid confusion and facilitate communications and
activities.
11.0
Right to Refuse Dangerous or Hazardous Work
Trans-national inspectors shall have the right to refuse dangerous or hazardous
work when on trans-national assignments.
12.0
Procedures for Arranging for Services of Trans-national Aviation Safety
Inspectors/Technical Experts
The authority/State desirous of having the services of a trans-national
aviation safety inspector/technical expert shall make a request to the RASOS
Coordinator in writing. The request shall give a detailed description of the
type of work and of any special qualifications desired, the dates, the times
and locations of the work and the names of the operators/organizations
involved and the name and contact numbers of the receiving authority/State
responsible manager to whom the trans-national inspector will report during the
assignment. The specific deliverables shall be described in the work request.
The Coordinator shall determine from the register of trans-national aviation safety
inspectors/technical experts which inspectors/experts would be the most
appropriate persons to assign to the receiving authority/State and will contact the
likely providing authorities/States to determine the availability of the personnel.
Once a provider is determined the Coordinator shall contact the receiver and
provide the details of the person to be assigned. If that person is acceptable to the
receiver the Coordinator shall prepare the assignment instructions in writing and
provide copies to the receiver and provider. The provider shall make a copy
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RASOS POLICY AND PROCEDURES MANUAL
available to the person assigned. The provider, the person assigned and the
receiver shall accept the assignment in writing and provide copies of their
acceptance to each of the other parties (provider, receiver, Coordinator, and transnational inspector/expert). This shall constitute formal tasking and agreement to
the terms and conditions of the assignment by all parties. Amendment of the
terms and conditions of the assignment must be done in writing and must be
agreed to by all parties.
The assignment of a trans-national inspector may be terminated without cause at
any time by the receiver. The provider shall not terminate the assignment of a
trans-national inspector without giving sufficient notice for alternative
arrangements to be effected.
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INTENTIONALLY LEFT BLANK
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Part 2
Chapter 4
Policy and Procedures for Payment of Training Costs for RASOS
Trans-national Aviation Safety Inspectors
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RASOS POLICY AND PROCEDURES FOR PAYMENT OF TRAINING COSTS FOR
RASOS TRANS-NATIONAL AVIATION SAFETY INSPECTORS
1.0
Introduction
Occasionally there will be a requirement to train a trans-national inspector in a
specialty area to meet a specific individual member authority’s qualification. For
example, a helicopter inspector may need one type of helicopter type rating
in his home authority (providing authority) and may require another type rating
to meet the needs of another member authority (receiving authority, see Part 2
Chapter 3). This requires that RASOS have a mechanism to ensure that transnational inspectors are properly qualified to perform the assigned tasks. The
records of trans national inspectors held at the RASOS Office shall normally
constitute that mechanism.
2.0
Policy for Funding Training
Funding such additional training to meet the needs of the receiving authority or
authorities is deemed to be the responsibility of the receiving authority or
authorities where more than one will benefit from the use of the
trans-national inspector’s additional qualification.
3.0
Procedures for Identification of Need and Payment for Training
The Coordinator will identify the need for special qualifications and/or training
on receipt of a request for the services of a trans-national inspector. A search of
the trans-national inspector database will be made for the type of inspector and
the qualifications possessed; where a close match is found the Coordinator shall
advise the receiving authority of any need for training and shall identify the costs
of such training. The Coordinator shall advise the potential providing authority
of the request for their inspector’s services and the need to send that inspector on
training. Approval from the receiving authority to pay for the training and
approval from the providing authority to provide their inspector for the task and
training are required before the assignment may proceed.
The receiving authority shall be responsible for payment for training, as above.
RASOS does not budget for training of trans-national inspectors. To speed the
arrangements for such training, RASOS may pay for such training and recover the
costs from the receiving authority/authorities that benefit from the training. Such
pre-payment by RASOS requires the approval of the Chairman and Coordinator.
Where all RASOS members benefit equally from additional special training of
any trans-national inspector(s) that training may be paid from the RASOS budget
and shall be identified in the RASOS budget where such training is of a recurring
nature. Approval of the Board is required for RASOS to pay for non-forecast
training expenditures that have not been approved in the annual RASOS budget.
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PART 3
RASOS FINANCIAL PROCEDURES
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Part 3
Chapter 1
Policy and Procedures for RASOS Contributions
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POLICY AND PROCEDURES FOR RASOS BUDGET AND CONTRIBUTIONS
1.
Identification of the Amount of Members Contributions to be Assessed
RASOS must have a central office with staff to ensure the proper and smooth
functioning of the organization. The costs for the operation of this office include
staff emoluments, office expenses, travel expenses, training expenses and
capital expenses. Additional expenditures may be identified by the Board.
RASOS Coordinator is responsible for preparation of the RASOS Corporate
Strategic Plan which identifies principal goals and objectives for the next five
years’ activities and the expenditures needed to achieve those goals and
objectives. The updated Corporate Strategic Plan is presented to the Board for
approval during the first meeting of the fiscal year.
Following the Corparate Strategic Plan, the RASOS Coordinator develops an
annual budget (some call this an operational plan) as a draft
budget proposal that is presented to the Board in the middle of the RASOS
January 1 to December 31 fiscal year. Based on feedback from Board Members
the Coordinator then prepares the final budget for the following year and it is
presented to the Board for approval during the last meeting of the year. The final
budget identifies the amount needed for RASOS operations in the following year.
2.
Equality of Contributions
The RASOS Board agreed (see minutes of First Board meeting September 2002)
that all members are equal and therefore each and every member
should fund RASOS operations equally. This means that the annual budget is
divided by the number of RASOS members to determine the amount of each
member authority annual contribution.
3.
Payment of Contributions
The RASOS members are each invoiced by the Coordinator at the beginning of
each fiscal year for that year’s contributions and for any outstanding contributions
from previous years. The Coordinator tracks the status of contributions in a
document that is presented routinely at Board meetings. Note that all invoices are
billed in United States dollars.
Members are expected to pay their contributions promptly on receipt of invoices
as the RASOS Coordinator office has no other source of funding and cannot
operate in a deficit situation. The Board agreed to allow quarterly payments, and
if this timetable for payments is chosen it is equally important that they be
deposited in a timely manner to avoid disruption of RASOS Office operations.
