12/3/10

 

8900.1 CHG 122

Volume 15  FAA SAFETY TEAM POLICIES AND PROCEDURES

CHAPTER 6  WORKING WITH VOLUNTEERS

Section 6  Representative

15-6-6-1    GENERAL. The Federal Aviation Administration (FAA) Safety Team (FAASTeam) volunteers fulfill a vital role in the FAASTeam mission. Without their expertise, generosity, and dedication, the work of the FAASTeam would be severely curtailed. The FAASTeam Program Managers (FPM) recruit, select, and oversee FAASTeam representative volunteers.

A.    Purpose. This section outlines how representatives are recruited and selected, and describes their duties, responsibilities, and limitations.

B.    Scope. This section applies to all FPMs and other FAASTeam staff involved in representative processing, training, and management.

15-6-6-3    TASK PREREQUISITES AND SIGNIFICANT INTERFACES. The FPM must be familiar with the representative manual and the FAASTeam representative training products available on the FAASTeam Web site (www.FAASafety.gov).

A.    Significant Interfaces. This task requires coordination with:

1)    The field office management team and office inspectors for suggestions about possible candidates and local needs assessment.
2)    The volunteer seeking appointment as a representative.
3)    Local aviation organizations for recommendations of representative candidates.

B.    References, Forms, and Job Aids. This task requires access to the current editions of the:

1)    Safety Performance Analysis System (SPAS) at http://home.spas.faa.gov/splash/splash.asp for airman background on specific candidates,
2)    FAA Flight Plan,
3)    FAASTeam business plan with regional and local emphasis items,
4)    Representative manual,
5)    FAASTeam Tracking System (FAASTracks) and the FAASTracks Application Tool (FAASTApp) for the current fiscal year (FY),
6)    FAASTeam Collaboration Center (representative SharePoint site),
7)    FAASTeam pamphlets and publications,
8)    Advisory Circular (AC) 61-91, Pilot Proficiency Program,
9)    AC 65-25, William “Bill” O’Brien Aviation Maintenance Technician Awards Program,
10)    AC 65-26, Charles Taylor “Master Mechanic” Award,
11)    Wright Brothers “Master Pilot” Award,
12)    Figure 15-6-6A, Sample Appointment Letter,
13)    Figure 15-6-6B, Sample Certificate of Appointment,
14)    Figure 15-6-6C, Letter of Cancellation,
15)    Figure 15-6-6D, Sample of the FAASTeam Representative Identification (ID) Card,
16)    Appropriate help files on the FAASTeam Web site,
17)    FAASTeam representative training courses at www.FAASafety.gov, and
18)    National FAASTeam SharePoint site.

C.    Program Tracking and Reporting Subsystem (PTRS) Activity Code or Air Transportation Oversight System (ATOS) Database (as applicable). No PTRS or ATOS entries are required by this task. FAASTeam program tracking and reporting is done using FAASTracks codes in the FAASTApp. Codes for each task can be found in project-specific Analysis and Justification Reports (A&J), links to which can be found in Volume 15, Chapter 4, FAASTeam Business Planning Process. FAASTApp information is found in Volume 15, Chapter 5, FAASTeam Tracking System.

1)    Task Activity Code: not applicable.
2)    On-the-Job Training (OJT) Instructor PTRS Activity Codes: 1024/3024/5024.
3)    OJT Trainee PTRS Activity Codes: 1023/3023/5023.

15-6-6-5 through 15-6-6-9. RESERVED.

15-6-6-11    PROCEDURES.

A.    Recruit FAASTeam Representative Candidates. The FPM determines the type of support needed in his or her area of responsibility (AOR) based on the FAASTeam business plan, the FAASTeam Regional Business Plan (RBP), and the needs of his or her AOR. The FPM will seek motivated, enthusiastic people who are willing to be active FAASTeam representatives and who are able to commit to assisting the FAASTeam in its mission. The FPM requests interested candidates to submit an application on the FAASTeam Web site. See Volume 15, Chapter 11, Section 2, Creating a Registered User Account, and Volume 15, Chapter 11, Section 3, Joining the FAASTeam, for process details.

1)    Potential FAASTeam representatives can be mechanics, educators, pilots, students, etc.—anyone interested in aviation safety who wants to actively engage in the FAASTeam mission to reduce fatal accidents.
2)    In addition, these candidates must be respected in their communities with a good record of compliance with Title 14 of the Code of Federal Regulations (14 CFR), if applicable in their field of expertise. The FPM will invite candidates to apply to the FAASTeam online at www.FAASafety.gov.
3)    At times, a candidate will submit an application without being recruited. The FPM will contact that person, become familiar with the person and the skill set they are offering, and either proceed with the appointment process or send the application back with information about why the person is not being considered.

