3/23/17

 

8900.1 CHG 445

VOLUME 15  FAA safety team policies and procedures

CHAPTER 9  volunteers

Section 2  Qualifications and Appointments

15-9-2-1    GENERAL. Each Federal Aviation Administration (FAA) Safety Team (FAASTeam) Program Manager (FPM) is responsible for building an organization of dedicated volunteer FAASTeam Representatives (REP) that are an important asset in achieving the safety outreach of the FAASTeam. FAASTeam REPs have important observations, perspectives, and knowledge that can help the FPM and FAASTeam do their safety outreach better. Appointed FAASTeam REPs contribute their time, talent, and resources to work within the industry and aviation community to facilitate a positive change in the safety culture. FAASTeam REPs are an essential part of the FAASTeam and an important link to the accomplishment of the FAASTeam mission.

A.    Purpose. This section provides the FPM and local Flight Standards District Office (FSDO) with the procedures and guidance for identifying, recruiting, appointing, and training a volunteer.

B.    Scope. The information in this section applies to FPMs in direct working relationships with volunteers, to other FAASTeam staff that work indirectly with volunteers, and to FSDO Managers and staff whose program goals rely on volunteer support.

15-9-2-3    TASK PREREQUISITES AND SIGNIFICANT INTERFACES. When working with volunteers, it is essential to have knowledge of the FAASTeam REP training products that are available at http://www.FAASafety.gov as well as the contents of the FAASTeam Representative Manual.

A.    Program Tracking and Reporting Subsystem (PTRS) Activity Codes.

1)    Operations: 1911 (Designate), 2694 (Train).
2)    Maintenance: 3911 (Designate), 4694 (Train).
3)    Avionics: 5911 (Designate), 6694 (Train).

B.    Significant Interfaces. This task requires coordination with the following organizations or individuals:

    National FAASTeam Branch (AFS-850);

    Regional Flight Standards divisions (RFSD);

    Regional FAASTeam Points of Contact (RFPOC);

    FSDOs;

    FPMs;

    FAASTeam REPs; and

    Airmen, air operators, and air agencies.

C.    Automation Tools:

    National FAASTeam website at http://www.FAASafety.gov; and

    National FAASTeam Representative Collaboration Center (NFRCC), part of the National FAASTeam SharePoint site collection.

D.    References.

1)    Legal References. [Reserved]
2)    Regulatory References. [Reserved]
3)    Procedural Guidance (current editions):

    FAASTeam Representative Manual.

    FAA Order 1380.51, Program Tracking and Reporting Subsystem.

    PTRS Procedures Manual (PPM).

E.    Forms. FAA Form 8000-36, Program Tracking and Reporting System Data Sheet.

F.    Job Aids:

    FAASTeam REP online application at www.FAASafety.gov.

    National FAASTeam PTRS/LDR Work Instruction.

15-9-2-5    BACKGROUND.

A.    Volunteers and Culture Change. Cultural change does not happen easily or because of any one approach, and is not something that is achieved by government or legislation alone. Public engagement through the use of FAASTeam volunteers and mentorships over a period of years is vital to achieve a lasting positive safety culture improvement. FAASTeam volunteer efforts have had a direct impact on the success of the FAASTeam’s safety outreach and have significantly affected the overall culture change occurring within General Aviation (GA) today.

B.    Volunteer Qualifications. The FPM will consider the applicant’s area of expertise and specialized knowledge before recommending an individual for appointment. Selection of FAASTeam REPs should be based on whether the applicant:

1)    Has the time and ability to accomplish program tasks.
2)    Has a diverse background in aviation or as a subject matter expert (SME).
3)    Is a proactive supporter of the FAASTeam mission.
4)    Is respectful and well‑respected within the community.
5)    Is trustworthy.
6)    Is a team player.
7)    Has a good safety record.
8)    Has good “people skills.”

C.    Appointments.

1)    The FPM recommends FAASTeam Lead Representatives (LREP) and the FSDO Manager appoints them. The appointment is for 2 years and can be renewed based on need, activity, and training. The FPM will have no more than ten (10) FAASTeam LREPs at any one time, and the FAASTeam LREP will have responsibility for no more than ten (10) FAASTeam REPs at any one time.
2)    The FPM or FAASTeam LREP (with the concurrence of the FPM) recommends FAASTeam REPs and the FSDO Manager appoints them. The appointment is for 1 year and, based on need, activity, and completion of annual training, can be renewed for additional 1‑year periods.
3)    The FPM will provide support and guidance for FAASTeam REPs/LREPs when they conduct FAASTeam activities.

