Reclamation Supplement to Federal Property Management Regulations

Part 37 Government Aviation Administration and Coordination

Subpart 114S-37.75 Aircraft - Appendix 1


I. Aircraft Accident Prevention Plan (Aircraft Accident).

Purpose. The Department of the Interior's (DOI) Aviation policy and Aircraft Accident Prevention Plan as prescribed in the Departmental Manual (DM) and Operational Procedures Memorandum has been adopted as the Standing Operating Procedures (SOP) for Reclamation aviation operations. Reclamation's plan establishes procedures for aircraft accident prevention and will be used to supplement parts 350 through 354 of the DM.

In accordance with the aforementioned DM, an Aircraft Accident Prevention Plan must be implemented. The purpose of this plan is to establish guidelines to assist regions in the development of emergency procedures for flight operations. Some action may be necessary to implement the plan, such as documenting risk assessments, issuing local supplemental SOP's, ensuring all forms are available, etc.

Local SOP's will be forwarded to the Reclamation Aviation Safety Manager for review. Regional personnel must also ensure that the Aircraft Pre-Accident Plan is incorporated into the region's SOP. This plan should outline who to contact and what steps to take in case an accident should occur.

Scope. This plan applies to all offices in Reclamation which have or utilize aviation operations.

(a) The instructions contained therein are to be applied to all Reclamation-owned and -operated aircraft, as well as chartered or leased aircraft. Commercial aircraft utilized by Reclamation employees in point-to-point travel are excluded from these requirements.

The safety of the crew, passengers, equipment, and of other persons and property, will be at all times considered paramount over all other flight objectives.

(1) Risk Assessment. Risk assessments will be conducted at each office with an aviation program to ensure that no unnecessary risks are taken. Risk assessments are to identify potential risks in each aircraft operation to ensure that all aspects of the flights are considered. Risk assessments for point-to-point operations should be documented and reviewed by management annually. Risk assessments for special-use operations will be conducted and approved by management prior to commencement of the operation. Risk assessments will ensure that assets are safeguarded against waste, loss, unauthorized use, and misappropriation, and that the aircraft operations are efficiently and effectively carried out.

(2) Aviation Evaluation. An aviation evaluation review will be conducted every 3 years by representatives of the Office of Aircraft Services (OAS), Area Office staff and other Reclamation personnel. The evaluation of Reclamation's Aviation program is to ensure that operations conform to adopted aviation safety and management procedures. Regions will ensure that all deficiencies identified during the evaluation, relating to aircraft operation procedures and safety, are corrected to ensure compliance with the DM, Federal Aviation Administration (FAA) and other appropriate regulations. This evaluation program does not preclude any other types of internal reviews deemed necessary by either the Reclamation Aviation Manager, Reclamation Aviation Safety Manager, or the Regional Director. In addition an evaluation review will be conducted to ensure adequate documentation is prepared in accordance with OMB Circular A-126.

(b) Definitions. Refer to Office of Aircraft Service Operational Procedures Memorandum No. 95-17a, 352 DM 6.4, and 352 DM 6.4D for definitions and reporting requirements for aircraft accidents/incidents and the Aircraft Mishap Information System (AMIS). The AMIS report, form OAS-34, is a multi-use form which will be utilized for reporting any occurrence, act, condition, or circumstance which has potential to cause an aviation accident.

(c) Responsibilities.

(1) The Commissioner is responsible for Reclamation's Aviation program. This responsibility is exercised through the Director, Management Services Office; and the Leader, Property and Office Services, Reclamation Service Center, Denver, Colorado, who has been designated as the Reclamation Aviation Manager.

(2) The Reclamation Aviation Manager is responsible for issuing aviation policy in support of a comprehensive and safe Aviation Program. Listed below is the name, address, and telephone number of the Reclamation Aviation Manager:

Murlin Coffey
Bureau of Reclamation
Reclamation Service Center
PO Box 25007
Attention: D-7900
Denver CO 80225-0007
(303) 236-6486
FAX (303) 236-8950

(3) The Reclamation Aviation Safety Manager is located in the Phoenix Area Office. This individual, under the oversight of the Reclamation Service Center Safety and Health Services, provides overall direction, guidance, and support for the Reclamation Aviation Safety program. Listed below is the name, address, and telephone number of the Reclamation Aviation Safety Manager:

Mark Santee
Bureau of Reclamation
Phoenix Area Office
23636 North Seventh Street
Attention: APO-104
Phoenix AZ 85024
(602) 870-2212

(4) Regional Directors are responsible for the proper utilization, maintenance, and operation of the aircraft in accordance with applicable regulations. Each Regional Director will appoint a Regional Aviation Manager to provide guidance on all phases of aviation activities.

(5) Regional Aviation Managers are responsible for the overall management of the Regional Aircraft program within the respective areas of jurisdiction.

(6) Regional Safety Managers will actively assist the Regional Aviation Manager to ensure that the accident prevention program is fully implemented.

