7-1 CHAPTER 7. DEVELOPMENT OF A COMPANY MANUAL
7.1 Scope and Contents.
7.1.1 Guidelines for Manual Development. This chapter provides general guidelines for the development of a Policy and Procedures Manual (PPM) required by 14 CFR part 125, § 125.71, additional information can be found on the FAA’s Web site at http://fsims.faa.gov.
7.1.2 General Requirements. Section 125.71 requires that a part 125 air operator prepare and keep a current manual which describes the operator’s procedures and policies. The manual is for use by all the operator’s personnel and also indicates to the FAA how the operator intends to conduct business. The manual’s complexity depends upon the complexity of the operation.
7.1.3 Information Provided in the Manual. The manual must contain the specific information required by § 125.73. However, any additional information may be incorporated at the discretion of the operator.
7.1.3.1 The manual does not need to be a single volume. The applicant may use several volumes as long as they provide the necessary information.
7.1.3.2 Advisory circulars (AC), preambles to regulations, and other guidance material may be used to assist the applicant in developing a manual. The applicant should use caution when incorporating the text of these documents into the manual since they are advisory in nature. They may not meet the exact needs of the regulation. Under no circumstances may a manual simply reference an advisory document. It may, however, reference technical documents, such as an approved Airplane Flight Manual (AFM).
7.1.3.3 Each significant term used in the manual should be defined. The definitions must reflect their intended use and may include acronyms or abbreviations unique to the manual or the applicant’s operation.
7.2 Manual Requirements. The FAA will review the provisions of this manual and subsequent revisions and accept or approve them, as applicable, prior to their use. The requirements of part 125 regarding the PPM are:
7.2.1 Employee Personnel. Employee personnel (flight, ground, and maintenance personnel):
1. Must use the manual while conducting company operations (refer to § 125.71(a)).
2. Will be provided a copy of the manual or pertinent portions of the manual, including changes and additions (ground operations and maintenance personnel) (refer to § 125.71(d)).
3. Will be furnished a copy of the manual or pertinent portions of the manual, including changes and additions (flightcrew members) (refer to § 125.71(d)).
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4. If furnished a copy, will keep it up-to-date with the changes and additions furnished to them (refer to § 125.71(e)).
7.2.2 Disposition of Other Copies.
7.2.2.1 One copy will be maintained at the principal operations base (refer to § 125.71(b)).
7.2.2.2 One copy will be furnished to the Flight Standards District Office (FSDO) charged with the overall inspection of its operations (refer to § 125.71(d)(2)).
7.2.2.3 If a certificate holder conducts airplane inspections or maintenance at specified stations where it keeps the approved inspection program manual, it is not required to carry the manual aboard the airplane en route to those stations (refer to § 125.71(g)). Appropriate parts of that manual will be carried on each airplane when it is away from the principal operations base. If the certificate holder furnishes the maintenance part of the manual in other than printed form, it must ensure there is a compatible reading device available to those persons that provides a legible image of the maintenance information and instructions or a system that is able to retrieve the maintenance information and instructions in the English language (refer to § 125.71(f)).
7.3 Contents of the Manual.
7.3.1 Required Contents. The contents of the PPM are outlined in §§ 125.73 and 125.249. The FSDO will review the procedures and will require that they be revised when they are found to be contrary to the CFRs and accepted safe operating practices, or where they fail to provide adequate direction for all items specified by the CFRs.
7.3.2 Acceptance of Contents. Except for portions of the manual which are approved (e.g., the maintenance program), the contents of the manuals are accepted by the FAA. If you want to insert policies or procedures in the manual that are not required by part 125, the FAA will not require that you revise these policies or procedures unless they are contrary to the CFRs or they would result in an unsafe condition.
7.4 Policy vs. Procedure.
7.4.1 Definitions. Part 125 makes numerous references to “procedures” when outlining the contents of the manual. The term “procedures” refers to a logical progression of actions and decisions to achieve an objective. A step-by-step description of how to do something, such as a preflight checklist, is a procedure. The term “policy,” where used, refers to a requirement established by company management that it wants company personnel to follow. A company requirement, such as “No flight may depart on a cross-country flight with less than 12 quarts of oil in the engine,” is a policy.
