Several weeks ago I commented that the Soaring Association of
Canada had a safety audit document which helped clubs prepare
the safety provisions of their club and ascertain their state
of readiness. I also noted that such a document would help
verify that a club had done everything reasonable to prevent
or prepare for a problem. Here is a copy of that report. I would
like to thank the Flight Training and Safety Committee, the
authors of this document and Ian Oldaker for making this document
available to me.
Constructive feedback would be most welcome. I will pass the
comments on to the appropriate people.
Michael Steckner
SOARING ASSOCIATION OF CANADA
L'ASSOCIATION CANADIENNE de VOL … VOILE
FLIGHT TRAINING AND SAFETY COMMITTEE
SAFETY AUDIT
.................................................................
club
.................................................................
.......................
address
This Audit was completed by the club on
................................................. date
Soaring Association of Canada
111, 1090 Ambleside Drive, Ottawa,
Ontario, K2B 8G7
Revised 1995 June
Copy sent to the Association
.............................................. date
SOARING ASSOCIATION OF CANADA
L'ASSOCIATION CANADIENNE de VOL … VOILE
FLIGHT TRAINING AND SAFETY COMMITTEE
SAFETY AUDIT
INTRODUCTION
Operations or SAFETY Audits have been used for some time
in industrial companies to assess their performance in safety and
operational areas. The Safety Audit is often used in
inter-company competitions. The Association does not have a
formal audit of clubs, nor does it intend to have. However it has
had a form of "audit" in place for new clubs for several years.
It is the purpose of these notes to introduce your club to the
concept, and if you wish, to allow your club to use it to assess
how you would rate. The benefits would all depend upon how the
audit is applied, and how the club members view such an "audit"
or check. This could be used, for example, to enhance safety
awareness at a club, and to help (particularly a "young" club) to
assess its organisational structure as it pertains to the flying
operation and ultimately to safety.
BACKGROUND
Safety is not only up to the pilot as he or she climbs into the
cockpit, but is a continuing concern of all of us. Or should we
say "should be"? Whether or not we believe that the pilot is the
person responsible, how can all pilots have an influence on the
maintenance of the aircraft, of the runways, and even of the
standards to which the new pilots are taught? These and other
facets of our sport can be verified and checked through an
organised audit of the safety of the operation, of the club
organisation perhaps, and of the many activities that go on at a
club. We may have just had a "good" year, insurance claims-wise
but overall, accident rates in gliding are not good, and the
record is spotty. Is this because of a poor attitude generally
within clubs, or is it because of long winter layoffs? Is it due
to relaxing standards "enforced" by Chief Flying Instructors and
by the club executives through the CFI? Perhaps it is a
combination of some of these factors.
On the basis that we can improve, whatever the current reasons
for our incidents and accidents, it is suggested that an internal
safety audit within your club will help.
The following is an outline of the audit. The safety audit check
list itself is presented here as a starting point for you to use
and to build on. If your club decides to use this it is strongly
recommended that you keep a copy signed and dated, and keep it in
a safe place.
It is suggested that an audit at a club would be carried out by
not less than two people, one of whom might be a member of
another club, or perhaps someone familiar with the audit concept
but who is not necessarily a glider pilot. They would look at the
various aspects of the operation, providing assistance to each
other and receiving assistance from other members as needed. They
would review the flying operation together with the Chief Flying
Instructor for example.
If an "outsider" is giving assistance, the audit would best be
done during normal club flying so that the "normal" mode of
operation would be seen. As they visited the different areas of
the club, the safety equipment and general layout of the hangars,
tie-downs, etc., would be viewed. The run- ways and their
approaches would be given close attention (I suggest this because
the landing phase of flight is the most likely time for incidents
to occur!)
They would discuss the club's future plans as regards glider
acquisition, if any, and long-range plans which might impact on
safety. The training program would be discussed not only with the
Chief Flying Instructor but with others as the opportunity arose.
A suitably qualified outsider such as a member of the Flight
Training and Safety Committee could take a flight or two with
recently soloed pilots, for example, and would use this to judge
the current state of the club's training and what makes the club
tick. Any feedback would be given later directly to the Chief
Flying Instructor.
If therefore you would like assistance from the Association,
please contact the National Office and suitable arrangements will
be made.
NOTES FOR CARRYING OUT A SAFETY AUDIT
The purpose of a safety audit is not new. Here it is presented as
an opportunity to go over with club personnel as many aspects of
the club's operations as are thought needed, to compare how the
club operates, and to define whether the club meets minimum
standards defined by the Association for member clubs or for
clubs wishing to become members. Suitably chosen "auditors" could
carry out the checks with club personnel. Suitable people would
need to have experience in flying operations and possibly in
engineering, for example aircraft maintenance.