(7) The pilot has primary responsibility for safety. Pilots are responsible for ensuring that the administration, safety, and maintenance of aircraft are in accordance with FAA regulations. Pilots will interpret and keep current with FAA regulations and informed of hazards of flight. The pilot will refuse to deviate from approved mission profile except for safety of flight (352 DM 2.2C) and may refuse to pilot any flight if, in the pilot's opinion, conditions exist which make the flight unsafe.

(8) Flight Schedulers are responsible for providing information; publishing daily aircraft schedules; and working with the pilot and passengers to obtain the most efficient, cost-effective transportation; providing aircraft when commercial service is not available to effectively meet the agency's transportation needs; and scheduling aircraft when necessary to meet a mission or training requirement.

(9) Reclamation employees are charged with the responsibility of conducting themselves in a manner which will enhance mission accomplishments in the safest possible way. Passengers must follow the directives of the pilot in all phases of entering and exiting the aircraft, as well as while in flight. Passengers may refuse to fly with any pilot or in any aircraft, if, in the opinion of the passenger, conditions exist which make the flight unsafe. In the event of this type of a situation an Aircraft Mishap Information Report, form OAS-34, is required.

II. Education and Training.

(a) Responsibilities.

(1) The Regional Director, in concert with Reclamation Aviation Safety Manager and Regional Aviation Managers, will identify the type and frequency of training required for appropriate employees in accordance with 352 DM 2. The Regional Aviation Manager will also track and monitor training to ensure that all aviation personnel meet the minimum training requirements. The Regional Aviation Manager will also be responsible for ensuring that training is provided in a timely manner to ensure Reclamation's mission is not delayed.

(2) Flight Crew Members. The Reclamation Aviation Safety Manager will ensure that all Reclamation flight crew members as defined in 350 DM 1.4U meet the minimum qualifications standards as prescribed in 351 DM 3. The Regional Aviation Manager is encouraged to monitor training requirements of flight crew members standards and ensure that they are met.

III. Aircraft Mishap Information Systems (AMIS).

(a) General Aviation. Regions will ensure that the AMIS program is promoted at all levels of management. Offices will ensure that form OAS-34 is readily accessible to all employees.

AMIS is for safety information and communication and will not be used for disciplinary action.

(b) Aircraft Accident/Incident Notification. In the event of an Aircraft Accident/Incident, first initial consideration will be given to medical attention of the injured or for search and rescue activities. A pre-aircraft accident plan must be maintained at each location conducting aviation operations, this can either be the OAS generic plan, or can be an in-house developed plan for the particular type of aviation operations at a given location. If an in-house plan is developed, prior to implementation, approval of the plan must be obtained from the Reclamation Aviation Safety Manager with the concurrence of the Reclamation Aviation Manager.

(1) Accidents. Provisions established herein apply to accidents involving Reclamation controlled or operated aircraft. When an accident occurs, it will be reported immediately and proper notification will be made in accordance with 352 DM 6 and Reclamation Manual SAF 01-01.

i. Notification Responsibilities.

A. Employees. Employees who are involved in or witness any accident must, if capable, take action immediately, following contacting life rescue operations, to notify the local Field/Area Office Manager.

B. Field/Area Office Managers. When notified of an aircraft accident, managers must immediately notify the appropriate Regional Director and Reclamation Aviation Safety Manager.

C. Reclamation Aviation Safety Manager. Will notify the National Transportation Safety Board and the OAS Safety Manager when an "Aircraft Accident" occurs.

D. Regional Directors. Upon notification of an aircraft accident, Regional Directors must immediately notify the Regional Safety Manager and the OAS Safety Manager. The Regional Safety Manager will notify the Reclamation Aviation Manager and the Regional Aviation Manager. If the accident is serious or results in a fatality, the Reclamation Aviation Manager must provide immediate notification to the Leader, Safety and Health Services, and to the Commissioner.

E. Regional Safety Manager. The Regional Safety Manager must ensure that the Regional Public Affairs Officer is aware of the accident and will promptly notify the Regional Solicitor.

(2) Incidents. All incidents must be reported on AMIS, form OAS-34. Final determination will be made by OAS as to the nature of the incident. (See also Definition in OAS OPM 95-17a)

i. Notification Responsibilities.

A. Employee. Employees who are involved in or witness an incident must immediately notify the local Field/Area Office Manager, after contacting life rescue operations.

B. Field/Area Office Managers. When notified of an aircraft incident, managers must immediately notify the Regional Director and ensure that the Reclamation Aviation Safety Manager is notified.

C. Reclamation Aviation Safety Manager. Will notify the National Transportation Safety Board and the OAS Safety Manager when an "Aircraft Accident" occurs.

D. Regional Directors. Upon notification, the incident must be reported to the OAS Aviation Safety Manager within 5 working days of its occurrence, using AMIS form OAS-34.

(c) Reports.

