Instructions For Use of the


Appointment of Acting Personnel



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1.3 Appointment of Acting Personnel

When a person holding a management position expects to be unavailable to perform their day-to-day management duties due to vacation, days off, illness, flight schedule requirements, or other circumstances they will designate another person to perform their duties during the period of unavailability. Such appointments will be promulgated via e-mail message to all (Company Name) personnel. In the case of short term or unanticipated absence the following personnel are delegated authority to exercise the authorities of the following positions in the order shown:




The following is an example – modify it as appropriate

Flight Department Manger:



  1. Chief Pilot,

  2. Director of Maintenance,

  3. Captain John Smith.

Director of Maintenance:



  1. Crew Chief Jim Jones

2Company Safety Management System




Please refer to the SMS Toolkit, the SMS Guidance Manual and IS-BAO AMC 3.2 for guidance in completing this section.
Safety management systems are an evolutionary development of the traditional flight safety program that can significantly enhance the safety of an aviation operation. A successfully developed and implemented safety management system (SMS) will ensure that safety is a core value in an organization or flight operation and that safety is integrated into all management systems including operational, maintenance, financial and human resource management. (Company Name) uses an SMS to ensure that the Flight Department consistently provides safe and efficient air transportation that meets customer expectations. The (Company Name) SMS is described in this chapter.


2.1 Safety Policy



Modify the safety policy example to suit your company.

2.1.1 Policy Statement



(Company Name) manages safety risks related to its operations to as low a level as reasonably practicable. All identified safety hazards will be analyzed and, where possible, eliminated or avoided. When this is not possible, mitigation is developed, implemented and tracked to verify that the level of the associated risks is acceptable.

2.1.2 Purpose

The purpose of the safety policy is to ensure that safety is managed proactively and effectively. This is done by:



    1. obtaining consistent and optimal aircraft and human performance,

    2. identifying hazards and managing the associated safety risks specific to the company’s operations, and

    3. actively seeking feedback from company personnel and others involved in the operation and improving safety management activities.



2.1.3 Responsibilities

The owner/CEO (or equivalent), of the company is responsible for:



    1. sustaining conditions that promote the safe operation of company aircraft,

    1. providing the resources (in time and money) to assure the safe operation of company aircraft, and

    2. actively supporting the safety management system.

The flight department manager/director of flight operations is responsible for:



    1. ensuring that flight operations and aircraft maintenance activities are conducted in compliance with all applicable safety regulations,

    2. administering the safety management system, and

    3. validating and addressing safety-risk management deficiencies in an appropriate and timely manner.

Flight crew members, aircraft maintenance personal and others involved in the operation are responsible for:



    1. adhering to directions contained in the flight operations manual, the maintenance control manual and related manuals and procedures,

    2. making decisions within that framework that will contribute to the safety and efficiency of the operation, and

    3. participating proactively in the safety management system by:

      1. actively seeking, identifying and reporting hazards and safety-risk management deficiencies,

      2. providing timely input to management to ensure that the safety-risk profile is accurate and up-to-date, and

      3. when appropriate, applying hazard checklists to make sound decisions.



2.1.4 Management Support



(Company Name) operational, technical and support staff, will always have the full support of the owner/CEO as long as they operate professionally in accordance with company manuals and procedures. All company personnel have a duty to openly and honestly report events and hazards. The owner/CEO undertakes to ensure that all such reports will be thoroughly investigated in a non-punitive manner.
Related Documents


Include appropriate references. They might include:

  • corporate governance documents;

  • the corporate safety policy or safety charter;

  • risk profiling documents;

  • State civil aviation regulations;

  • Operational documents or agreements;

  • Other policy documents operational or otherwise, etc.





2.2 Safety Management Strategy





A safety management strategy is the operator’s approach to the management of safety. It is the linkage between the risks identified on the safety-risk profile and the remainder of the safety management system. It provides a summary explanation of, and rationale for, the safety management activities conducted by the operator. This section is the performance standard by which the regulatory agency, insurance underwriters, and others can evaluate safety performance. The safety management strategy normally contains the following:

    1. A description of the nature of flight operations;

    2. The operator’s safety risk profile;

    3. A list of the hazards or risks identified and the strategies adopted to mitigate them;

    4. Safety performance targets that document the direction and activities being taken to enhance safety performance;

    5. The mechanisms employed to monitor the operator’s performance in relation to stated objectives and goals and to evaluate the effectiveness of the operator’s safety management; and

    6. Other tools employed to manage the risks.


The safety management strategy example that is contained in the SMS Toolkit and chapter 9 of the SMS Guidance Manual can provide guidance on the development of this section.



