DRAFT

SI(DRAFT)

Safety Management System Manual

01 July 2011

(Changes Update Last – 17 Feb 2011)

(DRAFT)

This document is the property of San Antonio Airport System. Disclosure of its contents to other than those who have entered into specific

agreement with San Antonio Airport for its use is strictly prohibited. This document must not be reproduced, copied, or used in any way

except with the permission and approval of San Antonio Airport.
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List of Bulletins

The following Bulletins are currently in effect. Bulletins should be placed behind the List of Bulletin in the

front of the manual.

Bulletin

NUMBER

SUBJECT

POSTED BY

ENTER INITIALS

Bulletin

NUMBER

SUBJECT

POSTED BY

ENTER INITIALS
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Revision History

The Revision History of this manual is recorded in the following table.

REVISION

NUMBER

REVISION

DATE

DATE

POSTED

POSTED BY

ENTER INITIALS

REVISION

NUMBER

REVISION

DATE

DATE

POSTED

POSTED BY

ENTER INITIALS
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TABLE OF CONTENTS

CHAPTER TITLE PAGE #

Chapter 1 OVERVIEW OF MANUAL ......................................................................................................... 1-1

1.0. Purpose ...................................................................................................................... 1-3

1.1 SMS Manual Outline ................................................................................................... 1-3

1.2. General ...................................................................................................................... 1-3

1.3. Objectives .................................................................................................................. 1-3

1.4. Concept ...................................................................................................................... 1-4

1.5. Contents ..................................................................................................................... 1-5

1.6. Manual Structure ........................................................................................................ 1-6

1.7. SAAS – Mission / Values Statement ............................................................................ 1-6

1.8. Safety Management System (SMS) ............................................................................. 1-7

1.9. Safety Reporting System ............................................................................................. 1-8

1.10 SAAS Safety Policy ..................................................................................................... 1-9

1.11. Non-Reprisal Reporting Policy ..................................................................................... 1-9

1.12. Safety Reporting Forms .............................................................................................. 1-9

1.13. Safety Reporting Procedures ....................................................................................... 1-9

1.14. Safety Management System Manager ........................................................................ 1-10

1.15. SAAS (24-Hour) Safety Hot Line ................................................................................ 1-10

1.16. Voluntary Safety Report ............................................................................................. 1-10

1.17 Event Report ............................................................................................................. 1-10

Figures:

1-1 – Continuous – SMS Cycle .................................................................................... 1-4

1-2 – Mission / Values Statement ................................................................................ 1-7

1-3 – SMS FM 02 – Safety Feedback Report .............................................................. 1-12

Tables:

1-1 – FAA/SMS – Airport Operations Relationship ....................................................... 1-8

1-2 – Employee Safety Feedback Report Completion Instructions ............................... 1-13

Chapter 2 Acronyms and Definitions ......................................................................................................... 2-1

2.0 Introduction ................................................................................................................. 2-3

2.1 Acronyms ................................................................................................................... 2-3

2.2 Definitions .................................................................................................................. 2-9

Chapter 3 Introduction to Safety Management ........................................................................................... 3-3

3.1 Introduction ................................................................................................................. 3-3

3.2 Safety Management Organization ............................................................................... 3-3

3.3 Organizational Chart ................................................................................................... 3-3

3.4 Role of the Safety Management System Organization .................................................. 3-8

3.4.1 – Safety Division (SD) ........................................................................................ 3-8
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3.4.2 – Internal Evaluation Program ............................................................................. 3-8

3.4.3 – Required Management Personnel ..................................................................... 3-8

3.4.4 – Safety Committees ........................................................................................... 3-8

3.4.5 – Division Personnel ........................................................................................... 3-9

3.4.6 – Senior Management General Responsibilities and Authorities ........................... 3-9

3.4.7 – Employee General Responsibilities ................................................................. 3-10

3.4.8 – Assistant Director / Airport Operations .............................................................3-10

3.4.9 – Safety Management System Manager ............................................................ 3-11

3.4.10 – Wildlife – Senior Environment Protection Officer ............................................ 3-12

3.4.11 – Safety Specialist .......................................................................................... 3-13

3.4.12 – SMS Internal Auditor .................................................................................... 3-14

3.4.13 – Safety Division Training Reporting ................................................................ 3-15

Figures

3-1 – Safety Division Organization Chart ...................................................................... 3-3

3-2 – SAAS SMS Organization Chart ........................................................................... 3-4

3-3 – Airport Director Letter of Support ......................................................................... 3-5

3-4 – Assistant Director – Airport Operations Letter of Support ...................................... 3-6

3-5 – Executive Team Letter of Support ....................................................................... 3-7

3-6 – Safety Division Training Record (SMS FM 03) ................................................... 3-16

3-7 – Safety OJT Record (SMS FM 04) ...................................................................... 3-18

Tables

3-1 – Instructions for Completing SMS FM 03 ............................................................. 3-17

3-2 – Instructions for Completing SMS FM 04 ............................................................. 3-19

Chapter 4 San Antonio Aviation System Safety Management Program ....................................................... 4-3

4.0 Overview of San Antonio Aviation System Safety Management Program ...................... 4-3

4.1 General ....................................................................................................................... 4-3

4.2 Responsibilities and Authorities .................................................................................... 4-4

4.3 Procedures .................................................................................................................. 4-4

4.4 Confidential Reporting System ..................................................................................... 4-8

4.5 Audits ........................................................................................................................ 4-10

4.6 SMS Committees

4.6.1 – Executive SMS Steering Committee ............................................................... 4-10

4.6.2 – Safety Management System Review Committee ..............................................4-13

4.7 Ground Handling Incident, Accident Reporting, and Investigation ................................ 4-15

4.8 Risk Management ..................................................................................................... 4-20