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.
4.
Method of Payment of Contributions
Members may pay their contributions directly to the RASOS operating accounts
or they may pay via CARICOM Secretariat which will forward the amounts to
the RASOS operating accounts. Specific information regarding account numbers
and routing are provided to members by the Coordinator office as written
instructions and these will not be reproduced in this manual. All payments are to
be made in United States Dollars. Members sending contributions should note
that all sending costs related to the wire transfer of funds are their responsibility
and these are not to be taken from the contributions. RASOS will pay receiving
fees, if applicable.
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PART 3
Chapter 2
POLICY AND PROCEDURES FOR RASOS FINANCIAL
MANAGEMENT
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POLICY AND PROCEDURES FOR RASOS FINANCIAL MANAGEMENT
1.0
RASOS Agreement for Host CAA to Provide Financial Management Services
At the second RASOS Board Meeting held in Kingston Jamaica in January 2002
the Board decided that the CAA hosting the RASOS office would, as an interim
measure, provide financial management and accounting services to the RASOS
until the RASOS achieves CARICOM institutional status.
It was further agreed that the government rules for the host CAA financial
administration would be followed and would be acceptable to all member’s
governmental financial management and reporting requirements, provided an
annual, audited financial statement was prepared and provided to members.
As the host CAA is presently the Jamaica Civil Aviation Authority the
Jamaican Financial Administration Act and Regulations govern the financial
management and administration of RASOS resources.
2.0
Need for RASOS Accounts
RASOS funds come from contributions by member authorities and must be
managed as international public funds. They cannot be merged with the host
CAA funds nor may they be managed jointly with the host CAA resources.
Consequently, the first step to ensuring independence is to have separate bank
accounts for RASOS. The host CAA must manage the RASOS funds as a
completely separate cost center using its normal cost center procedures. RASOS
contributions are deposited in United States dollars and the local CAA is obliged
to work within the local legal currency so two separate accounts are needed at the
bank, one for US dollars and one for host state currency, in this case Jamaican
dollars. The US dollar account must be a savings account while the local
currency account must be a chequing or current account to allow for local
purchases and transactions. Conversion of US dollars to local currency is done at
the daily exchange rate.
3.0
Authorities for Expenditures and Transactions
All expenditures or commitments to make expenditures must be approved by
both the Chairman and the Coordinator.
All payments require the authorization of either the Chairman or the Coordinator
AND either the host CAA Financial Controller or the host CAA Deputy Director
Administration Services. No other combination of signatures will be accepted.
All requisitions for cheques or drafts for payments must be signed as above, as
must cheques drawn against the local currency account, except for managers
cheques that are signed by the bank officials and are requested and authorized as
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in 4.0, below.
RASOS invoices must be signed by either the Chairman or the Coordinator.
4.0
Bank Procedures and Host CAA Procedures
Bank withdrawals , requests for managers cheques or bank drafts or transfers
from one RASOS account to the other must be done by a letter to the Bank
Manager authorized as in 3.0 above. The Coordinator, Chairman, RASOS
Administration Officer or an authorized bearer from the host CAA may
proceed to the bank to effect these transactions. The passbook must be presented
in order to make any transaction on the US dollar savings account.
The host CAA Finance Department shall maintain a cashbook for each account
and a petty cashbook expenditure record. Copies of all letters to the bank shall be
retained by the host CAA Finance Department and by the RASOS Office. Copies
of all requisitions for payment or requisitions for cheque, copies of all purchase
orders and all invoices shall be retained by the host CAA Finanace Department
and by the RASOS Office (file SYSCO 4). A monthly reconciliation shall be
presented by the host CAA Finance Department to the RASOS Coordinator, and
shall include a statement of expenditures and revenues (see 7.0 below).
Payroll and emoluments for RASOS employees who are hired to the host CAA
and seconded to RASOS shall be recovered from RASOS.
5.0
Purchase Procedures and Asset Inventory List
A requisition for purchase shall be prepared using the RASOS format and shall
describe the item to be purchased, its unit cost, and the requisition shall be
signed as approved by both the Chairman and the Coordinator. Purchasing may
be achieved directly by RASOS provided proper tender procedures are followed
or three separate estimates are obtained.
The only exception to the above procedure shall be in respect of petty cash items
or items for office supplies that are needed urgently. In these cases the
Coordinator or the Administration Officer may purchase the items directly and
present a receipt for reimbursement.
Capital items purchased shall be added to the RASOS asset inventory list.
6.0
Invoice Procedures
The RASOS invoice form is stored in the Local Area Network RASOS
folders. A standard invoice form bearing the ACAAC and RASOS identification
shall be used.
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Invoices shall be either in US dollars or in the currency of the host
CAA’s State if it is a local billing and shall be payable in the currency stated
on the invoice. The payment due date shall be specified on each invoice and past
due amounts shall be identified on the invoice.
Invoices shall be numbered using the initials of the entity being invoiced followed
by the last two digits of the year followed by a hyphen and the number of the
invoice to that entity starting each year at 001 and sequentially after that. For
example, JCAA-04-001 would be the first invoice to the JCAA in 2004. Invoices
shall be dated, shall bear a clear description of the item or service being invoiced
and shall be signed by either the Coordinator or the Chairman. Invoices shall be
prepared in three copies, the original to the addressee, the first copy to the
RASOS file and the second copy to the RASOS letter book. Invoices for
member’s contributions shall also be copied to the ACAAC -11 series file for that
member.
7.0
Monthly and Quarterly Account Statements
Copies of the passbook, the bank statement, the cash books and the statement of
expenditures and revenues shall be prepared monthly by the host CAA Finance
Department and provided to the Chairman and Coordinator.
A quarterly statement of expenditures and revenues shall be prepared by the host
CAA Finance Department and reconciled against the approved budget and shall
contain explanatory notes. Copies of quarterly information shall be posted on the
secure part of the RASOS Web site for Directors’ access.
8.0
Annual Financial Statement
An audited annual financial statement shall be prepared and presented by the host
CAA Finance Department and the external auditor. The RASOS fiscal year is
January 1st to December 31st. The report shall be signed by the Chairman and
Vice Chairman.
