NAMCATS ATS Gaz 3135

N$15.00 WINDHOEK - 23 January 2004 No.3135

GOVERNMENT GAZETTE

OF THE

REPUBLIC OF NAMIBIA

CONTENTS

Page

GOVERNMENT NOTICE

No. 9 Civil Aviation Technical Standards: NAM-CATS-ATS “Airspace and Air Traffic

Services” ....................................................................................................................... 1

_________________

MINISTRY OF WORKS, TRANSPORT AND COMMUNICATION

No. 9 2004

CIVIL AVIATION TECHNICAL STANDARDS

NAM-CATS-ATS “AIRSPACE AND AIR TRAFFIC SERVICES”

The Director: Civil Aviation has under regulation 11.03.05 of the Namibian Civil Aviation

Regulations, 2001 and in consultation with the Civil Aviation Regulations Committee

issued the technical standards in the Schedule. These technical standards shall come into

operation on 23 January 2004.

Government Notice

2Government Gazette 23 January 2004 No. 3135

REPUBLIC OF NAMIBIA

CIVIL AVIATION

DOCUMENT NAM-CATS-ATS

(AIRSPACE AND AIR TRAFFIC SERVICE)

No. 3135 3

Government Gazette 23 January 2004

NAMIBIAN CIVIL AVIATION TECHNICAL

STANDARDS RELATING TO AIRSPACE AND AIR TRAFFIC SERVICES

1. GENERAL

Section 22A of the Aviation Act, 1962 (as amended by section 5 of the Aviation

Amendment Act, 1998) empowers the Director: Civil Aviation to issue technical standards

for civil aviation on the matters which are prescribed by regulation.

The Director: Civil Aviation has pursuant to the empowerment mentioned above, on 23

January 2004 issued technical standards relating to airspace and air traffic services to be

known as Document NAM-CATS-ATS.

2. PURPOSE

Document NAM-CATS-ATS contains the standards, rules, requirements, methods,

specifications, characteristics and procedures which are applicable in respect of airspace

and air traffic services.

Each reference to a technical standard in this document, is a reference to the corresponding

regulation in the Namibian Civil Aviation Regulations, 2001, for example, technical

standard 172.03.12 refers to regulation 12 of Subpart 03 of Part 172 of the Regulations.

The abbreviation “CAR” is used throughout this document when referring to any

regulation.

The abbreviation “CATS” refers to any technical standard.

3. SCHEDULES AND NOTES

Guidelines and recommendations in support of any particular technical standard, are

contained in schedules to, and/or notes inserted throughout the technical standards.

4. INCORPORATION OF INTERNATIONAL AVIATION STANDARDS

Section 22A(3) of the Aviation Act, 1962 (as amended by section 5 of the Aviation

Amendment Act, 1998) empowers the Director: Civil Aviation to incorporate into a

technical standard any international standard or recommended practice or procedure

adopted by the International Civil Aviation Organisation (ICAO).

The Air Navigation Plan - Africa-Indian Ocean Region (Document 7474/26), approved

and published by a decision of the Council of ICAO, as amended from time to time, is

incorporated into the technical standards contained in this document.

4Government Gazette 23 January 2004 No. 3135

LIST OF TECHNICAL STANDARDS

172.02.2 CLASSIFICATION OF AIRSPACE

1. Classes of airspace

172.02.4 DESIGNATION OF FLIGHT INFORMATION REGIONS

1. Requirements for the designation of a flight information region

172.03.1 MANUAL OF PROCEDURE

1. Contents

172.03.2 QUALITY ASSURANCE SYSTEM

1. Minimum standards for quality assurance system

2. Assessment of air traffic service personnel

172.03.4 FACILITY REQUIREMENTS

1. General

2. Records

3. General equipment

4. Accommodation

5. Aerodrome control

6. Aerodrome control tower

7. Aerodrome/approach combined service

8. An ACC and flight information centre

172.03.5 APPLICATION FOR APPROVAL OR AMENDMENT THEREOF

1. Application form

172.03.6 ISSUING OF APPROVAL

1. Form of air traffic service unit approval

172.03.9 RENEWAL OF APPROVAL

1. Renewal of air traffic service unit approval

172.03.12 DUTIES OF HOLDER OF APPROVAL

1. Procedures for the provision of services

2. En route facility financial data

3. En route facility traffic statistics

4. Air traffic control instructions

5. Accident and incident procedures

6. Investigation of air traffic service incidents

172.03.13 STATION STANDING INSTRUCTIONS MANUAL

1. General

2. Contents

3. Preparation

4. Amendments

5. Format

172.03.14 DOCUMENTATION

1. Documentation

172.03.15 INTERNAL INSPECTION

1. Internal inspections

172.03.16 AIR TRAFFIC CONTROL CLEARANCES

1. Contents

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Government Gazette 23 January 2004

172.03.18 TRANSFER OF RESPONSIBILITY FOR CONTROL

1. Transfer of responsibility for control

172.04.1 ESTABLISHMENT AND PROVISION OF SEARCH AND RESCUE

SERVICES

1. Designation

2. Requirements

172.04.2 SEARCH AND RESCUE ACTION

1. Rescue coordination centre

2. Search and rescue plan

3. Alerting post

4. Communications

5. The aeronautical search and rescue operation

TABLE 1 : AIR TRAFFIC SERVICE AIRSPACE CLASSIFICATION

ANNEXURE A : WORK PERFORMANCE ASSESSMENT REPORT

ANNEXURE B : APPLICATION FOR THE ISSUING OF AN AIR

TRAFFIC SERVICE UNIT APPROVAL

APPLICATION FOR THE AMENDMENT OF AN AIR

TRAFFIC SERVICE UNIT APPROVAL

APPLICATION FOR THE RENEWAL OF AN AIR

TRAFFIC SERVICE UNIT APPROVAL

ANNEXURE C : AIR TRAFFIC SERVICE UNIT APPROVAL

ANNEXURE D : EXAMPLE OF A COMPLETED ANNUAL EN ROUTE

FACILITY FINANCIAL REPORT

ANNEXURE E : EXAMPLE OF A COMPLETED ANNUAL EN ROUTE

FACILITY TRAFFIC REPORT

ANNEXURE F : AIR TRAFFIC SERVICE INCIDENT REPORT

ANNEXURE G : LETTER OF PROCEDURE

ANNEXURE H : SAR AERONAUTICAL REPORTING FORM

ANNEXURE I : AERONAUTICAL SEARCH OPERATION DEBRIE-

FING FORM

172.02.2 CLASSIFICATION OF AIRSPACE

1. Classes of airspace

Air traffic service airspaces are classified as follows:

Class A. IFR flights only are permitted, all flights are subject to air traffic control service

and are separated from each other.

Class B. IFR and VFR flights are permitted, all flights are subject to air traffic control

service and are separated from each other.

Class C. IFR and VFR flights are permitted, all flights are subject to air traffic control

service and IFR flights are separated from other IFR flights and from VFR flights. VFR

flights are separated for IFR flights and receive traffic information in respect of other

VFR flights.

6Government Gazette 23 January 2004 No. 3135

Class D. IFR and VFR flights are permitted and all flights are subject to air traffic

control service. IFR flights are separated from other IFR flights and receive traffic

information in respect of VFR flights. VFR flights receive traffic information in respect

of all other flights.

Class E. IFR and VFR flights are permitted, IFR flights are subject to air traffic control

service and are separated from other IFR flights. All flights receive traffic information

as far as is practical.

Class F. IFR and VFR flights are permitted, all participating IFR flights receive an air

traffic advisory service and all flights receive flight information service if requested.

Class G. IFR and VFR flights are permitted and receive flight information service if

requested.

Note: The requirements for flights within each class of airspace, are contained in

Table 1.

172.02.4 DESIGNATION OF FLIGHT INFORMATION REGIONS

1. Requirements for the designation of a flight information region

(1) The Director must take into consideration the recommendations made by the

National Airspace Committee, established in terms of Part 11, and consult the

regional planning requirements set out in the Air Navigation Plan - Africa-Indian

Ocean Region (ICAO AFI plan).

(2) Flight information regions must be delineated to cover the whole of the air route

structure to be served by such regions.

(3) A flight information region must include all airspace within its lateral limits, except

as limited by an upper flight information region.

(4) Where a flight information region is limited by an upper flight information region,

the lower limit specified for the upper flight information region constitutes the

upper vertical limit of the flight information region and must coincide with a VFR

cruising level.

(5) The flight information region must be published in accordance with the AIRAC

Cycle in an AIP, AIP SUP or a NOTAM.

172.03.1 MANUAL OF PROCEDURE

1. Contents

(1) The manual of procedure must contain -

(a) a statement signed by the accountable manager, on behalf of the

applicant, confirming that the manual of procedure -

(i) demonstrates the means and methods for ensuring ongoing

compliance with the requirements prescribed in this Part; and

(ii) will be complied with at all times;

(b) a list of air traffic service units operated by the applicant;

(c) an organisational chart showing lines of responsibility of the organisation’s

personnel;

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Government Gazette 23 January 2004

(d) a declaration stating that the air traffic service unit holds a copy of the air

traffic control instructions issued in terms of this document, and that the air

traffic service unit will operate in compliance with the air traffic control

instructions;

(e) the quality assurance system;

(f) a list of facilities as required for each air traffic service unit;

(g) a copy of the station standing instructions, and -

(i) where one air traffic service unit is operated, a complete copy must

be provided with the manual;

(ii) where more than one air traffic service unit is operated, the signature

page of each copy must be included in the manual of procedure with

a statement that the station standing instructions are held by the air

traffic service unit and that it is current and will be amended from

time to time;

(h) a list of the documentation held by each air traffic service unit;

(i) a copy of the internal inspections procedure;

(j) a copy of the reporting procedure used to report aeronautical information to

the Director;

(k) a copy of the procedure for the reporting and investigation of accidents and

incidents;

(l) the procedure for amending and controlling the contents of the manual of

procedure; and

(m) a statement of the scope of approval being applied for.

172.03.2 QUALITY ASSURANCE SYSTEM

1. Minimum standards for quality assurance system

(1) The quality assurance system referred to in CAR 172.03.2, must include -

(a) a clear definition of the level of quality the organisation intends to

achieve;

(b) a procedure that sets out the level and frequency of the internal reviews

and assessments of air traffic service personnel;

(c) a procedure to record the findings and communicate them to

management;

(d) a list of responsible persons;

(e) procedures by which other quality indicators such as facility

malfunction reports, incidents, occurrences, complaints and defects

are brought into the quality assurance system;

(f) procedures for management analysis and overview;

(g) procedures for rectifying any deficiencies which may be found; and

8Government Gazette 23 January 2004 No. 3135

(h) procedures for documenting the complete review process from the

inspection to the satisfactory management review so that this is

available to the Director during a safety inspection and audit.

(2) Measures must be taken to ensure that the system is understood, implemented

and complied with at all levels.

(3) The quality assurance system must be documented in the manual of

procedure referred to in CAR 172.03.1.

2. Assessment of air traffic service personnel

(1) As part of the quality assurance system, the holder of an air traffic service

unit approval must assess the air traffic service personnel in his, her or its

employ.

(2) A formal proficiency assessment must be carried out before a validation

certificate or a rating validation can be issued to assess whether the applicant

has achieved the demanded level of competence.

(3) In addition, a formal assessment must be carried out at least every 12 months

to determine whether all operational personnel are maintaining the required

level of competence in the positions for which a valid rating is held. Routine

assessments should be conducted on an on-going basis during duty

assignment.

