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Hamilton
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RAANZ Policy and Procedures Manual

Administrative Procedures and Regulatory Compliance


Policy and Procedures Manual


1 Introduction
2 Manual Control
3 Manual Version
4 Associated Files
5 Feedback


6 Organisation


7 Part 149 Compliance


8 Internal Audit Procedures


9 Administration Procedures


10 Administrative Data Held


11 Documentation


Policy and Procedures Manual

Definitions

The following definitions are used in this Manual:

  • AD - Airworthiness Directive
  • AGL - Above Ground Level
  • ATO - Authorised Testing Officer
  • CAANZ - The Civil Aviation Authority of New Zealand
  • CAR - Civil Aviation Rule
  • CEO - Chief Executive Officer of RAANZ
  • CFI - Chief Flying Instructor
  • Combined Control Microlight Aircraft - A microlight aircraft in which control about at least one axis is achieved by body weight or by an unusual or specialist control. Control about the other axes is conventional.
  • RAANZ - The Recreational Aircraft Association of New Zealand Incorporated.
  • m - Metres.
  • Microlight Aircraft - An aircraft conforming to the definition in Part 103.3.
  • NM - Nautical Miles.
  • Part 103 - Civil Aviation Rule Part 103.
  • Part 149 - Civil Aviation Rule Part 149.
  • TAIC - Transport Accident Investigation Commission.
  • Three Axis Control Microlight - A microlight aircraft in which any seat is fixed to the fuselage structure. Control about the lateral axis is achieved by elevators or canard, about the longitudinal axis by ailerons, differential spoilers or wing warping and about the normal axis by rudder.
  • Weight Shift Microlight - A microlight aircraft controlled by lateral and longitudinal movement of the pilot's body weight in relation to a control bar or `A' frame rigidly attached to the wing.

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1 Introduction

1.1 This Policy and Procedures Manual is the property of the Recreational Aircraft Association of New Zealand (Inc) and must be maintained in a current state by the person to whom it has been issued.
1.2 Sections of this manual may be copied by RAANZ members for their own use however, these copies remain as copyright to RAANZ and are not to be distributed outside the RAANZ organisation without written permission.
1.3 Persons are warned that, once copied, information may become out of date. Ensure that you are using a current copy by downloading the current version off the RAANZ website (www.raanz.org.nz).
1.4 Nothing contained in this Manual is to be construed as:

  • preventing individual affiliated clubs from introducing procedures as may be required to suit local conditions.
or
  • relieving the individual Microlight Pilot of his/her responsibility to take any action in an emergency or unusual circumstances which he/she considers necessary for the preservation of any life or property.

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2 Manual Control

2.1 Indexing

2.1.1 This manual uses HTML layout and is designed to be used online. Standard browser hotlinks are used to reference between the contents section and the body of the manual.
2.1.2 An index is not provided, but most browsers support searching on any user entered keyword.

2.2 Using the Browser

2.2.1 You will get the best result by using the links (marked as underscore text) to move through the document and the "back" button on your browser to return back to a previous point.

2.3 Printing from the browser

2.3.1 Use the Print link in the upper right corner of the page to generate a printer-ready version without sidebars and headers

2.4 Layout

2.4.1 This manual consists of two parts as follows:

  • RAANZ-Admin contains the RAANZ internal view- administrative procedures and regulatory compliance
  • RAANZ-Ops contains the Pilot external view- pilot certificate, rating and other information

2.5 Distribution

2.5.1 This manual is available to all members of RAANZ via our web site (www.raanz.org.nz).
2.5.2 Members who do not have access to the Internet may request a hard copy from RAANZ Administration
2.5.3 All printed manuals should be marked "UNCONTROLLED".

2.6 Controlled Copies

2.6.1 There are two controlled copies, one on the RAANZ website and one with CAA (CD/DVD).
2.6.2 All other copies are uncontrolled. The electronic copy on the website is the master copy.
2.6.3 Controlled copies are distributed on DVD in an electronic format (html).

2.7 Manual Release Dates

2.7.1 Each time alterations are made to the manual and it is re-released the new release date will be added to this section with a short explanation of the changes.
2.7.2 Full details of editing histry cna be viewed via the History link in the top right of each HTML page.
2.7.2 There is no amendment service.
2.7.3 The RAANZ website hosts the current release.
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3 Manual Version