4.8.1 – General ......................................................................................................... 4-20

4.8.2 – Introduction .................................................................................................... 4-20

4.8.3 – Responsibilities and Authorities ....................................................................... 4-20

4.8.4 – Procedures .................................................................................................... 4-20

4.8.5 – Transfer, Eliminate, Accept, and Mitigate Risk ..................................................4-24

4.8.6 – Action Plan .................................................................................................... 4-25
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4.8.7 – Performance Assessment and Control Validation .......................................................... 4-25

4.8.8 – Modification ................................................................................................................. 4-25

4.8.9 – Documentation and Forms ........................................................................................... 4.25

Figures:

4-1 SAAS Safety Management Systems Pliers ............................................................ 4-5

4-2 Safety Hotline Log (SMS FM 05) ........................................................................... 4-9

4-3 Risk Management Flow – SMS Committee and Executive Committee .................... 4-14

4-4 Risk Management Flow – Safety Investigation Flow .............................................. 4-14

4-5 Safety Accident Investigation Report (SMS FM 06) ................................................ 4-14

4-6 Risk Management Process Overview ................................................................... 4-21

4-7 SAAS Risk Matrix ................................................................................................. 4-22

4-8 Severity Definition Chart Clarification ................................................................... 4.23

4-9 Risk Classification Chart ...................................................................................... 4-24

4-10 Safety Risk Management Documentation (SRMD) .............................................. 4-27

4-11 Safety Risk Assessment Worksheet # 1 (SMS FM 07-1) ..................................... 4-30

4-12 Safety Risk Assessment Worksheet # 2 (SMS FM 07-2) ..................................... 4-32

Tables 4-1 Instructions for Completing the SMS FM 05 .......................................................... 4-10

4-2 Instructions for Completing the SMS FM 06 .......................................................... 4-19

4-3 Safety Risk Management Document (SRMD) ........................................................ 4-29

4-4 Instructions for Completing the SMS FM 07-01 ...................................................... 4-31

4-5 Instructions for Completing the SMS FM 07-02 ..................................................... 4-33

Chapter 5 Internal Evaluation Program (IEP) ............................................................................................. 5-3

5.0 Internal Evaluation Program (IEP) ............................................................................... 5-3

5.1 General ...................................................................................................................... 5-3

5.2 Objectives .................................................................................................................. 5-3

5.3 Scope ......................................................................................................................... 5-3

5.4 Evaluations Standards ................................................................................................ 5-3

5.5 IEP Data Management ................................................................................................ 5-3

5.6 Responsibilities and Authorities ................................................................................... 5-4

5.7 Procedures for Conducting Planned Evaluations .......................................................... 5-4

5.8 Special Evaluations .................................................................................................... 5-14

5.9 Communications and Reports .................................................................................... 5-14

5.10 Record Management ................................................................................................. 5-14

5.11 Program Evaluation ................................................................................................... 5-15

5.12 Evaluation Preparation Checklist ................................................................................ 5-15

Figures:

5-1 SMS FM 17 – IEP Evaluation Preparation .............................................................. 5-5

5-2 SMS FM 28 – PEAR Form .................................................................................... 5-9

5-3 IEP Correction Action Phase Flow Chart ............................................................... 5-13

Tables:

5-1 Instruction to fill out IEP Evaluation Preparation Form – SMS FM 17 ...................... 5-6
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CHAPTER TITLE PAGE #

5-2 Instruction to fill out PEAR Form – SMS FM 18 ..................................................... 5-10

Chapter 6 Injury and Illness Prevention ...................................................................................................... 6-3

6.0 Introduction ................................................................................................................. 6-3

6.1 General ....................................................................................................................... 6-3

6.2 Responsibilities and Authorities .................................................................................... 6-3

6.3 Hazard Communication Program ............................................................................... 6-10

6.4 Hearing Conservation Program .................................................................................. 6-12

6.5 Respirator Protection ................................................................................................. 6-14

6.6 Fire Prevention Plan .................................................................................................. 6-18

6.7 Control of Hazardous Energy Program ....................................................................... 6-19

6.8 Exposure Control Plan / Bloodborne Pathogen Program ............................................. 6-21

6.9 Powered Industrial Trucks .......................................................................................... 6-25

6.10 Safe Work Practices .................................................................................................. 6-27

6.11 Safety and Health Training ......................................................................................... 6-37

Figure:

6-1 RM FM 2 – COSA Supervisor Report of Injury or Illness ......................................... 6-5

6-2 SMS FM 16 – Employee Statement ........................................................................ 6-8

Table:

6-1 Instructions to fill out SMS FM 16 ......................................................................... 6-10

Chapter 7 Drivers Safety Program ............................................................................................................. 7.3

7.1 Introduction ................................................................................................................. 7.3

7.2 General ....................................................................................................................... 7.3

7.3 Policy........................................................................................................................... 7.3

7.4 Driver Safety COSA AD................................................................................................ 7.4

7.5 SAAS Ground Vehicle Operations ................................................................................ 7-7

7.6 SAAS Ground Vehicle Operations required Training ................................................... 7-17

7.7 Enforcement ......................................................................................................................

Figures:

7-1 Non-Movement Driver’s License .................................................................................................... 7-8

7-2 Movement Driver’s License with Restrictions ................................................................................ 7-9

7-3 Movement Driver’s License ............................................................................................................ 7-9

7-4 ss...............................................................................................................................................................