A copy of that report shall be held in the RASOS Office and copies shall be
provided to each Member. If available in electronic form a copy may also be
posted on the RASOS Web site in the secure section.
9.0
Corporate Strategic Plan
A four year Corporate Strategic Plan shall be prepared by the Coordinator and
shall be updated annually and presented to the Board prior to the beginning of
each new fiscal year.
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A copy of the current, approved corporate strategic plan shall be held in the
RASOS Office and, if available in electronic format may also be posted on
the RASOS Web site in the secure section.
10.0
Annual Budget
An annual budget (the operational plan portion of the Corporate Strategic Plan)
shall be prepared by the Coordinator each fiscal year and presented to the Board
by mid year prior for review and shall be presented to the Board for approval at
the third Board Meeting each year. It shall address revenues and expenditures
proposed for the next fiscal year and shall contain explanatory notes in sufficient
detail for the Board’s information.
A copy of the current annual budget shall be held in the RASOS Office in the
SYSCO-4 File and, if available in electronic format a copy shall also be posted
on the RASOS Web site in the secure section.
11.0
Non-budgetary Expenditures
Non- budgetary expenditures may be approved by the Coordinator AND the
Chairman in exceptional circumstances. Expenditures over USD 2,000.00 shall
require the approval of the Board members. Three such expenditures are
permitted each fiscal year, the fourth and each subsequent non-budgetary
expenditure shall require the approval of the Board. Non-budgetary expenditures
are deemed not to include pre-payments for trans national inspection work or
trans national inspector training that will be subject to recovery from the
receiving authority.
12.0
Inventory of RASOS Assets
The Coordinator, assisted by the host CAA Finance Department shall maintain
an inventory of RASOS assets. This will include furniture, office equipment and
any special equipment purchased by RASOS. The host CAA Finance Department
shall assist RASOS in including the assets and any depreciation in the annual
audited financial statement and in the annual budget.
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PART 4
POLICIES AND PROCEDURES FOR RASOS DUTY TRAVEL
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PART 4
CHAPTER 1
GENERAL
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RASOS POLICIES AND PROCEDURES FOR TRAVEL
GENERAL
The RASOS Region spans 1600 kilometers north to south and 2400 kilometers east to
west and covers some 13 different nations. Extensive travel is necessary for RASOS
Directors and RASOS Staff as well as for the Trans-National Inspectors who serve the
member CAAs. Travel may be for meetings, for inspections, for provision of technical
assistance or for positioning for inspections or may be to access training courses or
facilities.
Travel in the Region is necessarily by air due to the geography. Part 5 of the RASOS
Policy and Procedures Manual sets forth policies and procedures for the various aspects
of duty travel, such as who may travel, how the travel may be achieved, etc.
RASOS must be conservative in its approach to travel and must seek to achieve its goals
at the least possible cost to the members.
Travel will be by economy class air travel unless business class travel is the only means
available and urgency dictates its use. Ground transport will utilize the most economical
means possible but will not include public buses or minibuses. Hotel accommodation
will be single private room for each person traveling whether singly or in a group. Where
feasible, the CAA utilizing the services of RASOS staff or trans-national inspectors shall
provide ground transportation.
Duty travel by inspectors shall attempt to incorporate airborne inspection activity with the
travel to the extent possible.
Where no additional costs will be incurred, vacation may be authorized between periods
of travel and duty while not at the home office.
The use of teleconferencing and electronic mail is encouraged where these media may
make travel unnecessary.
RASOS RESPONSIBILITY FOR REIMBURSEMENT
RASOS will advance or reimburse the traveler the specific travel costs detailed on the
table in the following page, as amended from time to time, and will take into account
high cost areas or specific cases as detailed in other chapters of this Part. Travel status
means any full or part day in which the employee is traveling away from the headquarters
area going to or returning from overnight accommodation while on duty. Per diem, as
referred to in other chapters includes meals, incidentals or subsistence allowance
depending on whether or not a full day is spent in travel status. In cases where travel is
from and to the headquarters area (RASOS Office or Home CAA Office) without
overnight accommodation the part day incidentals and meals shall be paid.
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RASOS
CASSOS
TRAVEL
Advances for
travel must be
sufficient to
cover all
forecast
expenses and
must be
justified with
receipts for
hotels, ground
transportation,
insurance and
travel fees
or taxes.
Advances
must be signed
for when
received.
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Airfare
Ground
Transport
Accommodation
Subsistence
Incidentals
Meals
Insurance
Actual
airfares
are paid.
Actual expenses
are paid,
car rentals may be
reimbursed only with
prior approval of
Coordinator or
Chairman where such
rental is approved in
advance as necessary
for the mission
support.
Actual expenses
for a
single
standard
room. To use
CARICOM
hotel list and
preferred rates
if available.
35 payable
only for
full days
in travel
status.
15 (laundry,
tips, phone
calls, etc),
payable for
full or part
days.(Part
day being
any part of a
day in travel
status.)
85 per
day,
or, where
part day is
traveled,
45. (Part
day
being
over any
two meal
times.)
Actual, ticket
cancellation,
travel health
care, rental
vehicle one
Million public
liability and
collision zero
deductible may
be claimed if
pre-authorized.
Business
class
may only be
authorized
for specific
journeys.
Ticket
receipts are
needed.
Receipts are needed.
USD 50 per
day if
stay is in
private
accommodation.
If an enroute
stopover
or delay is more
than 6
hours and suitable
rest accommodation
is not
provided by the
air carrier, a
room may be
reimbursed where
justification is
provided and
approved.
Receipts are
needed.
Travel
Fees or
Taxes
Actual
expenses
are paid.
Receipts
are
needed.
Receipts
are needed.
Receipts not
required.
Receipts not
required.
Page 157
Receipts
not
required.
Receipts are
needed.
Receipts
are needed.
RASOS POLICY AND PROCEDURES MANUAL
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PART 4
CHAPTER 2
RASOS STAFF TRAVEL
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RASOS POLICIES AND PROCEDURES FOR TRAVEL
TRAVEL BY RASOS STAFF
RASOS staff includes the Coordinator, Assistant Coordinator, Administration Officer
and may include the Chairman and/or Vice Chairman or any of the Directors who are
traveling to represent RASOS.