3.1 Details of this manuals revision. The current manual revision date is in bold.

  • V 1.0 31 September 1998 - Initial conversion to html format ( Not released )
  • V 2.0 4 January 1999 - Presented to CAA in support of Part 149 Application
  • V 2.0a 12 January 1999 - Updated version presented to CAA in support of Part 149 Application
  • V 2.0b 14 January 1999 - Further changes for CAA in support of Part 149 Application
  • V 2.0c 19 January 1999 - Further changes for CAA in support of Part 149 Application
  • V 2.1 30 January 1999 - First published version. Part 149 certificate Issued on this version
  • V 2.2 04 February 2001 - Second published version. Part 149 certificate Renewed on this version.
Added Modification Approvals to Activities
  • V 2.2a 10 June 2001 - Second published version. Post audit modifications
Change the audit trail for manual changes
Expand explanation of accessing documentation
Remove Duplicate Modification Procedure
Amend Modification procedure
Add CEO Signature
  • V 2.3 01 December 2004 - Third published version.
Various minor changes
Major changes to pilot certificate structure
New IA application procedure
Modifications
Split manual into 2 Parts - raanz-admin and raanz-ops
149org - change link pointer from raanz to raanz-admin - no content change
Change words in associated files
Change hyper links where required
Remove Flight test form and point this to the instructor CMV book
Add to transitional arrangements that spin signoff can be defered during the first 12 months after manual effective date.
Change all references of 180 days to 90 days re pilot currency
Change all references from "R" rotorcraft to "G" gyrocopter
Added some words to Type ratings to make the exclusion of "group" ratings clearer
Reorder the sections in Pilot Qualification
  • V 2.4 December 2008- wiki version
Changes to reflect website based master copy
Changes to reflect web based database for member, aircraft, club, IA, instructor records.
Updated delegation holders
  • September 2009
Updated Senior Persons list
Added database backup policy
Removed links to old version of manual in Exposition
  • August 2011
Added paragraph numbering
Removed Public Relations Officer position
Merged Administration Liaison and Administration Officer positions
  • January 2013
Added provision for online CMV forms and processing
Added provision for online FPV forms and processing
  • September 2013
Added links to website directory for Address for Service and Senior Person contacts
  • July 2015
Revised and clarified Accident/Incident reporting
Revised Internal Audit Procedures
Revised QA Action File processes
Added section 7.10 Facilities and 7.11 Document Control
Minor tidy up
  • Feb 2016
Changed title of Internal Systems Auditor to Systems Auditor to better describe the position

4 Associated Files

4.1 Files that these manuals (raanz-admin.html and raanz-ops.html) has hyper links to are

4.2 Files that reference this manual (raanz.html) are

  • 149org revision date 01/12/2004

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5 Feedback

5.1 Please use the RAANZ Quality Assurance Feedback Form or email RAANZ with any errors or suggestions about this manual or any RAANZ publication or service.
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6 Organisation

6.1 Policy Statement

6.1.1 Please refer to Aims in RAANZ constitution
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6.2 Authority

6.2.1 This Policy and Procedures Manual has been produced to show conformity with Civil Aviation Rule:

  • Part 149, Aviation Recreation Organisations - Certification,
  • Part 103, Microlight Aircraft - Certification and Operating Rules,
and to enable the Recreational Aircraft Association of New Zealand Inc. (RAANZ) to remain eligible for Certification as a Microlight Organisation pursuant to this part.

6.2.2 The Policy, Procedures and general guidance contained in this manual have the approval of the Chief Executive Officer and the RAANZ Executive Council.
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6.3 Chief Executive Statement

6.3.1 On behalf of the Recreational Aircraft Association of New Zealand Incorporated, I confirm that this Policy and Procedures Manual, together with the Pilot Manual and Instructor Guide published by RAANZ, defines this organisation and demonstrates means and methods for ensuring ongoing compliance with Civil Aviation Rule Part 103 and Part 149 , and that this manual will be complied with at all times.
Evan Gardiner President and CEO 2009
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6.4 Safety Policy

6.4.1 It is RAANZ Policy to promote safe flying practices to its members through this and other official publications , and by supporting members who are Instructors or Inspection Authorities with continued education aimed at ensuring that this Safety Policy is understood and achieved at all levels of the organisation.
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6.5 Head Office

6.5.1.1 The Association's head office is located at the address of the Administration Officer.
6.5.1.2 The RAANZ contact details are listed in our Executive and Senior Persons directory
6.5.2 At this office is held:

  • Association Financial Records.
  • Association Common Seal.
  • Association Certificate of Incorporation.
  • Computer.
  • Scanner/copier/printer.
  • Publications stock.
  • All Administration Records (paper and electronic forms)
  • Correspondence.
  • Letterheads.
  • All other relevant files.

6.5.3 All electronic files are backed up immediately to the cloud (Dropbox)
6.5.4 The website and associated files are hosted externally (www.freeparking.co.nz) and backed up weekly.
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6.6 Area of Operations

6.6.1 RAANZ members are located throughout New Zealand. Our Administration is centered at our Head Office which is considered to be our principal location for our delegated activity.
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6.7 Senior Persons

6.7.1 Governing Body

6.7.1.1 Please refer to Executive Committee in RAANZ Constitution.
6.7.1.2 The RAANZ Address for Service is listed in our Executive and Senior Persons directory
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6.7.2 Chief Executive Officer

6.7.2.1 The position of Chief Executive Officer will be appointed by Executive Council and be directly responsible to this body.

6.7.2.2 Qualifications

6.7.2.2.1 The Chief Executive Officer shall be a responsible person, acceptable to the Director as a Fit and Proper Person under the Civil Aviation Act 1990.
6.7.2.2.2 He/she shall have sufficient knowledge of the Association's activities to determine that its responsibilities are being discharged and that he/she has sufficient authority to ensure compliance with the certification document issued under CAR Part 149.

