8/9/17

 

8900.1 CHG 541

VOLUME 15  FAA Safety team policies and procedures

CHAPTER 9  volunteers

Section 3  Volunteer Management

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15-9-3-1    GENERAL. Federal Aviation Administration (FAA) Safety Team (FAASTeam) volunteers include both FAASTeam Service Providers (FSP) and FAASTeam Representatives (REP). FSPs and FAASTeam REPs are an essential part of the FAASTeam and are important allies for the accomplishment of the FAASTeam mission. The FAASTeam Program Manager (FPM) and the Flight Standards District Office (FSDO) manager are responsible for supporting and managing volunteers to ensure maximum outreach and efficiency. Volunteers contribute their time, talent, and resources to work within the industry and aviation community to facilitate a positive change in the safety culture.

A.    Purpose. This section provides the FPM and the FSDO manager with guidelines and procedures to support and manage the activities of the FAASTeam volunteers through identifying safety hazards, program and product development, presentations, counseling, remedial training (RT), and renewal or removal of a volunteer.

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

15-9-3-3    TASK PREREQUISITES AND SIGNIFICANT INTERFACES.

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

1)    Operations: 1912 (Terminate REP), 2694 (Manage REP).
2)    Maintenance: 3912 (Terminate REP), 4694 (Manage REP).
3)    Avionics: 5912 (Terminate REP), 6694 (Manage REP).

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;

    FAASTeam REPs;

    Aviation community and other interested stakeholders;

    Airmen, air operators, and air agencies;

    Providers of educational products, services, facilities, and/or equipment;

    Federal, state, and local government aviation agencies; and

    Other governmental aviation organizations.

C.    Automation Tools:

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

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    National FAASTeam Representative Collaboration Center (NFRCC), located on the National FAASTeam Knowledge Services Network (KSN) site.

D.    References (current editions). Procedural guidance:

    FAASTeam Representative Manual.

    FAA Order 1380.51, Program Tracking and Reporting Subsystem.

    PTRS Procedures Manual (PPM).

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    National FAASTeam Performance Plan (NPP).

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

15-9-3-5    BACKGROUND. Both FAASTeam REPs and FSPs are an essential part of the FAASTeam, but because of their titles, roles, and administrative rights, FAASTeam REPs require unique FPM and FSDO manager oversight and support. This includes communication, coordination, collaboration, training, counseling, and renewing or terminating them as the need dictates. In addition to conducting safety education and outreach meetings, events, and/or seminars, FAASTeam REPs’ activities may include:

A.    Counseling. FAASTeam REPs project a positive influence in the aviation community. FAASTeam REPs may provide counseling or mentoring to an individual who has deviated from Title 14 of the Code of Federal Regulations (14 CFR), has required in-flight assistance, or has operated in an unsafe manner. FAASTeam REPs also observe and recognize airmen that are exhibiting good safety practices and/or good regulatory compliance. They forward the information (date, time, location, and a description of the event) on to the FPM who can take the opportunity to follow up with a letter to the airman complimenting them on the observed event, reinforcing positive relationships between the FAA and the aviation community.

B.    RT. The FSDO may call on an FPM to request support from FAASTeam REPs to conduct RT events, such as ground and/or flight training for pilots and ground training for Aviation Maintenance Technicians (AMT) and repairmen.

C.    Identifying Safety Hazards. FAASTeam REPs are encouraged to be alert for anything that may create a hazard and report it to the FPM.

D.    Mentoring. A FAASTeam mentor is more than an advisor. They provide individuals and organizations with wisdom, technical knowledge, assistance, support, empathy, and respect throughout, and often well beyond, their respective aviation careers. They help students, airmen, and industry leaders understand how their ambitions fit into aviation, their social lives, and career choices. This relationship develops over time with the airman benefiting from the mentor’s support, skills, wisdom, and coaching. Later, both deepen their working relationship, perhaps collaborating on projects as the airman develops into an aviation colleague.

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E.    Collaboration—NFRCC. The NFRCC is a web portal designed to foster collaboration between FAASTeam REPs across all FAA regions by providing a central repository to share information and activities. The NFRCC FAASTeam Approved Resource Library provides FAASTeam REPs with outreach presentations and material to use in conducting safety outreach as directed by the NPP. Access to the NFRCC is obtained through the FAASTeam REP’s FPM or the RFPOC, if there is no FPM assigned to the FSDO.

1)    The FPM/RFPOC will send an email requesting NFRCC access for a FAASTeam REP to the National FAASTeam KSN manager. The email will include the FAASTeam REP’s name and email address.
2)    The FAASTeam KSN manager will then create an account for the FAASTeam REP on the NFRCC.
3)    Once the account is created, the FAASTeam REP will receive a welcome email with instructions on how to access the NFRCC. In the event that a FAASTeam REP is no longer authorized to act as a FAASTeam REP, it is the FPM’s responsibility to notify the FAASTeam KSN manager via email with the FAASTeam REP’s name and email address so that access to the NFRCC can be removed.

15-9-3-7    VOLUNTEER MANAGEMENT PROCESS FLOWCHART.

Figure 15-9-3A.  Volunteer Management Process Flowchart

Figure 15-9-3A. Volunteer Management Process Flowchart

15-9-3-9    PROCEDURES.