RASOS staff travel must be approved by the Chairman and Coordinator and must be
authorized by the Chairman or the Coordinator and the host CAA Financial Controller.
RASOS staff may choose to utilize the services of the travel officer at the host CAA to
arrange the travel, following host CAA procedures or may make travel arrangements
directly. The request for travel will indicate the reason for the travel, the duration of the
travel, the airline or other means of travel, the requirement for hotel reservations and/or
ground transportation, the number of days per diem requested and will note the RASOS
responsibility for the travel costs. Where travel requires per diems or ticket purchases the
usual RASOS financial procedures shall be followed.
Tickets and per diems should be received at least two working days prior to the travel
commencement date and confirmation of bookings should be made at least one working
day prior to travel commencement.
In some cases travel may be necessary without per diem advance in which case the
refund shall be processed as quickly as possible following submission of a claim for
reimbursement of travel expenses.
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PART 4
CHAPTER 3
RASOS TRANS-NATIONAL INSPECTORS TRAVEL
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RASOS TRANS-NATIONAL INSPECTORS TRAVEL
When one RASOS member requests the use of another RASOS member’s inspectorate
services the trans-national inspector’s travel may be managed in one of two ways:
1. Arrangements Made by Requesting CAA:
-the air tickets and accommodations shall be arranged by the requesting CAA and ground
transportation shall be arranged by the requesting CAA
-per diems paid to the trans-national inspector shall be at the RASOS rate detailed in Part
4 Chapter 1 of this manual.
-trans-national inspectors shall retain copies of all receipts and boarding pass stubs and
tickets and shall provide these to the requesting CAA as required.
-per diem shall be provided by the requesting CAA on arrival of the trans-national
inspector in their state; or,
2. Arrangements Made by RASOS:
-the air tickets and accommodations shall be arranged by the RASOS and ground
transportation shall be arranged by the requesting CAA
-per diems paid to the trans-national inspector shall be at the RASOS rate detailed in Part
4 Chapter 7 of this manual.
-trans-national inspectors shall retain copies of all receipts and boarding pass stubs and
tickets and shall provide these to RASOS for the requesting CAA as required.
-per diem shall be provided by RASOS and shall be invoiced to the requesting CAA on
completion of the duty of the trans-national inspector in their state.
Cancellation of Travel
When travel is canceled for any reason all tickets and per diems are to be returned
forthwith by the trans-national inspector to the issuing organization (the requesting CAA
or the RASOS office) via the most appropriate means.
Postponement of Travel
When travel is postponed for any reason the requesting CAA and RASOS shall be
advised and alternative dates shall be arranged. Per diems already issued may be retained
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by the trans-national inspector if the period of duty is likely to be the same duration and if
it is likely to take place within a thirty day period of the originally scheduled date.
RASOS or the requesting CAA shall make necessary arrangements for rescheduling air
tickets and hotels and shall be responsible for any additional fares or penalties from the
original ticket.
Sickness While in Travel Status
Trans-national inspectors who become ill or unable to travel or perform duties for any
reason shall immediately inform RASOS and/or the requesting CAA. A determination
shall then be made as to what actions shall be taken.
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PART 4
CHAPTER 4
TRAVEL ON RASOS STATES’ AIR OPERATORS
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TRAVEL ON RASOS STATES’ AIR OPERATORS
The following airlines have agreed to assist RASOS with duty travel for Directors,
RASOS staff and trans-national inspectors:
a. TBA
b. TBA
c. TBA
d. TBA
Travel, depending on the individual airline agreement, may be for either no-charge with
payment of taxes only or at 25% of the applicable economy fare plus applicable taxes.
Payments are made in cash or by major credit card only, no invoice or purchase order
will be utilized.
All such duty travel must be arranged by the RASOS office and must be approved by the
Chairman or the Coordinator. A list of persons eligible for such travel is maintained at
the RASOS office and some of the airlines also hold this list at their request.
The RASOS office requires at least two weeks notice of the need for such travel and will
do its best to coordinate this with the relevant airline(s). Coordination of the travel is not
guaranteed as the airline will have the final say as to how its seats are allocated, although
all have stated their intention to permit confirmed seats for duty travel there may be times
when they cannot accommodate RASOS travel due to bookings.
RASOS will normally pay for the tickets and may then invoice the applicable
organization for the expenses. (For example, if a requesting CAA wants RASOS duty
travel discounts and organizes the trans-national inspector travel through RASOS the
requesting CAA will be invoiced by RASOS for those costs.)
Tickets will normally be arranged for pick up at the local check-in counter on check-in so
any person traveling on this basis must carry proper photo identification and should have
the RASOS authorization and ticket locator numbers or airline authorization number with
them.
Such travel is non-refundable and it may be difficult to change schedules when on this
type of travel. If a schedule change is necessary for any reason the ticket holder may
approach the airline for the change. There may be a cost involved and where this is the
case RASOS should be advised.
Duty travel for inspectors may also be arranged as inspection travel where feasible and
where such inspections are needed as part of the relevant CAA oversight program. This
type of travel must be coordinated both through RASOS and through the relevant CAA to
the airline where trans-national inspectors are utilized.
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Unless specifically tasked to conduct an inspection on that flight or at that airline facility,
any inspector traveling on RASOS duty is not to engage in inspection activity with airline
staff, although they may report observed discrepancies to the RASOS office. The
RASOS office will then provide the information to the relevant CAA for action. The
only exception is if a safety breach is observed in flight in which case the inspector shall
identify himself to the pilot in command following the completion of that sector of the
flight and shall make him aware of the safety breach informing him that it will be
reported to the State of the Operator CAA and RASOS. If the safety breach is noted on
the ground prior to flight and is likely to affect the safety of the flight the inspector shall
report it to the pilot in command prior to departure.
Under no circumstances are the airlines to be approached by individuals or a Member
CAA directly with regard to arranging flights under the RASOS/airline agreements as
this would very likely have a deleterious effect on the agreement. In order to achieve
these benefits RASOS must ensure that a strong level of RASOS control and
authorization will be maintained over the program to avoid abuses.