Before a safety audit at a club, the audit schedule or check list
would be discussed within the club or by the club's directors as
needed. Sections could be completed at any time before an
arranged visit, or completed during the visit.
Organisation
Under this heading the club's constitution would be looked at,
for example, to look at job descriptions of the club officials
such as the Chief Flying Instructor (CFI) and Safety Officer,
and to review flying rules and how these are dissemminated; to
look at training records such as log book or record card use,
appointment or election of CFI and Safety Officer (who are the
current holders of the positions?), instructor committee
meetings, etc. Publicity, including sending material to soaring
magazines such as 'FreeFlight' and 'Soaring', might be included.
Anything else?
Insurance
Is club insured? How eg. group, through the Association, or
individual? If not what are the arrangements for liability, and
are passengers insured? Is field and building insurance included?
What checks for private owners insurance, and does the club
specify minimums for hull and liability?
Flying Operation
Communications with flight line and in the case of winch
operations, with the winch. What system is used, eg telephone,
radio, or driving? Is radio used for winch launching, if so is a
separate frequency used than the in-air freq? Emergency stop to
winch.... what is used if regular system fails?
Accidents require some thought such as is there an accident
reporting-procedure available, where? Do all instructors know
what it is? What emergency equipment such as fire extinguishers
and stretchers are there, and how often are they checked?
Are medical declarations for pilots held on file, are records of
validity for others kept, are they up to date? Are licence
renewal dates kept? For tug pilots also?
Airfield hazards should perhaps be a particular interest as
accidents involving wires, grass, etc., have occured over the
years, and we can become lax about them.
Instructional program. Here we would expect checks of the
syllabus, is the Association scheme being followed, what training
records are kept, can one instructor easily understand what level
a student has reached, etc? Are instructor meetings held
regularly, what checks are carried out by the Chief Flying
Instructor to ensure adequate standards are maintained, etc?
Are any arrangements made for getting weather info? How is it
dissemminated? Who shuts down the operation when minima are
reached, winds get too strong or storms approach?
Cross-country flying. Are check sheets available for field
selection training, for off-field landing checks, are pilots
"authorised" and by whom prior to flying cross-country?
Are aerobatics taught, by whom and who may authorise them in club
machines?
Spin training. What aircraft are used for this, and is it a
generally taught lesson or only "when the student is nearly ready
for solo"?
Sending pilots off for their first solo is a particularly
responsible activity; there have been some fatalities on first
solos over the years. What criteria are applied (weather, student
fatigue, etc.), by whom, and who are authorised to send pilots
solo within the club? Does your club require use of radio for
first solos, for example, even under "receive only" operation?
Give this serious thought.
Aircraft
Regular maintenance? How are defects handled and if necessary
how is an a/c shown to be unserviceable to club members? Are all
cockpit placards in good shape, are glider manuals or handbooks
available to all pilots, where?
Do pilots report heavy landings, is this a generally known
requirement? If fitted, are oxygen systems subject to regular
servicing? Is some maintenance carried out by club members? Under
what arrangements, etc?
Using the above notes the schedule below may be filled in.
SAFETY AUDIT - CLUB CHECKLIST
Item Requirement Club Comments
Reference documents:
Association Articles/Procedures
1 CLUB LEADERSHIP AND ORGANISATION
Safety Policy
1.1 Does the club have a general policy statement
which includes a positive commitment to safety?
1.2 Is this statement posted or otherwise available to
all members, for example in a rule book?
1.3 Does the club have a written safety program that
it follows?
1.4 Does this program include items such as the following:
- safety training for pilots,
- planned facility inspections,
- accident/incident follow-up/analysis,
- emergency preparedness,
- club meetings (eg to discuss flying),
- training for tug pilots/winch operators,
- fire safety,
- public safety, etc.
1.5 Is club organised with a constitution
and articles for winding up, etc.
1.6 Does club have an organisational manual or
constitution that defines executive roles
on safety policy, practices, etc?
Chief Flying Instructor (CFI) and Safety Officer (SO) Roles
1.7 How is CFI chosen or appointed?
Current CFI ............
1.8 Does the club have a Safety Officer and does he
report to the directors/president?
Current S.O. ...........
1.9 What are their job descriptions and to
whom do they report? Who has ultimate
decision re flying operation? Use extra sheet if needed.
Item Requirement Club Comments
1.10 Are flying rules available to all
members? How are they disseminated?
1.11 Are the rules permanently displayed
in clubhouse or at the flight line?
General Club Organisation
1.12 Is publicity sent to local papers and
National Magazine?
1.13 What is current club membership?
Male:
Female:
Over 60?:
Other members:
What are current fees?
Full member:
Student member:
Aerotow cost to 2000':
Glider rentals:
Any special details?
2 INSURANCE
2.1 Is club a member of Association Group Insurance scheme?
2.2 Is club insured? for a/c, for club
facilities? For liability, how much in each case?