7-5 Engine Thrust Danger Zones......................................................................................................... 7-15

7-5 Runway Safety Area ...................................................................................................................... 7-19

7-6 Movement and Non-Movement Area Designated areas map .................................................... 7-20

7-7 Runway Edge Light ....................................................................................................................... 7-20

7-8 Example of Approach lights – ALSF-2 ......................................................................................... 7-21

7-9 Runway Hold Position Sign .......................................................................................................... 7-22

7-10 Taxiway Location Sign ................................................................................................................ 7-22

7-11 ILS Critical Area hold position Sign ............................................................................................ 7-22

7-12 Direction Sign ............................................................................................................................... 7-23
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7-13 Distance remaining Marker ......................................................................................................... 7-23

7-14 Runway Markings ........................................................................................................................ 7-24

7-15 RWY and TWY Close Marking ................................................................................................... 7-24

7-16 Runway Hold Position Marking ................................................................................................... 7-25

7-17 Taxiway Hold Lines ...................................................................................................................... 7-25

7-18 ILS Hold Lines .............................................................................................................................. 7-25

7-19 Normal Center Line ...................................................................................................................... 7-26

7-20 Enhanced Taxiway Centerline Markings .................................................................................... 7-26

7-21 ILS Critical Areas Boundary Marking ......................................................................................... 7-27

7-22 Movement Area Boundary Markings .......................................................................................... 7-27

Tables:

7-1 – Following Distance ........................................................................................................................ 7-6

7-2 – SAAS Airfield Driving Violations Point System ......................................................................... 7-10

7-3 – Corrective Action ......................................................................................................................... 7-11

7-4 – Aviation Phrases most commonly used .................................................................................... 7-28

7-5 – Aviation Phonetic Alphabet ........................................................................................................ 7-29

7-6 – Light Gun Signals ........................................................................................................................7-30

Chapter 8 Wildlife Management ............................................................................................................... 8-3

8.1 Introduction ................................................................................................................. 8-3

8.2 Wildlife Manager ......................................................................................................... 8-3

8.3 Description of San Antonio Area .................................................................................. 8-4

8.4 Stinson Airport ............................................................................................................ 8-6

8.5 Description of Wildlife Habitats and Resources ............................................................ 8-8

8.6 Aircraft Operating Area (AOA) .................................................................................... 8-11

8.7 Goals and Objectives ................................................................................................. 8-36

Figures:

8-1 Location of SAIA on a Regional Topographic Map ................................................. 8-4

8-2 Project Area as shown on USGS Topographic Map ............................................... 8-5

8-3 Aerial Photo of KSAT ............................................................................................ 8-5

8-4 Runway and Taxiway Layout of KSAT ................................................................... 8-6

8-5 Picture of Stinson Airport Base Operations ............................................................ 8-6

8-6 Aerial Photo of Stinson Airport ............................................................................... 8-7

8-7 Runway and Taxiway Layout of Stinson Airport ...................................................... 8-7

8-8 Habitat found on the northeast airport property at SAT ........................................... 8-8

8-9 Habitat found on the northeast airport property at SAT ........................................... 8-9

8-10 Habitat found on the central portion part 1 of the airport property at SAT ............... 8-9

8-11 Habitat found on the central portion part 2of the airport property at SAT .............. 8-10

8-12 Habitat found on the northwest airport property as SAT ....................................... 8-11

Picture:

8-1 AOA .................................................................................................................... 8-11

8-2 Striped Skunk burrow observed ............................................................................ 8-12

8-3 Jackrabbit sleep area observed ............................................................................ 8-13

8-4 Birds on roof of Terminal 1 ................................................................................... 8-15
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8-5 Bird Move to the trees .......................................................................................... 8-16

8-6 Birds nesting in parking structure ......................................................................... 8-16

8-7 Rock Pigeon roosting in parking ........................................................................... 8-17

8-8 Another location for Pigeon to roost or Barn Swallows .......................................... 8-17

Tables:

8-1 Numbers of mammals and birds observed in the AOA habitat ............................... 8-12

8-2 Number of mammals and birds observed in the AOA-D habitat ............................. 8-14

8-3 Wildlife species that likely to impact aircraft (no specific order) .............................. 8-18

8-4 Wildlife Species Hazard Assessment (no specific order) ........................ 8-19 thru 8-33

8-5 Strike Susceptibility .............................................................................................. 8-33

8-6 Risk Levels “Likelihood” ....................................................................................... 8-35

8-7 Risk Assessment Matrix ....................................................................................... 8-35

8-8 Active Wildlife Management Techniques .............................................................. 8-37

Chapter 9 Emergency Fire Plan .......................................................................................................................

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

Chapter 10 RESERVED.....................................................................................................................................

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

Chapter 11 RESERVED.....................................................................................................................................

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

Chapter 12 RESERVED.....................................................................................................................................

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

Chapter 13 RESERVED ....................................................................................................................................

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

Chapter 14 RESERVED ....................................................................................................................................

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

Chapter 15 RESERVED ....................................................................................................................................

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

Appendix A SMS Gap Analysis / Audit Tool ................................................................................................. A-1

Appendix B Forms .............................................................................................................................................

SMS FM XX .......................................................................................................................

SMS FM XX ......................................................................................................................

Appendix C Drivers Handbook ...........................................................................................................................