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PART 4
CHAPTER 5
TRAVEL OUTSIDE RASOS REGION
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TRAVEL OUTSIDE RASOS REGION
There may be occasions where Directors, RASOS staff or trans-national inspectors are
required to travel outside the RASOS region.
Travel outside the RASOS region may be required for meetings, conferences, training,
surveillance and inspection or for positioning to perform other duties such as assistance
with accident investigations.
Where such travel is on RASOS business it may be funded by RASOS following
approval and authorization.
Where such travel is for a requesting CAA and involves trans-national inspector duties
the travel may be organized by RASOS or by the requesting CAA and shall be funded by
the requesting CAA.
Travelers are required to ensure that their passports are up to date and will not expire
during travel time and that they have the required visas to permit them to enter the states
they will travel through or as destinations. Some states require appropriate vaccinations
and immunizations and these may be checked with their consulates or embassies.
Travelers are also advised to check that their health insurance coverage is valid during
such travel as RASOS normally provides no coverage.
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PART 4
CHAPTER 6
HOTEL ACCOMMODATION POLICY
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HOTEL ACCOMMODATION POLICY
RASOS duty travelers are entitled to a single, private room with bath. They are not
required to share accommodation.
Hotels in the RASOS region are generally adequate and the local CAA’s advice should
be sought when making reservations as they may also assist by obtaining a better rate.
Normally, mid-range tourist or business traveler type accommodation is to be used and
high end luxury accommodations are discouraged.
When traveling on airline inspection duties the airline may be asked to make the booking
at its preferred rate, but the RASOS traveler must pay for the accommodation and ensure
it is not billed to the airline.
RASOS or the requesting CAA may make the reservations but some hotels require a
credit card for confirmed reservations (where the room is held beyond normal check in
times). On these occasions the traveler may be required to provide personal credit card
information to RASOS or directly to the hotel. RASOS will protect the credit card
information and will not retain it or use it for any other purpose.
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PART 4
CHAPTER 7
PER DIEM POLICY
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Accommodations, Meals and Per Diem POLICY
Per diem shall be calculated once for each duty night the traveler spends in
accommodation away from home and includes meals and subsistence allowances. Part
days in travel status (see Table in Part 4 Chapter 1) includes meals and incidental
allowances. The per diem is not intended to include any air or ground transportation
costs, travel or airport taxes or insurance.
Per diems will be advanced in USD when RASOS is funding the travel. Requesting
CAAs are encouraged to do the same when funding RASOS duty travel.
Where meal costs are likely to rise above USD $85.00 per day the full and part day per
diem advance or reimbursement may be increased to cover reasonably estimated
justifiable increases above that amount.
Where a hotel is all inclusive, i.e. all meals and drinks are included in one rate, no full
day meal allowance shall be paid for full days in travel status while in such
accommodation, although the subsistence or incidentals allowances shall be advanced or
reimbursed for full or part days and the part day meal allowance shall be paid for
traveling days as shown in the table in Part 4, Chapter 1.
Per diems should be issued no later than two working days prior to the travel and where
they are issued by a requesting CAA on arrival of the traveler in a RASOS state they
should be issued as soon as practicable following the duty traveler’s arrival.
Where travel is cancelled or delayed unused per diems should be returned to the issuing
organization immediately. For RASOS, where the travel will be delayed but completed
within thirty calendar days it will suffice for the traveler to hold the per diem advance.
Delays beyond thirty days will require the traveler to return the per diem advance to
RASOS as soon as the delay is determined and RASOS will then re-issue the advance
prior to the next travel date. Requesting CAAs that have provided per diem advances for
travel that is delayed should advise the traveler(s) according to their own practices.
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PART 4
CHAPTER 8
GROUND TRANSPORTATION POLICY
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GROUND TRANSPORTATION POLICY
Ground transportation for RASOS duty travel shall be via the most economical means,
except that public bus transportation or minibus shall not be used except where a bus
shuttle is provided from airport to hotel and return, or where bus or van transportation is
provided by the host organization.
Where rental vehicles are the most economical mode of transportation as opposed to taxis
these may be used provided a standard economy car is rented. It will be the traveler’s
responsibility to ensure that adequate insurance coverage is on the vehicle. RASOS will
pay for the vehicle rental, any associated fees and will pay for USD $ 1,000,000 liability
insurance and CDW USD $500 deductible insurance. Approval in advance is required
where rental vehicles will be funded by RASOS. Where vehicle damage is not due to the
carelessness or negligence of the person driving it while on duty travel, RASOS may
reimburse the $500 deductible amount to that person if they have had to pay it to the
rental company.
Requesting CAAs are responsible for provision of ground transportation for transnational inspectors who are deployed to provide services for them.
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PART 5
RASOS PERSONNEL MANAGEMENT POLICIES AND
PROCEDURES
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PART 5
CHAPTER 1
RASOS HIRING AND CONTRACTS
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RASOS HIRING AND CONTRACTS
Staffing for RASOS positions will follow the usual personnel hiring process for the host
CAA since all support services of this nature are to be provided by the host CAA and,
until RASOS is established as a CARICOM institution, the host CAA will hire and
second personnel to RASOS. This will entail use of RASOS job descriptions to develop
position advertisements for newspapers. It will entail setting up of a hiring board that
should consist of the following:
-To hire RASOS Coordinator: RASOS Chairman, RASOS Vice Chairman or
another RASOS Director, CARICOM Representative, Host CAA Personnel
Officer.
-To hire RASOS Assistant Coordinator: RASOS Chairman, RASOS Vice
Chairman or another RASOS Director, RASOS Coordinator, Host CAA
Personnel Officer.
-To hire RASOS Administrative Officer: Chairman, Coordinator, Host CAA
Personnel Officer.
In order for staffing to proceed there must be sufficient funds guaranteed to be available
for emoluments for the person hired for the likely duration of the contract. This means
that there must be sufficient funds for that fiscal year salary and sufficient to cover part of
the following fiscal year in the event that contributions are not received on time. All
hiring must be done using renewable term contracts as there is at present no permanent
employment in RASOS.