(4) Personnel must be assessed in key elements of the performance areas detailed

on an assessment form.

(5) An assessment must be made of both the quality of work and the level of

knowledge of the elements assessed.

(6) The person conducting the assessment must record the assessment on the

form contained in Annexure A, together with relevant remarks and any

discrepancies noted. Assessments must be retained on the controllers’ unit

training record.

(7) Proficiency checks must be part of the process of assessing efficiency of

personnel and must be conducted progressively throughout the year.

(8) The assessment system must not be directed at fault finding, but should be

an objective and constructive means through which individual controllers

are encouraged and led towards higher personal achievement.

(9) A proficiency assessment record must be maintained for each controller

and each record must indicate the objective and impartial judgement of an

individual’s ability, based on regular checks and continuous observation.

(10) The acceptance of proficiency checks as a process of personnel assessment

and development is determined to a large degree by the objectivity, honesty

and integrity with which the checks are administered and the degree of

participation and protection afforded the individual controller. Counselling

is an important feature in controller development and therefore controllers

undergoing the assessment must be made aware, by formal and informal

counselling, of the assessments and remarks made by the assessing officer

on the proficiency assessment record. Strengths as well as weaknesses must

be discussed with the controller.

(11) If a controller performs his or her duties in a manner which causes doubt as

to the acceptable standard of his or her performance, an assessment must be

made at any time irrespective of the period of time that has elapsed since

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Government Gazette 23 January 2004

the completion of the last preceding assessment. This assessment must

require the controller to demonstrate an acceptable standard of performance

and knowledge in each of the key elements in his or her performance which

are being checked.

(12) When corrective training is indicated, the assessing officer must record on

the assessment record whether the controller is competent to continue

performing operational duties while he or she is under training. Should the

assessing officer consider that the controller being assessed is not competent,

the person responsible for providing the service should be notified

immediately.

(13) An oral examination conducted by the assessing officer may be used to

determine the level of knowledge in the key aspects of the rating which is

being assessed. The oral examination must be conducted separately from

the practical assessment.

(14) Check/assessment list

The following minimum points must be evaluated when assessing the

individual performance of a controller:

(a) Aerodrome / approach -

(i) knowledge of separation standards and their application;

(ii) recognition of aircraft capabilities, i.e. differences in speed,

climb, descent, altitude requirements, take-off / landing

requirement, engine failure performance, and other differences

of performance;

(iii) awareness and analysis of traffic situations;

(iv) planning, sequencing and expedition of the traffic flow;

(v) adjusting traffic to changing conditions in case of radar failure

or radio aid failure;

(vi) changes in flight rules, aerodrome closures, low visibility

procedures and diversions;

(vii) use of local procedures such as selection of runways, noise

abatement procedures, departure and instrument approach

procedures;

(viii) coordination with other sectors or units, including methods of

transfers and updating of information;

(ix) utilisation of radar;

(x) composition of clearances in respect of contents, clarity,

conciseness and expedition;

(b) flight information procedures -

(i) receipt, recording and checking of flight plans;

(ii) issuance of essential flight information on collision hazards;

10 Government Gazette 23 January 2004 No. 3135

(iii) passing of clearances and flight information to aircraft,

including their correctness, identification of originators and,

where necessary, time limitations;

(iv) recognition of aircraft capabilities;

(v) knowledge of local procedures;

(vi) coordination procedures with other air traffic service units;

(c) radar procedures -

(i) methods of identification of targets including those used in

case of mis-identification, re-identification, after fade area,

blind velocity and merging of targets;

(ii) adherence to prescribed separation standards;

(iii) recognition of aircraft capabilities;

(iv) composition of clearances when using radar;

(v) radar control of arriving traffic, its sequencing, vectoring and

provision of adequate terrain clearance;

(vi) radar control of departing traffic, including radar releases and

traffic expedition;

(vii) radar control of overflying traffic including vectoring;

(viii) methods of transfer of radar control including instructions to

aircraft, transfer of control to final radar controller and transfer

of control to aerodrome control;

(ix) provision of radar position information to aircraft;

(x) provision of radar-derived navigation assistance to aircraft;

(xi) provision of radar-derived traffic information, including the

use of such information, its necessity and need for unambiguity;

(xii) provision of radar-derived assistance to aircraft in emergency;

(xiii) coordination with other sectors or units;

(d) radar vectors -

conduct of surveillance radar vectors, their accuracy and positioning,

their sequencing and issue of advice on distances;

(e) radar equipment -

(i) equipment operation and alignment, including setting up and

check procedures, level of brilliance, map, range rings, and

checking accuracy;

(ii) recognition of types of interference, including those caused by

terrain and weather, blind velocity and tangential velocity;

(iii) recognition of fade areas and application of possible counter

measures;

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(f) radio and telephone -

(i) use of correct procedures and phraseology knowledge of

coverage limitations, call signs, abbreviated procedures,

phraseologies, unnecessary repetitions, and use of correct

position identifier;

(ii) clarity, modulation, speed, diction and evenness of voice

communications;

(iii) promptness of response, confidence and avoidance of

uncertainties;

(iv) adequacy of monitoring of air-ground communication channels;

(v) courtesy, attitude, and co-operativeness in telephone

communications;

(g) data display -

(i) posting and updating of flight data and other relevant

information;

(ii) acceptance and use of meteorological reports;

(iii) dissemination of meteorological reports to aircraft;

(h) loss of communication and alerting service procedures -

(i) recognition and response to loss of communication situation

and promptness of action;

(ii) response to likely emergency situations;

(iii) use of correct emergency procedures - type of emergency,

appropriateness of procedures;

(iv) declaration of alerting phases and co-operation with search and

rescue services;

(v) action in performance of local operating procedures;

(vi) response to cases of unlawful interference with aircraft;

(i) responsibilities -

(i) it is the responsibility of the officer-in-charge to establish and

maintain unit proficiency standards;

(ii) specific senior officers are to be appointed and tasked by the

person responsible for the service as proficiency assessment

officers (standards officers) for each discipline;

(iii) at units where operational staff are multi-disciplined, the person

responsible for the service must appoint and task at least one

standards officer. Standards officers may be appointed and

tasked for each discipline although it is a multi-disciplined

environment;

12 Government Gazette 23 January 2004 No. 3135

(iv) at approach and/or aerodrome units, the manager is to appoint

and task the officer or air traffic controller responsible for

satellite units as the standards officer;

(v) a person assessed as unsatisfactory may not be permitted to

continue in the assessed discipline without supervision. If after

a reasonable period a person is unable to pass the proficiency

check, all details pertaining to the unsatisfactory assessment

must be assembled and sent to the Director;

(vi) standards officers must prepare proficiency check rosters so

that all operational staff are screened on a regular basis.

Personnel must be given advanced notice of a real time annual

proficiency check so that adequate preparation, mentally and

functionally, can be made.

Note: Although the check list is comprehensive it should not be

considered exhaustive.

172.03.4 FACILITY REQUIREMENTS

1. General

The following minimum facility requirements must be met:

(1) Each unit must be appropriately equipped to enable individuals to remain

current, proficient and capable of supplying an acceptable service;

(2) all persons involved with the provision of service must be fully conversant

with current ICAO standards and recommended practices, instructions,

directives and relevant information; and

(3) the working environment must be conducive to providing the service

consistent with reasonable expectation and demand, by making the necessary

facilities available to the personnel.

2. Records

Records must be maintained on the following:

(1) Regular reports and returns to the DCA;

(2) local incidents with remedial actions;

(3) personnel files including supervisory reports;

(4) training files;

(5) licence and medical validity details;

(6) minutes of staff meetings, aerodrome maintenance, bird control, emergency

planning and other committee meetings;

(7) rosters and roster keys; and

(8) leave records.

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Government Gazette 23 January 2004

3. General equipment

The facility must have -

(1) the means to monitor the emergency frequency 121.5 MHz independent of

mains and standby radio equipment;

(2) emergency lighting;

(3) notice boards;

(4) head sets;

(5) lockers and a safe;

(6) emergency exits;

(7) lightning protection; and

(8) fire alarm.

4. Accommodation

The facility must have -

(1) a briefing room;

(2) equipment repair space;

(3) technical equipment storage room;

(4) toilet facilities;

(5) running water; and

(6) entry control.

5. Aerodrome control

(1) The tower must permit the controller to survey those portions of the

aerodrome and its vicinity over which control is exercised.

(2) The tower must be equipped so as to permit the controller rapid and reliable

communications with aircraft with which he or she is concerned.

(3) The controller must be able to discriminate between aircraft and vehicles

while they are on the same or different runways/taxiways.

6. Aerodrome control tower

An aerodrome control tower must have -

(1) headsets;

(2) microphones;

(3) transceivers;

(4) speakers;

(5) radio selector panel;

14 Government Gazette 23 January 2004 No. 3135

(6) telephone selector panel / handsets;

(7) intercom;

(8) auto-switch headset / speaker;

(9) recorder (radio and telephone) where applicable;

(10) power;

(11) back-up power;

(12) signal lamp;

(13) wind speed and direction display;

(14) barometric altimeter;

(15) altimeter setting indicator;

(16) clock;

(17) aerodrome lighting panel;

(18) navaid(s) monitor panel;

(19) lighting, including emergency lights;

(20) daylight radar/display consoles, as appropriate;

(21) flight data panel, flight progress strip card holders and flight progress strip

cards;

(22) clipboards/displays (NOTAM etc.);

(23) automatic terminal information system recorder where applicable;

(24) fire alarm and extinguishers;

(25) desks/consoles/shelves;

(26) chairs;

(27) shades;

(28) air conditioning, heating / cooling;

(29) binoculars; and

(30) sound-absorbing coverings (floor/wall).

7. Aerodrome/approach combined service

An aerodrome/approach combined service must, in addition to the above the requirements

as specified for an approach service, have -

(1) headsets;

(2) microphones;

(3) transceivers;

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Government Gazette 23 January 2004

(4) speakers;

(5) radio selector panel;

(6) telephone selector panel / handsets;

(7) intercom;

(8) auto-switch headset / speaker;

(9) recorder (radio and telephone);

(10) power;

(11) back-up power;

(12) wind speed and direction display;

(13) altimeter setting indicator;

(14) clock;

(15) navaid(s) monitor panel;

(16) lighting, including emergency lights;

(17) radar displays, controls, consoles, as appropriate;

(18) secondary radar controls, as appropriate;

(19) radar simulator, as appropriate;

(20) flight data panel, flight progress strip card holders and flight progress strip

cards;

(21) automation equipment, if required;

(22) clipboards/displays (NOTAM etc.);

(23) automatic terminal information system recorder;

(24) fire alarm and extinguishers;

(25) desks/consoles/shelves;

(26) chairs;

(27) air conditioning, heating / cooling;

(28) sound-absorbing coverings (floor/wall);

(29) plotting and writing area;

(30) navigation plotting equipment; and

(31) aeronautical fixed telecommunication network.

16 Government Gazette 23 January 2004 No. 3135

172.03.4 FACILITY REQUIREMENTS

8. An area control centre and flight information centre

An area control centre (ACC) and a flight information centre must have

(1) writing area / counter space;

(2) plotting table;

(3) navigation plotting equipment;

(4) large-scale area map;

(5) headsets;

(6) microphones;

(7) speakers;

(8) radio communications selector panels;

(9) telephones and selector panels;

(10) aeronautical fixed telecommunications network;

(11) access to direction-finding equipment;

(12) flight progress console and equipment;

(13) clocks;

(14) lighting including emergency lighting;

(15) chairs;

(16) storage for reference documents;

(17) lavatory;

(18) running water;

(19) fire alarm and extinguisher;

(20) air conditioning heating / cooling;

(21) power; and

(22) back-up power.

