Safety Management System Manual 3-1

Chapter 3

Introduction to Safety Management

CHAPTER TITLE PAGE #

Chapter 3 SMS Organization .................................................................................................................... 3-3

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

3.2 Safety Division 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

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 .......................... 3-10

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 Manager – Senior Environmental 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) ...................................................... 3-17

3-7 Safety OJT Record (SMS FM 04) ......................................................................... 3-19

Tables:

3-1 Instructions for Completing SMS FM 03 ................................................................ 3-18

3-2 Instructions for Completing SMS FM 04 ................................................................ 3-20
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This Page Intentionally Left Blank
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Chapter 3

SMS Organization

3.1 Introduction:

AC 150 / 5200 - 37

3.1.1 SMS is a safety system that relies on involvement and commitment from top Airport Management; therefore, it is

important that the senior manager within the airports be identified as key participants in this Manual. One of the key

features of an effective SMS is to hold each person, regardless of his or her position, responsible for safety performance.

In the San Antonio Airport System, the Aviation Director is the highest ranking official and therefore is the Accountable

Executive. The Aviation Director ultimately assumes full responsibility for the San Antonio Airport System’s SMS;

however, he can delegate the day-to-day operational responsibilities for SMS to others.

3.1.2 This chapter contains the reporting structure, responsibilities and authorities, qualifications, and training

requirements applicable for each position listed within the Safety Division.

3.1.3 Senior Management Commitment to Safety

3.1.3.1 Each member of senior management is strongly committed to safety. Figure 3-3 through Figure 3-5

outline the commitment of SAAS senior management.

3.2 Safety Management Organization:

3.2.1 The Safety Management Organization’s are described in this manual with the exception of SAAS Emergency

Response Plan.

3.2.2 The policies and procedures contained in this manual apply to all SAAS employees and tenants.

3.3 Organizational Chart:

3.3.1 The organization chart for the Safety Division is derived from the approved master organization charts contained

within the City of San Antonio (COSA).

Figure 3-1 – Safety Division Organization Chart

Airport Director

Assistant Director

Airport Operations

Safety Management

System, Manager

Wildlife Manager Internal Evaluator

Safety Specialist
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3.3.2 This is the organizational chart for SAAS’s SMS organization which shows the relation ship among the various

authorities to support SMS. This structure differs from the formal Airport System organization chart in that the SMS

organizational chart has the Safety Manager and SMS Committee reporting directly to the Responsible Executive on

matters of Safety.

Figure 3-2 – SAAS SMS Organization Chart

SAT Aviation Director

(Accountable Executive)

Executive SMS

Steering Committee

Airport Operations Unit

Assistant Aviation

Director

(Responsible Executive)

SMS Manager

SMS Committee

SMS Technical

Working Group

SMS Technical

Working Group

Airport Departments

• Stinson Municipal Airport

• Airport Police

• Airport Operations

• Facilities Maintenance

• Safety & Security

• Planning & Engineering

• Community Relations &

Marketing

• Finance & Administration

• Noise Abatement

• Landside

• ARFF
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Figure 3-3 – Airport Director Support

SAN ANTONIO AIRPORT SYSTEM

14 Aug 2009

TO: All Aviation Department Employees

“SAFETY in all services we provide to our customers.”

We chose to list this value first, because we believe that Safety is the foundation upon which we will build our

reputation of being the best. Each of us must accept responsibility for the Safety of the San Antonio Airport System

(SAAS) including the Airport Director and the Executive Team.

We encourage the sharing of safety information within the organization and expect all employees to display honestly

and integrity by promptly reporting any safety hazard or concern. In accordance with the SAAS non-reprisal policy,

no disciplinary action will be taken against any employee for reporting a safety hazard or concern; however, willful

disregard for SAAS safety procedures will not be tolerated.

We will show our respect for our customers and each other by putting Safety first in all that we do.

We will approach our safety practices and procedures with resourcefulness.

Our Commitment is to:

 Support the Manager, Safety Management System through provision of all appropriate resources that will

result in a culture that fosters safe practices, encourages effective safety reporting and communication and

actively manage safety.

 Enforce the management of safety as a primary responsibility for all managers and employees.

 Clearly define for all staff, managers, and employees alike, their accountabilities and responsibilities for the

delivery of the SAAS safety performance and the performance of our Safety Management System (SMS).

 Establish and operate hazard identification and risk management processes as part of the SMS.

 Ensure

 That no action will be taken against any employee who discloses a safety concern through the

hazard reporting system, unless such disclosure indicates, beyond any reasonable doubt, reckless

conduct, criminal behavior, volitions of the COSA drug and alcohol policy, intentional falsification

or deliberate / willful disregard of regulations or procedures.

 That sufficient skilled and trained human resources are available t implement safety strategies

and processes.