7.4.2 Requirements. Policies may be contained within procedures or stated by themselves. But where part 125 calls for procedures, the certificate holder must provide a step-by-step logical progression of action and decision statements. This requirement may be waived
7-3 by the FAA district office where the applicant can show that because of the size of the operation or other mitigating circumstances, a statement of policy or a series of these statements will accomplish the purpose of the procedure and still meet all the requirements of 14 CFR in regard to that procedure.
7.5 Development of Procedures. Some guidelines which the certificate holder should consider in the development of procedures include:
7.5.1 Procedure Sequence. Procedures should flow in a logical sequence. Perhaps the best examples of procedures are airplane checklists.
7.5.2 Information Included in Procedures. The most effective procedures are usually those which are simple and contain only information absolutely necessary to their accomplishment. Again, the airplane checklists are the best example.
7.5.3 Complexity of Procedures. The success of a procedure depends on the experience, training, and ability of the user. A procedure may be short, and to the point, when the user is capable of achieving the purpose of the procedure without extensive direction or detail. However, when the user would have limited training or experience to fall back on, the procedures must be in sufficient detail for that person to accomplish them correctly.
7.5.4 Responsible Party. Procedures must state who is responsible for each step. Is the responsibility for each step clearly understood or stated in the procedure?
7.5.5 Standards of Performance. Are acceptable standards of performance stated as policy within the procedure where necessary?
7.5.6 Purpose of the Procedure. The user must know the purpose of the procedure and view the procedure as an acceptable method of accomplishing that purpose. Where there are no sources (i.e., check airmen, company management) normally available when a procedure is being used, the author should provide sufficient detail to make the user independent of these sources.
7.5.7 Supplemental Resources. If a form, checklist, or tool is necessary to accomplish a procedure, where would it be located? Where would extra ones be located?
7.5.8 Available Time for Completion. Will there be sufficient time available under normal circumstances to accomplish the procedure to the standards desired? If not, the author should consider simplifying the procedure or revising the duties of the user to make their item available.
7.6 Recommended Format of the Manual. A logical format for the PPM is provided in Appendix A. Each major heading, and the recommended contents and considerations which should be included under that heading, is discussed in the remainder of this chapter.
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7.7 Company Organization.
7.7.1 Management Personnel. The manual must include a section which contains the name of each management person who is authorized to act for the certificate holder, the person’s assigned area of responsibility, and the person’s duties, responsibilities, and authority (refer to § 125.73(a)). When the operator has a maintenance organization, within the company, that organization must be described in the manual (refer to § 125.249(a)(1)).
7.7.2 Company Organizational Diagram. A block diagram may be included as a method of portraying the relationships of organizational entities within the company.
7.7.3 Authorized Person(s). This section should also identify the person(s) who are authorized to give tests required by part 125 and the tests they are authorized to conduct (refer to § 125.73(q)).
7.8 Copies of Operations Specifications (OpSpecs). The insertion of copies of your OpSpecs, into your manual, will satisfy the requirement of § 125.73(c). Or you can include appropriate extracted information, including Area of Operations authorized, category and class of airplane authorized, crew complements, and types of operations authorized, extracted from the OpSpecs and appropriate to the section of the manual that the extracted OpSpecs information appears. If extracted information is used, it must clearly identify each OpSpecs excerpt as part of the OpSpec and state that compliance with each OpSpecs is mandatory.
7.9 Minimum Equipment List (MEL). Your manual must include procedures for the release for, or continuation of, flight if any item of equipment required for the particular type of operation becomes inoperative or unserviceable en route (refer to § 125.73(i)).
See Chapter 3, paragraph 3.9 for additional information on MEL procedures.
7.10 Airplane Loading Instructions.
7.10.1 Weight and Balance (W&B). The procedures for ensuring compliance with W&B limitations are required and should contain, for each type of airplane operated, how the certificate holder:
1. Determines the weight of the passengers, crew, and baggage.
2. Calculates the airplane’s center of gravity (CG), including any loading schedules or other approved methods, with instructions for use.
