Easy Access Rules for Aerodromes (Regulation (EU) No 139/2014)

ED Decision 2020/021/R

DETERMINATION OF PERSONNEL REQUIRED FOR PLANNED TASKS AND PERSONNEL QUALIFICATIONS

The organisation responsible for the provision of AMS should determine:

(a)the personnel that are required for the planned tasks;

(b)the required personnel qualifications in accordance with the applicable requirements (and the national and European Union legislation, where applicable), and include them in the management system manual; a documented system with defined responsibilities should be in place to identify any need for changes with regard to personnel qualifications.

ED Decision 2020/021/R

PERSONNEL QUALIFICATIONS

The term ‘qualified’ denotes fit for purpose. This may be achieved through the fulfilment of the necessary conditions, such as the completion of the required training, or the acquisition of a diploma or degree, or by gaining relevant experience. It also includes the competence, capacity, knowledge or skills that match or suit an occasion, or make someone eligible for a duty, office, position, privilege or status.

Certain posts may, by nature, be associated with special qualifications in a specific field (e.g. rescue and firefighting; civil, mechanical or electrical engineering; wildlife biology; etc.). In such cases, the person that occupies such a post is expected to have the necessary qualifications at a level that is in accordance with the applicable national or European Union legislation.

Delegated Regulation (EU) 2020/1234

The organisation responsible for the provision of AMS shall implement the procedures established by the aerodrome operator in accordance with point ADR.OR.C.045 with regard to the consumption of alcohol, psychoactive substances and medicines by its personnel involved in the provision of apron management service.

Delegated Regulation (EU) 2020/1234

(a)The organisation responsible for the provision of AMS shall establish an adequate record-keeping system that covers all its activities undertaken in accordance with Regulation (EU) 2018/1139 and the delegated and implementing acts adopted on the basis thereof.

(b)The format of the records shall be specified in the management system manual.

(c)Records shall be stored in a manner that ensures protection from damage, alteration and theft.

(d)Records shall be kept for a minimum of 5 years, except that:

(1)the current declaration shall be kept for the lifespan of the declaration;

(2)written agreements with other organisations shall be kept for as long as such agreements are in effect;

(3)safety assessment reports shall be kept for the lifetime of the system, procedure or activity;

(4)personnel training, qualifications, as well as their proficiency checks shall be kept for at least 4 years after the end of their employment, or until the area of their employment has been audited by the Competent Authority;

(e)The organisation responsible for the provision of AMS shall establish and maintain a hazard register.

ED Decision 2020/021/R

DOCUMENTATION TO BE RETAINED

(a)The record-keeping system used by the organisation responsible for the provision of AMS should provide for adequate procedures, storage facilities, as well as the reliable traceability, retrievability and accessibility of the records related to its activities that are subject to Regulation (EU) 2018/1139 and its delegated and implementing acts throughout the required retention period.

(b)The records should be kept in paper or electronic format, or a combination of both. It is also acceptable to keep records stored in microfilms or optical discs. The records should remain legible throughout the required retention period. The retention period starts when the record is created or last amended.

(c)For paper-based systems, robust material should be used which can withstand normal handling and filing.

(d)Electronic systems should have at least one backup system which should be updated every 24 hours or each time a new entry is made. Electronic systems should include safeguards against the possibility for unauthorised personnel to alter the data.

(e)All computer hardware used to ensure data backup should be stored in a location different from that containing the working data, and in an environment that ensures they remain in good condition. When hardware or software changes take place, special care should be taken that all necessary data continues to be accessible, at least throughout the retention period. In the absence of any indication of the retention period, all records should be kept for a minimum period of 5 years.

ED Decision 2020/021/R

RECORDS

The microfilming of the records or their optical storage may be carried out at any time. The copies of the records need to be as legible as the original records and remain legible for the required retention period.

Delegated Regulation (EU) 2020/1234

(a)The organisation responsible for the provision of AMS shall have a formal arrangement with the operator of the aerodrome where it intends to provide apron management service.

(b)The arrangement shall be concluded prior to the start of the provision of the service.

(c)The formal arrangement shall include as a minimum the following:

(1)duration of the arrangement;

(2)definition of the area where apron management service will be provided;

(3)list of the services that will be conducted by the organisation responsible for the provision of AMS;

(4)methods of exchanging operational information between the aerodrome operator and the organisation responsible for the provision of AMS.

Delegated Regulation (EU) 2020/1234

(a)The organisation responsible for the provision of AMS shall have a formal arrangement with the air traffic service provider of the aerodrome where it intends to provide apron management service.

(b)The arrangement shall be concluded prior to the start of the provision of the service.

