General

Safety

The Ottawa Flying Club, in accordance with its Mission and Vision statements, strives to take a professional and pro-active approach to safety. Safety shall be taken into consideration when developing each section of the Ottawa Flying Club Standard Operating Procedures.

The Ottawa Flying Club shall maintain a Safety Management Committee. The Safety Management Committee shall be responsible for the safety policies outlined in the Ottawa Flying Club Policies, Mission and Vision statements.

The Safety Management Committee, its members and terms of reference, is found in Safety Management Committee.

Any member with a concern relating to the safety of the Ottawa Flying Club shall inform a member of the Safety Committee or report directly to the Safety Officer.

Operating Principles

Rental Pilot Requirements

In addition to the CARs requirements, the Ottawa Flying Club requires that any Renter pilot have in their possession (and be prepared to show):

Current Club membership
License(s)
Pilot Log book
Account in good standing (refer to Club Credit Policy)
Sign out by Club instructor or qualified dispatcher

Usage

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File:Note.gif Note:
Recreational Permit holders are not to fly beyond a 75 nautical miles radius from the Ottawa International Airport without CFI authorization.

Access to OFC Aircraft

Only those members duly licensed and in good standing with the Ottawa Flying Club shall have access, for the purpose of renting, to OFC aircraft and simulators. Non-member renters must be approved by the Chief Flying Instructor or his delegate.

License Requirements

No person shall be permitted to operate or assume command of an OFC aircraft unless he/she is carrying a valid aircrew medical certificate, license, permit and/or rating.

Alcohol/Drug Policy

No person shall be permitted to operate or assume command of an OFC aircraft while under the influence of alcohol, illicit or unprescribed drugs/medication, or other intoxicating substances with reference to the CARs and the OFC Workplace Safety Policies (links to be provided). No person shall carry any person in an OFC aircraft as a passenger or in any other capacity who is under the influence of alcohol, illicit or unprescribed drugs/medication, or other intoxicating substances. Alcohol, illicit or prescribed drugs/medication, or other intoxicating substances shall not be consumed while on board OFC aircraft.

Use of Electronic Devices

The following procedures have been implemented by the Ottawa Flying Club in order to allow the use of electronic devices safely and in the appropriate environment. The Ottawa Flying Club supports the use and development of devices and technology designed to increase the effectiveness and availability of resources to pilots in a General Aviation and Flight Training environment. While many devices such as hand-held GPS are designed to supplement conventional technology and provide the pilot with a wealth of information, they should not, at any time, be a distraction to the pilot. The Pilot-in-Command is responsible for ensuring that the safety of the flight shall not be compromised by these devices.

No person shall use non-aircraft specific electronic devices, such as iPods, gaming devices, MP3 players, while operating an OFC aircraft. No person shall use any electronic devices while on the ramp. Licensed pilots may use hand-held devices designed for use in aircraft, such as GPS units or iPads, to supplement the avionics on board the aircraft. At all times devices shall be used in a safe and efficient manner. Cell phones shall be used in the event of an emergency only. Bluetooth enabled phones are approved if used in conjunction with a bluetooth enabled aviation headset that allows for the safe operation of the aircraft avionics.

Check Flights

The CFI may flight check the ability of any licensed pilot desiring to fly an OFC aircraft at any time any instructor considers such flight check necessary. (to be reviewed by the CFI)

Only an OFC flight instructor may carry out the checking out of a licensed and/or rated pilot on any OFC aircraft.

An Ottawa Flying Club Instructor may conduct a "check flight" upon a licensed and / or rated renter pilot on any OFC aircraft if the Instructor decides the "check flight" is required.

Trips Away From Base

A complete package of information on Trips Away From Base is located at Dispatch.

Any members taking an aircraft away from Ottawa (CYOW) on a cross country flight must ensure that there is an AMO (Aircraft Maintenance Organization) approved for doing maintenance on the aircraft they are flying at all airports they are landing at except in the event of an emergency. Any exception to this rule will be at the discretion of the Manager or CFI in writing. If this policy is not adhered to, the student/renter will be responsible for all costs incurred to retrieve the aircraft unless the landing was conducted at an airport in the event of an emergency.