6.7.2.3 Responsibilities

6.7.2.3.1 The Chief Executive Officer is responsible for the activities listed on the Part 149 Certificate and in accordance with this manual.
6.7.2.3.2 The Chief Executive shall be prepared to discuss with the Executive Council and support control measures made by the Systems Auditor for correcting performance deficiencies in Offices of the Association, of affiliated clubs, groups or operators, or of individual members and may direct (if necessary) that the control measures are executed without delay.
6.7.2.3.3 The Chief Executive shall consider recommendations from other Senior Persons when dealing with items within their expertise and pass these recommendations to the Executive Council for consideration and action.
6.7.2.3.4 To ensure that the Procedures Manual is maintained as required.
6.7.2.3.5 Act and liaise in accordance with any delegation issued by Civil Aviation Authority of New Zealand.
6.7.2.3.6 The CEO contact details are listed in our directory
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6.7.3 Systems Auditor

6.7.3.1 The Systems Auditor shall be appointed by the Executive Council and shall be directly responsible to the Chief Executive on matters of quality assurance.

6.7.3.2 Qualifications

6.7.3.2.2The Systems Auditor shall be a responsible person, acceptable the Director as a Fit and Proper Person under the Civil Aviation Act 1990. He/she shall have a sufficient understanding of quality assurance procedures to undertake the Quality Assurance responsibilities required under CAR 149.63.

6.7.3.3 Responsibilities

6.7.3.3.1 The Systems Auditor shall be responsible to the Chief Executive Officer for the following functions:

  • Carrying out, as required, a safety audit of the Association and its affiliated Clubs, groups and operators against the procedures contained within this manual.
  • Reporting to the Chief Executive Officer any and all non-compliance, non-conformance and observations found on these audits.
  • Recommending priorities for actioning any deficiencies found on these audits.
  • Carrying out spot audits when detailed by the Chief Executive Officer.
  • Acting as liaison with the Civil Aviation Authority of New Zealand on safety matters through the CEO.
  • Act and liaise in accordance with any delegation issued by Civil Aviation Authority of New Zealand.

6.7.3.3.4 The Systems Auditor contact details are listed in our directory
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6.7.5 Administration Officer

6.7.5.1 The Administration Officer shall be appointed by the Executive Council and be directly responsible to this body. He/she shall be responsible for the day to day transactions of documented information which will support the Civil Aviation Authority of New Zealand Certification of RAANZ and its Incorporation.

6.7.5.2 Qualifications

6.7.5.2.1 The Administration Officer shall be a responsible person, acceptable to the Director as a fit and proper person under the Civil Aviation Act 1990. He/she shall have a good understanding of general administration procedures, sufficient knowledge of Association activities, and operation of IBM compatible PC hardware and software.

6.7.5.3 Responsibilities

6.7.5.3.1 The Administration Officer shall be responsible to the Executive Council for the following functions:

  • Processing all membership and certificate applications.
  • Process all Aircraft Registration and Flight Permit applications.
  • Undertake such duties relating to the receiving and sending of correspondence as shall be requested by the Executive Council.
  • Undertake such duties relating to the organisation of meetings and minuting such meetings as shall be requested by the Executive Council.
  • On request of the Executive Council, undertake such projects or developments as required.
  • Maintain computer files and back-up files, including issuing such summaries and reports as may be requested.
  • Undertake any other work as may be requested by the Executive Council including such authorised duties as other Office holders may require.
  • Act in any other capacity as required by the Executive Council, whether temporary or permanent.
  • Act and liaise in accordance with any delegation issued by Civil Aviation Authority of New Zealand.

6.7.5.3.2 The Admin Officer contact details are listed in our directory
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6.7.6 Operations Officer

6.7.6.1 The Operations Officer shall be appointed by the Executive Council and be directly responsible to this body. He/she shall be responsible for all the flying activities of the Association. In carrying out this function the Operations Officer is responsible for the development, implementation, and function of operational and instructional flight standards of all affiliated Microlight Clubs, Groups and operators flying under the Certificate of Approval issued to RAANZ by Civil Aviation Authority of New Zealand.

6.7.6.2 Qualifications

6.7.6.2.1 The Operations Officer shall be a responsible person, acceptable to the Director as a Fit and Proper Person under the Civil Aviation Act 1990. He/she shall have strong interpersonal skills and be qualified within the Association to at least Authorised Testing Officer Standard.

6.7.6.3 Responsibilities

6.7.6.3.1 The Operations Officer shall be responsible to the Executive Council for the following functions:

  • Ensuring that all Microlight operations carried out under the RAANZ Microlight Organisation Certificate comply with the Rules in CAR Part 149, CAR Part 103, Subparts E and F, and CAR Part 91.
  • Ensuring that all Operational Policies and Procedures contained in this manual and the RAANZ Instructor Guide and Pilot Training Manual are complied with.
  • Review and upgrade methods of flight training and instruction to keep pace with developments in Microlight Aviation.
  • To review, and approve recommendations from Clubs for the issue of Instructors Certificates by the Executive Council.
  • To co-ordinate and assist ATO's in their activities and ensure that training and operational standards remain consistent throughout the Association.
  • To run, as required, Instructors Seminars for Association ATO's and Instructors.
  • Act and liaise in accordance with any delegation issued by Civil Aviation Authority of New Zealand.