 Externally supplied systems and services to support our operations are delivered meeting our

safety performance standards

 Continually improve our safety performance through management processes that ensures that relevant

safety action is taken and is effective; and

Please assist the Safety Management System program by being a Safety Advocate for the San Antonio Airport

System.

San Antonio Aviation Department, 9800 Airport Blvd., San Antonio, Texas 78216 Phone (210) 207.3450 (210) 207.4889 (4TTY) Fax (210) 207.3500

Frank R. Miller, A.A.E.

Aviation Director
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Figure 3-4 “DRAFT Place Holder for LETTER” Tim O’Krongley

SAN ANTONIO AIRPORT SYSTEM

22 Jul 2009

Subject: Safety Management System (SMS)

TO: All Aviation Department Employees

This Safety Management System Manual (SMSM) is an internal document and produced by San Antonio Airport

System Safety Division. The Primary contact for Safety Concerns and policy changes is San Antonio Airport

System Safety Division.

Open Communication between employees and management on all safety related subjects is vital to the success of

the San Antonio Airport System Safety Management Program. It is especially important in the area of safety that

employees be encourage to report real or perceived threats to the safe operation of equipment, aircraft, airport and

in particular, the safety of people in the work environment. It is not only the correct thing to do; it is good business

as well.

I recognize that people will make mistakes; to encourage employees to report safety concerns or issues, the San

Antonio Airport System has established a non-reprisal policy. In accordance with this policy no disciplinary action

will be taken against any employee for reporting a safety concern. This policy can be found in chapter one (1),

paragraph 1.11 of the SMSM.

The Safety Objectives of the San Antonio Aviation Department are as follows:

 To motivate safe actions through the establishment of a “Just Culture – errors and unsafe acts will not be

punished if the error was unintentional and people are encouraged to provide essential safety-related

information.”

 To recognize and report unsafe practices

 To train all employees about the SMS Plan and procedures

 To share with tenants the SAAS SMS Plan and/or work cooperatively with their SMS Plan

 To ensure that safe work practices will take precedence over expediency

 To ensure that every attempt is made to reduce the possibility of accidents

 To preserve and protect the health and safety of employees, airport users, and the public by reducing

losses arising from accidents

 To monitor and communicate the effectiveness of the SMS Plan to employees, tenants, and the Public

Please assist the Safety Management System program by being a Safety Advocate for the San Antonio Airport

System.

Thanks, and BE SAFE!

San Antonio Aviation Department, 9800 Airport Blvd., San Antonio, Texas 78216 Phone (210) 207.3450 (210) 207.4889 (4TTY) Fax (210) 207.3500
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Figure 3-5 “DRAFT Place Holder for LETTER” Executive Team Letter

SAN ANTONIO AIRPORT SYSTEM

01 Jul 2010

Executive Team

TO: All Aviation Department Employees

Subject: Executive Team support for Safety Management System (SMS)

The Executive Team of San Antonio Airport System is committed to the Safety Management System that we

currently implementing. It is not only the right thing to do; it is good business as well.

The Executive Team recognizes that people will make mistakes. However, we can and should learn from those

situations in order not to repeat our mistakes. In accordance with the San Antonio Airport System’s non-reprisal

policy, no disciplinary action will be taken against any employee for reporting a safety hazard or concern.

The Executive Team supports the San Antonio Airport Systems Safety Policy and Objectives as well as the Safety

Management System program and will serve on various safety committees and groups. The Executive Team has

reviewed the Safety Policy and Objectives has been published under the Safety Management System.

Frank R. Miller, A.A.E. Tim O'Krongley, A.A.E., IAP

Aviation Director Assistant Director

Ellen Erenbaum Ryan E. Rocha, A.A.E., IAP

Assistant Director Interim Assistant Director

San Antonio Aviation Department, 9800 Airport Blvd., San Antonio, Texas 78216 Phone (210) 207.3450 (210) 207.4889 (4TTY) Fax (210) 207.3500
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3.4 Role of the Safety Management System Organization:

3.4.1 Safety Division (SD):

3.4.1.1 The Safety Division supports operational management in identifying and managing safety risk

throughout SAAS daily operations. Safety Division does this by:

3.4.1.1.1 Motivating safe actions through establishing a dynamic safety culture.

3.4.1.1.2 Identifying hazards that affect safe operations.

3.4.1.1.3 Working with other SAAS divisions to develop and implement safety intervention programs.

3.4.1.1.4 Monitoring safety intervention programs to validate effectiveness.

3.4.1.1.5 Communicating results to employees and management.

3.4.2 Required Management Personnel - Safety Management System, Manager (SMSMG):

3.4.2.1 The SMSMG is equivalent to the required Director of Safety position identified in 14 CFR 119.65, and

IAW the SAAS Safety Management System Plan, dated 30 April 2008 requires a qualified person serve in this

position full time.