3. Completes the load manifest, including instructions for use.
Note: Information that must be contained in the load manifest is found in § 125.383.
4. Loads the airplane, including instructions for loading of cargo in the cargo and passenger compartments; blocking of seats or compartments or adjusting fuel loads to remain in CG limits; ensuring that loads are not inadvertently
7-5 redistributed or shifted in flight by crewmembers, cargo handlers, or other concerned personnel; and loading hazardous materials (hazmat), if authorized.
Note: If an applicant will have a “will not carry” hazmat program, procedures should be outlined in the PPM for hazmat recognition to prevent inadvertent loading of hazmat.
5. Ensures that no airplane will be operated in excess of 36 calendar-months without being re-weighed to determine the empty weight and CG.
6. Handles hazmat, including notification of the pilot in command (PIC). For procedures and instructions to enable personnel to recognize hazmat, refer to § 125.73(o).
Note: The W&B procedures will be incorporated in the certificate holder’s OpSpecs (refer to § 125.31(b)(5)).
7.10.2 Refueling. The certificate holder is required to develop procedures in the manual that outline the methods for refueling the airplane to ensure that airplanes are fueled with the proper grade of uncontaminated fuel and protected from fire (including electrostatic protection). Procedures should also be established for the supervision and protection of passengers during refueling. Some publications which may be of assistance in developing these procedures are the current editions of:
• AC 00-34, Aircraft Ground Handling and Servicing.
• AC 20-43, Aircraft Fuel Control.
• NFPA 407, Standard for Aircraft Fuel Servicing. This document can be ordered from the National Fire Protection Association, 1 Batterymarch Park, Quincy, MA 02169. It may also be ordered online at http://www.nfpa.org/catalog.
7.11 Preflight Planning and Flight Release Procedures.
7.11.1 Policy or Procedure. The certificate holder will include policy or procedure, in his/her manual, regarding preflight planning and flight release information. The following information is representative of the contents of these procedures:
1. The manual should clearly show who has operational control and authority to sign the flight release (refer to § 125.351(b)) under all anticipated situations.
2. Instructions for completion of the flight release form required by § 125.403 may be necessary to assure standardized completion.
3. Instructions for disposition of copies of the load manifest, flight release, and flight plan prior to, and after, a flight (refer to § 125.405).
4. The person having custody of copies of these forms at a place other than the principal operations base should be identified in the manual (refer to § 125.405(e)(l)).
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5. Flight locating procedures per § 125.53 will be provided if the certificate holder anticipates any occasion when an FAA flight plan would not be filed for a part 125 operation (refer to §§ 125.53(a) and 125.73(l)).
7.12 Procedures for Assuring Airworthiness of Airplane.
7.12.1 Maintenance Log. Section 125.407 requires that the manual include a procedure for keeping copies of an airplane maintenance log in the airplane for access by appropriate personnel. The manual should include, at a minimum, a copy of that log, instructions for its completion, and the certificate holder’s policies for disposition of copies and carriage aboard the airplane.
7.12.2 Inspection and Approval Records. Section 125.73(e) requires procedures for ensuring that the PIC knows what required airworthiness inspections have been made and that the airplane has been approved for return to service. The manual should include:
1. An explanation of the inspections required and the proper entries in the airplane maintenance log and/or airworthiness release form to document return to service.
2. Identification of the persons qualified to sign these documents.
3. Identification of the persons authorized to perform maintenance, preventive maintenance, or alteration to part 125 airplanes and the proper entries for return to service.
7.12.3 Maintenance and Servicing. Section 125.73(h) requires that the manual have procedures for the PIC to follow in obtaining maintenance and servicing at a place where previous arrangements per § 125.249(a)(2) have not been made. These procedures should include:
1. When the pilot is authorized to act for the operator;
2. What persons are authorized to perform this maintenance, including verification that persons performing maintenance are enrolled in an FAA-approved drug and alcohol testing program;
3. What persons are authorized to inspect the work performed; and
4. The proper entries indicating completion of that work.
7.12.4 Mechanical Irregularities. The procedures regarding handling of mechanical irregularities are broken into two groups: procedures for pilot reporting and recording of these irregularities (refer to § 125.73(f)), and procedures for the PIC to use in determining the status of reported irregularities (refer to § 125.73(g)). In association with these procedures, the certificate holder should have a method to ensure that the reporting to the FAA per § 125.409 is accomplished properly.