6.7.6.3.2 The Operations Officer contact details are listed in our directory
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6.7.7 Technical Officer

6.7.7.1 The Technical Officer shall be appointed by the Executive Council and shall be directly responsible to this body. He/she shall be responsible for the training and assessment of persons requesting Inspection Approvals and for the development, implementation and overview of maintenance systems for microlight aircraft operated within the Association.

6.7.7.2 Qualifications

6.7.7.2.1 The Technical Officer shall be a responsible person, acceptable to the director as a Fit and Proper Person under the Civil Aviation Act 1990. He/she shall have good interpersonal skills and be qualified within the Association to Inspection Approval level or qualified to an industry standard such as a Licensed Aircraft Mechanical Engineer or Aeronautical Engineer or a combination of these.

6.7.7.3 Responsibilities

6.7.7.3.1 The Technical Officer shall be responsible to the Executive Council for the following functions:

  • Ensuring that all Microlight Aircraft operated under the RAANZ Microlight Organisation Certificate comply with the definition and Rules in CAR 103, Subpart G and CAR Part 43.
  • Ensuring that all Maintenance Policies and Procedures contained in this Manual are complied with.
  • To review and upgrade maintenance methods and programs to ensure the continuing airworthiness of Microlight Aircraft operated by the Association.
  • To assess and categorise defects reported and discuss with the Executive Council of any proposed action to be taken by the Council.
  • To co-ordinate and assist Inspection Authority Holders in their activities and ensure that training and maintenance standards remain constant throughout the Association.
  • To examine applications, review and recommend the issue or renewal of Inspection Authority applications when these are received from Clubs.
  • To run, as required, Maintenance Seminars for Association Inspection Authority Holders.
  • Act and liaise in accordance with any delegation issued by Civil Aviation Authority of New Zealand.

6.7.7.3.2 The Technical Officer contact details are listed in our directory
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6.7.8 Medical Adviser

6.7.8.1 The Medical Adviser shall be appointed by the Executive Council where his/her advise will be sought on pilot medical questions as the need arises.
6.7.8.2 Note: Any charges incurred by the activities of the Medical Adviser shall be paid by the pilot in question.

6.7.8.3 Qualifications

6.7.8.3.1 The Medical Adviser shall be a registered Medical Practitioner with a Diploma in Aviation Medicine (such as are listed in the CAA Medical Directory as AMA Grade 1).

6.7.8.4 Responsibilities

6.7.8.4.1 The Medical Adviser shall be responsible to the Executive Council for:

  • Advising on medical standards.
  • Advising on pilot medical conditions which could affect the pilots suitability to hold a Microlight Certificate.

6.7.8.4.2 The Medical Advisor contact details are listed in our directory
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6.7.9 Helicopter Officer

6.7.9.1 The Helicopter Officer shall be appointed by the Executive Council and shall be directly responsible to this body. He/she shall be responsible for the training and assessment of persons requesting Helicopter Certificates [where the applicant does not hold a current PPL(H)] and for the development, implementation and overview of microlight Helicopter training within the Association.

6.7.9.2 Qualifications

6.7.9.2.1 The Helicopter Officer shall be a responsible person, acceptable to the director as a Fit and Proper Person under the Civil Aviation Act 1990. He/she shall have strong interpersonal skills and be qualified within the Association to at least Senior Flight Instructor Standard.

6.7.9.3 Responsibilities

6.7.9.3.1 The Helicopter Officer shall be responsible to the Executive Council for the following functions:

  • Approve for issue microlight Helicopter Certificates, where the applicant satisfies the Helicopter Officer that he/she meets a standard equivalent to PPL(H)
  • Ensure that all Microlight Helicopter operations carried out under the RAANZ Microlight Organisation Certificate comply with the Rules in CAR Part 103, and CAR Part 91.
  • Review and upgrade methods of microlight Helicopter flight training and instruction.
  • To ensure that microlight Helicopter training and operational standards remain consistent throughout the Association.
  • To run, as required, Helicopter Instructors Seminars for the Association.
  • Act and liaise in accordance with any delegation issued by Civil Aviation Authority of New Zealand.

6.7.9.3.2 The Helicopter Officer contact details are listed in our directory
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7 Part 149 Compliance

7.1 Exposition

7.1.1 The Part 149 Compliance Matrix details how RAANZ will operate and comply with Part 149.
7.1.2 This manual (raanz.html) and its related links contains all procedures and statements relating to RAANZ and how it operates in the Part 149 delegated environment.
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7.2 Delegation Holders

7.2.1 Evan Gardiner (RAANZ CEO) holds delegation from the Director of Civil Aviation to:

  • Issue, grant and renew Microlight Pilot Certificates and Microlight Pilot Instructor Certificates.
  • Receive applications for Microlight Pilot Certificates and Microlight Pilot Instructor Certificates.
  • Determine whether not a person is a fit and proper person to hold a Microlight Pilot Certificate, or that a current holder of a Microlight Pilot Certificate continues to satisfy the Fit and proper person test.