A.    Open PTRS Record (see flowchart process step 15-9-3-9A).

B.    Manage and Train Representatives (see flowchart process step 15-9-3-9B).

1)    Conduct Semi-Annual Meetings. The FPM conducts semi‑annual meetings with FAASTeam REPs. The NPP requires these meetings. FSPs may or may not participate in the semi-annual meeting at the discretion of the FPM. Conduct meetings in person or via telecon, webinar, or GoToMeeting. This helps to provide more personal relationships and stimulate interactive participation.
2)    Conduct Recurrent Training. The FPM may conduct recurrent training at one of these meetings. Minimum training topics are listed in the NPP. FPMs may revise training topics based on the FAASTeam REPs’ knowledge or experience with the topic. Additional training items may be included at the discretion of the FPM.

C.    Review/Approve SPANS Notices (see flowchart process step 15‑9‑3‑9C). The FPM reviews/approves Safety Program Airman Notification System (SPANS) announcements prepared by FAASTeam REPs under their supervision. This is required to ensure contents of SPANS stay within the expected and desired boundaries of the FAA Safety Promotion program.

1)    Development of messages for SPANS should follow the applicable instructions in the http://www.faasafety.gov website Help Manual or in the FAASTeam Representative Manual.
2)    Unique, unusual, or special circumstance SPANS announcements may require collaboration between the FPM and the RFPOC.

D.    Review/Approve Safety Presentations/Products (see flowchart process step 15‑9‑3‑9D).

1)    The FPM must be familiar with and confident that presentations and/or products developed by a FAASTeam REP for public dissemination meet the professional and ethical standards expected from the FAA. Demonstrations, reviews, and sporadic spot checks are some ways FPMs can assure this.
2)    FPMs must be alert and caution FAASTeam REPs not to use their opinion, conjecture, or speculations when conducting safety promotion and education on behalf of the FAA.

E.    Renew Representatives (see flowchart process step 15-9-3-9E). The FPMs are responsible for maintaining enough “Active” FAASTeam REPs to support FAASTeam activities in an FSDO district. An active FAASTeam REP is one that remains involved in FAASTeam activities and continues to be a positive ambassador for the FAASTeam and the FAA. The effectiveness of the FAASTeam REP team is based on quality rather than quantity, so the number of FAASTeam Lead Representatives (LREP) or REPs must remain manageable.

1)    FPMs shall perform an annual review of their FAASTeam REPs to verify directory information/profile, training status, and activity history. Renewing FAASTeam REPs must have completed the FAASTeam REP training and security course before their initial appointment. Only the online security course (required each year) and recurrent training by the FPM or FAASTeam LREP are required as part of the FAASTeam REP’s renewal. These two courses are on the www.faasafety.gov website and are automatically entered in the training file for the FAASTeam REP when completed.
2)    FPMs shall affirm if a FAASTeam REP’s individual services are still necessary and if they have been active or productive enough to be renewed for another 2-year term as FAASTeam LREP or 1‑year term as FAASTeam REP.
3)    If the FPM determines that the FAASTeam REP is necessary and is to be renewed, then recurrent FAASTeam REP training must be scheduled and completed prior to the expiration date of their current appointment.

NOTE:  It is best to conduct the recurrent training as a group at the same time each year. This can be done in one central location or in different locations that have a substantial number of FAASTeam REPs. A FAASTeam LREP can conduct the recurrent training for FAASTeam REPs under their oversight if authorized by the FPM.

4)    If the FPM determines that the FAASTeam REP is no longer necessary or has become inactive, the FPM will not renew the volunteer and will remove their file from the www.faasafety.gov website.

F.    Terminate Representatives (see flowchart process step 15-9-3-9F). Although FAASTeam REPs are volunteers, they are expected to maintain the same professional and ethical standards expected from an FPM when interacting with the public or other government entities.

1)    The FPM must report and discuss any allegation of negative, unprofessional, and/or unethical behavior involving a FAASTeam REP with their manager as soon as they become aware of it.
2)    The responsible manager will determine if the region or AFS‑850 should be advised, depending upon the nature or sensitivity of the incident.
3)    The FPM will terminate the FAASTeam REP if the analysis of the situation, behavior, or actions supports the allegations. This must be done after responsible manager concurrence.
4)    FAASTeam REP terminations shall be in writing.
5)    Complete the FAASTeam REP termination by going to the www.faasafety.gov website and deleting the volunteer’s file.

G.    Close PTRS (see flowchart process step 15-9-3-9G).

15-9-3-11    TASK OUTCOMES. The completion of this task results in:

A.    Volunteer Management. Appropriate management of FAASTeam volunteers continuing from initial contact through recruitment, approval, appointment, training, and collaboration to ensure FAASTeam REPs support the overall FAASTeam mission.

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B.    Removal of FAASTeam REPs. Immediately remove FAASTeam REPs from the system for inappropriate behavior or unprofessional activity.

15-9-3-13    FUTURE ACTIVITIES. Future activities include the continued management of FAASTeam volunteer REPs to include recurrent training, use, renewal, and/or removal.

15-9-3-15 through 15-9-3-25 RESERVED.