2.3 Is passenger insurance carried? Amount?
2.4 How are private owners covered re liability?
2.5 What requirements does club impose
on private owners re insurance?
2.6 Is field and facility insurance carried? Amount?
3 FLYING OPERATIONS
3.1 What system is there to communicate with the
flight line from club house? Describe.
3.2 For winching, what is the system to talk
to the winch operator (not signalling system)?
3.3 What system is used to signal to winch
operator during a launch?
Item Requirement Club Comments
3.4 If radio is used, what frequency?
3.5 Is this freq different from in-air freq?
What is it?
3.6 What emergency system is used to stop
winch if usual system, eg radio fails?
3.7 What emergency system is used to stop
towplane if usual system, eg wing runner fails
to signal STOP after "all out" signal?
4 ACCIDENTS
4.1 Are accident procedures available for use at club?
And do all pilots have ready access to them?
4.2 Are accident reporting procedures available?
4.3 Do all instructors know where they are and
what they contain?
4.4 What emergency equipment is available?
At the flight line? At the refuelling point?
And at the winch?
4.5 Is safety equipment checked, how often?
4.6 Do the local ambulance drivers know how to
find the field, and to access it?
And fire-fighters?
4.7 Does club encourage pilots to discuss
incidents/accidents, and report them to the national body,
through the Flight Training and Safety Committee?
4.8 What action is taken following an incident
to investigate root cause?
4.9 What action is taken following an incident
to prevent recurrence?
4.10 What action is taken following an accident
to investigate root cause?
4.11 What action is taken following an accident
to prevent recurrence?
(Accident = injury and cost; incident = no injury or cost
but greater or lesser potential for accident if causes,
etc. not addressed and preventative measures adopted)
Item Requirement Club Comments
5 LICENSING DATA
5.1 Are medical data kept on pilots, such
as medical declarations?
5.2 Are validity dates kept for pilot
licences, medicals, etc, including tug pilots?
6 AIRFIELD HAZARDS
6.1 What approach hazards are there? (List for
each runway)
6.2 What approach hazards could be removed?
6.3 What is slope of runway/does it affect approach
judgement/aiming point?
6.4 Do gliders tend to land close to runway
threshold because the runway is short?
6.5 Is runway wide enough for size of operation?
6.6 What hazards exist at runway edges? eg crops
6.7 Do crosswinds cause difficult conditions, eg
due to turbulence/obstructions at sides of runways?
6.8 On which runways?
6.9 Is regular maintenance of runway(s) evident?
6.10 Are there any mobile hazards? eg. cattle, people
6.11 What prevents their access to active runways?
6.12 Are visitors restricted from entering flight
line areas? By car and on foot? How?
7 INSTRUCTION
7.1 Is flying training according to an approved
syllabus, eg. Soaring Association of Canada?
7.2 If not explain which is used.
7.3 What are ground school arrangements for club?
In the winter? and summer?
7.4 What flying training records are kept? eg student log
book (from Association)? or student progress card?
Item Requirement Club Comments
7.5 Can succeeding instructor follow the student's
progress using above record adequately?
If not, what makes it easy for an instructor
to see what training exercises are outstanding
or have been inadequately covered during training?
7.6 How often are instructor meetings held?
7.7 What was date of last instructors' meeting?
7.8 What safety items are discussed at such meetings?
7.9 What "checks" are done by CFI to ensure all
instructors are teaching a standardised
curriculum and to similar standards?
7.10 Is a duty pilot/duty instructor on duty?
7.11 Is a roster for the above published? Where
is it posted?
7.12 Describe the club requirements for sending students solo.
7.13 What criteria are used to judge if
student is ready for solo?
7.14 What criteria are used to judge if
conditions, eg visibility, wind, fatigue,
are suitable for a first solo?
7.15 Does club require radio (eg receive only)
during first solo flights?
7.16 What briefings are given to tug pilot or winch operator
before first solos?
7.17 What intermediate/advanced training is offered
post-solo, eg for the new bronze badge?
7.18 And what records are kept of this?
7.19 Are check lists (cards) available for type-
conversions and cross-country briefings?
If not, how are these covered and recorded?
7.20 Are dual checks required for all members
annually? How many?
7.21 Explain criteria for acceptable performance.
7.22 If no checks required, how does club CFI
check competency of pilots?
Item Requirement Club Comments
7.23 Are all students taught to be spin competent
before first solo?
7.24 If not when is the training given?
7.25 What aircraft are used for spin training?
7.26 Who gives spin training? eg Class I (senior) instructors
only
or all instructors?
7.27 Passenger carrying: what experience beyond licence is
specified by club for carrying friends only?
- carrying third parties, i.e. people off the street?