B.    Select FAASTeam Representatives. The FPM will review the FAASTeam representative’s application carefully and meet with the applicant to familiarize himself with the applicant and his or her areas of expertise and level of motivation. It is recommended that this interview be accomplished in person; however, there may be some circumstances where a phone interview may be a substitute.

1)    The FPM determines if the applicant qualifies to contribute positively to the goals of the FAASTeam and meets the requirements in the FAASTeam representative manual.
2)    The FPM will either accept or decline the applicant.
3)    An incomplete application is to be declined. If the FPM elects to decline the application, he will include an explanation for his actions on the application and that information is automatically forwarded to the applicant in an e-mail by the FAASTeam Web site.

C.    Application Acceptable. If the FPM finds the application acceptable, the FPM will proceed with the initial training of the representative.

1)    The applicant completes the initial FAASTeam representative training online at www.FAASafety.gov. This is documented on the FAASTeam Web site.
2)    After the initial training is complete via the training on the FAASTeam Web site, the FPM adds the training date to the candidate’s application, accepts it, and forwards it to the Regional FAASTeam Manager (RFM) for final acceptance.
3)    Representative applications forwarded by the FPM are reviewed and accepted by the RFM.
4)    The letter of appointment and the appointment certificate are generated by a contractor from a FAASTeam Web site database entry. Both documents are mailed directly to the representative.
5)    Each month, a vendor produces plastic identification badges for representatives appointed during the prior month. Badges are mailed directly to the representative.

D.    Duration of Volunteer Services. A representative is appointed for 1 year and the designation may be renewed by continuing to remain active and fulfilling recurrent training requirements. The procedure for renewal is located in subparagraph 15-6-6-11F.

E.    Aviation Safety (AVS) Password and SharePoint Access.

1)    The FPM shall enter the newly appointed representative’s name on his or her Regional FAASTeam SharePoint indicating whether the representative has or does not have an external user ID and password.
2)    If the new representative needs an AVS external user ID and password, SharePoint automatically generates a notice to the region’s SharePoint Person of Responsibility (POR) who will initiate the process.
a)    The representative and respective FPM receive an e-mail from the SharePoint POR explaining the external user ID and password process. This e-mail will contain files with the current representatives, help manual(s), and job aid(s). The e-mail is also used to verify the representative’s e-mail address.
b)    The SharePoint POR enters the representative’s information into the AVS Provisioning System (AVS PS).
c)    AVS PS generates an e-mail to the representative, giving him or her directions and the appropriate links to complete the process.
d)    The representative completes the process and the POR automatically receives an e-mail message from AVS PS containing the representative’s user ID.
e)    The POR grants contributor privileges to the representative on the FAASTeam Collaboration Center SharePoint site and updates the representative’s SharePoint-related information in the regional FAASTeam representatives list.
f)    FPMs are encouraged to contact each representative within the first month after appointment to confirm that this process has been completed and is working correctly for the representative.

F.    Training.

1)    Initial Training.
a)    Representative candidates complete the required FAASTeam representative training courses located on the FAASTeam Web site and pass the end-of-course tests.
b)    The FPM adds the training date to the candidate’s application and forwards it to the RFM for final approval.
c)    The FPM ensures that the initial training record for the applicant is updated to show the completion of the initial training on the applicant’s training record on the FAASTeam Web site.
d)    If any additional training is required because of the responsibilities assumed by the representative, such as the use of equipment or inputs to the Safety Program Airman Notification System (SPANS) system, the FPM or a designated lead representative will train the representative and document the training in the representative’s training record on the FAASTeam Web site.
e)    A representative is appointed for 1 year and, therefore, the FPM plans recurrent/renewal training to occur on or before the representative’s renewal date.
2)    Recurrent Training and Renewal.
a)    During the first and third quarters of the FY, the FPM will review training records and the activities and accomplishments of representatives who will be eligible for renewal in the coming 6 months. Representatives who wish to continue their FAASTeam partnership and whose records show their appropriateness for the tasks and commitment to the FAASTeam program will be invited to renew through the renewal process.

NOTE:  There will be times when circumstances change either for the representative or for the FAASTeam, and the FPM elects not to renew a representative. In this case, the FPM will contact that person, thank them for their service to the organization, and let them know they will not be renewed when their year of service is complete.