7.2.2 Stuart Parker (RAANZ ADMIN) holds delegation from the Director of Civil Aviation to:

  • Issue, grant and renew Microlight Pilot Certificates and Microlight Pilot Instructor Certificates.
  • Receive applications for Microlight Pilot Certificates and Microlight Pilot Instructor Certificates.
  • Determine whether not a person is a fit and proper person to hold a Microlight Pilot Certificate, or that a current holder of a Microlight Pilot Certificate continues to satisfy the Fit and proper person test.

7.2.3 Colin Alexander (RAANZ TECH) holds delegation from the Director of Civil Aviation to:

  • Issue Microlight Modification Approvals.


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7.3 Delegated Activity

7.3.1 The Delegation Holder issues certificates through the Certificate Issue procedure and approves modifications to microlights through the Modification Approval procedure.
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7.4 Certificated Activities

7.4.1 RAANZ holds a Part 149 Aviation Recreation Organisation Certificate issued by the Director of Civial Aviation.
7.4.2 This authorises RAANZ for:

  • Personnel Certification (Microlight)
    • Administer Pilot Certificates and Ratings
    • Administer Pilot Instructor Certificates
    • Administer microlight pilot hag glider tow ratings
    • Authorise microlight inspectors
    • Authorise modification approvals

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7.5 Personnel

7.5.1 The following Senior Positions are involved in the activities, detailed in the Exposition , as part of Part 149 delegation and compliance.

  • Chief Executive Officer- overall responsibility for operations and compliance under Part 149
  • Administration Officer- daily administration and issuing Pilot Certificates and Ratings
  • Systems Auditor- reports to CEO on quality and compliance issues
  • Operations Officer- flight operations and liaison with the ATO and Instructor network
  • Technical Officer- modification approvals and liaison with the IA network


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7.6 Personnel - Authority

7.6.1 Each Senior Person will be sent notification of the position they fill and authorisation to carry out that responsibility in accordance with the RAANZ Exposition.
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7.7 Organisation Chart

7.7.1

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7.8 Continued Compliance

7.8.1 RAANZ will operate according to this manual. Changes to procedures and personnel will be detailed in this manual which will be forwarded to CAA as well as using the proper form CAA 24149/01. A copy of our Exposition and its related documents are held at Head Office (Being our principal location for activity). This manual is available to all Personnel and RAANZ members as described under the heading Distribution in the Manual Control section. The Chief Executive Statement declares the intention to achieve Continued Compliance and the Internal Audit Procedures provide the quality Assurance program to back the intention with action.
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7.9 Changes to the Organisation

7.9.1 Each change to the Exposition or the Policy and Procedures manual will be notified to CAA prior to it becoming effective, except for 149.103 (d) (1) and (2) which will be notified within 7 days.
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7.10 Facilities

7.10.1 All facilities required to carry out the delegated activities are held in the RAANZ office. The current address and contact details are listed in the RAANZ website directory.
7.10.2 The facilities held include:

  • A computer for accessing and maintaining all files, databases, website, etc. This computer is powered via an uninterruptible power supply.
  • The RAANZ website and databases are externally hosted at FreeParking with secure duplicated facilities and automated backups.
  • RAANZ files held on the office computer are mirrored offsite at DropBox
  • A card printer for issuing pilot certificates.
  • All paper documents received are permanently archived in chronological order, and referenced by processing date in the database contact history.

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7.11 Document Control

7.11.1 All controlled documents are held on and accessed from the RAANZ website.
7.11.2 Changes to controlled documents are first approved by the appropriate Senior Person in consultation with the RAANZ Executive Council.
7.11.3 Updated documents are marked with the revision date, and uploaded to the website.
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8 Internal Audit Procedures

8.1 Calendar

8.1.1 A Quality Assurance Calendar for each year will be drawn up to include :

  • Internal Competence Review
  • Conformity to Safety Policy
  • Field Audit
  • Head Office Audit
  • Management Review
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8.2 Internal Competence Review

8.2.1 This review will be carried out as an agenda item in the Management Review.
8.2.2 The Executive Council will review all Senior Person's performance and understanding of their roles and identify any training needs.
8.2.3 This review action and any actions identified will be entered into the Quality Assurance Action file
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8.3 Conformity to Safety Policy

8.3.1 This review will be carried out as an agenda item in the Management Review.
8.3.2 The Executive Council will review ensure that the Safety Policy is being achieved and is still appropriate to the members needs.
8.3.3 The review will be entered into the Quality Assurance Action file as will any corrective actions that are identified during the review.
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8.4 Management Review

8.4.1 An annual Management Review meeting will be held by the Executive Council
8.4.2 Agenda items will include-

  • the Field Audit report
  • the Head Office Audit report
  • the Internal Competence Review
  • the Conformity to Safety Policy
  • the Quality Assurance Action File review

8.4.3 The review will be entered into the Quality Assurance Action file as will any corrective actions that are identified during the review.
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8.5 Field Audits

8.5.1 A field audit may take place at locations determined be the Internal Systems Auditor, or by sampled postal audit of pilots and aircraft.
8.5.2 The primary items and areas of interest to audit are the accuracy of pilot and aircraft records held,
8.5.3 The field audit should have a secondary aim of identifying system, education and training needs to ensure accurate records are kept.
8.5.4 The review will be entered into the Quality Assurance Action file as will any corrective actions that are identified during the review.
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8.6 Head Office Audit