7.12.4.1 Pilot Reporting. This procedure should describe the type of entries which should be made, where they should be recorded, and any other actions required of the pilot regarding mechanical irregularities.
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7.12.4.2 Determining Status. This procedure should contain adequate instructions to maintenance personnel (bearing in mind the away-from-base situations) as to the certificate holder’s policies for correction of irregularities and the proper types of entries in the airplane maintenance log. A pilot or mechanic should be able to easily determine the status of an irregularity by consulting the latest page of the airplane maintenance log and the instructions contained in this portion of the manual.
7.12.4.3 Reports to FAA. The certificate holder should provide guidance to his/her personnel as to the mechanical malfunctions, failures, and defects which should be reported to the FAA, the method for making that report, and the time requirements. FAA Form 8070-1, Service Difficulty Report, is available at http://www.faa.gov/forms/. The Service Difficulty Report (SDR) Web site is located at http://av-info.faa.gov/sdrx/.
7.12.5 Equipment Requirements. If the certificate holder elects not to use an approved MEL, then the airplane may not take off with any inoperable instruments or equipment installed. Notwithstanding, an airplane with inoperable instruments or equipment may be operated under a special flight permit (SFP) under 14 CFR part 21, §§ 21.197 and 21.199 (refer to § 125.201(c)).
7.13 Pretakeoff Procedures.
7.13.1 Passenger Briefing Procedures. (Refer to §§ 125.73(k) and 125.327.) The manual should include:
1. An example of the oral briefing which contains all the items listed in § 125.327(a) through (b), except that the briefing for § 125.327(a)(6) may be included separately.
2. A statement of policy regarding when (e.g., before taxi, before flying overwater, etc.) the briefing required by § 125.327(a)(6) will be made.
Note: The required oral briefing must be supplemented by printed cards containing a diagram and method of operating the emergency exits, and in addition contain other instructions necessary for the use of emergency equipment on board the airplane. Each card must be carried in the airplane in locations convenient for the use of each passenger and must contain information that is appropriate to the airplane on which it is to be used.
7.13.2 Persons Needing Assistance. The manual should direct the PIC to ensure that persons needing the assistance of another to move to an emergency exit be assisted by a flight attendant (F/A) or by an able bodied person who has received a briefing on what to do if an emergency evacuation becomes necessary (refer to § 125.73(p)). The guidelines for this assistance should be included in the manual under “Emergency Procedures.”
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7.13.3 Additional Pretakeoff Information. The certificate holder should include in this section of the manual any other procedures or polices necessary regarding the pretakeoff phase of operation.
7.14 Flight Operation Procedures.
7.14.1 Checklist. The certificate holder’s policy for the use of cockpit checklists for normal, abnormal, and emergency procedures may be included in this section.
7.14.2 Additional Information. The certificate holder may also want to include procedures or statements of policy regarding:
1. Use of oxygen for medical purposes (refer to § 125.219).
2. Operations in icing conditions (refer to § 125.221).
3. Operations in the vicinity of thunderstorms.
4. Manipulation of controls while carrying passengers (refer to § 125.313).
5. Admission of persons to the flight deck (refer to §§ 125.315 and 125.317).
6. Reporting potentially hazardous weather and apparent irregularities of navigation aids (refer to § 125.321).
7. Carriage of persons without compliance with the passenger carrying requirements of part 125 (refer to § 125.331).
8. The practice of sterile cockpit (mission essential communication) until reaching cruising altitude or descending out of cruising altitude if below 10,000 feet, or when passing 10,000 feet whichever is applicable.
9. Other procedures or policies which the certificate holder deems necessary to the conduct of its operations.
Note: The certificate holder should include a section defining the company’s sterile cockpit procedures. The procedure should include as a minimum the following items:
1. A statement regarding nonessential duties. Example: “No flightcrew member may perform any duties during a critical phase of flight except those duties required for the safe operation of the aircraft.”