15-9-2-7    QUALIFICATIONS AND APPOINTMENT PROCESS FLOWCHART.

Figure 15-9-2A.  Qualifications and Appointment Process Flowchart

Figure 15-9-2A. Qualifications and Appointment Process Flowchart

15-9-2-9    PROCEDURES.

A.    Open PTRS Record (see flowchart process step 15-9-2-9A).

B.    Assess the Need for Volunteer(s) (see flowchart process step 15-9-2-9B). The FPM is responsible for determining the number and location of volunteers within their assigned district. The FPM and the FSDO Manager should appoint enough volunteers to provide sufficient outreach yet remain manageable. Some considerations for areas in which to recruit volunteers include the following:

1)    Large airmen population areas.
2)    Flight schools.
3)    Experimental Aircraft Associations (EAA) or local type clubs (Mooney, Bonanza, Short Wing Piper, etc.).
4)    Designated Pilot Examiners (DPE)/Designated Mechanic Examiners (DME).
5)    Repair stations.
6)    Recommendations from other FAASTeam REPs.
7)    Recommendations from local FSDO inspectors.
8)    Potential volunteers who may contact the FPM and ask to serve.

C.    Interview Potential Volunteer Applicant (see flowchart process step 15‑9‑2‑9C).

1)    When an applicant is being considered for a position as a FAASTeam volunteer, the FPM should review their accident, enforcement, and PTRS history by going to the Safety Performance Analysis System (SPAS) at http://home.spas.faa.gov/splash/splash.asp. In addition, the FPM should discuss the applicant with the local FSDO Manager and aviation safety inspectors (ASI) after reviewing the applicant’s SPAS information. If the applicant has a good safety and compliance record, the FPM will interview the applicant.
2)    The FPM must be mindful of the importance of determining if the potential volunteer has the time, talent, motivation, and people skills that will reflect favorably on the FAASTeam and the FAA. If the applicant has poor safety and/or enforcement history, they should not be accepted as a volunteer. Deny the application and close the PTRS file. If the applicant is accepted for an interview, continue below.
3)    The FPM will conduct an in‑person or teleconference interview and discuss the following:
a)    What is the applicant’s motivation to serve on the FAASTeam?
b)    What is their understanding of the function and purpose of the FAASTeam?
c)    What are some examples of situations in which they have used their problem solving/conflict resolution skills in the past? This helps determine their abilities to potentially solve aviation safety/regulatory conflicts at the local level.
d)    What particular talents or skills do they have that will contribute to the FAASTeam mission?
e)    Any other information the FPM feels will help verify the applicant’s ability to serve on the FAASTeam.
4)    If the FPM is satisfied that the applicant would be suitable to serve effectively, they should make an appointment with the applicant to begin their training and application process.
5)    If after the interview the FPM determines that the applicant would not be suitable to serve effectively, they should thank the individual for their interest and deny the application. Close the PTRS file.
Indicates new/changed information.
6)    If after the interview the FPM determines that the applicant is suitable to serve, the FPM will request concurrence from the FSDO Manager. After the FSDO Manager concurs, the FPM should have the applicant go to www.FAASafety.gov and submit their online application and complete the required online mandatory FAASTeam REP training courses. Once the applicant has completed the online application and FAASTeam REP training courses, the FPM will be notified by an email from www.FAASafety.gov.
Indicates new/changed information.
a)    The training and application process should be completed within 30 calendar‑days of the interview.
Indicates new/changed information.
b)    If the applicant fails to complete the online application and online mandatory training courses within 30 calendar-days, the PTRS should be closed and the process ended without the FAASTeam REP volunteer being selected.

D.    Conduct Representative Training (see flowchart process step 15-9-2-9D).

1)    In addition to the online training, each FAASTeam REP will need initial and recurrent training from the FPM or a qualified FAASTeam LREP. The quality and effectiveness of the FAASTeam REP will be greatly enhanced if the orientation (initial) training they receive is effective and of good quality. It is important for the FPM or FAASTeam LREP conducting the training to make the training meaningful and useful. Make sure the applicant is well aware of what they can expect from the FAASTeam and what the FAASTeam will expect from them in accordance with current orders, handbooks, and regulatory guidance.