172.03.5 APPLICATION FOR APPROVAL OR AMENDMENT THEREOF

1. Application form

The application form for the issuing of an air traffic service unit approval, or an amendment

thereof, is contained in Annexure B.

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172.03.6 ISSUING OF APPROVAL

1. Form of air traffic service unit approval

An air traffic service unit approval is issued on the form contained in Annexure C.

172.03.9 RENEWAL OF APPROVAL

1. Renewal of air traffic service unit approval

The application form for the renewal of an air traffic service unit approval is contained in

Annexure B.

172.03.12 DUTIES OF HOLDER OF APPROVAL

1. Procedures for the provision of services

(Reserved.)

2. En route facility financial data

The holder of an approval must provide the Director with en route facility financial data

in the form contained in Annexure D.

3. En route facility traffic statistics

The holder of an approval must provide the Director with en route facility traffic statistics

in the form contained in Annexure E.

4. Air traffic control instructions

(Reserved.)

5. Accident and incident procedures

When receiving an accident or incident notification in terms of Part 12, the air traffic

service unit must follow the following procedures:

(1) Air traffic service incident check list

(a) Stay calm.

(b) Record details in writing, even if on scrap paper, as this will serve to

accurately summarise into the appropriate log.

(c) Note times, names, callsigns and sequence of events.

(d) Identify type of incident and initiate relevant procedure.

(e) Notify all concerned persons and agencies.

(f) Ensure correctly addressed signal action and reporting.

(2) Minor incidents e.g. go arounds

(a) Report to supervisor or officer-in-charge.

(b) Log incident.

(c) Complete incident form accurately and dispatch.

18 Government Gazette 23 January 2004 No. 3135

(3) Major incident e.g. engine failures, hydraulic and other aircraft failures,

bomb scares

(a) Report to supervisor or officer-in-charge.

(b) Inform fire fighting and rescue services, if appropriate.

(c) Inform aerodrome manager, if local to aerodrome.

(d) Inform operator.

(e) Inform ground handling agent if handling required, e.g. tug to tow

aircraft, with hydraulic failure, off the runway.

(f) Impound tapes, ensuring times, details, callsigns and names are

included.

(g) Complete incident form and present to supervisor or officer-in-charge

for dispatch.

(h) Log incident with all relevant data, e.g. meteorological conditions.

(i) The aeronautical rescue coordination centre (ARCC) is to be alerted

if the incident constitutes a possible search and rescue operation.

(4) SAR action

(a) Inform supervisor or officer-in-charge.

(b) Inform operator.

(c) Alert the ARCC.

(d) Complete and dispatch a search and rescue (SAR) form giving details

of progress in respect of telephonic search.

(e) Retain all relevant flight plans, departure and weather reports.

(5) Accidents - assuming immediate SAR action already taken

(a) Inform supervisor or officer-in-charge.

(b) Inform accident investigator and the Director.

(c) Alert the Namibian Police who has to guard the wreckage until

released by the investigator-in-charge.

(d) Inform operator.

(e) Inform aerodrome manager if local to an aerodrome or if destination

or departure was an aerodrome.

(f) Impound tapes and relevant documentation.

(g) Complete and dispatch reports and accident forms.

(6) Missile or hijack related incidents

(a) Comply with checks and major incidents.

(b) Alert security forces.

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(c) Alert the Director.

(7) Code words

When passing a message via channels not secured, e.g. paper or radio, it is

necessary to transmit the level of urgency without attracting attention. The

following codes are to be quoted instead of plain language explanation.

Those codes may also be used by certain aircraft when trying to convey a

message without wishing to use plain language.

Category followed by call sign:

Category A : Hijack alert (specific);

Category B : Hijack alert (non-specific);

Category C : Bomb warning;

Category D : Bomb found;

Category E : Actual hijack;

Category F : Missile alert;

Category G : Missile strike;

Category H : Attach/threat to offices and installations;

Category I : Notifiable incident;

Category J : Minor accident (up to injuries);

Category K : Major accident (fatalities);

Category L : Disastrous accident (100% fatalities);

Category M : Any of the above situations outside Namibia,

of, in or to a Namibian registered aircraft; and

Category N : Overdue or search and rescue related.

6. Investigation of air traffic service incidents

The air traffic service incident reporting form is contained in Annexure F.

172.03.13 STATION STANDING INSTRUCTIONS MANUAL

1. General

The station standing instructions (SSI) Manual must not be seen in isolation but rather as

the document necessary to provide the interface between peculiarities of a particular unit

and the various source documents, and does not negate air traffic service personnel from

the responsibility of being familiar with and the application of procedures laid down in

the following documents:

(1) Integrated Aeronautical Information Package; (AIP, supplements, AIC’s

NOTAM);

(2) Aviation Act, 1962;

20 Government Gazette 23 January 2004 No. 3135

(3) Civil Aviation Regulations, 1999 -

(a) Part 139;

(b) Subpart 06 of Part 91;

(c) Part 12;

(d) Part 92; and

(e) Part 172;

(4) Air traffic control instructions manual, approved, authorised, published and

amended by the DCA;

(5) the manual of procedure; and

(6) relevant documents, manuals and annexes published by ICAO.

7. Contents

An SSI manual must contain the following:

(1) Detailed unit operational procedures and requirements;

(2) detailed unit administrative requirements, including the responsibilities of

each operating position;

(3) amplification and / or explanation of provisions of the national requirements,

where necessary;

Notes: 1. In the construction of an SSI manual, relevant instructions

contained in other readily accessible documents should only be

referred to and not repeated in order to avoid the need to amend the

SSI manual every time the quoted instructions are changed.

2. Specific terminology should be indicated to differentiate

between mandatory, recommended and optional application of the

relevant provision and other terminology and abbreviations should

conform to those used in other relevant official documents.

2. Preparation

A SSI manual is prepared under the direction of the officer-in-charge of the unit, and

must be verified by the person responsible for the service e.g. the manager of the flight

information region.

3. Amendments

(1) Amendments to the SSI manual should be recorded in the document itself

and brought to the attention of all concerned.

(2) Air traffic controllers are required to indicate, in the appropriate manner,

that an amendment has been noted.

(3) Any amendments by hand must be accompanied by the designated person’s

signature and date. Designated person means any air traffic controller

designated by his or her manager to make the relevant amendment by hand.

Notice of these amendments must be transmitted to the head office

responsible for the relevant service for ratification.

No. 3135 21

Government Gazette 23 January 2004

4. Format

The format must be as follows:

(1) Station standing instructions must be constructed in A4 size within a file for

protection, easy access and amending.

(2) The document must be divided into eight parts constituting:

(a) Part 1 : Preface (Introduction).

(b) Part 2 : Amendment check lists.

(c) Part 3 : General (non operational).

(d) Part 4 : General Operating Procedures.

(e) Part 5 : Special Operating Procedures e.g. low visibility

procedures.

(f) Part 6 : Training / Standards.

(g) Part 7 : Emergency Procedures including checklists.

(h) Part 8 : Appendices.

Note: An index or table of content should precede Part 1 for easy reference.

(3) Each part contains sections which can be broken down into sub-sections,

for example:

172.03.13 STATION STANDING INSTRUCTIONS MANUAL

PART II

SECTION 7

RESTRICTION OF INBOUND TRAFFIC FLOW INTO NAMIBIA’S FLIGHT

INFORMATION REGIONS AND/OR TERMINAL CONTROL AREAS

7.1 INTRODUCTION

The Approach SSI (Part II, Section 4) make provision for Flow Control Restrictions

in respect of flights departing a terminal control area (TMA).

Traffic density situations (or downgraded non-radar equipment) may, however,

necessitate the imposition of restrictions to inbound traffic flows into the flight

information region (FIR) or TMA.

The approach controller may find it necessary to impose restrictions to the inbound

traffic flow. In such cases, the following procedures are to be complied with:

7.2 APPROACH CONTROL: - RESTRICTING THE FLOW OF INBOUND

TRAFFIC INTO A TMA.

7.2.1 RESPONSIBLE CONTROLLER

When considered necessary by approach control, any approach controller will

inform the aeronautical rescue coordination centre (ARCC) that the flow of air

traffic into the TMA is being restricted.

22 Government Gazette 23 January 2004 No. 3135

7.2.2 PROCEDURE

Once the approach executive has informed the ARCC that the flow of inbound

traffic into the TMA is being restricted, the approach executive is required to do

the following:-

(i) Instruct the ARCC to activate the holding stacks at the TMA entry

points;

(ii) Request the ARCC to send a FLOW RESTRICTION MESSAGE,

giving (a) the anticipated length of delays in the TMA entry holding

stacks and (b) the onward clearance time for aircraft required to hold

where an aircraft is to hold in excess of 10 minutes.

(iii) Inform any air traffic service unit within Namibia’s FIR that will be

affected by the restriction.

Note: The aforementioned information is for the purpose of example only and may

not be current.

(4) Page numbering must indicate Part, section, page and date included. e.g. 2-

3-10-4/96 where the 2 = Part, - 3 = section, - 10 = Page and relevant as

from April 2000.

(5) Provision must be made in the preface for signature of the compiler,

(normally the officer in charge of the unit).

172.03.14 DOCUMENTATION

1. Documentation

The following documentation must be available in an air traffic service unit:

(1) Procedures manual;

(2) air traffic control instructions manual;

(3) station standing instructions manual;

(4) AIP and AIP Supplements;

(5) AIC’s and NOTAM;

(6) Civil Aviation Regulations, 2001;

(7) Namibian Search and Rescue (NASAR) Manual, issued by the DCA;

(8) aerodrome emergency plan, where applicable;

(9) directives and instructions file;

(10) occurrence logs;

(11) unserviceability logs;

(12) circulars and bulletins file;

(13) equipment manuals;

No. 3135 23

Government Gazette 23 January 2004

(14) technical standards and practices; and

(15) all applicable ICAO documents.

172.03.15 INTERNAL INSPECTION

1. Internal inspections

The following must be periodically inspected:

(1) Documentation available (current):

(a) Procedures manual;

(b) air traffic control instructions manual;

(c) station standing instructions manual;

(d) AIP and AIP supplements;

(e) NOTAM;

(f) Civil Aviation Regulations, 2001;

(g) NASAR manual;

(h) aerodrome emergency plan;

(i) air traffic service unit emergency plan;

(j) directives;

(k) personnel files (supervisors reports);

(l) statistics;

(m) occurrence log;

(n) rosters and roster keys;

(o) responsibilities for amendments or originating alterations; and

(p) formal procedure for keeping personnel up to date with amendments.

(2) Organisation:

(a) Current unit organisational chart and written delegated

responsibilities;

(b) man-loading of positions;

(c) designated instructors and standards officers;

(d) system for coordinating; and

(e) staffing of unit.

(3) Planning for quality:

Staff planning / deployment.

24 Government Gazette 23 January 2004 No. 3135

(4) Statistics:

(a) Regular returns made to the DCA;

(b) local analysis and use of statistical returns;

(c) filing of incidents; and

(d) implementation of corrective actions based on statistics.

(5) Non-conformance / corrective actions:

The number of defects over the previous 12 months within the following

areas:

(a) Equipment;

(b) materials;

(c) personnel;

(d) training;

(e) documentation of system defects;

(f) procedures used to resolve defect problems; and

(g) analysis of complaints.