3.4.2.2 A complete list of the SMSMG’s duties, responsibilities, authorities, and qualifications are represented in

this chapter.

3.4.3 Internal Evaluation Program:

3.4.3.1 The Internal Evaluation Program (IEP) is designed to independently evaluate the SAAS’s operational

divisions to determine how well they are meeting regulatory and internal COSA requirements. These evaluations

help the SAAS proactively identify hazards and areas of non-compliance on a continual basis. The IEP

accomplishes this by:

3.4.3.1.1 Conducting planned and special evaluations in all areas within SAAS.

3.4.3.1.2 Communicating evaluation results to division heads and senior management so they can

correct identified issues.

3.4.3.1.3 Coordinating disclosures of apparent violations with division heads, senior management,

and FAA.

3.4.3.1.4 Evaluating divisions to determine if SMS attributes are incorporated within divisional policies

and procedures.

3.4.4 Safety Committees:

3.4.4.1 The SAAS Safety Management System Organization works with the following committees. (Reference

Figure 3-2).

3.4.4.1.1 Executive SMS Committee – is the top management level and is chaired by the Aviation

Director (Accountable Executive). The Executive SMS Committee is comprised of Aviation Director and

Assistant Directors as voting members and members from the SAAS staff and stakeholders as nonvoting members. The Accountable Executive is the Chairman of the Executive SMS Committee; in his

absence the Responsible Executive will chair the Executive Committee meeting. This Committee will

meet at a minimum once a quarter. Meeting minutes and action items are to be recorded as part of

normal committee functioning and will be made available to the SMS Review Committee. The objective

of the Executive SMS Steering Committee is to provide a forum for top airport managers and airport

stakeholders to discuss “big picture” safety issues. The Executive SMS Steering Committee’s

responsibilities are:

3.4.4.1.1.1 Distribute safety information to stakeholders and Airport staff.

3.4.4.1.1.2 Review SMS Audit reports.

3.4.4.1.1.3 Promote SMS awareness.

3.4.4.1.1.4 Annually review SAAS safety goals.

3.4.4.1.1.5 Promote information sharing among SAAS stakeholders.
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3.4.4.1.2 SMS Review Committee – The objective of the SMS Review Committee is to provide a

forum do discuss issues related to the safety performance at SAAS and the health of the SMS. The

SMS Committee makes recommendations / decision concerning safety policy and procedures and

reviews safety performance results. Should a safety concern be addressed by the SMS Review

Committee that is not with their realm of responsibility they should recommend that it be address at the

next Executive SMS Committee. The SMS Manager is the Chairman of the SMS Review Committee; in

his absence the Safety Specialist will chair the SMS Review Committee meeting. Meeting minutes and

action items are to be recorded as part of normal committee functioning and will be made available to

the Executive Committee Members, SAAS Staff, and stakeholders. The objective of the SMS Review

Committee is to provide a source of expertise, guidance and advise on safety matters to SAAS. The

SMS Review Committee’s responsibility are:

3.4.4.1.2.1 Review, remark, and modify comments on risk management strategies

suggested by the SMS Technical Work Group.

3.4.4.1.2.2 Review, remark, and modify comments on mitigation strategies suggested by

the SMS Technical Work Group.

3.4.4.1.2.3 Review and accept Safety Risk Assessment analysis performed by SAAS

Staff and SMS Technical Work Group(s).

3.4.4.1.2.4 Promotes the SMS program at SAAS by leading by example.

3.4.4.1.2.5 Promotes safety awareness to SAAS and stakeholders

3.4.4.1.3 SMS Technical Work Group – consists of members with specific technical expertise from

various SAAS divisions and stakeholders. This group will be ad hoc and assembled by SMSMG based

on the issue requiring risk analysis.

3.4.4.2 The participants, policies, and procedures of each committee are represented in Chapter 4 of this

manual.

3.4.5 Division Personnel:

3.4.5.1 General Policies:

3.4.5.1.1 The Aviation Director holds the ultimate responsibility for the safety of the SAAS operation.

The Aviation Director also has ultimate authority to manage the operations of the SAAS, and delegate

this authority to the management officials within SAAS. However, the Aviation Director under SMS hold

the title of “The Accountable Executive,” which is important to understand as it is one of the primary

elements of a successful SMS. SMS is different from other “safety programs” because it holds each

individual responsible for safety. Each management official has the authority to establish policies and

procedures, and to allocate and direct resources within his or her divisions. This means that the

responsibility for safety in each division must be accepted by the management of that division. The

three most important roles of the accountable executive are:

3.4.5.1.1.1 Visibly and actively promoting and requiring active participation by all

employees within SAAS Safety Management Systems

3.4.5.1.1.2 Creating an organizational structure with designated position and responsible

individuals that supports the San Antonio Airport System’s Safety Management System,

3.4.5.1.1.3 Providing both human and financial resources.

3.4.5.1.2 The Assistant Aviation Director - Airport Operations, Safety Management System Manager,

and the Human Resources Generalist will review all Safety Management Organization job descriptions

once a year to ensure personnel meet necessary qualifications, experience, and training requirements.