Contracts shall describe the relationship between the hiring host CAA and RASOS and
shall clearly indicate that the person is employed for the RASOS project via a seconding
process. Whether or not the contract indicates reversion to employment by the host CAA
in the event that RASOS employment ceases is the choice and the responsibility of the
host CAA.
Contracts shall be in the format of a normal employment contract and shall contain the
normal clauses used in the State of the host CAA. Copies of the signed contracts shall be
distributed as follows: Host CAA, RASOS Chairman, RASOS Office and the individual
who is the other party to the contract. RASOS office copies shall be available for
viewing if requested by RASOS Directors.
Where RASOS Board determines it may be necessary to employ other staff members or
engage consultants to assist with RASOS work this shall be negotiated with the host
CAA in advance of any hiring or contracting as it may affect the office space, telephones
and other support services provided to RASOS by the Host CAA.
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PART 5
CHAPTER 2
RASOS STAFF TRAINING
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RASOS STAFF TRAINING
The RASOS Coordinator and the RASOS Assistant Coordinator are senior technical
positions, both of which may be expected to act as trans-national inspectors within the
RASOS group. This requires that they maintain professional qualifications and
professional currency as aviation safety inspectors. The RASOS Coordination staff and
the Administration Officer will require periodic technical and non-technical specialty
training and skills upgrade training.
The type of training that may be expected for RASOS staff is as follows:
-aircraft type courses
-aircraft recurrency training
-check airman recurrency training
-human factors training
-specialty technical courses
-skills upgrade courses
-safety management courses
-management skills courses
-computer courses
-enforcement courses
-accident/incident investigation courses
-ICAO Trainair courses including train the trainer courses
-instructional skills courses
Normally the aircraft type courses for large aircraft will be funded by the CAA that
requires the services of RASOS staff on those aircraft. Smaller aircraft courses may be
funded by RASOS where the skill may be utilized during trans-national inspections for
two or more RASOS member CAAs.
Training shall be budgeted in each yearly operational plan and shall be reflected in the
RASOS budget document for the upcoming year. Training approved in the budget shall
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not require further Board approval other than the normal financial approvals and
authorizations for payment described in Part 3 of this Manual.
Training completed shall be recorded on the RASOS staff member’s personal training
record held in the SYSCO-6 file.
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PART 5
CHAPTER 3
RASOS STAFF LEAVE POLICY
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RASOS STAFF LEAVE POLICY
Leave entitlements for RASOS staff will be as detailed in their individual contracts.
Leave shall be administered in accordance with the host CAA leave procedures when
employees are hired to that CAA and seconded to RASOS duties. The RASOS
Coordinator shall be the approval authority for leave for the Assistant Coordinator and
the Administration Officer. The RASOS Chairman, or in his absence, the RASOS ViceChairman shall be the approval authority for the RASOS Coordinator leave.
Leave should be taken each fiscal year and up to one-half of the vacation leave may be
accrued. Vacation leave may be paid out at the discretion of the RASOS Chairman, such
pay-out shall be subject to the financial procedures in Part 3 of this Manual. Staff
members desiring a pay-out of leave shall request the approval of the RASOS Chairman
no later than three months prior to the end of the calendar year.
RASOS staff leave shall be tracked by the RASOS Administration Officer and kept in a
separate sub-file of the SYSC0-6 file.
RASOS casual leave and sick leave entitlements shall not accrue.
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PART 5
CHAPTER 4
RASOS CONFLICT OF INTEREST GUIDELINES
AND CODE OF ETHICS FOR RASOS STAFF AND
TRANS-NATIONAL INSPECTORS
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RASOS CONFLICT OF INTEREST GUIDELINES
Conflict of interest guidelines shall be described in the individual contracts of
employment.
Where the employee is hired to the Host CAA and seconded to RASOS the
applicable Host CAA conflict of interest guidelines shall apply to that employee.
For RASOS employees, the Host CAA conflict of interest guidelines shall be
construed to be applicable in all RASOS States.
RASOS CODE OF ETHICS FOR STAFF AND TRANS-NATIONAL INSPECTORS
Definition & Policy
In this document, the term “ethics” is understood to mean a code of morally
acceptable behavior that guides the organization and its employees in all our
dealings with customers, with agents, with suppliers, with our co-workers and with
the general public.
An organization’s performance in this area establishes the foundation of its
reputation. The purpose of this Code of Ethics is to establish practices that will
apply to all officers and employees of RASOS and all trans-national inspectors
working under the aegis of RASOS.
Ethical behavior goes beyond strict observance of the law, as it not only rejects
practices which may be defined as illegal but also considers those such as passing
on, or acting on, confidential information for personal benefit, or for that of others,
to be violations of the organization’s policy. The activities of all officers and
employees of RASOS and the trans-national inspectors must therefore be able to
withstand close scrutiny at all times.
In all dealings with aviation industry clients, should there be any doubt about the
interpretation of a particular regulation, rule, or guideline, or in ascertaining its
applicability, then the guidance of a responsible local CAA officer should be
sought. Where necessary, or appropriate, the local Authority’s Legal Officer should
be consulted and/or external professional advice obtained.
Professionalism, Integrity and Ethics in the Workplace
RASOS must be recognized as having the highest possible professional standards
and its employees and trans-national inspectors are selected for having appropriate
knowledge and skills. They are expected to use these for the benefit of Member
authorities, air operators, aerodrome operators, license and certificate holders,
applicants for licenses and certificates, and the aviation industry in general. All of
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these may be collectively referred to as our “clients”. Professionalism is expected
to be shown in every aspect of work conduct, including behavior, language,
appearance and attire. It is expected that those who choose to drink alcohol at
external events, or at RASOS or Member or client sponsored events, will do so in
moderation. RASOS is in business to provide the aviation industry with the highest
possible quality of service, and safety oversight, ensuring that it meets or exceeds
international standards, without incurring unnecessary or excessive cost, and to
ensure industry and public satisfaction to the best of its collective ability.
Personal and organizational integrity should be above reproach: the highest levels
of honesty and fairness should characterize our dealings at all times, and all must
ensure that trust is developed by maintenance of the highest ethical practices.
RASOS employees and trans-national inspectors should give their co-workers the
same respect and service that is given to clients and that they would expect for
themselves. Communication within the organization must be open and honest.