(6) Records:

(a) Validation and standards check details;

(b) training files;

(c) leave records;

(d) traceability of records; and

(e) regular reviewing of records.

(7) Service safety:

(a) General knowledge level of own environment;

(b) involvement in committees for aerodrome emergency planning, bird

control and aerodrome maintenance - minutes;

(c) frequency of emergency exercises;

(d) documentation of local contingency planning;

(e) monitoring of 121.5 MHz;

(f) processes associated with search and rescue; and

(g) emergency checklist and categories.

No. 3135 25

Government Gazette 23 January 2004

(8) Radar and general air traffic control application:

(a) Areas of responsibility;

(b) how often is radar actually used for separation;

(c) how often is radar actually used for navigation, clear of terrain or

weather;

(d) radar monitoring;

(e) radar transfers;

(f) establishment of identity; and

(g) specific separation standards used (non radar).

(9) Miscellaneous:

(a) Regularity of staff meetings; and

(b) licence validity monitoring.

(10) General:

(a) Basic hygiene requirements;

(b) supply of traffic information;

(c) general knowledge of special procedures, events or airspaces;

(d) ambient noise levels;

(e) aerodrome lighting panel;

(f) meteorological instrumentation; and

(g) aeronautical terminal information system.

172.03.16 AIR TRAFFIC CONTROL CLEARANCES

1. Contents

(1) Air traffic control clearances must contain -

(a) aircraft identification;

(b) clearance limit;

(c) route of flight; and

(d) level(s) of flight for the route or part thereof and changes of levels if

required;

(e) any necessary instructions or information on other matters such as

SSR transponder operations; and

(f) approach or departure manoeuvres, communications and time of

expiry of the clearance.

26 Government Gazette 23 January 2004 No. 3135

(2) Instructions instituted in clearances to levels must consist of -

(a) cruising level(s) or, for cruise climb, a range of levels, and, if

necessary, the point to which the clearance is valid with regard to the

level(s);

(b) levels at which specified significant point are to be crossed, when

necessary;

(c) the place or time for starting climb or decent, when necessary;

(d) the rate of climb or decent, where necessary; and

(e) detailed instructions concerning departure of approach levels, when

necessary.

172.03.18 TRANSFER OF RESPONSIBILITY FOR CONTROL

1. Transfer of responsibility for control

Where units are providing services adjacent to areas serviced by other units a letter of

procedure must be compiled between the units in accordance with the format contained

in Annexure G.

172.04.1 ESTABLISHMENT AND PROVISION OF SEARCH AND RESCUE

SERVICES

1. Designation

Namibia is divided into two search and rescue regions:

(1) The aeronautical region which covers the land area of the sovereign territory

of the Republic of South Africa, Swaziland, Lesotho, Namibia and the area

defined by the ICAO AFI Plan; and

(2) the maritime region which covers the sea area bordering the land area

mentioned above and defined in the NAMAR Manual.

An aeronautical rescue coordinating centre (ARCC) may delegate its authority to another

ARCC for a portion or entire SRR should a situation exist where, in the opinion of the

Chief of the ARCC, this would be more practical.

2. Requirements

(Reserved.)

172.04.2 SEARCH AND RESCUE ACTION

1. Rescue coordination centre

(1) The RCC chief is the person in charge of an aeronautical rescue coordination

centre (ARCC).

(2) The RCC chief must ensure that -

(a) the ARCC is established;

(b) it is properly manned;

(c) persons designated and on call or standby to act as search mission

coordinators (SMCs) when required, are appointed;

No. 3135 27

Government Gazette 23 January 2004

(d) SMCs are appointed for specific search and rescue operations;

(e) the ARCC conforms to the SAR procedures that have been established;

(f) the ARCC establishes close liaison with the persons in charge of the

facilities available to the ARCC by holding operational meetings;

(g) a communication network is established for the conduct of a search

and rescue operation within the area of responsibility of the ARCC;

and

(h) where applicable, liaison is established with other search and rescue

facilities of neighbouring states to ensure mutual cooperation during

combined operations.

2. Search and rescue plan

2.1 General

(1) A search and rescue plan (SAR plan) is unique to a particular ARCC or

rescue subcentre (RSC). Each ARCC chief or RSC head must therefore

ensure that the ARCC or RSC concerned has a comprehensive and detailed

SAR plan to ensure that the ARCC or RSC functions properly during a

search and rescue action.

(2) All search and rescue action must be undertaken according to the SAR plan.

(3) The SAR plan must be unambiguous and the ARCC or RSC must be able

to carry out the instructions.

(4) Air traffic service units (ATSU) must automatically institute search and

rescue operations as defined herein and by local operating procedures, until

relieved by the AARCC.

2.2 Contents

A SAR plan must -

(1) set out the procedure whereby a search and rescue operation in the ARCCs

and RSCs area of responsibility should be conducted during the different

phases of emergency;

(2) in respect of facilities available to the ARCC or RSC -

(a) state precisely which agencies are responsible for activating facilities;

(b) detail the methods of communicating with the various agencies

(communication network);

(c) detail the methods of alerting mobile facilities;

(d) detail the methods of coordination with the various facilities;

(e) indicate by whom, and to what extent, any of these facilities can be

requested to participate in an operation; and

(f) describe the facilities available to the ARCC or RSC;

(3) state precisely the area of responsibility appertaining to the ARCC or RSC;

28 Government Gazette 23 January 2004 No. 3135

(4) state the responsibilities of staff assigned to search and rescue operations;

(5) set out the method and procedure whereby information is obtained, stored

and retrieved for use in a search and rescue operation;

(6) make provision for the training and exercising of search and rescue staff;

and

(7) set out a reporting procedure whereby the hydrographer of the Ministry of

Defence is informed of any hazard to navigation or wreck, consequent to

operation.

172.04.2 SEARCH AND RESCUE ACTION

3. Alerting post

(1) The alerting post must alert the ARCC or RSC of an emergency or a potential

emergency.

(2) Alerts could be received from any source but essentially from -

(a) the master or person in charge of a vessel;

(b) the pilot of an aircraft;

(c) an air traffic service unit;

(d) a coastal radio station;

(e) a police officer;

(f) an ARCC of another government;

(g) the marine rescue coordination centre (MRCC) or ARCC;

(h) an officer of the watch of a vessel sighting a distress signal;

(i) a duty officer in a port control tower; or

(j) a safety officer of a power boat club.

(3) Dedicated alerting posts must be manned 24 hours a day and are -

(a) air traffic service units;

(b) port control offices;

(c) coastal radio stations;

(d) Namibian police stations;

(e) the MRCC; and

(f) the ARCC.

(4) Procedure to be followed by an alerting post

A dedicated alerting post must, on becoming aware of an emergency or

potential emergency, gather as much information about the emergency as is

possible. Once the information is gathered, it must make a report to the

No. 3135 29

Government Gazette 23 January 2004

nearest Port Captain (RSC) in the event of a marine emergency or to the

nearest ATSU in the event of an inland emergency.

After making the initial report, the alerting post must make an attempt to

check the report for authenticity and accuracy. If the alerting post suspects

that the message or signal indicating the emergency is a hoax, it must declare

it so.

It must keep open the channel of communication between the alerting post

and the source of the emergency message until the ARCC declares that it is

no longer required.

(5) Gathering of information by an alerting post

A dedicated alerting post should attempt to gather the following information

for passing on to the ARCC or RSC:

(a) Air and marine craft incident data:

(i) Distressed craft identification (name or type/call sign);

(ii) position of emergency (latitude/longitude or bearing/dis-tance

from known position or last reported position and next reporting

position);

(iii) date/time of position;

(iv) nature of emergency (fire, collision, man overboard, disable,

overdue, bail-out, crash);

(v) craft description (size, type, hull colour, cabin colour, deck

colour, rigging, fuselage colour, tail colour, wingtip colour;

(vi) persons on board;

(vii) date, time and point of departure, planned route, speed of

advance estimated time of arrival (ETA) and point of

destination;

(viii) radio frequencies in use, monitored or scheduled;

(ix) emergency radio equipment and frequencies, including

emergency position indicating radio beacon;

(x) on-scene weather and sea conditions;

(xi) assistance desired, if not obvious.

(xii) assistance being received, if any;

(xiii) heading, speed, altitude and fuel;

(xiv) initial reporter (name, telephone or address of person, name/

call-sign if craft, parent agency);

(xv) date and time of initial report;

(xvi) possible route deviations;

30 Government Gazette 23 January 2004 No. 3135

(xvii) navigation equipment;

(xviii)survival equipment;

(xix) other information, sources (friends, relatives, associates, agents

and agencies);

(xx) car/boat trailer licence, description, location, if pertinent; and

(xxi) any other pertinent information.

(b) Lost person incident data:

(i) Name of missing person;

(ii) location last seen;

(iii) date/time last seen;

(iv) known intentions or possible actions of missing person;

(v) description of missing person;

(vi) clothing, footwear and equipment;

(vii) physical and mental condition;

(viii) knowledge of area;

(ix) outdoor experience;

(x) weather conditions;

(xi) action being taken;

(xii) assistance desired, if not obvious;

(xiii) initial reporter (name and telephone number or address);

(xiv) date and time of initial report;

(xv) next of kin (name and telephone number or address); and

(xvi) any other pertinent information.

(6) Weather information

Whenever an incident is reported, the individual who did the reporting should

be questioned in detail on the existing weather conditions. Even though the

information obtained may not be completely accurate it will give an

indication of the weather that can be encountered by the search craft and

that experienced by the distressed craft. This can be of considerable

assistance when tasking missions to remote areas. The reporter should

specially be questioned on the following:

(a) Clear skies or cloudy weather and recent changes;

(b) cloud ceiling, cloud type and percentage cover;

(c) whether rain or snow is falling or has fallen, when the snowfall started

and ended;

No. 3135 31

Government Gazette 23 January 2004

(d) whether severe weather such as thunderstorms, hail, ice pellets or

freezing rain are occurring or have occurred, and at what times it

started and stopped;

(e) visibility and any factors affecting it such as fog, smoke, haze, etc,

and the time of any recent changes;

(f) the state of the water surface, if applicable; and

(g) wind direction and velocity and recent changes.

4. Communications

4.1 General

Search and rescue operations is reliant on communications between two or more of the

following units or organisations:

(1) Air traffic service units;

(2) search and rescue aircraft;

(3) search and rescue vessels;

(4) other vessels at sea;

(5) air force bases and command posts;

(6) naval shore authorities;

(7) port authorities;

(8) rescue and coordination centres;

(9) coastal radio stations;

(10) police stations, vessels and vehicles;

(11) SRIN land stations, land mobile stations and vessels;

(12) lighthouses; and

(13) emergency medical services.

4.2 Communication frequencies

(1) Search and rescue aircraft operating in maritime areas must be equipped

with 2 182 kHz and/or 156,8 MHz (Channel 16).

(2) The frequency 156,0 MHz (VHF Channel 0) is allocated by Telecom

Namibia as a marine on-scene frequency.

(3) The other available frequencies are listed below:

(a) Frequencies available for inter-communication between units engaged

in search and rescue operations are -

32 Government Gazette 23 January 2004 No. 3135

(i) 3 023 kHz (RT) -

the International Telecommunication Union allocation is 3023

ITU Article 38-3, regulation 2980 refers. Used between ships/

ships and ships/aircraft;

(ii) 123,1 MHz (RT) International -

used between aircraft/aircraft; and

(iii) 156,3 MHz (RT) VHF channel 06 International -

used between ships/ships and ships/aircraft.