2. A statement regarding nonessential activities. Example “No flightcrew member may engage in, nor may any pilot in command permit, any activity during a critical phase of flight which could distract any flightcrew member from the performance of his or her duties or which could interfere in any way with the proper conduct of those duties.”
3. A definition of a critical phase of flight. Example: “For the purposes of this section, critical phases of flight includes all ground operations involving taxi, takeoff, and landing, and all other flight operations conducted below 10,000 feet, except cruise flight.”
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7.15 Postflight Procedures.
7.15.1 Reporting Mechanical Irregularities. This section should include a statement of policy regarding pilot reporting of mechanical irregularities and refer the pilot to the section of the manual which outlines the procedures for handling mechanical irregularities.
7.15.2 Reporting Incidents, Emergencies, and Accidents. It should also outline the certificate holder’s reporting procedures and policies for incidents, emergencies, and accidents. If the procedures for making these reports are contained in another section of the manual such as “Emergencies,” this procedure should refer the employee to the proper section.
7.15.3 Additional Postflight Information. Other procedures which are pertinent to the postflight phase of a part 125 operation should be included; such as, off-loading of cargo;
disposition of flight release, load manifest, and flight plan forms; contacts with the operation base required by flight locating procedures; etc.
7.16 Emergency Procedures. This section is primarily intended for procedures associated with emergencies. It will include:
1. A list of the functions assigned each category of required crewmember in connection with an emergency and emergency evacuation for each type and model of airplane.
2. General guidelines for the evacuation of persons needing assistance (refer to § 125.73(p)).
3. Accident notification procedures.
4. Procedures for the certificate holder’s management personnel to declare an emergency (refer to § 125.319(b)).
5. The procedures used whenever emergency authority is exercised (refer to § 125.319(c)).
7.17 Airplane Inspection Program.
7.17.1 Specific Information. See Chapter 9 for more specific information regarding the airplane inspection program.
7.17.2 Maintenance Manuals. The maintenance manuals required by § 125.249 are an integral part of those required by § 125.71. It should be noted that while those required by § 125.71 are accepted, the portions required by § 125.249 must be approved.
7.17.3 Detailed Program Explanation. Your inspection program should be a detailed explanation of exactly how you intend to control the inspection program and how you will have the airplane inspected. It must also explain what will be inspected, when it will be inspected, and to what standard it will be inspected. FSDO personnel reviewing your manual will make every effort to provide you with complete and specific information regarding any changes or additions required.
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7.17.4 Key Terms. For clarity, key terms used in part 125 relative to inspection programs are defined as follows:
7.17.4.1 Instructions: The explanation of who will do what, and when it will be done.
This includes assignment of responsibilities, assignment of duties, and detailed administrative controls.
7.17.4.2 Procedures: The explanation of how something is to be done, be it inspection, maintenance, recordkeeping, or your administrative systems.
7.17.4.3 Standards: Conditions, specified requirements, and functional limits, which must be met during the accomplishment of inspections and maintenance to determine the airworthiness of an item.
7.17.4.4 Tests: Examination of an item in order to ensure that the item meets specified requirements.
7.17.4.5 Checks: Examination to determine the functional capability or physical integrity of an item.
7.18 Separation of Operational and Maintenance Portions of the Manual.
7.18.1 Issuance and/or Availability. Section 125.71(d) provides for the issuance and/or availability of appropriate portions of the manual to ground and maintenance personnel and crewmembers based on their particular duties.
7.18.2 Two-Part Manual. At the certificate holder’s option, it will be acceptable to have two major portions of the manual, operations and maintenance. If the certificate holder chooses this option, the format of the maintenance portion may be organized in a manner suitable to the operator and readily understandable by its personnel. OpSpecs material in the maintenance portion of the manual must retain its identity as OpSpecs so that the operator’s personnel can readily identify the material as OpSpecs.
8-1 CHAPTER 8. CREWMEMBER, SIMULATOR, AND CHECK AIRMAN
REQUIREMENTS
8.1 Scope and Contents. This chapter outlines the part 125 crewmember requirements with respect to certificates, ratings, experience, initial and recurrent testing, and recency of experience. It also discusses the rules regarding use of simulators to meet part 125 crewmember requirements, and the designation of check airmen.
