January 2017 Page 1 of 12 CHAPTER 4 REGIONAL/ SUB-REGIONAL OFFICES Coordination & Monitoring 1. Jurisdiction of Airworthiness Offices 1.1 Keeping in view the vast geographical location and increase in the aviation activities in some regions, the jurisdiction of Regional/ Sub-Regional Airworthiness Offices are defined as follows; it is imperative that all regional and Sub-Regional Offices shall follow these instructions. Sub-Regional Airworthiness offices, as usual will report to their respective Regional Directors of Airworthiness on all technical and administrative matters while carrying out the control under the powers delegated to them by the Central Government and by DGCA. 1.2 Matters requiring urgent attention shall be referred to Headquarters by sub- Regional Airworthiness Offices under intimation to their Regional Offices. 1.3 Airworthiness Directorate apart from offices at Headquarters and Central Examination Office comprises of 14 Regional and Sub-Regional offices spread all over the country. This consists of 5 Regional offices located at Bangalore, Delhi, Mumbai, Kolkata and Chennai and 9 sub regional offices located at Bhopal, Bhubaneswar, Cochin, Guwahati, Hyderabad, Kanpur, Lucknow, Patiala and Patna. The jurisdiction of theses offices is tabulated below: Region Northern Region Western Region Eastern Region Southern Region Regional Office DAW Delhi DAW Mumbai DAW Kolkata DAW Bangalore DAW Chennai Sub-Regional Jurisdiction Office Delhi NCR (including Meerut & Aligarh), Haryana, Jammu & Kashmir, Himachal Pradesh, Uttaranchal and Rajasthan and Chandigarh DDAW Uttar Pradesh except Meerut & Aligarh Lucknow ADAW Kanpur Kanpur ADAW Punjab Patiala Maharashtra, Goa, Daman & Diu and Gujarat DDAW Madhya Pradesh and Chhattisgarh Bhopal Arunachal Pradesh, Meghalaya, Mizoram, Nagaland, A&N Island, Sikkim, W. Bengal and Jamshedpur DDAW Orissa Bhubaneswar DDAW Bihar, Jharkhand (except Jamshedpur) Patna DDAW Assam Guwahati Karnataka including Hosur (T.N.) ADAW Cochin Kerala & Lakshadweep Island Tamil Nadu except Hosur DDAW Andhra Pradesh Hyderabad
January 2017 Page 2 of 12 1.4 Director of Airworthiness/In charge of the regions would function within the powers delegated to them by the Central Government and by the DGCA as reflected in various notifications. 1.5 The Regional Airworthiness Offices will also decide and dispose of the cases referred to them by the Sub-Regional Airworthiness Offices. However, matters that may have repercussions in other regions should be referred to the Headquarters. The heads of Regional Airworthiness Offices shall also carry out periodic visits to the Sub-Regional Offices to assess their performance and give necessarily guidance for their smooth functioning. They will also hold meetings with the heads of Sub-Regional offices at least once a year. 2. Policy for Selection and Assignment of Group Heads 2.1 All air operators based in a region would have a Group Head assigned by the Director of Airworthiness of the Regional Office. The Group Head will be supported by Group officers who assist in oversight of the air operator. 2.2 The Group Head shall have the experience and knowledge to oversee the air operator to which the Group Head is assigned. If the Group Head does not cover the type of aircraft operated by the air operator, the Group Head shall be assisted by Group Officers who are type trained on the aircraft types covered in the air operator s certificate/ permit to cover full oversight of the air operator. In case of non-scheduled operators, the Group Head/ Group Officers may be trained on similar type of aircraft. 2.3 As required to provide oversight of the air operator, Group Officers may be located in different Satellite Offices to the Regional Office. The Satellite Office is the office outside of the Regional Office assigned responsibility for the air operator certificate in question regardless of the size or complexity of the Satellite Office. Regardless of location, all Group Officers shall report and answer to the Group Head. [See example below Figure 2.3] AAA Airline Mumbai Group Head (Office from Mumbai) Aircraft Type 1(Mumbai) Group Officer 1 Aircraft Type 2(Mumbai) Group Officer 2 Aircraft Type 3(Delhi) Group Officer 3 Figure 2.3 3. Procedure for Selection and Assignment of Group Heads 3.1 The Director of Airworthiness for the Regional Office that holds the air operator s certificate/permit shall identify the Group Head and Group Officers based on location/ satellite office and shall issue an Office Order identifying the Group Head and Group
January 2017 Page 3 of 12 Officers responsible for each air operator. The Order shall also include details as to each assignment for each Group. 4. Monthly News Letter 4.1 Regional and sub-regional airworthiness offices are engaged in performance of functions entrusted to them by Government's statutory orders. These offices perform various functions and are engaged in several other activities to enhance airworthiness standards of aircraft and its components, ensuring adequacy of infrastructure of approved firms, quality of technical manpower etc. In addition, these offices carry out the planned surveillance activities related to airworthiness and operations of aircraft. 4.2 MNL also helps in assessing the performance of individual officers about the quantum and quality of work done in the form of spot checks, investigations and contributions made in enhancing airworthiness standards. It is also a vital tool for assessing manpower requirements of various offices and wherever necessary, to augment the same in different regions. 