NOTE:  A FAASTeam LREP whom the FPM has trained and authorized to do so can conduct the initial training and subsequent annual recurrent training. A FAASTeam LREP should be limited to being responsible for a maximum of 10 FAASTeam REPs.

2)    New FAASTeam REPs are required to participate in initial, recurrent, and specialized training programs. Special training may be necessary to provide information on new equipment or targeted safety-related programs. FAASTeam REPs must complete initial training prior to conducting any FAASTeam activities.
3)    The FAASTeam REP initial training will consist of the mandatory online training and at least the following:
a)    Organizational structure of the FAASTeam, to include current National FAASTeam Performance Plan (NPP) requirements.
b)    Responsibilities of the FAASTeam REPs, to include professionalism and ethics.
c)    Accident/incident statistics and activity data that have established the national, regional, and local FAASTeam goals and objectives, to include special emphasis items.
d)    Counseling.
e)    Remedial training (RT).
f)    Identifying safety hazards.
g)    Safety events.
h)    Aviation Awards support.
i)    Publicity.
j)    Contents of the FAASTeam Representative Manual.
k)    How to use the resources available at www.FAASafety.gov, especially how to complete a FAASTeam REP activity report and how to create a SPANS event.
l)    Any other subject(s) the FPM deems necessary based on local needs and emphasis areas.
4)    When the initial training is completed, the FPM will document the training for the applicant by logging into www.FAASafety.gov and then selecting the “Administration” drop‑down, selecting “Directory,” and then “View All.” Select the applicant’s application and click on “Review the Application” (clipboard with green check icon on the far right), then the “Enter Training” icon (tab). Enter the date the initial training was completed. (Also verify that the applicant has credit for the two online courses in the training record.)

NOTE:  A FAASTeam Service Provider (FSP) is not required to complete the online, initial, or annual training.

E.    Complete the Representative Application (see flowchart process step 15-9-2-9E).

1)    After the training has been completed and documented, log into www.FAASafety.gov. Then select the “Administration” drop‑down, select “Directory,” and then “View All.” Select the applicant’s application and click on “Review Application” (clipboard with the green check icon). The FPM will review the application for completeness and accuracy.
2)    If the application is complete and correct and the training has all been documented, the FPM will select “Complete Review of Application” (located in the bar at the bottom of the application). The FPM will then verify and select the appropriate title for the Volunteer (e.g., Service Provider, Representative, or Lead Representative) from the drop‑down box and select the “Submit” icon at the bottom of the application. The FPM should make sure the correct FSDO district is selected for the applying FAASTeam REP.
a)    This will complete the application review and processing by the FPM.
Indicates new/changed information.
b)    The application will then be forwarded via automatic email notification to the FAASTeam Regional POC for final review and acceptance.
3)    If there is a discrepancy, the FPM will select “Application Under Review” (located in the bar at the bottom of the application) and make the necessary corrections, then re‑submit the application.
4)    If the applicant is not going to be selected or they wish to withdraw their application, the FPM will log into www.FAASafety.gov, select the “Administration” drop‑down, select “Directory,” and then “View All.” Find the applicant’s name and select “Remove Application” (trash can icon). (The FPM will be prompted twice to make sure they want to remove this application.) This will terminate the application process without the applicant being accepted.

F.    Close the PTRS Record (see flowchart process step 15-9-2-9F).

15-9-2-11    TASK OUTCOMES. The completion of this task results in a FAASTeam volunteer applicant being trained and accepted as an FSP, FAASTeam REP, or FAASTeam LREP, or a FAASTeam volunteer applicant not being accepted. (An FSP does not require training.)

15-9-2-13    FUTURE ACTIVITIES.

A.    Additional Training. A FAASTeam REP must undergo recurrent training every 12 months and a FAASTeam LREP every 24 months. FAASTeam REPs and LREPs must complete the Security Course annually. This course is located at www.FAASafety.gov and is automatically entered in the training file for the FAASTeam REP application when completed.

B.    Annual Review of Volunteer Assets. The FPM will do a review annually to determine if the number of volunteers is sufficient to properly support the FAASTeam mission in their district. They will then either recruit or release volunteers as the need dictates. The FPM will complete an annual review of the FAASTeam Directory files maintained at www.FAASafety.gov for training and renewal requirements. If a FAASTeam REP is not current with any training requirement, they are to be converted to an FSP until the training deficiencies are corrected, at which time they may be changed back to a FAASTeam REP if they have completed all the required training.

15-9-2-15 through 15-9-2-25 RESERVED.