Notes: 1. If a SAR operation is taking place in controlled

or advisory airspace, the published aeronautical

frequency must be used or monitored for ATC

purposes.

3. When a SAR operation is declared, a

frequency is allocated for aircraft/aircraft

communication.

4. The frequency 156,0 MHz (VHF Channel O)

allocated to the SRIN for internal use is not

available on board all ship stations and aircraft

stations who should use 156,3 MHz (channel 06)

for coordinated SAR communications. Ship

stations must avoid harmful interference to such

communications on channel 06.

(b) International distress frequencies are -

(i) 500 kHz (WT) International Marine Emergency;

(ii) 2 182 kHz (RT) International Marine Emergency;

(ii) 121,5 MHz Emergency Position Indicating Radio Beacons

on board ship stations;

(iv) 156, 8 MHz (RT) International Marine Emergency (VHF

Channel 16); and

(v) 243 MHZ Aeronautical Emergency.

4.3 The aeronautical search and rescue operation

(1) Uncertainty phase

An uncertainty phase is declared by an air traffic service unit -

(a) in respect of an aircraft for which a flight plan has been filed, when -

(i) no communication has been received within a period of 30

minutes after the time it should have been received, or from

the time a first unsuccessful attempt was made to establish

communication with the aircraft, whichever is the earlier;

(ii) the aircraft fails to arrive within 30 minutes of the ETA last

notified or estimated, whichever is the later; or

No. 3135 33

Government Gazette 23 January 2004

(iii) the evaluation of other circumstances, e.g. knowledge that the

aircraft is experiencing difficulties, renders it advisable to

declare the uncertainty phase; and

(b) in respect of an aircraft for which no flight plan has been filed, when

information that the aircraft is overdue or missing is received from

any source, e.g. an air traffic service unit, the aircraft operator, relatives

of the pilot, or any other person.

In such cases the ARCC will be notified and will monitor the progress

(2) Alert phase

(a) An alert phase is declared by an ACC or ARCC when -

(i) the attempts made during the uncertainty phase to establish

contact with the aircraft or to gain any news from other sources

have failed and the aircraft is clearly overdue;

(ii) an aircraft which has been cleared to land has failed to land

within 5 minutes of the estimated time of landing and

communications have not been re-established with the aircraft;

(iii) information has been received which indicates that the

operating efficiency of the aircraft for which the uncertainty

phase was declared or that of another aircraft has become

impaired, but not to the extent that a forced landing is likely;

(iv) there is reason to believe that the operation of an aircraft is

being interfered with.

(b) In such cases the ARCC will be informed, who in turn, will continue

with the alerting of relevant and related organisations and authorities.

(3) Distress phase

(a) A distress phase is declared when -

(i) attempts made during the alert phase to establish contact with

the aircraft and to gain information through more widespread

enquiries have failed and the aircraft is clearly missing and

probably in distress;

(ii) the fuel on board is considered exhausted or insufficient for

the aircraft to reach safety;

(iii) information is received which indicates that the operating

efficiency of the aircraft has become impaired to the extent

that a forced landing is likely; and

(iv) information is received, or it is reasonably certain that the

aircraft is about to make or has made a forced landing, or has

crashed.

(b) The ARCC will be informed and the ARCC must notify and activate

required agencies and authorities. When a distress situation exists

without the activation of the ARCC, the relevant air traffic service

unit will mobilise appropriate resources.

(c) Each ATSU is entrusted with the task of alerting services for all aircraft

known to it, whether the aircraft is provided with air traffic services

or not.

34 Government Gazette 23 January 2004 No. 3135

(d) Each ACC serves as a collecting point of all information relating to

the state of emergency of an aircraft operating within the FIR

concerned and the conducting of search and rescue operations until

relieved by the ARCC.

(e) An ARCC will usually receive notification that an aircraft is, or is

considered to be, in a state of emergency from the ACC with which it

is associated.

(f) The ARCC will not normally be informed, however, when the nature

of the emergency is such that local rescue facilities are considered to

be capable of dealing with the emergency, e.g. in certain incidents

occurring at or near an aerodrome.

(4) Notification from an ATSU to an ARCC will contain, as available, the

following information in the order listed:

(a) INCERFA, ALERFA or DETRESFA, as appropriate to the phase of

emergency;

(b) agency and person calling;

(c) nature of emergency;

(d) significant information from the flight plan;

(e) time of last communication, by whom received and frequency used;

(f) last position report and how determined;

(g) colour and distinctive marks of aircraft;

(h) any action taken by reporting officer; and

(i) other information.

(5) The aeronautical search and rescue operation sequence of events

(a) The uncertainty phase (INCERFA) may be declared by an air traffic

service unit or by the ARCC

(i) Upon the occurrence of an INCERFA the air traffic service

unit should -

X verify the information received, if necessary;

X when a flight plan has been filed, maintain close liaison

with the relevant air traffic service unit so that -

B new information obtained through a communi-

cation search, a verification of the flight plan and

a review of the weather information passed to the

pilot before and during the flight will be available

immediately for evaluation, plotting and decision-

making;

B duplication of action can be avoided since this

may lead to unnecessary overloading of communi-

cation channels;

No. 3135 35

Government Gazette 23 January 2004

X when no flight plan has been filed, attempt to obtain

information from which the route, stopping places and

time of departures and arrivals of the aircraft may be

reconstructed; and

X start a plot of the flight of the aircraft involved using

relevant information obtained by the action above.

(ii) The purpose of a communication search is twofold, namely -

X continuation of efforts to contact aircraft on all

appropriate frequencies; and if that fails -

X determination of its probably whereabouts by -

B making enquiries at all aerodromes where it might

have landed, including the aerodrome of

departure; and

B contacting other appropriate sources, such as

aircraft known or believed to be on the same route

or within communication range.

(iii) If the communication search or flight reconstruction indicates

that the aircraft has landed safely, the air traffic service unit

will close the incident and immediately inform the ARCC,

operating agency and any facility it has alerted.

(iv) If, however, apprehension as to the safety of the aircraft and

its occupants continues to exist, the uncertainty phase must be

upgraded to the alert phase.

(b) The alert phase (ALFERFA) will be declared by the ACC or the ARCC

(i) Upon the occurrence of an ALERFA the ARCC should -

X immediately appoint an SMC, and alert other staff and

appropriate search and rescue facilities as necessary;

X enter in a log all incoming information and progress

reports, details of action as described below and

subsequent developments;

X verify the information received, if necessary;

X endeavour to obtain any information concerning the

aircraft from sources the air traffic services might not

have checked through their normal communication

circuit, such as-

B communication stations associated with radio

navigation aids, radar facilities or direction finding

net-works, and any other communication stations

with which the aircraft might have communicated

(these units should be requested to guard specified

radio frequencies);

B all aerodromes or landing strips along the

proposed route of the aircraft which have not yet

been checked, as well as all others where it is

reasonably possible that the aircraft may have

landed;

36 Government Gazette 23 January 2004 No. 3135

B all other agencies and facilities capable of

obtaining additional information or verifying

information on hand, i.e. all those agencies which

have been included in the plan and may be called

upon for assistance;

X thoroughly evaluate the flight plan, weather, terrain,

possible communication delays, last known position, last

radio calls received and operator’s qualifications;

X estimate the time of fuel exhaustion and particularly note

the performance of the aircraft under adverse conditions;

X maintain close liaison with the relevant air traffic service

units so that new information obtained through continued

attempts to contact the aircraft or through more

widespread enquiries can be made available immediately

for evaluation, plotting and decision-making;

X when requested to do so, the air traffic service unit may

assist by -

B providing communication facilities, in particular

by passing instructions or information to the

aircraft in distress, aircraft reporting the distress

or search aircraft;

B informing other aircraft operating in the vicinity

of the nature of the emergency;

B monitoring, and keeping the ARCC informed on

the progress of any aircraft, the efficiency of

which has been impaired but not to the extent that

a forced landing is likely;

X plot relevant details obtained through the action

described above to determine the probable position of

the aircraft and its maximum range of action from its

last known position;

X initiate search and rescue action, if so indicated by the

situation appraisal, and notify any action taken to the

ACC for onward relay to the aircraft, if possible; and

X whenever practicable, communicate to the operating

agency all information received and action taken.

(ii) Normally an area of probability would be calculated at this

stage to be upgraded to a search area during the distress phase.

(iii) If the efforts to locate the aircraft indicate that the emergency

no longer exists, the ARCC will close the incident and

immediately inform the operating agency and any centre, service

or facility it has alerted or activated.

(iv) If, however, the aircraft has not been located by the time all

efforts have been completed or the time of estimated fuel

exhaustion has been reached, whichever occurs first, and thus

the aircraft and its occupants may be considered to be in grave

and imminent danger and in need of immediate assistance, the

alert phase must be upgraded to the distress phase.

No. 3135 37

Government Gazette 23 January 2004

(c) The distress phase (DETRESFA) may be declared by an ACC or the

ARCC

(i) Upon the occurrence of a distress phase the ARCC under the

guidance of the search and rescue mission coordinator should -

X examine the appropriate part of the detailed plan of

operations for search and rescue in the SRR;

X decide on a plan of action and pass relevant details of

the plan to -

B the ACC for onward transmission to the aircraft,

if and when possible, or for traffic coordination

purposes including appropriate NOTAM action;

and

B all ARCCs associated with the planned route of

the aircraft, as well as those whose SRRs lie within

the radius of action of the aircraft as determined

from its last known position;

X direct the operation expeditiously and efficiently until

its conclusion, and if necessary appoint an RSC, or on-

scene commander (OSC) who will be responsible for

the following:

B the RSC will fulfil the roles as delegated by the

ARCC;

B the OSC will be responsible for -

B coordination of all other SAR efforts in the area

of the particular SAR mission;

* establishing communications with all SAR

facilities within the assigned area and

acting as a radio link between the ARCC

and other SAR facilities in the area;

* the re-transmission of position and other

reports to the ARCC if necessary;

* reporting weather and search conditions to

the ARCC upon arrival at the scene of

action, and keeping the ARCC fully advised

of weather and other conditions and

developments

* ascertaining the endurance of SAR units

within the area;

* providing details of the mission to

participating and to joining aircraft; and

* submitting numbered sitreps to the ARCC

periodically or when important changes

occur;

X maintain close liaison with the relevant air traffic service

unit so that

38 Government Gazette 23 January 2004 No. 3135

B new information obtained through continued

attempts to contact the aircraft or through

widespread enquiries will be made available

immediately for evaluation, plotting and decision-

making;

* when requested to do so, the air traffic

service unit may assist by -

* providing communication facilities, in

particular by passing instructions or

information to the aircraft in distress,

aircraft reporting the distress or search

aircraft;

* informing other aircraft operating in the

vicinity of the nature of the emergency and,

if need be, restricting normal operations in

the search area outside controlled airspace;

and

* monitoring and keeping the ARCC

informed of all relevant information.

(d) The ARCC will notify the SAR secretariat of all search and rescue

operations.

Note: Where a friend, relative or business associate of a pilot or other

person reports the non-arrival of an aircraft for which the prescribed

flight plan was not submitted or for which a prescribed flight plan

was submitted but in which it was stated that search and rescue

action was not required, the matter must be referred to the Director

who will decide what action is to be taken.