This annual review will occur during the second quarter of the calendar year, and the participants will

consider the SAAS safety structure and staffing to ensure it continues to meet the safety needs of the

SAAS as required by the FAA.

3.4.5.1.3 The SAAS may need to make exceptions to the experience requirements or qualifications

for the jobs listed in this chapter. If an exception is necessary, the employee must possess an

equivalent level of experience or qualification. The Human Resources Generalist, at the approval of the

SMSMG, will prepare an internal memorandum stating the reasons for determining that the employee
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possesses equivalent experience. A copy of this memo will be distributed to the SMSMG, and will be

retained for as long as the employee serves in the position.

3.4.6 Senior Management General Responsibilities and Authorities:

3.4.6.1 Developing and Implementing Safety Policies:

3.4.6.1.1 Senior management is responsible for defining the SAAS’s safety policies and reviewing

them annually to ensure they remain relevant and appropriate to the SAAS’s overall purpose and

objectives. The SMSMG will coordinate this review. Senior Management is committed to:

3.4.6.1.1.1 Implementing Safety Management System (SMS) principles.

3.4.6.1.1.2 Continually improving the level of safety.

3.4.6.1.1.3 Managing risk to an acceptable level.

3.4.6.1.1.4 Complying with applicable regulatory requirements.

3.4.6.1.1.5 Encouraging employees to report safety issues without reprisal.

3.4.6.1.1.6 Establish clear standards for acceptable behavior for all employees and

contractors.

3.4.6.1.1.7 Providing guidance for setting and reviewing safety performance.

3.4.6.2 Establishing a Safety Management Plan:

3.4.6.2.1 Senior management is responsible for establishing SAAS safety objectives and developing

a proactive safety management plan to meet the objectives. Procedures for developing the safety

management plan are represented in Chapter 4 of this manual.

3.4.7 Employee General Responsibilities:

3.4.7.1 The front-line employee plays a critical part in the SAAS successfully managing risk. Employees are

required to:

3.4.7.1.1 Comply with all policies and procedures in the Alcohol and Controlled Substance per COSA

Administrative Directive Number 4.3.

3.4.7.1.2 Arrive for work physically and mentally fit for duty.

3.4.7.1.3 Know and follow all procedures outlined in the COSA Job description that pertain to their

job.

3.4.7.1.4 Perform only those technical functions for which they have been trained.

3.4.7.1.5 Operate only the equipment they have been trained on and are qualified to operate.

3.4.7.1.6 Immediately notify management of any safety concern or hazard.

3.4.7.1.7 Immediately report all accidents and injuries per COSA Administrative Directive Number

4.1.

3.4.7.1.8 Keep work areas free of recognized hazards.

3.4.7.1.9 Follow procedures when using and disposing of chemicals.

3.4.7.1.10 Follow health and safety procedures, and use personal protective equipment.

3.4.8 Assistant Aviation Director – Airport Operations:

3.4.8.1 Reports to the Aviation Director.

3.4.8.2 Responsibilities and Authorities:

3.4.8.2.1 Discharges all duties to meet applicable legal requirements and maintain safe operations.

3.4.8.2.2 Has the responsibility and authority to oversee the quality of the Safety Management Plan

and establish and modify the policies, procedures, instructions, and information for the plan. He will do

this by:

3.4.8.2.2.1 Establishing safety objectives for the SAAS and develop a safety plan to

meet the objectives.

3.4.8.2.2.2 Ensuring resources are in place so employees can implement the safety

plan.
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3.4.8.2.2.3 Monitoring safety performance in all areas of the operation and revising the

Safety Management Plan as needed.

3.4.8.2.2.4 Communicating pertinent safety information to the Executive SMS Steering

Committee and all airport employees and stakeholders.

3.4.8.3 Qualifications:

3.4.8.3.1 Bachelor Degree from an accredited college or university with major coursework in Aviation

Management, Public, or Business Administration, or a related field.

3.4.8.3.2 Eight (8) years of increasingly responsibly professional experience in aviation management

or airport operations.

3.4.8.3.3 Four (4) years of administrative or supervisory responsibility.

3.4.8.3.4 Or Equivalent combination of education and experience.

3.4.8.3.5 Completed or will complete a training course in aviation safety within 6 months of assuming

responsibilities.