(c)The formal arrangement shall include as a minimum the following:

(1)duration of the arrangement;

(2)scope of services to be provided, including coordination of start-up clearances, taxi and push-back of aircraft;

(3)handover points between apron management service and air traffic service provider;

(4)methods of exchanging operational information between the air traffic service provider and the organisation responsible for the provision of AMS;

(5)coordination of start-up clearances, taxi and push-back of aircraft.

Delegated Regulation (EU) 2020/1234

(a)The organisation responsible for the provision of AMS shall:

(1)establish and maintain a management system manual;

(2)ensure that its personnel have easy access to the manual and are made aware of any changes;

(3)after consultation and in coordination with the aerodrome operator, supply the Competent Authority with the intended amendments and revisions of the manual in advance of the effective date;

(4)review the content of the manual, ensure that it is kept up to date and amended, whenever necessary;

(5)incorporate all amendments and revisions to the manual as required by the Competent Authority;

(6)make other organisations concerned aware of the changes that are relevant to their duties.

(7)ensure that any information taken from other approved documents, and any amendment thereof, is correctly reflected in the manual;

(8)ensure that the manual is written in a language acceptable to the Competent Authority;

(9)ensure that all personnel are able to read and understand the language in which those parts of the manual and other documents pertaining to their duties and responsibilities are written;

(10)ensure that the manual is signed by the accountable manager of the organisation;

(11)ensure that the manual is printed or is in electronic format and is easy to revise;

(12)ensure that the manual has a system for version control management which is applied and made visible in the manual;

(13)ensure that the manual observes human factors principles and is organised in a manner that facilitates its preparation, use and review;

(14)keep at least one complete and current copy of the manual at the aerodrome where it provides service, and make it available for inspection by the Competent Authority.

(b)The content of the manual shall be structured as follows:

(1)general part;

(2)organisation’s management system and qualification requirements.

(c)In the case that the aerodrome operator or the air traffic service provider are partially or exclusively providing apron management service, they shall ensure that the relevant requirements in point (b) are included in the aerodrome manual or the air traffic service operations manual respectively.

ED Decision 2020/021/R

GENERAL

(a)The management system manual may vary in terms of level of detail according to the complexity and the size of the organisation.

(b)The management system manual or parts of it may be presented in any form, including the electronic form. In all cases, the accessibility, usability and reliability of the management system manual should be ensured.

(c)The management system manual should be developed such that:

(1)all its parts are consistent and compatible in terms of content and format;

(2)it can be readily amended; and

(3)its content and amendment status are controlled and clearly indicated.

(d)The management system manual should include a description of its amendment and revision process specifying:

(1)the person(s) that may approve amendments or revisions;

(2)the conditions for temporary revisions and/or immediate amendments, or revision(s) required in the interest of safety; and

(3)the methods by which all personnel and organisations are advised of the changes made to it.

(e)The management system manual may contain parts of, or refer to, other controlled documents, which are available in the organisation for use by its personnel.

ED Decision 2024/004/R

CONTENT AND STRUCTURE

(a)The management system manual should have the following structure and should include, at least, the following information (if an item is not applicable, ‘Not applicable’ or ‘Intentionally left blank’ should be indicated, along with the relevant justification):

APART A — GENERAL

0.Administration and control of the management system manual, including the following:

0.1.Introduction:

0.1.1.a statement, signed by the accountable manager, declaring that the management system manual complies with the applicable requirements and the content of the declaration;

0.1.2.a list and brief description of the various parts, their contents, applicability and use; and

0.1.3.explanations, abbreviations and definitions of terms required for the use of the management system manual.

0.2.System for amendments and revisions:

0.2.1.details of the person(s) responsible for the issue and insertion of amendments and revisions;

0.2.2.a record of the amendments and revisions with insertion dates and effective dates;

0.2.3.a statement that handwritten amendments and revisions are not permitted;

0.2.4.a description of the system for the annotation of pages or paragraphs and their effective dates;

0.2.5.a list of effective pages or paragraphs;

0.2.6.annotation of changes (in the text and, as far as practicable, in diagrams); and

0.2.7.description of the distribution system and a distribution list for the management system manual, its amendments and its revisions.

1.General information

General information, including the following:

1.1.purpose and scope of the management system manual;

1.2.the legal requirements for an organisation responsible for the provision of AMS to submit to the Competent Authority a declaration and a management system manual as prescribed in Part-ADR.OR; and

1.3.the obligations of the organisation responsible for the provision of AMS, the rights of the Competent Authority, and guidance for the personnel of the organisation responsible for the provision of AMS on how to facilitate audits/inspections conducted by the Competent Authority personnel.