Appendix D Fire Safety Evacuation Plan – Drawings

D-1 SAT Terminal A Floor Plans, Facilities, and Evacuation Routes

D-1-1 Terminal A – Service Level .............................................................................. D-3

D-1-2A Terminal A – Arrival Level – North ................................................................. D-5

D-1-2B Terminal A – Arrival Level – South ................................................................. D-7

D-1-3 Terminal A – International Mezzanine .............................................................. D-9

D-1-4A Terminal A – Departure Level – North .......................................................... D-11

D-1-4B Terminal A – Departure Level – South ......................................................... D-13

D-1-5 Terminal A – Mezzanine Level (COSA Business Offices) ............................... D-15

D-2 SAT Terminal B Floor Plans, Facilities, and Evacuation Routes
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D-2-1 Terminal B – Service Level ............................................................................ D-17

D-2-2 Terminal B – Arrival Level............................................................................... D-19

D-2-3 Terminal B – Departure Level ......................................................................... D-21

D-2-4 Terminal B – Mezzanine Level ....................................................................... D-23

D-3 SAT Site Plans ................................................................................................................ D-25

D-4 SAT Building Number 1362 – Parking Administration Building ............................................ D-27

D-5 SAT Building Number 1039 – 457 Sandau (P&D, OPS, ENV, Finance) .............................. D-29

D-6 SAT Building Number 1322 – Airport Security and Badging ............................................... D-31

D-7 SAT Building Number 1320

D-7-1 Building Number 1320 – Airport Police Building – First Floor ........................... D-33

D-7-2 Building Number 1320 – Airport Police Building – Second Floor....................... D-35

D-7 SAT Building Number 1029

D-8-1 Building Number 1029 – ARFF Station First Floor............................................ D-37

D-8-2 Building Number 1029 – ARFF Station Second Floor....................................... D-39

D-9 SAT Building Maintenance Facility

D-9-1 Building Number 1153/1154 – Facilities Maintenance Offices & Warehouse .... D-41

D-9-2 Facilities Maintenance Equipment Repair ....................................................... D-43

D-9-3 Facilities Maintenance (Portable Building) ...................................................... D-45

D-10 SSF Stinson Airfield

D-10-1 Stinson Terminal – First Floor ..................................................................... D-47

D-10-2 Stinson Terminal – Second Floor ................................................................. D-49

D-10-3 Stinson Terminal – Tower Cab ......................................................................D-51

D-10-4 Stinson – Building Number 501 – Warehouse ................................................D-53

Appendix E Injury and Illness Prevention Program

E-1 Bloodborne Pathogens Exposure Control Plan ..........................................................................

Appendix F COSA Administrative Directives

F-1 AD 4.79A – Post Accident Alcohol and Drug Testing ........................................................... F-3

F-2 AD 4.79A – Post Accident Alcohol and Drug Testing Procedures .......................................... F-7

Appendix G .........................................................................................................................................

Appendix H .........................................................................................................................................

Appendix I .........................................................................................................................................

Appendix J .........................................................................................................................................

Appendix K .........................................................................................................................................

Appendix L .........................................................................................................................................

Appendix M .........................................................................................................................................

Appendix N .........................................................................................................................................

Appendix O .........................................................................................................................................

Appendix P .........................................................................................................................................
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Chapter 1

Manual Overview

CHAPTER TITLE PAGE #

Chapter 1 OVERVIEW OF MANUAL ......................................................................................................... 1-1

1.0. Purpose ...................................................................................................................... 1-3

1.1 SMS Manual Outline ................................................................................................... 1-3

1.2. General ...................................................................................................................... 1-3

1.3. Objectives .................................................................................................................. 1-3

1.4. Concept ...................................................................................................................... 1-4

1.5. Contents ..................................................................................................................... 1-5

1.6. Manual Structure ........................................................................................................ 1-6

1.7. SAAS – Mission / Values Statement ............................................................................ 1-6

1.8. Safety Management System (SMS) ............................................................................. 1-7

1.9. Safety Reporting System ............................................................................................. 1-8

1.10 SAAS Safety Policy ..................................................................................................... 1-9

1.11. Non-Reprisal Reporting Policy ..................................................................................... 1-9

1.12. Safety Reporting Forms .............................................................................................. 1-9

1.13. Safety Reporting Procedures ....................................................................................... 1-9

1.14. Safety Management System Manager ........................................................................ 1-10

1.15. SAAS (24-Hour) Safety Hot Line ................................................................................ 1-10

1.16. Voluntary Safety Report ............................................................................................. 1-10

1.17 Event Report ............................................................................................................. 1-10

Figures:

1-1 – Continuous – SMS Cycle..................................................................................... 1-4

1-2 – Mission / Values Statement ................................................................................ 1-7

1-3 – SMS FM 02 – Safety Feedback Report .............................................................. 1-12

Tables:

1-1 – FAA/SMS – Airport Operations Relationship ....................................................... 1-8

1-2 – Employee Safety Feedback Report Completion Instructions ............................... 1-13
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Chapter 1

Manual Overview

1.0 Purpose: The Safety Management System Manual (SMSM) – contains specific information pertaining to the policies

and procedures for the San Antonio Airport System (SAAS).

1.1 The SMSM outlines the methods used by the SAAS to support the implementation of SMS principles by:

1.1.1 Overseeing the collection and analysis of safety data.

1.1.2 Working with management to identify hazards and determine associated risks.

1.1.3 Guiding management in developing and implementing intervention strategies to mitigate risks.

1.1.4 Tracking and evaluating the effectiveness of the interventions.

1.1.5 Safety awareness among all employee groups and contractors.

1.1.6 Promote Safety by disseminating the results of safety investigations and analysis, and sharing safety lessons

learned both internally within the SAAS and externally, as warranted.

1.2 General:

1.2.1 This manual includes instructions and information necessary for personnel to perform their duties and

responsibilities with a high degree of safety.

1.2.2 Within this SMSM, a reference to the San Antonio Airport System or SAAS includes both San Antonio

International Airport and Stinson Municipal Airport.

1.2.2.1 Should it be necessary to address an issue that is unique to the San Antonio International Airport we

will refer to the airport by the three letter identifier “SAT”.

1.2.2.2 Should it be necessary to address an issue that is unique to the Stinson Municipal Airport we will refer

to the airport by the three letter identifier “SSF”.