3.4.8.3.6 Valid Class “C” Texas Driver’s License.

3.4.9 Safety Management System Manager:

3.4.9.1 Reports to the Assistant Aviation Director – Airport Operations.

3.4.9.2 Responsibilities and Authorities:

3.4.9.2.1 Manages the daily operations of the Safety Division. Working with the Wildlife Manager,

and Ground Safety, provides direction and resources for all SAAS safety programs.

3.4.9.2.2 Monitors all safety programs for negative trends to SAAS’s operations. Reports to the

Assistant Aviation Director / Airport Operations any safety trends or issues that may impact safety.

3.4.9.2.3 Conducts timely and comprehensive investigations of all accidents and safety incidents.

Prepares factual reports to appropriate divisions summarizing the circumstances and root causes of the

accident or incident, and then follows up with recommended corrective and preventative action to be

taken by the division.

3.4.9.2.4 Organizes and facilitates meetings of the Executive SMS Steering Committee, SMS

Committee, Safety Review Committee, and SMS Technical Work Group.

3.4.9.2.5 Develops and administers safety education programs, and communicates safety information

and trends to employees and management on a regular basis.

3.4.9.2.6 Manages the SAAS’s safety related reporting systems, which are the Voluntary Safety

Report, and Safety Hotline.

3.4.9.2.7 Ensures Safety Division personnel conduct inspections and audits as scheduled and per

procedures outlined in this manual.

3.4.9.2.8 Solicits and processes all safety improvement suggestions for the SAAS.

3.4.9.2.9 Manages and maintains the safety database used to monitor and analyze trends.

3.4.9.2.10 Interfaces with other SAAS divisions, customers, vendors, contractors, and the FAA

regarding safety issues.

3.4.9.2.11 Provides and/or facilitates training to appropriate personnel in all of the safety programs per

the SMS Manual.

3.4.9.2.12 Maintains close liaison with the FAA, NTSB, and industry safety organizations. Monitors

industry safety concerns that may impact SAAS operations.

3.4.9.2.13 Working with the Safety Specialist, conducts audits to ensure compliance with all applicable

regulations and requirements to ensure safe operations.

3.4.9.2.14 Attends safety conferences and industry meetings (e.g., FAA INFO Share) to ensure that

safety programs remain current.

3.4.9.2.15 Provides assistance to the Aviation Director and/ or Assistant Aviation Director / Airport

Operations in all aspects of creating and promoting a safe work environment.
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3.4.9.2.16 Supervises, coordinates, monitors, and evaluates the activities of division staff.

Responsible for the employee performance evaluation, training, motivation, counseling, and discipline

of assigned employees.

3.4.9.2.17 Prepares annual Safety Division budget, training plan and evaluation schedules.

3.4.9.2.18 Manual Sponsor for both the Safety Management System Manual (SMSM), and Emergency

Response Manual (ERM), (if required) with associated responsibilities and authorities as identified.

3.4.9.2.19 Performs other related duties as assigned.

3.4.9.3 Qualifications:

3.4.9.3.1 Bachelor Degree preferred; two years of college from an accredited college or university

preferably with course work in Engineering, or Safety.

3.4.9.3.2 At least one of the following qualifications:

3.4.9.3.2.1 Three years experience in a supervisory position with a Part 139 airport, or

Part 121 or Scheduled Part 135 air carrier.

3.4.9.3.2.2 Three years supervisory experience in U.S military aviation operations that is

comparable to a Part 139 airport, Part 121, or scheduled Part 135 air carrier operation.

3.4.9.3.2.3 Three years experience in a supervisory position with a U.S. government

department, board, or agency that deals directly with aviation matters.

3.4.9.3.3 Should have extensive operational experience and professional qualifications in aviation,

including knowledge and understanding of the following areas:

3.4.9.3.3.1 Aviation safety programs.

3.4.9.3.3.2 System Safety and/or Safety Management System.

3.4.9.3.3.3 Aviation safety standards and safe operating practices.

3.4.9.3.3.4 14 CFR, Chapter 1.

3.4.9.3.3.5 Airport operations specifications and manuals.

3.4.9.3.3.6 Appropriate maintenance and airworthiness requirements of 14 CFR.

3.4.9.3.4 Excellent skills in presentation and communication, both oral and written. Strong analytical

and problem solving skills. Ability to interact, communicates, and collaborate with all levels of staff and

management.

3.4.9.3.5 Valid Class “C” Texas Driver’s License.

3.4.9.3.6 Experience using Microsoft Office programs. Skills must include operating a computer,

printer, facsimile, telephone, cell phone, copy machine, and various computer software packages.