(1) Confidentiality. The individuals reporting an accident will use discretion in providing information involving the accident. Such information is to be given only to the responsible authorities. (Reference 352 DM 6.8.A.) No one is to provide information involving serious injuries or death to any person other than the responsible authorities. This information is to be kept absolutely confidential pending notification of immediate family members. Any inquiries regarding the accident must be forwarded to the appropriate Public Affairs Officer.

(2) Required Accident Reports. Any aircraft accident requires the completion of the following reports:

i. Accident/Incident Report, Form DI-134. Form DI-134 is the DOI's official source document for investigating and reporting all accidents and incidents. This report is initiated by the supervisor or initial investigator within 72 hours of the accident if personal injury occurred. If no personal injury occurred, it must be initiated within 5 days of the accident. When completed, the report is forwarded through channels. The Regional Safety Manager will forward a copy of the report to the Reclamation Aviation Safety Manager.

ii. National Transportation Safety Board (NTSB) Pilot/Operator Aircraft Accident Report, NTSB form 6120.1. The pilot/operator or the Reclamation Aviation Safety Manager is required to file this report with the nearest field office of the NTSB within 10 days of the accident or after 7 days, if the aircraft is missing.

iii. Supplementary Accident/Incident Report, form DI-134C, is used to add, delete, or correct information previously reported on DI-134.

(3) Required Incident Reports. Any aircraft incident requires the completion of the following reports:

i. Accident/Incident Report, DI-134, is the D0I's official source document for investigating and reporting all accidents and incidents. This report is initiated by the supervisor or initial investigator of the incident. It must be initiated within 5 days of the occurrence and forwarded through normal channels. The Regional Safety Manager will forward a copy of the report to the Reclamation Aviation Safety Manager.

ii. AMIS, Form OAS-34. All aviation incidents or malfunctions must be reported on Form OAS-34 to the OAS Aviation Safety Manager no later than 5 working days after occurrence. The pilot/operator or supervisor originates the report at the local office. The blue copy will be retained by the originating office, the white copy forwarded to the OAS Aviation Safety Manager, and the yellow copy forwarded through normal channels to the Reclamation Aviation Safety Manager, who will provide a copy to the Reclamation Aviation Manager and the Leader, Safety and Health Services.

iii. Supplementary Accident/Incident Report, form DI-134C. is used to add, delete, or correct information previously reported on form DI-134.

(d) Accident/Incident Investigation. Every accident or incident involving aircraft operated in support of Reclamation programs requires technical investigations. The responsibility for conducting technical investigations, aircraft accidents, and incidents rests with the Director, OAS. In addition to the technical investigation, the Reclamation Aviation Manager in consultation with Reclamation Aviation Safety Manager and Leader, Safety and Health Services, will determine if further administrative investigation is necessary.

(1) Disposition of Aircraft/ Incident Technical Investigation Reports.

i. NTSB Reports. All NTSB reports will be forwarded to the Director, OAS, for review and initiation of corrective actions with respect to recommendations. A copy of the report, with the OAS Director's recommendation, will be forwarded to the Reclamation Aviation Manager; Leader, Safety and Health Services; and the Reclamation Aviation Safety Manager.

A. Within 3 weeks of receipt of the report, the Reclamation Aviation Safety Manager, Reclamation Aviation Manager, and the Leader, Safety and Health Services, will submit their recommendations to the Commissioner for approval. Any approved policy changes are then processed through the Reclamation Aviation Manager and the Leader, Safety and Health Services, for incorporation into the Reclamation Manual. All actions and policy changes should be initiated within 3 months of approval.

B. Throughout this process the Field/Area Office Managers and Regional Director where the accident occurred will be consulted and kept informed by the reviewing office.

ii. OAS Investigation Board Reports. Within 30 days from the date of the accident occurrence copies of the completed reports will be forwarded to the Director, OAS, with the original to be forwarded to the Reclamation Aviation Manager, and a copy to the Leader, Safety and Health Services, and the Reclamation Aviation Safety Manager.

A. Within 3 weeks of receipt of the report, the Reclamation Aviation Manager, in consultation with the Reclamation Aviation Safety Manager and the Leader, Safety and Health Services, will submit recommendations to the Commissioner for approval. Any approved policy changes are then processed through the Reclamation Aviation Manager and the Leader, Safety and Health Services, for incorporation into the Reclamation Manual.

B. A copy of approved recommendations and policy changes and the original investigation report will be forwarded to the Director, OAS.

C. Throughout this process, the Field/Area Office Managers and Regional Director where the accident occurred, will be consulted and kept informed by the reviewing office.

D. Any recommendations generated by the review that are beyond Reclamation's capability or scope will be forwarded to the Director, OAS, for further action.

(2) Follow-Up Actions. It is the responsibility of the Reclamation Aviation Manager to ensure follow-up and completion of approved recommendations, actions, and policy changes, and to keep the Director, OAS, informed of all final actions.


FPMR-15 - 10/2/95