(6) Aeronautical operational reporting and documentation

(a) General

(i) Introduction

The first responsibility of the relevant duty personnel is to

identify incidents and take appropriate and prompt action, then

to document and report what has been done, giving reasons or

intention when appropriate.

(ii) Documentation

Documentation is the selection and recording of information

and the events handled by the relevant duty personnel from

initial incident awareness to the conclusion of the operation. It

provides the basis of reports made during search and rescue

operations and of subsequent reports and returns. It includes

all data recorded, messages and signals received or transmitted

by radio and telecommunications links, search planning forms,

operation logs, charts and maps, and other recorded data.

(iii) Purpose of reports

Reports are required to:

- alert others who are, or may become, involved;

No. 3135 39

Government Gazette 23 January 2004

- inform those who should be aware of what is happening;

and

- record events.

(iv) Urgency versus detail

A detailed report which arrives too late is useless. No report

should be made without considering timeliness and how

urgently the recipients need to be informed.

(v) Priority of signals

It is most difficult to judge the priority of signals alerting

headquarters about major incidents that -

X are of general interest to, or affect the DCA;

X could have political, international, commercial or other

repercussions.

In the case of major incidents that are of general interest, SMCs

should try to ensure that the addressee is informed before the

media broadcast the story. In the case of major incidents which

could have political or other repercussions, addressees should

be informed as soon as possible after the most urgent traffic

has been cleared.

(b) Requests for military or civilian aircraft

All requests for military or civilian fixed-wing aircraft and helicopters

for SAR and Medivac operations must be made to the nearest air

force command post or aircraft operator. Especially, where immediate

danger to life is involved, and the casualty is within about 30 miles

of the aircraft base, requests for helicopter assistance may be made

direct to the Air Force Base or civilian operator and informing the

local air force command post or operators as soon as possible

thereafter. As a matter of procedure the matter should be conveyed to

the nearest ATSU.

(c) Completion of the aeronautical SAR reporting form and the

aeronautical search operation briefing form (see Annexure H)

(i) The priority indicator, DCA addresses and type of message

are already entered and must not be altered. Other appropriate

addresses must be added.

(ii) Field 5 : Insert the phase declared, the six or eight letter

designator of the unit compiling the message and a brief

description of the nature of the emergency, e.g. number three

engine feathered, position report not received, non-arrival at

destination, etc.

(iii) Field 7 to 19 : Copy from flight plan. In field 19 delete items

such as emergency radio (RDO), frequencies, and survival

equipment not carried on the aircraft and if appropriate insert

details of the inflatable rafts carried.

(iv) Field 20 : Insert appropriate information which is known,

inserting the letters UNK or NA where the information is

unknown or not applicable.

40 Government Gazette 23 January 2004 No. 3135

(d) Transmission of the aeronautical SAR reporting form

Transmit all the items in the unshaded areas of the form down to the

(A) at the end of field 20, including the printed items which have not

been deleted and all brackets, hyphens, oblique strokes, spaces and

line functions.

(e) Debriefing

Each and every search and rescue operation must be followed by a

debriefing of the events, and completion of the aeronautical search

operation debriefing form contained in Annexure I.

TABLE 1: AIR TRAFFIC SERVICE AIRSPACE CLASSIFICATION

No. 3135 41

Government Gazette 23 January 2004

Annexure A

WORK PERFORMANCE ASSESSMENT REPORT

AIR TRAFFIC SERVICE PERSONNEL

EVALUATOR: ............................................... EVALUEE: .............................................

UNIT: ............................................................ UNIT: ......................................................

PERIOD OF ASSESSMENT ......................... FROM: ........................ TO: ...............

EVALUATOR’S SUPER IOR: ....................... UNIT: .......................................................

ETC.

PROFICIENCY ASSESSMENT: POSITIONS

(standards check)

VALIDATION ASSESSMENT: POSITIONS

50 HOUR CHECK:

MID TERM CHECK: HOURS DUAL

AD HOC ASSESSMENT REQUESTED

CURRENT GRADE

DATE OF ASSESSMENT NOTICE SERVICED:

ASSESSMENT SCALES

Assessment is to take place in accordance with the following 5 point scale:

1. Unacceptable

2. Below average

3. Satisfactory

4. Very good

5. Excellent

A. ALL GRADINGS (marking relevant to grading requirements)

1. General administration (log keeping, registers, leave, forms, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE

EVAUATOR

1

2

3

4

5

42 Government Gazette 23 January 2004 No. 3135

2. Knowledge and application of procedures (ATCIs, SSIs directives, CARs etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

3. Operational administration (Strip marking, reporting, INCREPS construction

and decoding of messages, issuing of NOTAMs, statistics, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

4. Relevant general knowledge (area of responsibility, aerodrome layouts, airspace

construction, local geography, routes, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

No. 3135 43

Government Gazette 23 January 2004

5. Knowledge and control of relevant equipment (Own equipment, navaids,

systems, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

6. Insight into pending problems and ability to plan ahead

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

7. Ability to cope with pressure (consistency even with high work levels)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

8. Screen technique, phraseology and telephone manners

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE

EVALUATOR

1

2

3

4

5

44 Government Gazette 23 January 2004 No. 3135

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

9. Taking, storing, processing and transmission of flight plans

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

10. Knowledge and interest of associated functions

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

11. Interaction with colleagues (Team person, ability to impart knowledge and

coaching of subordinates)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

No. 3135 45

Government Gazette 23 January 2004

12. Punctuality and interpretation of discipline and authority

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

B. ATSA’S AND ALL ATC GRADES

13. Level of confidence

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

14. Knowledge and application of standard instrument departures (SID’s),

standard arrivals (STAR’s) and preferential ratings

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

15. Understanding and application of a safe, expeditious flow of air traffic

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

46 Government Gazette 23 January 2004 No. 3135

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

16. Knowledge of flow control and slot time application

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

17. Coordination and liaison-timing and technique

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

18. Ability to handle a busy situation

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

No. 3135 47

Government Gazette 23 January 2004

19. Knowledge of and handling capability of emergency and SAP situations

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

20. Passing of essential traffic information, aerodrome and oceanic

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

C. ALL ATC’S

21. Radar vectoring and/or associated procedures (Speeds, distances, and

performances, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

22. Overall “Non Radar” procedures and use of facilities

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

48 Government Gazette 23 January 2004 No. 3135

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

23. Understanding and application of complex ATC situations (Parallel runway-

operations, crossing runways and/or airways)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

24. Use of standard published procedures

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

D. FOR ASSESSING CANDIDATES SUITABILITY INTO SUPERVISORY

RANKS (to be completed for all current senior and principal ATC’s)

25. Consistent exemplary conduct

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

No. 3135 49

Government Gazette 23 January 2004

26. Voluntarily puts in additional effort to ensure efficient operation of the unit

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

27. Attends relevant meetings (Bird control, aerodrome, maintenance, airlines, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

28. Involved in unit management duties (Standards, operations, head specific

committees, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

29. Arranges unit visits, lectures and promotes the image of ATC

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

50 Government Gazette 23 January 2004 No. 3135

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

30. Actively involved in unit’s morale building exercises

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

31. Has obtained additional relevant specialist knowledge (Construction of SID’s

and STAR’s, flow control, ICAO SARPS, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

32. Volunteers to cover additional operational duties due to staff or other

emergencies

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

No. 3135 51

Government Gazette 23 January 2004

33. Accepted as a specialist ATC by colleagues and subordinates

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

34. Has an ability to defuse conflict situations and naturally takes the lead in

relevant discussions

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

35. Convenes own meetings (Staff, operations, planning, etc.)

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

36. Completes projects on time and accurately

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

EVALUEE AGREES: DISAGREES:

EVALUEE

EVALUATOR

1

2

3

4

5

52 Government Gazette 23 January 2004 No. 3135

Evaluator’s comments: ...........................................................................................

.................................................................................................................................

EVALUEE AGREES: DISAGREES:

No. 3135 53

Government Gazette 23 January 2004

Annexure B

REPUBLIC OF NAMIBIA

CIVIL AVIATION

APPLICATION FOR THE ISSUING OF AN AIR TRAFFIC SERVICE UNIT

APPROVAL

APPLICATION FOR THE AMENDMENT OF AN AIR TRAFFIC SERVICE

UNIT APPROVAL

APPLICATION FOR THE RENEWAL OF AN AIR TRAFFIC SERVICE UNIT

APPROVAL

Notes:

(i) An application for the issuing of an air traffic service unit approval, or an amend-

ment thereof, must comply with the provisions of CAR 172.03.5.

(ii) An application for the renewal of an air traffic service unit approval must comply

with the provisions of CAR 172.03.9.

(iii) Section 1 of this form must be completed in all cases.

(iv) All other sections must be completed if applicable to the specific application.

(v) The original application must be submitted to the Director: Civil Aviation.

(vi) Where the required information cannot be furnished in the space provided, the

information must be submitted as a separate memorandum and attached hereto.

(vii) Please delete if not applicable.

Mark the appropriate block:

Application for the issuing of an air traffic service unit approval

Application for the amendment of an air traffic service unit approval

Application for the renewal of an air traffic service unit approval

1. PARTICULARS REGARDING THE APPLICANT/HOLDER

1.1 Full name: ........................................................................................................................................

............................................................................................................................................................

1.2 Trade name: .......................................................................................................................................

............................................................................................................................................................

54 Government Gazette 23 January 2004 No. 3135

1.3 Full business / residential address: 1.4 Postal address:

.............................................................. ...................................................

............................................................... Postal code ...............................

1.5 Telephone number: ............................... 1.6 Telefax number : ......................

1.7 Cellular phone number: ........................ 1.8 E-mail address : ......................

1.9 SITA code (if any): ............................... 1.10 Telex number : ..........................

1.11 Legal status of applicant/holder (individual/close corporation/company/trust/other -

specify): ............................................................................................................................

1.12 Registration number in the case of a close corporation/company/trust: .

............................................................................................................................................

1.13 Full particulars in respect of the individual/each responsible director/shareholder/partner/

member/office bearer:

1.14 The applicant/holder declares hereby that the particulars provided in this application are

true in every respect.

.................................................... ...................................

Signature Date

2. APPLICATION FOR AN AIR TRAFFIC SERVICE UNIT APPROVAL

2.1 Type of air traffic service applied for :

Mark the appropriate block

A single air traffic service.

A combination of air traffic services.

Name

.................................

Position

........................

Identity Number

..............................

Nationality

........................

Country of permanent

residence

........................................

No. 3135 55

Government Gazette 23 January 2004

2.2 Supporting documents:

Mark the appropriate block

The manual of procedure.

3. APPLICATION FOR THE AMENDMENT OF AN AIR TRAFFIC SERVICE UNIT

APPROVAL

3.1 Approval number: .............................. 3.2 Expiry date: ..............................

3.3 Particulars of amendments applied for:

...........................................................................................................................................

3.4 Supporting documents:

Mark the appropriate block

Amended manual of procedure

4. APPLICATION FOR THE RENEWAL OF AN AIR TRAFFIC SERVICE UNIT

APPROVAL

4.1 Approval number: ................................ 4.2 Expiry date: .............................

4.3 Type of air traffic service applied for :

Mark the appropriate block

A single air traffic service.

A combination of air traffic services.

4.4 Supporting documents:

Mark the appropriate block

The manual of procedure.

56 Government Gazette 23 January 2004 No. 3135

Annexure C

REPUBLIC OF NAMIBIA

CIVIL AVIATION

AIR TRAFFIC SERVICE UNIT APPROVAL

1. Approval number: .............................. 2. Expiry date: .............................

3. Type of air traffic service : ................................................................................................