3.4.9.4 Training :

3.4.9.4.1 Must attend, or have attended, a training course(s) in aviation safety. The training course(s)

should include the following information:

3.4.9.4.1.1 Safety philosophy.

3.4.9.4.1.2 Safety data collection and analysis.

3.4.9.4.1.3 Risk management.

3.4.9.4.1.4 Incident/accident prevention and investigation.

3.4.9.4.1.5 Human factors.

3.4.9.4.1.6 FAA-approved System Safety Course or equivalent.

3.4.9.4.1.7 Additional training as assigned by Assistant Director / Airport Operations.

3.4.10 Wildlife Manager – (Senior Environmental Protection Officer):

3.4.10.1 Reports to Assistant Aviation Director – Airport Operations.

3.4.10.2 Responsibilities and Authorities:

3.4.10.2.1 Responsible for the daily operations of the Safety Division with reference to the SAAS

Wildlife Management Program.
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3.4.10.2.2 Provides technical guidance to airport operations by developing ecological studies and

wildlife management plans as required by FAR Part 139.

3.4.10.2.3 Conducts timely and comprehensive investigations of all wildlife strikes and safety incidents.

Prepares factual reports to appropriate divisions summarizing the circumstances and root causes of the

accident or incident, and then follows up with recommended corrective and preventative action to be

taken by the division.

3.4.10.2.4 Develops and administers safety education programs with respect to wildlife management,

and communicates safety information and trends to employees and management on a regular basis.

3.4.10.2.5 Conduct inspections and audits as scheduled per procedures outlined in this manual and

Wildlife Management Plan.

3.4.10.2.6 Update the safety database used to monitor and analyze trends.

3.4.10.2.7 Interfaces with other SAAS divisions, customers, vendors, contractors, and the FAA

regarding wildlife management and safety issues.

3.4.10.2.8 Provides and/or facilitates training to appropriate personnel in all the safety programs per

the SMS Manual.

3.4.10.2.9 Attends safety conferences and industry meetings (e.g., FAA INFO Share) to ensure the

safety / wildlife management programs remain current.

3.4.10.2.10 Provides assistance to the Assistant Aviation Director – Airport Operations, Airport

Operations Manager, and SMS Manager in all aspects of creating and promoting a safe operating

environment for flight operations with SAAS.

3.4.10.2.11 Sponsor for Wildlife Management in conjunction with the SMSMG, and with associated

responsibilities and authorities as identified in regard to wildlife management.

3.4.10.2.12 Performs other related duties as assigned.

3.4.10.3 Qualifications:

3.4.10.3.1 Bachelor Degree from an accredited college or university with preferable course work in

Environmental Science, Geology, Chemistry, Engineering, Transportation Planning, or a related field.

3.4.10.3.2 Three years of experience administering or monitoring environmental protections programs.

3.4.10.3.3 Excellent skills in presentation and communication, both oral and written. Strong analytical

and problem solving skills. Ability to interact, communicate and collaborate with all levels of staff and

management.

3.4.10.3.4 Valid Class “C” Texas Driver’s License.

3.4.10.3.5 Experience using Microsoft Office programs. Skills must include operating a computer,

printer, facsimile, telephone, cell phone, copy machine, and various computer software packages.

3.4.10.4 Training:

3.4.10.4.1 Must attend, or have attended, a training course(s) in aviation safety. The training course(s)

should include the following information.

3.4.10.4.1.1 Safety Management System Course or equivalent.

3.4.10.4.1.2 Risk management.

3.4.10.4.1.3 Incident/accident prevention and investigation.

3.4.10.4.1.4 Human factors.

3.4.10.4.1.5 Additional training as assigned by Assistant Director / Airport Operations.

3.4.11 Safety Specialist:

3.4.11.1 Reports to Safety Management System Manager.

3.4.11.2 Responsibilities and Authorities:

3.4.11.2.1 Works with the Wildlife, Manager, to provide direction and resources for all SAAS safety

programs.
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3.4.11.2.2 Conducts timely and comprehensive investigations of all accidents and safety incidents.

Prepares factual reports to appropriate divisions summarizing the circumstances and root causes of the

accident or incident, and then follows up with recommended corrective and preventative action to be

taken by the division.

3.4.11.2.3 Develops and administers safety education programs, and communicates safety information

and trends to employees and management on a regular basis.

3.4.11.2.4 Processes safety reports that were received through the safety reporting systems, which

are the Voluntary Safety Report, and/or Safety Hotline.

3.4.11.2.5 Conduct inspections and audits as scheduled and per procedures outlined in this manual.

Solicits and processes all safety improvement suggestions for the SAAS.

3.4.11.2.6 Enter safety reports into the safety database used to monitor and analyze trends.

3.4.11.2.7 Works with other SAAS divisions, customers, vendors, contractors, and the FAA regarding

safety issues.

3.4.11.2.8 Provides and/or facilitates training to appropriate personnel in all the safety programs per

the SMS Manual and SMS Plan.