1.2.3 The policies and procedures contained in this manual are promulgated to attain compliance with applicable

Federal and Foreign regulations (as required), City of San Antonio (COSA) Administrative Directives, SAAS operations

specifications, Airport Rules and Regulations, and the Airport Operating Certificate.

1.2.4 When a conflict exists between this manual and the regulations, the more restrictive guidance will take

precedence.

1.2.5 This manual references all applicable regulations:

1.2.5.1 Federal Regulations (14 CFR and 29 CFR)

1.2.5.2 City and State Regulations

1.2.5.3 National Codes.

1.2.6 Within this manual, reference to “employee” is a reference to SAAS, Airport Police, and ARFF employees.

1.2.7 Within this manual, reference to “tenants” is a reference to all employees that work for Airlines, Tenants,

concessionaire, and contractors providing services within SAAS, provided tenant agreed to accept SAAS SMS program.

1.2.8 Where the SMSM defines or provides guidance on performing a task, directives to an employee are to be

considered directives to applicable tenant providing services within SAAS, if tenant agreed to accept SAAS SMS

program.

1.3 Objectives:

1.3.1 The Objective of this manual is to provide SAAS with:
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1.3.1.1 Knowledge of safety management concepts

1.3.1.2 Guidance on how to accept and oversee the implementation of the key components of SMS in

compliance with all relevant Regulations and National Codes stated in paragraph 1.2.5.

1.4 Concept:

1.4.1 The concept underlying this manual is that of a continuous SMS Cycle (Reference Figure 1-1). This manual

initially presents basic safety concepts as the foundation upon which to understand the need for a Safety Management

System at San Antonio Airport System.

Figure 1-1 – Continuous-SMS Cycle

1.4.1.1 Describe the System:

 Define scope and objectives

 Define stakeholders

 Identify criteria and plan for risk management effort (including any modeling/simulation potentially

required)

 Describe system / change (use, environment, and intended function, including planned future

configuration

1.4.1.2 Identify Hazards (what can go wrong?) that exist in the content of the NAS change:

 Use structured approach

 Be comprehensive (and do not dismiss hazards prematurely)

 Employ lessons learned and experience supplemented by checklists

1.4.1.3 Analyze Risk (For Each Hazard):

 Identify existing controls

 Determine risk (severity and likelihood of outcome

 Qualitative or quantitative (preferred)

1.4.1.4 Assess Risk:
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 Rank hazard according to the severity and likelihood of their risk (low – Medium – High) in

accordance with risk Matrix

 Select hazards for detailed risk treatment (based on risk)

1.4.1.5 Take Action:

 Identify feasible mitigations options

 Select balanced response to the risk

 Verify and implement the fix

1.4.1.6 Monitor solutions:

 Is this solution effective

1.5 Contents:

1.5.1 Unless otherwise specifically noted, the SMS Manager is responsible for the policies, procedures, and processes

detailed within this manual. Any comments regarding the contents of this manual, including but not limited to, errors,

omissions, conflicts with other documents, suggestions for improvement or similar issues should be directed to the

Safety Management System, Manager, City of San Antonio, 9800 Airport Blvd, San Antonio, TX 78216, Phone: 210-207-

1656, Fax: 210-207-9805; Email: safety.report@sanantonio.gov.

1.5.2 The contents of this manual may be revised via the following methods.

1.5.2.1 Bulletin – Normally issued when the scope of the change is limited or temporary in nature.

1.5.2.1.1 A Bulletin is generated to call immediate attention to a change in operating procedure.

1.5.2.1.2 A Bulletin may also be used to clarify, interpret, or recall attention to policies, procedures, or

regulations.

1.5.2.1.3 A Bulletin is generated as needed and printed on Yellow paper for immediate differentiation.

The Bulletin format is determined by the subject matter being addressed.

1.5.2.1.4 The front matter for each manual contains a List of Bulletins (LOB) which indicates active

and deleted Bulletins, as well as the removal date when appropriate.

1.5.2.1.5 Active Bulletins are placed in the manual immediately behind the LOB page.

1.5.2.2 Permanent Revision – Generated as needed, but expected to be issued approximately two or three

times a year.

1.5.3 The front of this manual contains a Revision History (RH) incorporated in the manual at the time of the revision.

1.5.4 Each page footer contains the original date of the manual; should there be a revision to this page of the manual

the date will be changed to the effective date of the revision followed by the revision number. e.g. 10 Jul 2009 (original

date of Manual); 14 Jul 2009/REV 1 (reflects the date of the revision and revision number).

1.5.5 Manual changes, other than typographical corrections or minor editorial changes, are indicated by vertical ( | )

change bars in the left margin area.

1.5.6 Deletion arrows pointing to the left ( ) denote that significant information has been deleted.

1.5.7 Manual revisions are distributed by the SMSMG in hard copy.

1.5.8 Each employee must keep appropriate parts of the manual accessible while performing assigned duties.

1.5.9 Employees must be familiar with, and follow, the policies and procedures outlined within this manual while

performing their assigned duties. Failure to adhere to these polices and procedures may result in disciplinary action.

1.5.10 Manual holders must keep manuals available for reference purposes. Manuals may not be removed from the

facilities or stored in such a manner that prevents use.
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1.5.11 Each manual holder assigned a SMSM is responsible for its safekeeping, ensuring proper care at all times.

1.5.12 This manual must be returned to SMSMG upon request, or termination of employment, in a current condition

(must include all issued bulletins and revisions).