Abusive, threatening or violent behavior is not acceptable.
RASOS will strive to provide a safe and healthy work environment for all
employees and this involves the co-operation and support of every officer and
employee. Each person has a responsibility to comply with health, safety and
environmental laws and regulations by reporting accidents, potential hazards and
other concerns immediately, either to his/her immediate superior or to the facilities
management in the affected area.
RASOS must treat clients with high standards of honesty, fairness and courtesy.
Clients must be able to voice their concerns easily, while complaints and disputes
must be dealt with fairly, transparently, and quickly.
All personnel must be careful not to mislead clients in any way. For example, they
must never make promises that they cannot keep, and no person should take unfair
advantage of an operator. Taking unfair advantage can include manipulation,
concealment, abuse of privileged information, misrepresentation of material facts,
or any other unfair practice.
Government and Political Dealings
In dealings with other government agencies and representatives, special care must
be taken to use official positions responsibly. This is especially true in relation to
the political process. It is important to take reasonable steps to become familiar and
comply with all laws and regulations that apply when offering to provide
entertainment, meals, gifts, gratuities and other items of value to any employee or
representative of governments or when accepting such items of value from any
employee or representative of any government.
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RASOS respects and supports the right of each individual to participate in the
political process. However, neither the organization’s time, nor property, must be
used in campaigning for any political party. This includes the organization’s
uniforms, logo, or vehicles.
Occasionally RASOS employees or trans-national inspectors will encounter a
situation that is potentially damaging to a client or controversial to the client’s
interests. It is vital that RASOS employees or trans-national inspectors do not
participate in or exacerbate such situations. Tact and diplomacy are required at all
times and discretion must be used in such situations.
Memberships in Social & Community Organizations
Memberships in social and community organizations can increase the effectiveness
of individuals, and can benefit the organization and the industry. RASOS therefore,
encourages membership in such organizations, especially those that strive to
improve the industry, a specific community, or the community in general.
It is a normal part of these memberships to share information. There should not be
any exchange information that could jeopardize the relationship with any segment
of the industry, or our position of trust with clients. Care must be taken not to
violate the confidentiality that customers, operators, employees, representatives,
and others legitimately expect.
Communication with the Media
The media plays an important role in helping inform the public about RASOS, its
responsibilities, functions and services provided. Public statements, or statements
which may be construed as official policy, are the preserve of the Chairman or the
Directors. While this authority may be delegated under certain circumstances, no
employee should provide any information to the media without executive
authorization.
Proprietary Rights
No employee of RASOS or employee of a RASOS Member is permitted to market
for his/her own account any product developed for the benefit of the organization.
Such products include computer software, special documents, and special
procedures, all of which become the property of RASOS.
Conflict of Interest
A conflict of interest arises whenever an individual’s personal interests are at
variance with the best interests of RASOS, an operator, a customer, or the industry
in general. A conflict might exist if an employee of the organization or his or her
immediate family (i.e. spouse and/or children living at home) has a direct or indirect
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personal interest in a transaction involving RASOS or a client, especially if that
interest could affect the result of the transaction. Such a conflict could exist even
when a transaction is still in the proposal stage if the individual is in a position to
influence decisions on its development.
The policy of RASOS is that such situations are to be avoided. This applies not only
to actual conflict of interest but also to situations where there might be a perceived
conflict.
Major areas of potential conflict of interest are considered below and the policy of
RASOS is defined. However, conflict can arise in areas without guidelines. In such
cases, the individual is expected to take an objective look at his or her actions. Ask
the question whether or not a reasonable, disinterested observer - a customer, a
supplier, an acquaintance, an auditor, or government representative - would be
satisfied that fair dealing and the good reputation of RASOS or the client Authority
had been the primary motivation of those actions.

Business communications, whether written or oral, should be
handled in a prompt, courteous, efficient way. This is particularly
important when dealing with complaints or other sensitive issues.
Anyone receiving complaints, or who is approached on a sensitive
issue outside the immediate scope of his or her job, has the
responsibility to refer such approaches to the appropriate manager
promptly.

Except for customary gifts of nominal value, no gifts, gratuities or
favours that might influence, or appear to influence, the performance
of the recipient’s duties can be accepted.

If an employee of RASOS or a trans-national inspector assigned to
RASOS has to entertain clients, suppliers, or agents, as part of the
performance of his or her duties, such entertainment is to be limited
to what is reasonable and necessary.

Employees of RASOS and trans-national inspectors must avoid
business dealings involving a relative or close associate, or a
business owned or managed by a relative or close associate. The
handling of such business could affect objectivity. An example
would be the provision of a special authorization, or approval, to a
company owned by a relative. Such a case must be referred
immediately to the attention of a supervisor for assignment to
another employee.
Situations that may influence, or may appear to influence, unduly an employee’s
relationships with customers, vendors, or sales personnel outside RASOS must be
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avoided. Reciprocal arrangements are not acceptable. No employee is to enter into
any business with suppliers from which personal gain may result, and no favours
from customers, vendors or suppliers of goods and services should be accepted,
including gifts of more than a nominal value.
Any employee or trans-national inspector involved with the acquisition of goods
and services, and who has a personal or family interest in the affairs of a supplier of
goods and services to RASOS or the client Authority, must inform his or her
supervisor of that interest. An employee with such involvement is not permitted to
participate, in way, with the acquisition of goods and services from that supplier.
Other Employment
Other employment includes full or part-time employment with another entity, selfemployment activities and private practice. Potentially, such employment presents
the same problems as do outside directorships. In practice, however, the major
problem is the time, energy and focus required for these activities.
Other employment activities should be declared to the Chairman and approval
requested.
Approval for other employment is based on the following guidelines:
a.) The employment must be outside normal working hours, and RASOS’ time or
resources are not to be used in carrying out such employment.
b.) There should be no obvious conflict of interest e.g. in working for an air
operator, aerodrome operator, or service provider within the RASOS Member
States.
Other employment may be approved on the understanding that:
a.) The employee’s first loyalty is to RASOS.
b.) All possible situations of conflict will be avoided: e.g. giving legal advice to a
person or company in litigation with RASOS or a Member Authority.