4.3 It is necessary that the work carried out by the field offices is projected to the Headquarters. A Monthly News Letter (MNL) which depicts the entire area of activities for the month in which our offices are engaged shall be sent to Headquarters by the 10 th of the following month; however an executive summary on the activities of the month must reach the headquarters latest by 4 th of the month. MNL shall be in two parts. Part-I shall cover information pertaining to delay analysis, reporting all incidents accidents and investigations carried out by the office, number of examinations conducted, licenses issued/renewed etc. The contents of Part-I should be as per format prescribed by the headquarters. While giving the requisite information especially in the case of delay analysis, use of pie/ bar-charts may be followed. While forwarding the reports on incidents, reference of correspondence between Headquarters and regions should be highlighted. As regards information on spot checks, it should be noted that exact number of spot checks carried out should be specified. Wherever deficiencies have been observed, details of deficiencies, name of the operator, and name of the officer who carried out spot checks along with action taken to rectify the deficiencies should be given. It is needless to say that the name of the officer who carried out spot checks, detected weak areas of operators, violation of requirements should be hi-lighted. 4.4 Part-II shall cover details on the routine surveillance of the approved organizations as per the planned annual surveillance programme in the hangers, overhaul shops, stores etc. Every regional, sub-regional office is required to draw up monthly surveillance programme so that all, the activities of the operators are thoroughly covered and such programme should be forwarded to Headquarters in the first week of January of every year. While carrying out the surveillance, it is essential that the standard check lists issued by Headquarters or customized check lists available with office should be used as guidance. Thereafter, one copy of the check list duly filled up should be enclosed in the MNL along with copy of each NCR form raised in respect of the surveillance findings. Also the names of the officers who have done the surveillance checks should be given due
January 2017 Page 4 of 12 importance. MNL as per prescribed performa should reach Headquarters not later than 10 th of every month for the activities carried out in the previous month. 4.5 MNL should be forwarded by the heads of the regional airworthiness offices in in the standard electronic format addressed to the Director of Airworthiness, headquarters at daw.dgca@nic.in. In case, head of office is either on tour or on leave, the next senior most officer shall. Shall forward the MNL. Forwarding of MNL through the head of office implies that he has gone through the contents of MNL. 5. Annual Inspection by Headquarters 5.1 Every Regional Airworthiness Office will be visited by senior officers of the Airworthiness Directorate from Headquarters from time to time. This inspection would cover the assessment of the working of the Airworthiness offices vis-à-vis Aircraft Rules, Civil Aviation Requirements, Airworthiness Procedures Manual, Enforcement Manual and observance/compliance of Regulations/ CARs by the Operators/Approved Organizations in the respective regions. 5.2 A similar inspection of the Sub-Regional Airworthiness offices will be carried out by a senior officer(s) of Regional Airworthiness Offices. 5.3 A 15-days notice will be given to each office before the visit. Regional and Sub- Regional Airworthiness offices shall keep their records updated at all times so as to enable the visiting officers to complete their task in the shortest possible time. Depending upon the quantum of work in the regional offices in terms of number of operators in the region and the number of officers attached to a particular Airworthiness Office, the inspection visit may last between 1 to 4 days. 5.4 The purpose of the visit is not to find faults with the Regional or sub-regional Airworthiness Offices, but to ensure that headquarters' instructions and requirements are being meticulously observed and enforced on the operators and approved organizations. In case there is any practical difficulty in complying with these instructions/requirements, the same would be sorted out during such visits. 5.5 The composition of the inspection team shall be decided by the Headquarters depending upon the availability of the officers. Regional/ Sub-Regional Airworthiness Officers should avail of this opportunity to discuss all the issues including administrative issues with the visiting team from headquarters so that that these could be resolved to their satisfaction. 5.6 Check list for Inspection is placed as annexure I. 6. Controlling Officer s Conference 6.1 To review the activities of regional and sub-regional offices, Airworthiness Directorate at Headquarters will hold an annual conference. The conference will be attended by Heads of the Regional/ Sub-regional offices and shall be held at the Headquarters, preferably a day after the annual meet of Quality Managers of Scheduled and Non-scheduled operators, so that regional heads could also participate in the meet. In general it should be organized within one year + two months from the previous meeting.