B.PART B — MANAGEMENT SYSTEM, AMS PERSONNEL QUALIFICATIONS AND TRAINING REQUIREMENTS

2.A description of the management system, including the following:

2.1.Organisational structure and responsibilities, including the following: a description of the organisational structure, including the general organigram and the departments’ organigrams. The organigram should depict the relationship between the departments. Subordination and reporting lines of all levels of the organisational structure (departments, sections, etc.) related to safety should be shown.

Names, authority, responsibilities and duties of management and nominated persons; responsibilities and duties of other operational personnel, as well as of safety committees and their functioning, should also be included.

2.2.A description of the safety management system, including:

2.2.1.the scope of the safety management system;

2.2.2.the safety policy and its objectives;

2.2.3.the safety responsibilities of key safety personnel;

2.2.4.the documentation control procedures;

2.2.5.the safety risk management process, including hazard identification and risk assessment schemes;

2.2.6.monitoring of the implementation and the effectiveness of the safety actions and risk-mitigation measures;

2.2.7.safety performance monitoring;

2.2.8.safety reporting (including mandatory and voluntary reporting/reporting of safety hazards), related arrangements with organisations operating or providing services at the aerodrome, and safety investigation;

2.2.9.change management (including organisational changes with regard to safety responsibilities);

2.2.10. safety promotion; and

2.2.11. safety management system outputs.

2.3.A description of compliance monitoring and the related procedures.

2.4.Procedures for reporting to the Competent Authority and the aerodrome operator, including procedures for handling, notifying and reporting accidents, serious incidents and other occurrences. This section should include, at least, the following:

2.4.1.the definition of ‘accident’, ‘serious incident’ and ‘occurrence’, as well as the definition of the relevant responsibilities for all persons involved;

2.4.2.illustrations of the forms (or copies of the forms) to be used, instructions on how they are to be completed, the addresses (postal or electronic) to which they should be sent, and the time allowed for this to be done; and

2.4.3.procedures and arrangements for retaining evidence, including recordings, following a reportable event.

2.5.Procedures related to the use of alcohol, psychoactive substances and medicines by personnel involved in the provision of AMS.

2.6.Procedures with regard to:

2.6.1.compliance with safety directives;

2.6.2.reaction to safety problems; and

2.6.3.the handling of safety recommendations issued by safety investigation authorities.

3.Required qualifications and responsibilities for AMS personnel.

ED Decision 2020/021/R

MANAGEMENT SYSTEM MANUAL

(a)Form of the manual

The management system manual is a key document both for the organisation responsible for the provision of AMS and the Competent Authority. The manual should reflect accurately the day-to-day functioning of the organisation’s safety management system and safety culture. It will need to show how the organisation intends to measure its performance against the safety targets and objectives. The reader or the user of the manual should be given a clear statement of how safety is developed, managed and maintained in the organisation. All safety policies and instructions should be presented in detail and, when relevant, cross-referenced to other controlled, formally accepted or recognised publications.

(b)Purpose of the manual

The manual contains all the relevant information to describe the management system structure satisfactorily. It is one of the means by which all relevant operational staff can be informed about their duties and responsibilities with regard to safety.

Accountability for safety must start at the very top of the organisation. One of the key elements in establishing safe working practices is the ‘top-down’ approach where all staff understand the safety objectives of the organisation, the chain of command and their own responsibilities and accountabilities within the organisation. As safety management principles are applied, the manual is expanded to describe clearly how the safety of operations is to be managed. The user of the manual should never be in any doubt in terms of ‘safety accountability’ for each domain or activity described. Each section should define who is accountable, who is responsible, who has the authority, who has the expertise, and who actually carries out the tasks described in any of the sections.

The principal objective of the manual should be to show how management will fulfil its safety responsibilities. The manual will set out the policy and the expected standards of performance, and the procedures by which they will be achieved.

ED Decision 2020/021/R

CONTENTS AND STRUCTURE

The numbering system described in AMC2 ADR.OR.F.095 may be maintained even if there are sections that are not applicable.

ED Decision 2020/021/R

LANGUAGE OF THE MANUAL

A translated version of the relevant parts of the manual is an acceptable means to comply with the relevant requirement. In any case, the persons that are going to use the manual, should be able to read and understand it.

Delegated Regulation (EU) 2020/1234

The organisation responsible for the provision of AMS shall:

(a)make available the parts of the aerodrome manual related to the provision of apron management service to its operational personnel;

(b)make available of any other documentation required by the Competent Authority and associated amendments;

(c)disseminate operational instructions and other information without delay.