7.28 What passenger carrying training and checks are required?
7.29 Who may give passenger-carrying training and checks?
8 WEATHER
8.1 Are arrangements made for weather forecasts?
8.2 How are these displayed/relayed to club pilots?
8.3 What weather minima are observed?
8.4 Who is responsible for ensuring club pilots
are adhering to these?
8.5 Are inexperienced pilots limited from flying
under adverse conditions, eg strongwinds?
8.6 How are they trained to handle these conditions?
8.7 Who is responsible for shutting down the club
operations when conditions threaten safety?
9 CROSS-COUNTRY FLYING
9.1 Is off-field landing training given?
9.2 What field selection training is given prior
to cross-country flying?
9.3 What field landing checks/flying checks
are required before a first x-c flight?
9.4 Who are authorised to give such checks?
Item Requirement Club Comments
9.5 What requirements are specified
before allowing x-c flights?
9.6 Are NOTAMS and other restrictions, eg local
areas to avoid posted/known to pilots?
9.7 Are tie-down kits carried by club a/c?
9.8 Are they available for x-c flights?
9.9 If there is a controlled A/P close by, what notification
is given
regarding gliding operations when the club is active?
10 AEROBATICS
10.1 Are aerobatics taught? By whom?
10.2 What aircraft are used for aerobatic training?
10.3 Are aerobatics permitted in club a/c?
If so, when and who authorises?
11 EQUIPMENT
Winch
11.1 Is regular maintenance done?
11.2 Is there a set operator training program?
11.3 What cable replacement policy is there?
eg. number of launches or cable breaks?
11.4 What weak links are in use?
Standard design or not, and what strengths?
11.5 How do pilots ensure correct link is used?
11.6 When was guillotine last checked?
11.7 Is winch grounded/anchored? How?
Parachutes
11.8 What is standard policy of club
for use in single/two seaters?
11.9 How are club 'chutes stored?
11.10 What is packing program/history?
Item Requirement Club Comments
Seat Cushions
11.11 Is energy absorbing foam (EAF) specified for
all seat cushions, and provided in club gliders?
11.12 Is this type of cushion material encouraged
in private ships?
11.13 Is club and are members fully aware of benefits of EAF use
in gliders?
11.14 If not currently used, what program is there to introduce
EAF?
Seat Ballast
11.14 How is this provided in club a/c?
11.15 Can the ballast be properly secured
in the cockpit so that it will not move under
sudden deceleration, or -ve 'g'.
11.16 Are light-weight pilots specifically
instructed on the dangers of not using it,
and of inadequately securing it?
11.17 Is there a recommended minimum pilot
weight suggested for inexperienced pilots?
12 AIRWORTHINESS
12.1 List club a/c here and give ages and hours
of each, with estimate of annual hours.
12.2 Do all club gliders carry required documents?
Are they up to date?
12.3 How does club ensure gliders with defects are not flown?
12.4 Are all cockpit placards in readable shape?
12.5 Are pre-takeoff and pre-landing check lists
available in cockpits and legible?
12.6 Are gliders in good shape/clean, etc?
12.7 Are glider handbooks available to all members?
12.8 Are glider manuals available to all pilots?
12.9 Do pilots report unusual events such as heavy landings,
excess 'g' loads, flight control anomalies?
Item Requirement Club Comments
12.10 Are pilots required to report these events?
12.11 Does the club encourage incident reporting?
12.12 Does this include aircraft defects?
12.13 Older club a/c. Due to their age are any
special maintenance efforts made to ensure
their continued safe operation?
12.14 If so, describe these.
12.15 Oxygen systems. What servicing is carried out
on club equipment? How often?
12.16 What maintenance is carried out by club
members and if so under what arrangements
with qualified professionals?
13 FACILITIES
13.1 Are planned inspections carried out, eg on:
- hangars and associated equipment?
- tie downs,
- fuel storage equipment,
- roads and field?
- electrical equipment, incl. camping outlets?
13.2 What check lists are used for above?
13.3 How often? and when was last such inspection?
13.4 Are records kept of such inspections?
14 FIRST AID
14.1 Are tel numbers, addresses for emergency services
listed? In readily accessible place?
14.2 What percantage of members are first aiders, MDs?
14.3 Is a current list available and posted?
14.4 What first aid equipment is readily to hand?
14.5 When were they last checked?
15 CERTIFICATION
This audit was carried out between ........................ and
................. (dates)
by the following club member(s): ..............................
..............................
..............................
..............................
print name signed date
and by the following non-member(s)...........................
..............................
..............................
..............................
print name signed date
..............................
President of club signed date
SOARING ASSOCIATION OF CANADA 111, 1090
Ambleside Drive, Ottawa,
Ontario, K2B 8G7
First Issue 1992 April
Second issue 1993 April
Third issue 1995 June