1.6 Manual Structure:

1.6.1 Throughout this manual the following conventions are used.

1.6.1.1 Masculine or feminine – Not gender specific and includes both genders.

1.6.1.2 Singular or Plural – Are used interchangeably.

1.6.1.3 Must, shall, and will – Indicates a procedure, practice, or condition is imperative or required.

1.6.1.4 May – Is permissive and states authority. The words “no person may...” or “a person may not...”

means that no person is required, authorized, or permitted to do the act prescribed,

1.6.1.5 Includes – Means “includes but not limited to.”

NOTE: SMSM standards, such as the specific writing, formatting, templates, mechanical, and spelling standards

for the documentation developed by the Safety Office will be followed consistently, however; we are open for

suggestions to correct any errors that may be noted.

1.6.2 Referenced Documents - Various paragraph styles are used to indicate external document references within this

manual. Examples of these styles appear as follows:

1.6.2.1 References to 14 CFR Parts 25, 43, 61, 67, 91, 119, and 139 are reflected as follows:

14CFR 25 61 67 91.3 119 139.3

1.6.2.2 References to Operations Specifications are reflected as follows:

OPS SPEC A009

1.6.2.3 References to National Transportation Safety Board (NTSB) or Department of Transportation (DOT)

regulations, Advisory Circulars (AC), or similar documents indicate the type of document in the reference notation

and are reflected as follows:

14CFR NTSB 830.5 AC 150/5200-37 AC 120-92

1.6.2.4 References to ICAO Specifications are reflected as follows

ICAO DOC 9859

1.6.3 Warnings, Cautions, and Notes – Specific formats are used to represent Warnings, Cautions, and Notes

throughout this manual. The definitions associated with each of these items are presented below

1.6.3.1 WARNING –Operating procedures, techniques, or other actions that could result in personal

injury or death if not carefully followed. Warnings precede applicable text; the text will be printed in bold.

1.6.3.2 CAUTION – Operating procedures, techniques, or other actions that could result in damage to

equipment if not carefully followed. Cautions precede applicable text.

1.6.3.3 NOTE – Emphasized operating procedures, techniques, or other information considered essential.

Information contained in a NOTE may also be safety related. Notes follow applicable text.

1.7 San Antonio Airport System – Mission Statement / Values Statement:

1.7.1 Management and employees first consider safety and security when making any decision. Our Mission/Values

statement clearly relays this message (Reference – Figure 1-2).
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Figure 1-2 Mission / Values Statement

1.8 Safety Management Systems (SMS):

ICAO: DOC 9859 14CFR: AC 150/3200-37

1.8.1 The Air Transportation Oversight System (ATOS) program implements the concepts of System Safety. The FAA

has expanded the ATOS concept into Safety Management Systems (SMS) as introduced by Advisory Circular 120-92,

Introduction to Safety Management Systems for Air Operators, and Advisory Circular 150/5200-37, Introduction to Safety

Management Systems for Airport Operators. SMS requires every air carrier and airport operator to have a closed loop

information system resulting in a cycle of continuous process improvement, which is accomplished by the SMS cycle.

SAFETY: first in all services we

provide to our customers

INTEGRITY: in all we say and do

To deliver airport services that

reflect the community’s values

and exceed customer

expectations
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1.8.1.1 SMS operates with five major safety attributes as shown in Table 1-1. The SMSM implements these

SMS attributes into its operations.

Table 1-1 – FAA/SMS – Airport Operations Relationship

FAA / SMS Airport Operations Airport Operations

Responsibility and Authority Job Descriptions

Procedures Operating Manual

Controls Checklists, lock-outs, automatic limiters

Process Measurements Collect and assess feedback to prevent or correct problems

Interfaces Relationships between documents and manuals or divisions

and organizations that address the same or related policies

and procedures

1.8.1.2 The SMS safety attributes translate into daily operations.

1.8.1.2.1 Management creates a Plan in the form of a procedural based manual system.

1.8.1.2.2 Following the specific manual procedures, employees then Perform and Check the work.

1.8.1.2.3 An employee provides management Feedback that the system needs improvement.

1.8.1.2.4 Management must Act by evaluating the documented procedures and, if warranted,

revising to include the necessary improvement.

1.8.1.3 Evaluating information that employees provide on Safety forms is one method of Process

Measurement. As end users of the manuals, employees are in an excellent position to evaluate and provide

valuable feed-back regarding policies and procedures, and to discover deficiencies in materials, facilities, or

procedures that could affect safety. SAAS encourages all employees to submit ideas or concerns regarding any

safety related issue to the SMSMG.

1.9 Safety Reporting System:

1.9.1 The SAAS promotes the Assertive Statement, “I have a Safety Concern.”

1.9.1.1 Normal communication skills are used by employees to express routine safety concerns however, if

those skills do not appear to be working, or there is insufficient time, the Assertive Statement is used to obtain a

co-workers attention.

1.9.1.2 The statement “I have a Safety Concern” must be used immediately by employees who observe a

situation that requires urgent action to prevent:

1.9.1.2.1 An accident, incident, or injury to persons, or

1.9.1.2.2 Damage to property or equipment.

1.9.2 If addressed by a coworker with the statement “I have a Safety Concern” the employee must immediately elevate

his/her situational awareness to consider or reconsider the information the co-worker is presenting and must take

appropriate action to ensure safety is not compromised.

1.9.3 Management and employees are responsible for reporting hazards or safety concerns immediately.

1.9.4 Employees must report any hazard/incident to their immediate supervisor/manager and complete the appropriate

reporting form. Using this reporting system, the Safety Division must be made aware of hazards, even if the hazard(s)

can be resolved locally by the appropriate management personnel.

1.9.5 Examples that must be reported:

1.9.5.1 Equipment malfunctions.
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1.9.5.2 Any event or situation that could compromise safety or cause damage or injury.