3.4.11.2.9 Monitors industry safety concerns that may impact SAAS operations.

3.4.11.2.10 May attend safety conferences and industry meetings (e.g., FAA INFO Share) to ensure

the safety programs remain current.

3.4.11.2.11 Provides assistance to the SMS Manager in all aspects of creating and promoting a safe

work environment.

3.4.11.2.12 Prepares input to the annual Safety Division budget, training plan and evaluation schedules.

3.4.11.2.13 Performs other related duties as assigned.

3.4.11.3 Qualifications:

3.4.11.3.1 Bachelor Degree preferred or Associate’s Degree or two years of college from an

accredited college or university with preferably course work in Engineering, or Safety.

3.4.11.3.2 Two (2) year of experience in the safety field.

3.4.11.3.3 Excellent skills in presentation and communication, both oral and written. Strong analytical

and problem solving skills. Ability to interact, communicate and collaborate with all levels of staff and

management.

3.4.11.3.4 Valid Class “C” Texas Driver’s License.

3.4.11.3.5 Experience using Microsoft Office programs. Skills must include operating a computer,

printer, facsimile, telephone, cell phone, copy machine, and various computer software packages.

3.4.11.4 Training:

3.4.11.4.1 Must attend, or have attended, a training course(s) in aviation safety. The training course(s)

should include the following information.

3.4.11.4.1.1 Safety Management System Course or equivalent.

3.4.11.4.1.2 Safety data collection and analysis.

3.4.11.4.1.3 Risk management.

3.4.11.4.1.4 Incident/accident prevention and investigation.

3.4.11.4.1.5 Human factors.

3.4.11.4.1.6 Additional training as assigned by Safety Management System Manager.

3.4.12 SMS Internal Auditor

3.4.12.1 Reports to Safety Management System Manager

3.4.12.2 Responsibilities and Authorities:

3.4.12.2.1 Prepare and perform planned, special, and follow-up evaluations for Facilities Maintenance,

ARFF, Parking and Ground Transportation, Planning and Development, Stinson Airport, Safety, and
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Airport Operations divisions according to the policies and procedures identified in the SMS Procedures

manual and divisional publications.

3.4.12.2.2 Inform the SMS Manager, of necessary modification of evaluation plans as appropriate to

meet the changing environment of audits/evaluations.

3.4.12.2.3 Provide guidance to process owners regarding findings or concerns.

3.4.12.2.4 Monitor the development and implementation of corrective action plans and comprehensive

fixes.

3.4.12.2.5 Communicate trends, concerns, or suggestions to the SMS Manager.

3.4.12.2.6 Act as lead evaluator and assist evaluators during Scheduled, Special, or Follow-up

evaluations.

3.4.12.2.7 Perform scheduled and unscheduled inspections of the different divisions records to

determined conformity with established COSA and Aviation Department procedures and compliance

with all relevant regulatory agencies.

3.4.12.2.8 Report discrepancies to SMS Manager.

3.4.12.2.9 Perform audits on the ramp and at stations to assure compliance with all transportation

regulations policies and procedures.

3.4.12.2.10 Coordinate and conduct safety audits and job hazard analysis. Issue corrective actions to

divisions and implement health and safety improvements in workplace.

3.4.12.2.11 Attend industry Safety/OSHA seminars.

3.4.12.2.12 Prepare the quarterly safety newsletter.

3.4.12.2.13 Perform safety investigations as required.

3.4.12.2.14 Perform other duties as assigned

3.4.12.3 Qualifications:

3.4.12.3.1 Bachelor Degree preferred or equivalent experience; high-school graduate mandatory.

3.4.12.3.2 One year experience in Airline Ground, Maintenance, or Flight Operations with knowledge

of safety standards, safe operating or equivalent experience.

3.4.12.3.3 Knowledgeable of Federal Aviation Regulations.

3.4.12.3.4 Excellent presentation skills and/or communication skills, both oral and written. Strong

analytical and problem solving skills. Ability to interact, communicate and collaborate with all levels of

staff and management.

3.4.12.3.5 Ability to effectively and accurately perform and manage assignments to meet performance

goals within established deadlines in a time sensitive environment. Ability to manage multiple tasks

simultaneously and meet deadlines.