January 2017 Page 5 of 12 6.2 All officers participating in the meeting are encouraged to bring to the meeting any technical, administration, welfare or any other issue on behalf of their respective offices. 6.3 Headquarters will issue minutes of the meeting (Record of Discussion) with in two weeks and follow up on further action on amendment of documents as required by the decisions arrived at. 7. Visit o f D G C A a n d o t h e r S e n i o r O f f i c e r s 7.1 The Director General and other Senior Officers of headquarters visit various stations from time to time. Sometimes these officers transit through these stations. It is imperative that Head of Regional/Sub-regional office along with his Senior Officer(s) receive these officers at airport and extend all cooperation to them. It must also be ensured that Senior Officers of other discipline/ directorates are received with due respect and help extended to them, when asked for, provided the office has been intimated of their visit. 7.2 Officers often visit other regions as part of audit team appointed by the Headquarters or to carry out various other official functions such as inspections, AME/ Pilot examination etc. It must be ensured that before starting official work, they inform the Head of Regional office of the purpose of their visit and if possible, pay a courtesy call to the office. All officers must adhere to these basic norms. 8. Safety and Security of office premises 8.1 Regional and Sub-Regional offices are entrusted with variety of responsibilities, the records held in all airworthiness offices are therefore vital and are to be preserved for a long time. All the Regional and Sub-Regional offices are therefore required to take effective measures to protect these documents from damage due to environment, fire hazard, tampering of records etc. 8.2 All offices should procure adequate number of portable/hand held fire extinguishers. Such fire extinguishers can be of dry chemical/carbon dioxide/ water type. Such fire extinguishers should be located at strategic locations in the office building so that in case of exigencies, these fire extinguishers are easily accessible to the officers and staff for use. These fire extinguishers should be kept serviceable at all times. 8.3 All officers and staff shall be adequately trained in using these fire extinguishers. The services of Airport Fire Services may be utilized where possible. A contingency/ emergency plan including the emergency telephone numbers shall also be displayed at prominent location in the office.
January 2017 Page 6 of 12 Annexure-I Checklist for Inspection of Regional / Sub-Regional Airworthiness Office Details of the office to be inspected- Name of the Office : Location : Name of the Head of the Office : Name & Designation of the : Inspecting Officer Date(s) of Inspection : Composition of the office- Sanctioned Strength Availability DAW DDAW ADAW AWO Total S/N Aspects to be inspected SAT UNSAT Remarks 1. OFFICE ORDER a. Check availability of Office Order for the current year with clear demarcation of duties and responsibilities b. Check work assigned to the officers following the Office order 2. REGULATORY DOCUMENTS a. Check accessibility of following Regulatory Documents i. Aircraft Rules ii. Civil Aviation Requirement (all Sections) iii. Airworthiness Procedure Manual iv. Surveillance Procedure Manual v. Regulatory Audit Manual vi. Enforcement Manual vii. ASP for current year viii. AAC ix. AIC
January 2017 Page 7 of 12 b. Check that whenever a new requirement / revised requirement such as amendment to Aircraft Rules, CAR, AAC etc. is issued, it is properly discussed in the office preferably by means of meeting/workshop on the subject. c. Check the procedure of implementation of the new / revised requirement by the office including the feedback received from the operator. 3. TRAINING RECORDS a. Check availability of Training records of officers b. Check the training details of officers in line with APM Chapter 3 4. GENERAL OFFICE FACILITY a. Check for continued availability of Internet/ Intra-net facility to the office. b. Check whether all the officers of the office are able to access Internet especially DGCA web site for updating of DGCA documents such as Aircraft Rules, CARs, AAC, Surveillance checklist etc. c. Check whether all the officers of the office are able to access ICAO Annexes and Guidance Materials through Intranet on DGCA website. d. Check that office transport(s) is maintained well and is in good operating condition to facilitate movement of officers for technical duties.