b)    The FPM shall schedule renewal meetings for representatives. It is recommended that these meetings take place during the first and third quarters of the FY. Representatives who will be eligible for renewal on or before the date of the renewal meeting will be requested to attend.
c)    Representatives accomplish their renewal by taking the training and completing the training review. Generally, the training will take place in formal renewal meetings between the FPM and the representatives. Some training may or may not be accomplished on the FAASTeam Web site. If circumstances require, informal one-on-one renewal meetings between the representative and the FPM may accomplish this process.
d)    The FPM will add the training completion date to the representatives’ training record on the FAASTeam Web site and update the renewal dates for each representative who has successfully completed the renewal process.
3)    Representative Duties and Responsibilities.
a)    FPMs may authorize the transportation of FAASTeam representatives in government vehicles for FAASTeam-related business, but only authorized Federal employees can operate owned, rented, or leased U.S. Government vehicles.
b)    Representatives cannot fiscally obligate the U.S. Government for any purpose.
c)    Representatives may make requests of their FPM when the use of U.S. Government-franked mailers, postal penalty privileges, mailing lists, and government printing in support of FAASTeam-related activities may prove beneficial. The FPM has the sole authority to provide such services in accordance with applicable guidance.
d)    Representatives are not authorized to act as official representatives of the FAA under any circumstances. Any matters requiring legal interpretation of the Federal aviation regulations, clarification of FAA policies, possible enforcement actions, or any other questionable circumstances should be directly referred to the FPM.
e)    In some instances, the FAASTeam may be able to reimburse the FAASTeam representatives for expenses related to activities they perform for the FAASTeam. Approval must be obtained in advance from the RFM. However, the FAASTeam cannot pay FAASTeam representatives for their services. The FPM should verify that representatives understand they cannot be paid, and that the representatives are thoroughly aware of their authorizations and limitations prior to each event or activity.

G.    Representative Duties and Responsibilities. See the FAASTeam Representative Manual maintained on the FAASTeam Web site and on the FAASTeam Collaboration Center for duties and responsibilities.

H.    Duration of Volunteer Services. A representative is appointed for 1 year and may be renewed each year in accordance with the renewal process. Representatives may serve the FAASTeam organization as long as the FAASTeam mission dictates a need and the representative maintains an active participant in accomplishing the FAASTeam mission.

I.    Cancellation. A representative’s volunteer service to the FAASTeam may be cancelled any time the need for their service ceases, if the representative acts outside the parameters established by the representative manual and good judgment, or when the representative chooses to leave the program.

1)    The FPM shall notify the representative in writing of the specific basis for cancellation:
a)    Lack of need.
b)    Lack of FPMs to work with the representative.
c)    Inactivity.
d)    Lack of training.
e)    Conduct that brings discredit to the FAASTeam or the FAA.
f)    Unsafe acts or behavior as an airman.
g)    Regulatory violation.
2)    The written notice of cancellation will thank the volunteer for his or her service.
3)    The FPM shall downgrade the FAASTeam Web site status of the representative to user or airman as appropriate, in accordance with that site’s help manual instructions. An FPM should never change the status of the user account on the FAASTeam Web site from “Representative” to “User” or “Airman.” The user account will be updated automatically by the system when the representative application is updated.

J.    Files. The FPM shall maintain local records in accordance with the FAASTeam Field Office Records Matrix for each representative containing, at a minimum, face-to-face training and recurrent training dates, and correspondence. Online training is automatically recorded in the FAASTeam Web site.

K.    Authority. Representatives function under the direction of the FPM. A representative does not have the authority to act in the capacity of an aviation safety inspector (ASI) nor as a representative of the Administrator.

15-6-6-13    TASK OUTCOMES. The completion of this task results in well-trained representatives who are able to accomplish the tasks and responsibilities of the FAASTeam representative volunteers.

15-6-6-15    FUTURE ACTIVITIES.

A.    Continuous Participation. Determine the need for each representative and assess that person’s willingness to continue participating in the FAA Safety Program at the volunteer’s annual renewal time.

B.    Letter of Cancellation. If the representative does not wish to continue or if the safety program’s needs no longer require the services of the volunteer, the FPM will not reappoint the representative and issue a letter of cancellation per subparagraph 15-6-6-11G.

C.    Safety Program Involvement. The FPM will accomplish the following steps for representatives continuing their involvement in the safety program:

1)    Plan for and accomplish annual representative recurrent training.
2)    Develop and accomplish any specialized training that may be needed, such as use of equipment.

Figure 15-6-6A, Sample Letter of Appointment

Figure 15-6-6A, Sample Letter of Appointment

Figure 15-6-6B, Sample Certificate of Appointment

Figure 15-6-6B, Sample Certificate of Appointment

Figure 15-6-6C, Letter of Cancellation

[Date]
[Name of representative]
[Address]
[City, State and Zip Code]
Dear [Name of representative]:
Thank you for your past support of the Federal Aviation Administration Safety Team (FAASTeam). We deeply appreciate the time, effort, and talent that our [representatives/lead representatives] dedicate to the improvement of aviation safety.
As we discussed earlier, this letter formally cancels your current appointment as a FAASTeam [representative/lead representative].
At your convenience, please return any remaining materials and equipment that were issued to you during your appointment so that we may use them to sustain future program activities.
Sincerely,
/s/
Regional FAASTeam Manager

Figure 15-6-6D, Sample of the FAASTeam Representative Identification Card

Figure 16-6-6D, Sample of the FAASTeam Representative Identification Card