3.4.12.3.6 Valid Texas Driver’s License.

3.4.12.3.7 Experience using Microsoft Office programs. Skills must include operating a computer,

printer, facsimile, telephone, cell phone, copy machine, and various computer software packages

3.4.12.4 Training:

3.4.12.4.1 Must attend, or have attended, a training course(s) in aviation safety. The training course(s)

should include the following information:

3.4.12.4.1.1 Safety Management System Course or equivalent

3.4.12.4.1.2 Safety data collection and analysis

3.4.12.4.1.3 Risk Management

3.4.12.4.1.4 Human factors

3.4.12.4.1.5 Internal Auditor

3.4.12.4.1.6 Additional training as assigned by Safety Management System Manager.

3.4.13 Safety Division Training Reporting:
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3.4.13.1 Formal Training Report Form (SMS FM 03):

3.4.13.1.1 Purpose:

3.4.13.1.1.1 The Formal Training Report (Ref. Figure 3-5) is used to document initial and

any additional training. Instructions for completing the report follow the example of the form.

3.4.13.1.2 Availability:

3.4.13.1.2.1 This form is available online at the Safety Division SharePoint site.

3.4.13.1.3 Disposition:

3.4.13.1.3.1 This form is to be filled out by the SMS Manager and kept on file as a matter

of record as long as the individual is employed with the COSA.

3.4.13.1.3.2 The Formal Training Report (SMS FM 03) will be placed in Safety personnel

records following the completion of all formal training.

3.4.13.2 On the Job Training (OJT) (Form SMS FM 04):

3.4.13.2.1 Purpose:

3.4.13.2.1.1 OJT training will be documented by the person certifying proficiency and

knowledge using the OJT Training Report Form (Ref Figure 3-6). Instructions for

completing the report follow the example of the form.

3.4.13.2.2 Availability:

3.4.13.2.2.1 This form is available online at the Safety Division SharePoint site.

3.4.13.2.3 Disposition:

3.4.13.2.3.1 This form is to be filled out by the SMS Manager and kept on file as a matter

of record as long as the individual is employed with the COSA.

3.4.13.2.3.2 The OJT Training Report (SMS FM 04) will be placed in Safety personnel

records following the completion of all formal training.
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Figure 3-6 Safety – Division Training Record (SMS FM 03)
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Table 3-1 – Instruction for completing the Safety Division Training Record (SMS FM 03)

Instructions for filling out the Safety Division Training Record form SMS FM 03:

Block Title Complete Form by Entering:

1 Employee Name: Enter the employee’s full name.

2 Date Hired: Enter the employee’s original date of hire

3 Employee Number: Enter the COSA issued employee number

4 Name of Supervisor Enter the name of the employee’s supervisor

5 Supervisor Employee Number Enter the COSA issued employee number

6 Airport Check the appropriate box for where you work

7 Course Taken:

7A Name of Course Enter the name of the course take as it appears in course

catalogue or on the certificate

7B Date Completed Enter the date course completed as indicated on the certificate

7C Company Giving Course Enter the name of the company sponsoring the course

7D Instructor’s Name Enter the name of the instructor teaching the course, if more

than one instructor enter the name of the person that signed the

completion certificate

7E Pass/Fail Enter “Pass” if completed the course or “Failed” if course was

not completed

8 Remarks/Comments: Any relevant information entered here should be directed to the

appropriate training course using the Course Title/Instructor.
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Figure 3-7 – Safety OJT Record (SMS FM 04)

SAFETY OJT RECORD

1 EMPLOYEE NAME: 2. DATE HIRED: 3. EMPLOYEE NUMBER:

4. NAME OF SUPERVISOR: 5. SUPERVISOR EMPLOYEE NUMBER: 6. AIRPORT:

SSF

SAT

7. TASK / EVLUATION PERFORMED / WORK ACCOMPLISHED

8. RECOMMENDATIONS:

9. PRINT NAME OF TRAINER: 10. SIGNATURE 11. EMPLOYEE NUMBER: 12. DATE SIGNED:

SMS FM 04

JUL 2009

Management System

San Antonio Airport
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Table 3-2 – Instruction for completing the Safety OJT Record (SMS FM 04)

Instructions for filling out the Safety OJT Form SMS FM 04

Block Title Complete Form by Entering:

1 Employee Name: Enter the full name of the employee completing the OJT.

2 Date Hired: Enter the employee’s original date of hire.

3 Employee Number: Enter the COSA issued employee number

4 Name of Supervisor Enter the name of the employee’s supervisor

5 Supervisor Employee Number Enter the COSA issued employee number

6 Airport Check the appropriate box for where you work

7 Task/Evaluation Performed or

Work Accomplished:

Enter a complete and accurate description and/or title of the

Task/Evaluation/Work completed and a brief synopsis of how

work was accomplished.

8 Recommendations / Comments: Enter Evaluator/Trainers recommendations or comments.

9 Print Name of Evaluator or

Trainer:

Print the First and Last name of the Evaluator/Trainer

responsible for administering the OJT.

10 Signature: Sign the form as to the accuracy of the Evaluation/Training.

11 Employee Number: Enter the Evaluator/Trainer’s COSA issued employee number.

12 Date Signed: Enter the date signed by the Evaluator/Trainer.
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