January 2017 Page 8 of 12 5. EXECUTION OF TECHNICAL WORK a. Check the procedure of updating of DGCA mandatory modification records by the office whenever the same is issued or revised. Also, check the procedure of intimating to the operators. b. Check the procedure of ensuring compliance of DGCA mandatory modification, whenever the same is issued or revised including the feedback from the operators. c. Check the procedure for renewal of AME licenses including the receipt of application and the process of renewal. d. Check that all the AME License files are kept in a secured place and the area shall have restricted entry for concerned persons only. e. Check the procedure of C of A renewal. It shall be ensured that standard check list is being followed meticulously and the records are maintained properly in the individual aircraft file(s). f. Check the procedure for issue/ renewal of the ARC records. It shall be ensured that records are maintained properly in the individual aircraft file(s). g. Skill Test Records are properly maintained. h. Check Mod/Repair records are properly maintained
January 2017 Page 9 of 12 i. Check records related to approval of i. Special operation in line with APM Chapter 24 ii. MEL in line with APM Chapter 6 6. SAFETY OVERSIGHT IMPLEMENTATION (A) Surveillance a. Check whether surveillance program as planned by the office prior to beginning of the year is being adhered to. Note: At times some surveillance planned for one particular month may be carried out during subsequent months due to some reasons but the area of surveillance planned for must have been carried out. b. Check whether Deficiency reporting form (CA-2001) to Form 6 are raised for shortcomings observed during surveillance inspections. Also, check how many cases are open / closed. c. Check what action is taken by the office in case discrepancies observed during surveillance and intimated by form CA-2001 / Deficiency reporting form to Form 6 are not closed within a reasonable time by the operator.
January 2017 Page 10 of 12 d. A sample surveillance to be demonstrated by a team of officers with regard to the following: (Name of Organisation ------------------------) (Area of Surveillance --------------------------) i. Preparation for the surveillance by the team ii. Execution of surveillance iii. Interaction with organisation representative at the end of Surveillance iv. Resolving the safety concern and categorisation of the findings and raising of CA 2001 (B) SPOT CHECK a. Check the procedure of carrying out the spot checks. b. Check that during the spot checks availability/ implementation of the new / revised requirement issued by the DGCA is ensured at the operators end. c. Preparation of Spot check by officers d. Execution of spot check e. Recording of observations and intimation to the organisation if necessary. (C) ENFORCEMENT ACTION Check enforcement action records in line with APM Chapter 10
January 2017 Page 11 of 12 7. TECHNICAL LIBRARY a. Check the technical library of the office for availability of all the technical manuals in respect of the aircrafts under the jurisdiction of the office including the procedure of updating of the technical manuals. b. Check sufficient number of reference books for the use of officers 8. Deleted 9. RECORDS KEEPING (As per format prescribed in specific chapters of APM related to job function.) a. Operators records such as Aircraft maintenance programs, MEL, MOE/CAME and Operators procedures manuals. b. AMO / CAMO certification records including procedures manuals. c. Aircraft maintenance Training organization Certification records, including approved curriculum. d. Maintenance of Aircraft records, inspection details and closure action e. Organization records and inspection (location and product line ) details f. Major modification and repair approval records. g. Surveillance records including assessment and action taken. h. Operator, organization wise CAR compliance records. i. Enforcement action records j. Skill test records k. Spot check (organization, aircraft and operation) l. Ramp inspection m. Operator / organisation and type of operators / organizations. n. AME licence endorsement and renewal records
January 2017 Page 12 of 12 10. GENERAL OVERVIEW a. Check the general working environment of the office is neat and clean & hygiene b. Check the records to ensure work assigned to the officer is disposed of within reasonable time c. Check for any difficulty faced by the office regarding administrative and / or financial matters including approvals / sanctions. d. Checks fire fighting arrangement in the office such as availability of portable fire extinguisher etc. Date: Signature of Officer: Designation : *********