8.2 Limitations on the Use of Crewmember Services. Part 125 certificate holders may not use the services of any crewmember (pilot, flight engineer (FE), flight navigator, or flight attendant (F/A)) who does not meet all of the requirements of the applicable sections of part 125. Any person who uses the services of crewmembers not specifically qualified under part 125 or performs part 125 operations without having met the required qualifications will have operated contrary to the regulations.
8.3 Pilot in Command (PIC). The part 125 requirements for a PIC are:
8.3.1 Minimum Qualifications.
1. Pilot Certificate: Commercial pilot, with appropriate category, class, and type rating, and an instrument rating (refer to § 125.281(a)).
2. Medical Certificate: At least a valid second-class medical certificate issued within the past 12 calendar-months (refer to 14 CFR part 61, § 61.23(a)(2)).
3. Minimum Flight Experience: 1,200 hours of flight time as a pilot, including 500 hours of cross-country flight time; 100 hours of night flight time, including at least 10 night takeoffs and landings; and 75 hours of actual or simulated instrument flight time, at least 50 hours of which were actual flight (refer to § 125.281(b)).
8.3.2 Part 125 Testing Requirements.
1. Written or oral test, given by the Administrator or an authorized check pilot, every 12 calendar-months on each type of airplane operated (refer to § 125.287(a)).
2. Competency test, given by the Administrator or an authorized check pilot, in each type of airplane operated every 12 calendar-months. The instrument proficiency check (IPC) required by § 125.291 may be substituted for the competency check required by this section for the type of airplane used in the check (refer to § 125.287(b).
3. For instrument flight rules (IFR), an IPC, conducted by the Administrator or an authorized check pilot, every 6 calendar-months (refer to § 125.291(a)).
The Administrator or an authorized check pilot will certify the successful completion of an IPC in a letter of competency. The letter of competency will contain a list of the types of instrument approach procedures (IAP) and facilities authorized (refer to § 125.291(g)). The letter of competency will be placed in the pilot’s record as required by § 125.401(a)(1).
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4. The requirements for authorized instrument approaches are as follows:
• No pilot may use any type of precision IAP under IFR unless, since the beginning of the sixth calendar month before that use, the pilot has satisfactorily demonstrated that type of approach procedure and that approach procedure is listed on his/her letter of competency (refer to § l25.29l(b)).
• No pilot may use any type of nonprecision IAP under IFR unless, since the beginning of the sixth calendar month before that use, the pilot has satisfactorily demonstrated that type of approach procedure or any other two different types of nonprecision approach procedures and the approach procedures are listed on his/her letter of competency (refer to § 125.291(b)).
• The IAP(s) must include at least one straight-in approach, one circling approach, and one missed approach. Each type of approach procedure demonstrated must be conducted to published minimums for that procedure (refer to § 125.291(b)).
8.3.3 Pilot Qualifications: Recent Experience.
8.3.3.1 Takeoffs and Landings. Three takeoffs and landings in the past 90 calendar-days (refer to § 125.285(a)). In the event a pilot does not maintain this currency on a continuous basis and allows his/her recent experience to lapse, they must then meet the requirements of § 125.285(b) or (c).
8.4 Second in Command (SIC). The part 125 requirements for SIC are as follows:
8.4.1 Minimum Qualifications.
1. Pilot Certificate: Commercial pilot with appropriate category, class, and instrument rating; and for flight under IFR, meets the recent instrument experience requirements prescribed for a PIC under part 61 (refer to § 125.283(a) and (b)).
2. Medical Certificate: At least a valid second-class medical certificate issued within the past 12 calendar-months (refer to § 61.23(a)(2)).
3. Minimum Flight Experience: There are no minimum flight experience requirements specified for SIC, initial qualification, under part 125.
8.4.2 Part 125 Testing Requirements.
1. Written or oral test, given by the Administrator or an authorized check pilot, every 12 calendar-months on each type of airplane (refer to § 125.287(a)).
2. Competency test, given by the Administrator or an authorized check pilot, in the type of airplane used every 12 calendar-months (refer to § 125.287(b)).