1.9.5.3 Inadequate procedures to accomplish tasks safely.

1.9.5.4 Personal protective equipment not available.

1.9.5.5 Resources not available to perform job safely.

1.9.5.6 Environmental factors affecting safety (lighting, noise, etc.).

1.9.5.7 A circumstance considered unusual from an operational or procedural standpoint.

1.9.6 The Safety Division acknowledges and investigates reported hazards and recommends action to be taken to

address/correct the issue(s) as necessary.

1.10 The Safety Policy for the San Antonio Airport System’s identifies the Airport System’s commitment to aviation

safety:

1.10.1 The San Antonio Aviation Department commits to its employees and airport users to provide a safe environment,

while supporting a safety program intended to reduce incidents to the lowest possible level. The Aviation Department is

committed to providing and maintaining an environment conducive to the safety and health of its employees, users and

the public. The Aviation Department has primary responsibility for establishing a Safety Management System; however,

safety is a shared responsibility of all employees in the workplace. It is everyone’s responsibility to support and actively

participate in the SMS and incident prevention programs.

1.11 Non-Reprisal Reporting Policy:

1.11.1 SAAS desires to foster a positive safety culture and encourages open reporting of all safety hazards or incidents.

Employees are responsible to communicate any information that may affect safety of flight, facilities, equipment, or

persons. Employees are not disciplined for reporting safety issues in accordance with the procedures in this and other

SAAS manuals.

1.11.2 This policy does not apply to the following:

1.11.2.1 Reckless Conduct

1.11.2.2 Criminal Behavior

1.11.2.3 Violations of the COSA drug and alcohol policy

1.11.2.4 Violations of employee or administrative policies

1.11.2.5 Intentional falsification

1.11.2.6 Deliberate or willful disregard of regulations or procedures

1.11.3 An employee is not exempt from disciplinary action when the employee knowingly fails to report a safety related

failure, concern or issue to the Safety Division, which is later discovered by other means.

1.12 Safety Reporting Forms:

1.12.1 Authorized individuals can access the forms library online as follows via the SharePoint site using an employee

user ID and password.

1.12.1.1 Personnel directly connected to the network can go this SharePoint site –

http://sharepoint/sites/Aviation/safety/SMS%20Site/default.aspx

1.12.1.2 Paper copies of the forms are available

1.12.1.2.1 SAT:

1.12.1.2.1.1 Break room in the Parking Administration building

1.12.1.2.1.2 Break room in Maintenance Facility

1.12.1.2.1.3 Terminal A – South – Arrival Level in hallway by duty-free office room number

1084.
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1.12.1.2.2 SSF:

1.12.1.2.2.1 SSF Staff Break Room.

1.12.1.3 Refer to the Safety Hot Line (below) if paper or electronic forms are not available.

1.12.2 Safety Forms are as follows:

1.12.2.1 SMS Form 02 – Voluntary Safety Report (Reference Figure 1-3)

1.13 Safety Reporting Procedures:

1.13.1 Refer to paragraph 4.4 of this manual for details regarding the processing of all safety reports.

1.14 Safety Management System, Manager:

1.14.1 The Safety Management System Manager (SMSMG) position is the equivalent position to the 14 CFR Part 119.65

requirements for a Director of Safety position within the 14 CFR Part 121 operations.

1.14.2 The Safety Management System Manager position holds all responsibilities and authorities associated with the

14 CFR 119.65 Director of Safety positions. Refer to the paragraph 3.4.9 of this manual for a full description of the

SMSMG position.

1.15 SAAS (24-Hour) Safety Hot Line:

1.15.1 The 24-Hour Safety Hot Line is available to all for reporting any safety related issue or concern, 1-210-207-1600.

This hotline is staffed from 07:15 to 16:30 M-F; voice messaging is available 24 hours per day.

1.15.2 Only the Safety Division (SD) has access to the Safety Hot Line to protect the anonymity of the caller.

1.16 Voluntary Safety Report:

1.16.1 The Voluntary Safety Report form is the basic method to communicate safety related concerns to management.

Information communicated in this form is not used by SAAS to pursue disciplinary action against the reporting person

and is considered a “Safe from Reprisal” form of communication.

1.16.2 Employees can also use the Voluntary Safety Report (VSR), SMS FM 02 (Reference Figure 1-3), to provide input

about a safety problem(s) in the field, a safety concern, or suggestions for improvement.

1.16.3 While input is normally unsolicited, the SAAS may occasionally solicit input from employees about the

effectiveness of modified procedures or solicit opinions about proposed changes. Unless these solicitations require the

use of a form developed specifically for the survey, employees can respond using the VSR form. Copies of this form are

available at each location as stated in paragraph 1.12., Safety Reporting Forms of this chapter.

1.16.4 SMSM may contain specific forms for reporting specific events, including instructions for completing and

forwarding the form. Completing and forwarding those particular forms is accomplished in lieu of completing the VSR.

NOTE – Employees who are not comfortable disclosing their personal identity on the Voluntary Safety Report form may leave

the identifying fields blank when reporting a hazard. The form is processed in the same fashion as if it carried the identity of

the employee.

1.16.5 The employee must input the following minimum information:

1.16.5.1 Name of the employee originating the form (optional if submitting Hazard Report)

1.16.5.2 Date and Airport to which the form pertains

1.16.5.3 Type of report (Hazard Report/Suggestion)

1.16.5.4 A description of the concern, issue, or event

1.16.6 Following completion of the form, the employee transmits the VSR to the Safety Division via the instructions

printed at the bottom of the form.

1.16.7 The SMSMG receives and reviews the form, then forwards the VSR (deidentified) to the responsible division

head.
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1.16.8 The SMSMG discusses the issue with the responsible division head or responsible Executive and either retains

the issue for discussion at the next scheduled meeting of the SMS Review Committee, or calls a special meeting of the

SMS Review Committee to discuss the pending issue.