2.2.1 Description and Nature of the Operation





Include a description of the nature of the operation. For guidance see the safety management strategy example that is contained in the SMS Toolkit and chapter 9 and Appendix N of the SMS Guidance Manual.


2.2.2 Safety Risk Profile

A copy of the (Company Name) safety risk profile is attached as Attachment 2-A. It presents the highlights of the hazards and associated risks identified by (Company Name) and linkage to the mitigation that has been developed to manage the level of risk to as low as reasonably practical.




2.2.3 Key Hazards, Risks and Mitigation





Include a description of the summary of the key hazards and associated risks that have identified and the mitigation that has been developed to reduce the risks to as low a level as reasonably practical. For guidance see the safety management strategy example that is contained in the SMS Toolkit and chapter 9 and Appendix N of the SMS Guidance Manual.


2.2.4. Safety Performance Objectives





Modify the following example to suit your requirements.

Safety is paramount in all (Company Name) operations and it is the joint responsibility of everyone connected with the operation.


The objective of (Company Name)’s SMS is to achieve a zero level of preventable injury or damage situations. To accomplish that objective a (Company Name) strategic safety objective to manage all identified hazards to as low a level as reasonably practical has been established. In order to achieve the safety objective the following safety management principles will be followed:

    1. Safety will be recognized by management and employees as an integral and vital part of the successful performance of any job;

    2. Safety, being paramount to our operating practice, will be given priority at all times;

    3. Direct responsibility for the safety of an operation rests with the supervisor of each operation. During flights the designated Pilot-in-Command (PIC) is the supervisor of the operation and will seek to ensure that all operations are conducted without incident;

    4. Each individual employee will perform their duties giving primary concern for their own safety as well as that of their fellow employees, our customers and the property and equipment entrusted to their care;

    5. The PIC is the judge as to whether the aircraft shall take-off and where it shall land, taking into account all factors of equipment and weather conditions within the specifications of the Operations Manual and/or the specific Aircraft Flight Manual. He/she will exercise this responsibility effectively and will use all of the resources available to make appropriate and effective decisions;

    6. The PIC has ultimate authority to refuse or discontinue a trip which, for reasons of safety or security, he feels should not be attempted or continued. He/she will exercise this responsibility effectively and will use all of the resources available to make appropriate and effective decisions;

    7. The (Company Name) SMS must be proactive, ongoing and fully integrated throughout the operation and all of its activities and is based on the following strategies:

      1. All (Company Name) personnel and passengers will be involved in the flight department safety management system;

      2. Employee awareness, compliance, inspection, investigation and education programs will be incorporated into all aspects of the operation;

      3. All personnel will endeavor to identify, report and eliminate hazardous conditions;

      4. All reported hazardous events will be investigated to determine underlying causes;

      5. All proposed new equipment acquisitions, facilities, operations and procedures will be reviewed with safety in mind; and

      6. All personnel will comply with all applicable laws and regulations.


2.2.5 Safety Management Goals

In recognition of the (Company Name) safety performance strategy the following goals have been established for the year 20xx.




The annual safety management goals can be included here or referenced if there is a separate system for managing annual goals. For guidance on SMS goals see chapter See section 5.3 of the SMS Guidance Manual and the Safety management Strategy Example in the SMS Toolkit.

2.2.6 Other Risk Management Tools



The Operational Risk Assessment Tool (Attachment 2-B) is provided as an example. See the SMS Toolkit for further information on the tool and its use, plus risk management tools. Also see the SMS Guidance Manual and the ICAO Safety Management Manual for more information on the risk management tools.
For other than routine flights the Operational Risk Assessment Tool (Attachment 2-B) will be completed. The Initial assessment may be conducted by the dispatcher. If the score exceeds 7 the proposed flight will be reviewed by the chief pilot. The pre-trip assessment will be conducted by the PIC and if the score exceeds 18 the proposed flight will be reviewed with the chief pilot. The PIC however has authority to cancel the proposed flight without further consultation anytime that they deem it appropriate.




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