8.6.1 This audit will sample any procedures and data held at head office.
8.6.2 The primary aim of the audit will be to verify the integrity of the Internal Systems with respect to CAA part 149 Compliance.
8.6.3 The Part 149 Compliance Matrix and its links will be used as a checklist for this compliance.
8.6.4 A secondary aim of the audit is to identify those procedures that currently comply but could be streamlined or made more secure.
8.6.5 The review will be entered into the Quality Assurance Action file as will any corrective actions that are identified during the review.
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8.7 Available for Audit

8.7.1 RAANZ will make its records available for audit at any time.
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9 Administration Procedures

9.1 Aircraft Defect Report Procedure

9.1.1

  • An Aircraft Defect Form is available in this Manual for submitters to complete. Use of the form is preferred but defects will be accepted in any written form.
  • This completed form, with as much supporting documentation and as many photos as necessary, should be forwarded to RAANZ Admin.
  • The Administrator will log the defect and pass on the details to the Technical Officer
  • Defect reports will form part of the agenda for Executive Council Meetings.
  • A monthly summary of defect reports received will be forwarded to CAA.
  • It should be noted that defect reporting is a mandatory requirement in the interest of flight safety. The RAANZ Executive will advise defect details to appropriate groups.
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9.2 Aircraft Incident Report Procedure

9.2.1 On receipt of an incident report a Quality Assurance Action Procedure item will be opened
9.2.2 The RAANZ Executive Council will consider the report and determine any corrective action required.
9.2.3 Any relevant safety information arising from the incident will be published to pilots in the RAANZ website and newsletter
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9.3 Examination Procedure

9.3.1

  • ATOs and Instructors may request exam papers from RAANZ Administration on behalf of their students.
  • The appropriate papers, an answer sheet and a certificate will be forwarded to the Instructor or ATO. The exam paper will be a numbered document, issued specifically to the individual Instructor or ATO who will be responsible for the conduct of the exam and forwarding of all papers back to RAANZ Admin.
  • The Instructor or ATO will complete and sign the certificate attesting to the completion of the exam under acceptable examination conditions.
  • The Administrator will mark the answer sheet according to the marking schedule.
  • The exam candidate will be advised directly of the exam result. A certificate of achievement or formal letter will be issued which should be affixed into the pilot's logbook.
  • All relevant papers will be filed in an appropriate way.
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9.4 Pilot Certificate Issue and Renewal

9.4.1

  • All applications for pilot certificates or renewals shall be made to an Instructor or ATO.
  • The instructor or ATO will complete the application for issue and send the pink copy of the printed form or submit an online form to RAANZ Administration with the appropriate fee.
  • The blue copy of the printed form or a printed copy of the online form shall be affixed into the pilot's logbook.
  • The Administrator will receipt the fees and note the details of the application on the member database.
  • If this is a new certificate a Delegation Holder will perform the Certificate Issue procedure.
  • A new Certificate issue is not able to be exercised until the applicant has received confirmation from RAANZ that it has been processed and approved.
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9.5 Instructor Certificate Issue

9.5.1

  • An application for an Instructor Certificate, from a suitably qualified pilot, may be made following the procedure described in Field Operations section 2.9.1.2..
  • The ATO will complete the application for issue and send the pink copy of the printed form or submit an online form to RAANZ Administration with the appropriate fee.
  • The blue copy of the printed form or a printed copy of the online form shall be affixed into the pilot's logbook.
  • The Administrator will receipt the fees and note the details of the new validation on the member database.
  • If this is a new certificate a Delegation Holder will perform the Certificate Issue procedure.
  • The privileges of a new Certificate is not able to be exercised until the applicant has received confirmation from RAANZ that it has been processed and approved.
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9.6 ATO Rating Issue

9.6.1

  • The Operations Officer will identify the need for, and a suitable candidate for an ATO position in consultation with other ATOs in the general area.
  • The Operations Officer will advice the Administrator of such an appointment.
  • The Administrator note the details of the new validation on the member database.
  • If this is a new certificate a Delegation Holder will perform the Certificate Issue procedure.
  • The privileges of a new Certificate is not able to be exercised until the applicant has received confirmation from RAANZ that it has been processed and approved.
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9.7 Inspection Authority Authorisation

9.7.1

  • An application for the issue of an Inspection Authority may be made, by suitable qualified persons, to the RAANZ Administration. The Inspection Authority Application Form should be used with reference to the _Microlight_Inspection_Authority_ section for detailed requirements.
  • Applications should contain significant details of relevant experience and letters of support from suitably qualified persons.
  • The application will be reviewed by the Technical Officer with consideration to the advice and information received with the application and any other inquiries necessary.
  • If this is a new certificate a Delegation Holder will perform the Certificate Issue procedure.
  • The candidate will be advised of the decision regarding their approval as an IA, or not , by the Administrator.
  • The successful candidate will be assigned a numbered book of inspection forms. The Authority Holder will use his/her Identification/Certificate number on all Inspection forms.
  • A new Authorisation is not able to be exercised until the applicant has received confirmation from RAANZ that it has been processed and approved.
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9.8 Certificate Issue

9.8.1 A Delegation Holder will perform the following checks , as appropriate , before issuing a Certificate, Rating or Authorisation within the scope of the RAANZ 149 Certificate.