4. Name of holder: .................................................................................................................

............................................................................................................................................

5. Physical address of holder: 6. Postal address of holder:

.............................................................. ...................................................

Postal code: ...............................

7. Scope of approval:

............................................................................................................................................

8. I hereby certify that the holder of this approval has been duly approved in accordance with

Part 172 of the Namibian Civil Aviation Regulations, 2001.

.................................................................. ................................................

Director: Civil Aviation Date of issue

No. 3135 57

Government Gazette 23 January 2004

Annexure D

REPUBLIC OF NAMIBIA

CIVIL AVIATION

EXAMPLE OF A COMPLETED ANNUAL EN ROUTE

FACILITY FINANCIAL REPORT

EN ROUTE FACILITY FINANCIAL DATA

State: XYZ Year ended: 31 December ......

FIR/UIR(s) covered: Currency: RX

............

ABC

BCD

CDE

EFG

PART I: REVENUES

PART II: EXPENSES

Data are required for all of Part I, and for

Items I through 5 in column (a), and for rows

7 and 6.1 of Part II. All other data items are

optional.

Estimated data, identified by an asterisk (*),

may be used if exact data are not available.

Revenue item Amounts

1. Route facility charges ............................................................................................

2. Revenues from airport charges allocated to route facilities ...................................

3. Grants and subsidies allocable to route facilities (specify individually in the Remarks section any

item exceeding 10% of item 5) ................................................................

4. Other revenues allocable to route facilities including profit on assets sold (specify individually in

the Remarks section any item exceeding 10% of item 5) ..................

5. Total en route revenues ............................................................................................

57 000 000

-

431 000 A/

57 431 000

Expenses by facility or service

Total expenses for route

facilities and services Total

All facilities

and services

ATS COM MET SAR AIS

Expenses by item (a) (b) (c) (d) (e) (f)

1. Operation and maintenance (e.g. labour,

spares, materials, power, etc.) ...............

2. Administrative overheads .................B/

3. Depreciation and/or amortisation..........

4. Interest ...................................................

5. Other expenses (specify individually in

the Remarks section any item exceeding

10% of item 6).......................................

6. Total expenses.......................................

6.1 En route utilisation................................

6.2 Airport utilisation..................................

6.3 Non-aeronautical utilisation.................

Expense allocation by type of utilisation (amounts or percentages of total expenses)

33 190 842

1 017 855

18 051 281

10 411 803

1 808 369

64 480 150

34 085 614

30 394 536

..................

14 045 385

927 855

16 943 938

10 004 806

1 808 369

43 730 353

20 565 160

23 165 193

...................

9 800 000

C/

9 800 000*

5 730 600*

4 069 400*

7 503 016

C/

961 574

379 681

C/

8 844 271

5 684 328

3 159 943

-

1 842 441

90 000*

145 769

27 316

C/

2 105 526

-

...................

58 Government Gazette 23 January 2004 No. 3135

PART III: CAPITAL ASSETS - GROSS CAPITAL INVESTMENTS DURING

THE YEAR

GENERAL INSTRUCTIONS

This form is to be filed by the holder of an air traffic service unit approval providing en

route air navigation facilities and services, within its territory or externally to it, for

international civil aviation.

The form is to be filed annually. It is preferred that the data reported cover the calendar

year (January to December). However, if this is not practical, it may cover a different 12-

month period (e.g. financial year). The form should be filed as soon as possible after the

annual data become available but no later than 6 months after the end of the period to

which it refers.

It is recognised that holders may experience difficulties in reporting all of the data re-

quested on the form, in which case the following general guidelines apply:

1. Where an actual figure cannot be reported a reasonable estimate will be adequate.

Estimates should be identified with an asterisk (*) following the estimated figure.

2. Combined financial data for two or more facilities or services, or items, can be

reported if a breakdown cannot be made, in which case this should be clearly

indicated on the form.

3. General guidance in the area of route facility cost-accounting and cost-allocation

may be found in the Manual on Route Air Navigation Facility Economics (ICAO

Doc 9161-AT/724).

4. The “Remarks” section of the form should be used to explain any major devia-

tions from the reporting instructions.

FACILITIES AND SERVICES

For purposes of this form:

“FIR/UIR” means flight information region/Upper flight information region;

“ATS” (air traffic services) means the employment of personnel and facilities for

providing variously, flight information service, alerting service, air traffic advisory serv-

ice, air traffic control service, area control service, approach control service or aero-

Facility or service Gross capital

investments

1. ATS - Air traffic service ...................................................................................................................

2. COM - Communications ...................................................................................................................

3. MET - Meteorological services .........................................................................................................

4. SAR - Search and rescue services .....................................................................................................

5. AIS - Aeronautical information services ............................................................................................

6. TOTAL ................................................................................................................................................

20 315 000

1 720 000

5 250 000

-

27 285 000

Remarks: (including description of any major deviation(s) from the reporting instructions)

A/ Revenue from sale of publications

B/ Includes contribution to the Eurocontrol Agency budget in respect of services rendered

C/ Included under column B/

No. 3135 59

Government Gazette 23 January 2004

drome control service;

“COM” (communication facilities) means the communication facilities that are

broadly classifiable under three main categories COM fixed (aeronautical fixed service),

COM mobile (aeronautical mobile service) and NAVAIDS (aeronautical radio naviga-

tion service);

“COM fixed” comprises all facilities and personnel employed to maintain tel-

ecommunication services between fixed points, such as LTT, RTT, MAS, ATS direct

speech circuits, and ATS computer data circuits, including terminals and switching cen-

tres;

“COM mobile” comprises all facilities and personnel located on the earth’s sur-

face that are engaged in air/ground communications and radiotelephony broadcasts such

as VOLMET (i.e. VHF and HF transmitting and receiving stations);

“NAVAIDS” comprises radio equipment provided on the earth’s surface for the

benefit of aircraft, and intended for the determination of position or direction, or for

warning of obstructions to air navigation: included, for example, are VOR, DME, NDB,

LORAN and CONSOL;

“MET” (meteorological services) means meteorological services that comprise

those facilities and services that furnish aviation with meteorological forecasts, briefs

and observations as well as SIGMET information, VOLMET broadcasting material and

any other meteorological data provided by States for aeronautical use;

“SAR” means search and rescue services;

“AIS” (aeronautical information services) means the employment of personnel

and facilities for providing information pertaining to the availability of air navigation

facilities and services and the procedures associated with them, necessary for the safety,

regularity and efficiency of air navigation (i.e. AIP, AIC, NOTAM, etc.).

INSTRUCTIONS FOR PART I : REVENUES

1. Route facility charges

Any charges and fees specifically levied and collected for the provision of en

route facilities and services.

2. Revenues from aerodrome charges allocated to route facilities

Any revenues from aerodrome charges (e.g. landing or passenger-service charges)

which are applied towards the costs of providing en route facilities and services.

3. Grants and subsidies allocable to route facilities

Any payments received to meet the costs of providing en route facilities and services

and not requiring the transfer of assets or provision of services in return.

4. Other revenues allocable to route facilities

All other revenues not included in Items 1 to 3, but which are applied towards the

costs of providing route facilities and services. Included here would be the profit,

if any, on assets sold (i.e. the difference between the depreciated value (book value)

and the sales price).

INSTRUCTIONS FOR PART II : EXPENSES

The expenses which are to be reported are those contained in the accounting system to

which should be added any additional costs which may have been included in the cost

60 Government Gazette 23 January 2004 No. 3135

basis for route facility charging purposes.

1. Expenses by item

1.1 Operation and maintenance (salaries, supplies and services)

The costs of employing operating and maintenance personnel (i.e. direct

remuneration, training, travel, social insurance, pensions, remuneration in kind,

etc.); the costs of power supply for operating and maintenance purposes; the costs

of spare parts and materials incorporated or expended in maintaining equipment

and buildings; rentals paid for premises and equipment; and charges for operating

and maintenance services provided by others. Also to be included are the costs of

services and supplies such as heating, air conditioning, lighting water, cleaning,

laundry, sanitation, stationery and postage.

1.2 Administrative overheads

To the extent they have not been included under Item 1 include the costs of common

administrative services such as overall management, economic planning, etc.

1.3 Depreciation and/or amortisation

The amounts by which the value of the assets has decreased during the year due to

physical deterioration, obsolescence and other such factors that limit their

productive life. Also to be included are amounts by which intangible assets (e.g.

investments in experimental research and training projects) have been written off

during the year.

1.4 Interest

Interest paid or payable on debt during the year as well as any interest computed

on capital assets.

1.5 Other expenses

Expenses not already included under expense items 1.1 to 1.4 above.

2. Expenses by facility or service

Columns (b) to (f) provide for the reporting of expenses by facility or service. The

totals for all the facilities and services are to be reported in column (a), rows 1 to

6.

3. Expense allocation by type of utilisation

In reporting the allocations of total expenses to en route, aerodrome and non-

aeronautical utilisation, approximate absolute amounts or even percentages will

suffice. (Guidance concerning such allocations may be found in the Manual on

Route Air Navigation Facility Economics, ICAO Doc 9161-AT/724).

INSTRUCTIONS FOR PART III : CAPITAL ASSETS - GROSS CAPITAL

INVESTMENTS DURING THE YEAR

1. Gross capital investments during the year

The value of any fixed assets acquired during the year.

2. Fixed assets

All the physical property that is of a lasting nature, such as land and improvements

thereto, buildings and durable equipment (machinery, vehicles, furniture and

No. 3135 61

Government Gazette 23 January 2004

fixtures, tools, etc.).

Note: When an asset, such as a building, is being completed gradually over a

period of years, the capital expenditure incurred during the year should be

reported rather than the accumulated total once the asset is put into commission.

SYMBOLS

Please use the following symbols in filling this form:

X Estimated data

& Magnitude less than half the unit value

- Magnitude nil

-- Category not applicable

--- Data not available.

62 Government Gazette 23 January 2004 No. 3135

Annexure E

REPUBLIC OF NAMIBIA

CIVIL AVIATION

EXAMPLE OF A COMPLETED ANNUAL EN ROUTE

FACILITY FINANCIAL REPORT

EN ROUTE FACILITY TRAFFIC STATISTICS

State: XYZ Year ended: ...............................

FIR/UIR(s) coverred: Currency: RX

............

ABC

BCD

CDE

EFG

Remarks: (including description of any major deviation(s) from the reporting instructions)

Column (d) includes training, local and domestic military flight.

GENERAL INSTRUCTIONS

This form is to be filed by the holder of an air traffic service unit approval providing area

control or flight information services for one or more FIRs/UIRs within its territory of

externally to it

The form is to be filed annually. It should be filed within four months of the year being

reported.

Data are required are the totals at the foot of

columns (b) and (d). The breakdown by FIR/

UR is optional.

Estimated data, identified by an asterisk (*),

may be used if exact data are not available.

Name of FIR/UIR Number of flights

International

flights (including

IGA)

Domestic flights

(including GA)

Other flights Total flights

(b)

8 639

100 473

35 234

3 800*

148 146*

(c)

173 447

18 35

205 510

128 000*

525 292*

(d)

10 928

14 294

20 961

20 000*

66 183*

(e)

193 014

133 102

261 705

151 800*

739 621*

(a)

ABC

BCD

CDE

EFG

Total - all FIR/UIR(s)

No. 3135 63

Government Gazette 23 January 2004

Only IFR and other flights for which flight plans have been filed with the respective area

control centre(s) or flight information centre(s) should be reported. Flights should be

counted separately for each FIR/UIR through which they move.