Miscellaneous

Employees of RASOS are expected to observe the highest standards of
personal conduct both on and off the job.

RASOS funds must be handled in a responsible manner. All the regulations
and procedures governing such funds must be meticulously observed. Any
employee, who becomes aware of any breach or defalcation by any other,
should report it to an officer.
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
Employees of RASOS are expected to take good care of RASOS property.
Breaches of the Code of Ethics
If there are doubts about a particular situation, questions or concerns about a
business practice, questions about a potential conflict of interest, or concerns about
potential or suspected illegal or unethical behaviour, guidance must be sought from
the Chairman, or from the organization’s Legal Officer.
Where a breach has occurred or is perceived to have occurred, the applicable
employment contract and conditions of service may specify what action must be
taken. Where a breach involves a trans national inspector it should be promptly
reported to the Coordinator who will bring it to the attention of the Chairman. They
will attempt to gather facts and investigate the circumstances with the provider and
receiver authorities and attempt to reach appropriate resolution of the issue. If the
breach did not happen in a providing or receiving State while on duty the providing
authority shall be responsible for the investigation and shall report its findings and
conclusions to the Chairman, to be confined to whether or not that trans national
inspector should be retained on the register of trans national inspectors.
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PART 5
CHAPTER 6
HOST AUTHORITY RESPONSIBILITIES
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The Host CAA shall be responsible for provision of a number of specific services to
ACAAC-RASOS . These shall be detailed in an agreement such as the following pro
forma agreement:
ACAAC/RASOS and Host CAA MEMORANDUM OF AGREEMENT for Host CAA
Support Services
The Association of Civil Aviation Authorities of the Caribbean and the Board of
Directors of the Regional Aviation Safety Oversight System (RASOS Board) has agreed
that the host CAA shall be responsible for the support of the RASOS Office.
The Host Civil Aviation Authority (hereinafter referred to as X-CAA) agrees to
undertake the host Authority responsibilities for the RASOS Office effective (dd/mm/yy)
until such time as the RASOS Office is relocated or the RASOS Board determines a
change in the support arrangements is to be implemented.
The X-CAA agrees with RASOS to be provide the following support to RASOS Office,
those services that shall not be charged back to RASOS are annotated as free of charge:
-suitable furnished office space and maintenance thereof (free of charge);
-suitable motor vehicle(s) and insurance and maintenance thereof;
-electricity;
-air conditioning;
-telephone services;
-vehicle parking (free of charge);
-janitorial and maintenance services for office space;
-water and sewage and garbage services;
-security services;
-personnel management services;
-payroll services including income tax and other statutory deductions including
employers statutory contributions;
-financial management and control services including but not restricted to
monthly reports of revenues and expenditures, periodic audit services and an
audited annual financial report to be presented no later than March 15 each year;
-group health employer portion;
-mail services (as applicable);
-internet and electronic mail access;
-purchasing and supply services;
-travel services (as applicable);
-accidental life and disability insurance; and
-property insurance (as applicable) (free of charge)
-contracting for employees and seconding them to RASOS.
The X-CAA shall effect cost recovery by invoicing RASOS for services in a manner that
details the monthly or annual amount of recovery that shall be applicable with respect to
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each of the services provided or as a single charge if that is applicable (where the office
space is not individually metered for water, electricity, etc). Telephone services shall be
charged monthly as billed by the telephone company. A copy of each invoice shall be
retained by the X-CAA and the RASOS Office (RASOS file SYSCO-4) and shall be
signed by the RASOS Chairman, the RASOS Coordinator and the representative of the
X-CAA. These records shall be available for viewing by RASOS Board Members.
RASOS shall be invoiced by the X- CAA on a monthly or annual basis for recovery of
the costs. Payment shall be made by RASOS to the X-CAA following the financial
procedures set forth in Part 3 of the RASOS Policy and Procedures Manual insofar as
these are not repugnant to the X-CAA State’s Financial Administration Act and
Regulations.
To the extent possible, RASOS and the X-CAA shall act at arms length. Where any
conflict of interest is likely or perceived this shall be brought to the attention of the
RASOS Chairman who may refer the matter to the RASOS Board for resolution.
This agreement may be altered or amended following agreement of the X-CAA and the
RASOS Board.
This agreement may be terminated without cause by either party providing six months
notice to the other party.
This agreement shall be binding on both parties and each party agrees to undertake its
various responsibilities in good faith.
This agreement shall be governed by the Laws of (X-CAA’s State).
In the event of a dispute that can not be resolved by the parties to this agreement the
matter shall be referred to a representative of the RASOS Board and a representative of
the X-CAA Board and the CARICOM Observer member of the RASOS Board for their
recommendation of a course of action.
Signed at (city, country) on this ___________ day of _______________ in the year 200-.
__________________________
ACAAC RASOS Chairman
________________________________
Director General X-CAA
__________________________
ACAAC RASOS Coordinator
Witnessed by_______________________________________
Authorized Legal Officer
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Part 5
Chapter 7
COMMUNICATION WITH THE MEDIA
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COMMUNICATION WITH THE MEDIA
Communication with the media is an unavoidable reality and a
necessity for organizations that are as visible as ACAAC- RASOS.
Official communications may be in the form of in-person,
telephone or on camera or on-line radio or taped interviews for
radio, television and newspaper or magazine publications. RASOS
employees are normally expected to obtain the authorization of the
Chairman or Vice Chairman for any media communication. Transnational inspectors should not avoid dealing with the media and
should refer all such dealings to the appropriate RASOS Board
Member(s) or their own Director General.
As official authorization may not always be possible under all
circumstances it is important that all RASOS employees use tact
and discretion when dealing with the media. They are, at all times,
to respect and maintain the confidentiality of Members’ and
clients’ information and are to deal with facts and not personal
opinions or hearsay. When an employee is faced with a question
to which they are unsure whether they should respond or make
comment that question should be deflected with the response that
they are unable to answer the question and it would best be
referred to the Director for the specific State or the Chairman.
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CARICOM SECRETARIAT
WChairman RASOS
Board
orking Groups
RASOS POLICY AND PROCEDURES MANUAL
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