  • Check that the Instructor or ATO is current and holds the appropriate rating.
  • Check that the Certificate and Membership Validation (CMV) form is correctly filled out.
  • Perform the Fit and Proper Person Procedure .
  • Verify that the correct exams have been completed.
  • Check the result of the flight test.
  • Issue the Certificate , Rating or Authorisation by issuing a pilot certificate or similar.
  • A new Authorisation or Certificate is not able to be exercised until the applicant has received confirmation from RAANZ that it has been processed and approved.

9.8.2 Certificate printing procedure This procedure assumes that the member database has been updated and the cardflag set to indicate a new card is to be issued to the pilot.

  • Run the card print file creator program to generate a csv file with required card data for printing.
  • Open the generated csv file (Z:\html\cardprint.csv) in Microsoft Excel and Save As an .xls file ready for the card print program to use.
  • Open the card print program (C:\Program Files\POINTMAN\Card Designer\CardDesigner.exe).
  • Select OPEN raanz.card layout
  • Load the printer with pre-printed blanks, membership side up, left edge in first.
  • Select PRINT, All Select, Print Front, Issue to print the membership side.
  • Reverse the order of the cards, and load the printer certificate side up, left edge in first.
  • Select PRINT, All Select, Print Back, Issue to print the certificate side.
  • Check the cards for correct printing, and issue.

Note that the card print file creator program will clear the cardflags in the database to prevent duplication next print run.
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9.9 Modification Approval

9.9.1 A Delegation Holder will perform the following steps in conjunction with the Technical Officer before issuing a Modification Approval for a Microlight Aircraft within the scope of the RAANZ 149 Certificate.

  • The Administration Officer will receive documentation of the requested approval including photos and drawings from the aircraft owner. An approval number will be assigned for document tracking and recording.
  • The modification request we be sent to the Technical Officer for evaluation.
  • The Technical Officer will access the application. If the application is rejected he will inform the Administration Officer to decline the request completing steps 6 and 7. If the modification request is accepted the technical officer will outline the steps the applicant will need to complete ( if any ) to complete the application.
  • If the modification request is for a Class II microlight and it affects airworthiness the Technical Officer will call for a compliance inspection with regard 103.207. Modifications effecting landing gear or wing structure may require load or drop tests. If the Technical Officer is unable to inspect the inspection may be carried out by a suitably qualified person selected ( case by case ) by the Technical Officer and acceptable to the Director ( case by case ).
  • On completion of the modification and after any requested inspections have been completed the Technical Officer will sign off the request and forward all documentation to the Administration Officer to complete the procedure.
  • The Administration Officer will formally notify the owner in writing of the outcome of the approval for modification request.
  • The Administration Officer will file all of the documents in step 1 - 6 in the Approved Modifications File .
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9.10 Quality Assurance Action Procedure

9.10.1 Quality Assurance Items

9.10.1.1 Quality Assurance Items will be opened when

  • a Quality Assurance Feedback Form is received
  • an incident or defect report is received
  • personal feedback from members requiring quality assurance action is received
  • quality assurance procedures are performed
  • audit procedures are performed
  • vital safety information is received by any means.

9.10.1.2 Each item will be entered in the Quality Assurance Action File as an open item.
9.10.1.3 The Chief Executive Officer , Systems Auditor and Administration Officer will then review the item.
9.10.1.4 After responses have been reviewed appropriate action will be agreed on and implemented.
9.10.1.5 If corrective or preventative action is required it will be recorded against the item, stating what action is required and by who.
9.10.1.6 The item will be flagged as closed when the action has been completed

or

9.10.1.7 The item will remain open to be reviewed during follow up.
9.10.1.8 Where necessary new items will be opened with a date of proposed closure. These items will be reviewed during follow up.
9.10.1.9 A summary of items opened , closed and currently open will be presented to the Management Review by the Administration Officer . This action will be recorded as an audit entry, with the summary, each time the summary is produced.
9.10.1.10 The Management Review will review the Quality Assurance Action File and ensure that items are progressing and follow up on any open items that require action. An audit item will be recorded each time this step is performed.

9.10.2 Alert Level

9.10.2.1 If the RAANZ Executive Council receives in excess of five Incident, Accident or Defect Reports of a sufficiently similar nature as to be identifiable as a trend, then notification will be circulated to all Clubs, published in the Official Medium, and a copy sent to Civil Aviation Authority of New Zealand, of the trend indicated and recommended corrective action to be taken.
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9.11 Fit and Proper Person Procedure

9.11.1 To determine if an applicant for a Certificate, Rating or Authorisation is a Fit and Proper Person as defined in section 10 of the CAA Act, RAANZ will perform the following steps.