It is recognised that holders may experience difficulties in reporting all of the data

requested on the form, in which case the following general guidelines apply:

1. Where an actual figure cannot be reported a reasonable estimate will be adequate.

The estimates should be identified with an asterisk (*) following the estimated

figure.

2. The “Remarks” section of the form should be used to explain any major deviations

from the reporting instructions.

DEFINITION OF TERMS AND INSTRUCTIONS

For purposes of this form:

“domestic flights” (including GA) means all flights including general aviation

wholly within the territory of one State except flights by State aircraft for other than civil

purposes which should be reported under column (d) “Other flights”

“FIR/UIR” means flight information region/upper flight information region;

“flight” means the movement of an aircraft during its en route phase through the

airspace of an FIR/UIR; Each such movement following a landing within the FIR/UIR is

to be counted as a separate flight;

“international flights” (including IGA) means all international air transport flights

and all international general aviation flights;

“other flights” means all flights not reported under columns (b) and (c).

SYMBOLS

Please use the following symbols in filling this form:

X Estimated data

& Magnitude less than half the unit value

- Magnitude nil

-- Category not applicable

--- Data not available.

64 Government Gazette 23 January 2004 No. 3135

Annexure F

REPUBLIC OF NAMIBIA

CIVIL AVIATION

AIR TRAFFIC SERVICE INCIDENT REPORT

1. Actions performed by ATSU Tick appropriate

1.1 Radiotelephony and telephone tape recordings impounded

1.2 Radiotelephony and telephone tape recordings transcribed

and attached to report with cassette copy included

1.3 Recorded radar data available

1.4 Copies of meteorological reports and forecasts relevant to

the time of the incident

1.5 Copies of flight progress strips and other relevant data

1.6 Technical statements concerning the operation status of

equipment, if applicable

1.7 Unit findings and recommendations for corrective actions,

if appropriate

1.8 Appropriate INCREP filed. Note: If NO please state reason

................................................................................................................................

2. Background to the incident (Description based on available facts)

YES NO

No. 3135 65

Government Gazette 23 January 2004

3. Personal information

3.1 Name of ATC

3.2 Licence number

3.3 Position and frequency

3.4 Date of last standards evaluation

3.5 Date of last medical

3.6 Technical statements concerning the operation status of

equipment, if applicable

1.7 Unit findings and recommendations for corrective actions,

if appropriate

4. Analysis of incident

4.1 Procedures

4.2 Data and display

4.3 Coordination

4.4 Communication

4.5 Equipment

66 Government Gazette 23 January 2004 No. 3135

4.6 Personnel performance

4.7 Task environment

5. Unit findings (factual)

6. Probable cause of the incident

7. Unit recommendations

___________________________ ___________________

INVESTIGATING OFFICER DATE

8. Appendices

No. 3135 67

Government Gazette 23 January 2004

9. Standards officer recommendations

_________________________ ______________________

10. Officer-in-charge of ATSU comments

11. Quality assurance

An applicant for the issuing of an air traffic service licence shall:

DATESTANDARDS OFFICER

68 Government Gazette 23 January 2004 No. 3135

Annexure G

REPUBLIC OF NAMIBIA

CIVIL AVIATION

LETTER OF PROCEDURE BETWEEN

A

AND

B

1. DOCUMENT MANAGEMENT

1.1 Table of contents

1.2 Checklist of effective pages

Topic See page

Table of contents

Checklist of effective pages

Introduction

Objective

Scope

Effective date

Airspace definition

Separation

Coordination and communication

Revision

Dissemination

Authority

2

3

4

5

6

10

11

Subject Pages Issue date

Letter of Procedure 11

No. 3135 69

Government Gazette 23 January 2004

2. OVERVIEW

Introduction The following document is a Letter of Procedure between ...........

involving the following units:

and

Objective A statement of agreed procedures between ........................................

Scope The procedures contained in this operational Letter of Procedure

supplement or detail, where so required in the vicinity of the common

FIR boundary, those prescribed by ICAO Annex 2, Annex 11, PANS-

RAC (Document 4444), Regional Supplementary Procedures

(Document 7030) and local AIP, ATS instructions and .....................

Effective date This Letter of Procedure becomes effective on .................................

3. AIRSPACE

Airspace definition

4. SEPARATION

General

Vertical separation Assignment of cruising levels shall, as far as possible,

comply with the IFR table of Cruising Levels In

Appendix 3 of ICAO Annex 2, except:

Cruising levels which do not correlate to track and cruise

climbs may be approved, subject to prior coordination

and agreement.

Longitudinal separation

5. COORDINATION AND COMMUNICATION

Transfer of control point

Communication systems

Level changes

Near boundary operations

Transfer of responsibility

Transfer of communication

6. REVISION

Revision conditions This Letter of Procedure shall be subject to revision

whenever a modification to ICAO standards,

recommended practices and/or regional supplementary

procedures standard operating procedures, AIP or

instructions, which might affect the procedures contained

in this Letter of Procedure occurs, or when new

communications facilities, or air traffic services which

might affect these procedures are commissioned.

70 Government Gazette 23 January 2004 No. 3135

For any other reason which might make it advisable to

change this Letter of Procedure and its associated

attachments, either ATSU shall propose the pertinent

revision, with approval from .........................................

When less than thirty (30) days exists between an

identified need to amend this Letter of Procedure and

the effective date of the amendment, the respective

Centre Manager or their designated deputies shall agree

via telephone, followed by confirming fax message

signed by all parties, on the nature of the change and

publish the change to staff by a suitable local instruction.

Formal exchange of signed copies of the amended

document shall take place as soon as practicable

thereafter, following ...................................... approval.

7. DISSEMINATION

Dissemination agreement Notwithstanding the provisions outlined in revisions,

the dissemination of this Letter of Procedure and its

subsequent modification shall be made in full, thirty

(30) days before the effective date.

Authority Signed .......................................... and .........................

...................................... ........................................

OIC Air traffic services OIC Air traffic services

....................................... .......................................

Date Date

No. 3135 71

Government Gazette 23 January 2004

Annexure H

SAR EURONAUTICAL REPORTING FORM

Priority Number Addressee(s) indicator(s)

SS FAHQYQQQ FAHQYRYX FAJSZGBL FAJSYCYX FAATMATS

Filling time Originator indicator

*/

Specific identification of addressee(s) and/or originator

35Originator Nature of emergency

(ALR (PHASE)

78 87

910 87

13 FIR Boundaries and estimated times

15 Route

17 Alternate aerodrome(s)

18

19 Emergency and survival equipment

*FUEL =POB/ =RDO/121/5=243=500=8364

Equipment Life jackets Frequency

POLAR = DESERT = MARITIME = JUNGLE = JACKETS = LIGHTS = FLOURESCEIN =

Dinghies Colour Number Total capacity Other equipment

DINGHIES = COVER = RMK/

20 Last contact with (unit) at (time) on (freq) from (position)

How position determined Colour of aircraft Action taken by reporting unit

A/C Callsign or name/Address/Tel No if info from third party Other information

*/Signature

*/

72 Government Gazette 23 January 2004 No. 3135

AERONAUTICAL SEARCH OPERATION BRIEFING FORM

AERONAUTICAL SEARCH OPERATION BRIEFING FORM Date/Time

1. Search aircraft: Type ...................... Registration ........................

2. Pilot-in-command ........................................................................

3. Time of departure .......................................................................

4. Nature of distress or emergency .......................................................................

5. Description of object of search:

(a) Aircraft:: Type ................... Registration ..........................

Vessel: Type ................... Name: ............ Tonnage ......

Other:

(b) Colour and distinctive markings and characteristics

.....................................................................................................................

(c) Owner or operating agency ........................................................................

(d) Number of persons aboard ..........................................................................

(e) Emergency equipment carried ....................................................................

(f) Remarks ......................................................................................................

6. Description of search area:

(a) Delineation

(b) Position of start of search, datum point or line

(c) Area to be covered

(d) Nature of terrain, if search over land

(e) Clues indicating presence of search objective

7. Type and method of search:

(a) Pattern to be used ..................................................... at (Height/altitude)

(b) Search visibility distance ............................... track spacing ............................

sweep width ......................................................................................................

No. 3135 73

Government Gazette 23 January 2004

(c) Scanning procedures ..........................................................................................

(d) Recording of areas searched ..............................................................................

8. Other search and rescue facilities to be engaged, and areas assigned:

(a) Aircraft .......................................................................................................

(b) Marine craft ................................................................................................

(c) Land parties ...............................................................................................

9. Frequencies and call signs to be used for communications with:

(a) RCC or search aircraft in charge .................................................................

(b) Other search aircraft ....................................................................................

(c) Marine craft ................................................................................................

(d) Land parties .................................................................................................

(e) Aircraft or vessel in distress/survivors ........................................................

(f) If above is not practicable, contact ..................................................... on

(g) Miscellaneous ..............................................................................................

10. Frequencies to be guarded for transmissions from survivors ................................

11. Special instructions concerning flight to and from search area .............................

12. Type and quantity of droppable survival stores to be carried ................................

13. Action on sighting the search object (delete as necessary)

(a) Report to

(b) Drop communications equipment, survival stores and/or para-rescuers, if

necessary.

(c) If unable to effect rescue, direct surface facilities and other aircraft to the

scene.

(d) Take photographs of wreckage and survivors.

(e) Remain at scene until relieved or forced to return, or rescue has been effected.

14. All above points were passed to:

Name .....................................................................................................................

at ..................... (place) on ................................. (date) at ........................ (time)

via telephone / W/T / R/T / briefing

Signature.......................................................

(Briefing Officer)

74 Government Gazette 23 January 2004 No. 3135

Annexure I

AERONAUTICAL SEARCH OPERATION DEBRIEFING FORM

SEARCH OPERATION DEBRIEFING FORM Date ........................

1. Search aircraft: Type ...................... Registration ........................

2. Pilot-in-command

3. Time of departure

4. Search area assigned

...............................................................................................................................

5. Search carried out:

(a) Visual: .......................................... Electronic .............................

(b) Pattem(s) used .............................. at (height/altitude)

....................................................... at (height/altidude)

...................................................... at (height/altitude)

(c) Track spacing ............................... Sweep width ......................................

(d) Search began at ........................... Ended at .............................................

(e) Type of nagivation

(f) Number of observers .................... Where they rotated? ..........................

6. Description of search area:

(a) Delineation ..................................................................................................

......................................................................................................................

No. 3135 75

Government Gazette 23 January 2004

(b) Object of search found / not found

If found, location and condition ..................................................................

......................................................................................................................

(c) Number and condition of survivors .............................................................

......................................................................................................................

(d) Location of other sightings ..........................................................................

......................................................................................................................

7. Frequencies and call signs used for communications with:

(a) RCC or search aircraft in charge .................................................................

(b) Other search aircraft ....................................................................................

(c) Marine craft .................................................................................................

(d) Land parties .................................................................................................

(e) Aircraft or vessel in distress/survivors ........................................................

(b) Other search aircraft ....................................................................................

8. Signals received from survivors ............................................................................

................................................................................................................................

9. Survival stores carried .................................... dropped ........................................

Results ...............................................................................................................

...............................................................................................................

10. Weather conditions in the search area .......................................................................

................................................................................................................................

11. Remarks

................................................................................................................................

Signature ...........................................

(Pilot-in-command)

__________________

NAMCATS ATS Gaz 3135

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