1.16.9 Employees, who submit an VSR and identify themselves on the form, receive a written response from the

SMSMG once the SMS Review Committee has met and a course of action is decided, provided a reply was requested on

the VSR form.

1.16.10 For instructions on how to fill out this form (Reference – Table 1-2) are presented immediately following the

form example.

1.16.11 Refer to the SMSM, paragraph 4.4.3.1 for details regarding the processing of the VSR form.

1.17 Record Management:

COSA AD 1.31 AD 1.34

1.17.1 Introduction:

1.17.1.1 This section contains record management procedures for evaluations conducted by the Safety Division.

1.17.1.2 The record management process will be measured and evaluated on an annual basis by an external

auditor.

1.17.2 Procedures for Record Management:

1.17.2.1 Internal Evaluation File:

1.17.2.1.1 The Lead Evaluator (LE) will maintain an Internal Evaluation file for each evaluation that

he/she conducted. This Internal Evaluation file will contains the following documents.

1.17.2.1.1.1 Evaluation Checklists

1.17.2.1.1.2 Evaluation Preparation Checklists

1.17.2.1.1.3 Evaluation Reports

1.17.2.1.1.4 Process Evaluation Action Request Forms (PEAR)

1.17.2.1.1.5 E-mail communications

1.17.2.1.1.6 Evidence applicable to the evaluation

1.17.2.1.2 The Master Evaluation Schedules are maintained indefinitely in electronic format and in

hard copy as revised by the quarterly report. The content of the Internal Evaluation file is maintained

indefinitely in electronic format to support trend analysis and identification of previous evaluation

findings.

1.17.2.2 Disposition of Records:

1.17.2.2.1 The SMSMG, and Lead Evaluator of applicable evaluations must verify the following

information prior to the disposal of any IEP file.

1.17.2.2.1.1 The IEP file is no longer applicable.

1.17.2.2.1.2 All items pertaining to the evaluation are complete.

1.17.2.2.1.3 The members listed above must agree to the disposal of the file.
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Figure 1-3 – Voluntary Safety Report – SMS FM 02
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Table 1-2 – Instruction for the SMS FM 02 – Voluntary Safety Report form

Block # Block Title Instructions

1 To: This is always addressed to the Manager, SMS

2 From: (Optional if you are checking Hazard report) Filling in this block is optional if submitting a Hazard Report anonymously. However, when

submitting a report inclusive of a Suggestion, the author’s name must be entered.

3 Date: The Date the form was completed

4 Type of Report: Hazard Report or Suggestion Two options are available for selection:

1. HAZARD Report – Should identify workplace hazards and/or events. The identification and

submission of hazard reports assists SAAS in potentially eliminating reported hazards and may

prevent recurrences.

2. Suggestion – Should identify areas of improvement for policies, procedures, and/or

practices. Suggestions help to assist in providing a “Safer” workplace environment and may

also help to reduce costs and increase revenue. When selected, sections 8 and 9 must be

completed. If not, no action will be taken and the report will be closed.

5 Airport: SSF or SAT The airport where the author of the report is employed.

6 Reply Requested:

Yes or No

Select whether or not a reply letter is requested. A reply letter may consist of a description of

the SAAS’s intentions to eliminate Hazards as well as timelines for implementing

recommendations. When neither box is selected, the default choice is “NO”.

7 Select the appropriate box for where you work Airport Operations – Self explanatory

Airport Facilities – (Parking/GND TRANS/Property Management/Planning & Development)

Airport Maintenance – (Facilities/Airfield/Building/Maintenance)

Airport Police – (Airport Police/ARFF/Security/)

Airport Administration – All other Divisions

Airline Employee – Self Explanatory

Other – If you do not fit into one of the categories above

8 Description of incident or observed hazard: (Provide date,

time and locations, as applicable, Include a detail and

accurate description while being as concise as possible):

Provide a detailed, concise, and accurate description of the incident or observed hazard

identifying who, what, when, where, and why if possible. If additional space is needed,

additional paper may be attached to this report

9 Recommendations to transfer, eliminate, or mitigate the

hazard of Suggestion for improvement:

Provide a concise recommendation or suggestion identifying who, what, when, where, and how

as applicable. If additional space is needed, additional paper may be attached to this report.

10 Employee Information: Completion section10A thru 10D is required when a Suggestion is selected in box number 4.

When the form is submitted in hard copy format, a signature is required, except if the form is

being submitted anonymously. When submitted in electronic format, the form will be signed

electronically. If this section is not completed as applicable, no action will be taken and the

report will be closed.

10A Employee Name (Print): Self explanatory

10B Employee Signature: Self explanatory

10C Employee Number: Self explanatory

10D Date Signed: Date report was filed/submitted

11 Supervisor Certification of Corrective Action: Completion of this section is required when tasked by the Safety Division for clarification of the

corrective action.

11A Name of Supervisor: Self explanatory

11B Supervisor Signature: Self explanatory

11C Employee Number: Self explanatory

11D Date Signed: Date signed by supervisor and submitted

11E Explanation of Corrective Action: Provide a detailed, concise, and accurate description of the Corrective Action. If additional

space is needed, additional paper may be attached to this report

12 This Section to be completed by Safety Division personnel:

12A Report Number Assigned: Enter the Report’s Identification Number provided by the Safety Database.

12B Risk Code: Enter the Risk Code provided by the Safety Database.

12C Report Status: Closed Select Closed when all open action items in the Safety Database is completed

12D Date Closed: Enter the date this report was closed by the Committee and in the Safety Database.

12E Report Closed by (Enter Initials): Enter the initials of the person updating the Safety Database to closed

12F Comments: Enter any comments that may be of importance to this report
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