  • Accept evidence of a current certificate issued by the director , implying Fit and Proper Person.
  • Accept form CAA 24FPPI - Fit and Proper Person Individual, or equivalent, with all relevant questions answered as "no".
  • If any of the questions are answered "yes", the Chief Executive Officer will investigate the circumstances and may approve the applicant as a fit and proper person.
  • If an applicant fails steps 1, 2 and 3, RAANZ will seek advice regarding the Fit and Proper Person Application from CAA. RAANZ will proceed with the applicants processing once guidance has been received from CAA. Any cost involved in this process will rest with the applicant.
  • Any appeals regarding Fit and Proper applications will be handle with respect to procedures detailed in the Civil Aviation Act 1990.
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10 Administrative Data Held

10.1 Data Policy

10.1.1 Member and Aircraft data is held by RAANZ in two forms.

  • Incoming Primary data is received from Instructors and IAs on Certificate and Membership Vaidation (CMV) and Flight Permit Validation (FPV) forms. This contains the raw information on all members and aircraft.
  • This data is captured and transferred to an online database for easy search and retrieval by authorised parties. The online database refers to the most recent CMV or FPV for tracing back to the primary data.
  • Each member and aircraft has an associated contact log recording the date, action taken, and reference primary document to provide a history and traceability of that person or aircraft.

10.1.2 Each primary record (Certificate and Membership Validation or Flight Permit Validation form) will be filed in a chronological file allowing verification of data held on the computer database. All primary records will be kept for at least 3 years. All records will be legible. Files will be clearly marked and suitably bound. All files will be held at RAANZ Head Office unless otherwise stated.

10.1.3 The online database is secured and backed up with the following safeguards:

  • The RAANZ server is powered via a UPS providing 4 hours of backup power.
  • All RAANZ files on the server are mirrored in real time in the cloud using DropBox.
  • This provides a fully secured distributed backup service with change history, accessible from any registered computer.


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10.2 Member Database

10.2.1 This database holds information about all RAANZ members, current or expired. It records contact details, membership and flight certificate status, and RAANZ appointments. All RAANZ members and pilots are included in this database.
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10.3 Certificates Issued File and Database

10.3.1 Each Pilot Certificate, Instructor Certificate, Rating or Authorisation issued or reissued by RAANZ, under the scope of the RAANZ 149 certificate, will be held on file in support of the members detail held in the Current Member List.
10.3.2 All online CMV forms received are held in the CMV database.
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10.4 Expired Member List

10.4.1 This list is incorporated into the member database and shows all past RAANZ members who have ceased to be financial members of the organisation. The most current certificate and rating information known will be held.
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10.5 Affiliated Club List

10.5.1 This list is incorporated into the member database and holds details on each affiliated club and the clubs contact address. 10.5.2 Please refer to clubs revision date 04/09/2000
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10.6 Senior Positions List

10.6.1 This list is incorporated into the member database and holds details of each Senior Person and all other members of the Executive Council detailing their contact details. Please refer to contacts revision date 14/11/2004
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10.7 Personnel File

10.7.1 Each person who undertakes activities for RAANZ, in relation to the RAANZ Part 149 Certificate, described in Personnel section will have a record detailing their qualifications and experience.
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10.8 Quality Assurance Action File

10.8.1 A file containing records of all Quality Assurance Actions will be held and maintained.
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10.9 Approved Modifications File

10.9.1 A file containing records of all Modification Approvals will be held and maintained.
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10.10 Price List

10.10.1 Please refer to prices.
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10.11 Defect Reports File

10.11.1 Defect reports and their status will held on a file.
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10.12 Incident Report File

10.12.1 Incident reports and their status will be held on a file.
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10.13 Aircraft Annual Inspection File and Database

10.13.1 The file contains all Annual Inspection Forms that have been received.
10.13.2 The database holds all online Annual Inspection Forms that have been received.
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11 Documentation

11.1 Copies of documentation required by Senior Persons will be held at the Head Office in hard copy OR will be available via the internet. All Senior Persons have internet access available privately as well as being able to access this information at the Head Office . Where ever possible documentation will be accessed via the internet. The following documents are accessed through the CAA website :

  • The Civil Aviation Act 1990
  • CAA Rules Parts 12 , 61 , 91 , 103 , 149
  • CAA Advisory Circulars AC12-1, AC103-1A, AC120-01A

Please refer to New Zealand Civil Aviation Website in http://www.caa.govt.nz/ The RAANZ Administration Officer subscribes to the "notification" service provided by CAA for documentation changes and will notify the Senior Persons of any relevant documents effected.

11.2 The following documents are held in hardcopy at Head Office

  • Human Factors Digest No 10 - ICAO

11.3 Official Forms

Quality Assurance Feedback Form Δ

Aircraft Defect Form

Please refer to defectform revision date 30/01/1999

Incident Report Form Δ

Certificate and Membership Validation Form

All RAANZ Instructors are issued with triplicate books of CMV to allow them to process Membership Applications and Issue and Reissue Pilot Certificates.
Online versions of the CMV forms are also available here

Flight Test Checklist

This is part of the CMV form that instructors use during flight test

Medical Declaration Form Δ

Fit and Proper Person

Instructor Declaration Form

Aircraft Annual Inspection Forms

All RAANZ Inspection Authorities are issued with Triplicate Inspection Forms
Online versions of the FPV forms are also available here

Inspection Authority Application Form Δ

Aircraft Modification Application Form Δ

Affiliated club application form

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For more information : Raanz Administration Copyright 1997-2012 Recreational Aircraft Association of N.Z. All rights reserved.

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Page last modified on May 28, 2017, at 07:10 AM