All renters enrolled in the Algonquin Aviation Management program require a sign out from an instructor for all cross countries.

All over night flights must be pre-approved by the CFI or his delegate. All departures after/before normal operating hours must be approved by the CFI, see Late Arrivals and Departures for additional requirements.

For over night flights of more than one consecutive day see Trip Policy.

If temperatures at any of the away from base airports are forecast to be 0°C or colder, the renter pilot must ensure that de-icing and pre-heating is available. All students/renters shall follow the procedures in Cold Weather Operations.

All International Flights shall meet the requirements for customs and procedures as outline by the CARs, the F.A.A., and all applicable agencies.

All International trips must be approved by the CFI and the PRM

Aircraft Rental - Weather Delays

If a renter pilot will not be back from a flight by the time his booking is up, regardless of the circumstances, then he or she must advise the GM or CFI or his/her delegate as soon as possible:

the nature of the problem/delay

a revised ETA to the Ottawa Flying Club

When renting an OFC aircraft for a cross-country flight, it is the renter pilot's responsibility to ensure that the aircraft is returned to the Club at the end of the booking period. If the flight is delayed due to unforeseen weather, it is the pilot's responsibility to stay with the aircraft until the weather is suitable for the return flight to home (CYOW). If the pilot cannot wait for the weather to improve, and he/she elects to abandon the aircraft, then the renter pilot will be held responsible for the entire cost of retrieving the aircraft.

There will be no compensation for flights having to be aborted from the OFC or terminated early at the OFC due to unforeseen weather delays.

The renter pilot cannot volunteer to retrieve the aircraft at a subsequent period at his/her own convenience as this would subject the Club to a loss of revenue and due to the possible inconvenience to other OFC members.

For delays due to Defect or Snags see the procedures in Compensation - Defects and Snags.

Passenger Briefings

The Pilot-in-Command of any OFC aircraft shall carry out a pre-flight passenger briefing when passengers are to be carried on board. The Pilot-in-Command shall review the location and content on the Passenger Safety Card.

Students/Renters should use the Transport Canada guidelines for the PPL and CPL flight tests for guidance on the mandatory items.

In addition, the following items should be considered and briefed when appropriate:

Crew and duties - confirming who is PIC and any changes on subsequent route legs
Route - distance, duration and en-route stops (if applicable)
Planned manoeuvres
Aircraft safety and specific equipment such as life vests and the correct usage thereof
Other pertinent details

All briefings should conclude with any questions from passengers.

On-board Safety Equipment

All persons who are flying OFC aircraft shall acquaint themselves with all safety equipment on-board the aircraft and its correct method(s) of use.

The pilot in command of an OFC aircraft shall brief all passengers on the use and location of all pertinent safety equipment on board the aircraft with reference to the standards outlined in the CARs. A "survival kit" is available to any OFC renter pilot and must be signed out through Dispatch.

Use of Survival Kits

Survival Kits are to be taken, when available at OFC Dispatch, on all cross-country flights.

All Survival Kits will be signed out by the Pilot-in-Command. The sign-out sheet is located in the Dispatch Binder behind the Dispatch desk. The PIC shall fill out the name, date, kit number, and aircraft under the supervision of the Dispatcher or an OFC Instructor. The PIC is responsible for the safe keeping and condition of the Survival Kit once signed out. The PIC should make every effort to ensure that the kit does not come in contact with fuels, oils, moisture or materials that would damage the contents or the carrying case.

Upon return, the Dispatcher shall ensure the Survival Kit is intact and has not been opened. The Dispatcher shall initial the sign-out sheet once satisfied the Survival Kit is intact. If items are missing from the Survival Kit, the Dispatcher shall use the inventory list in the Dispatch Binder to identify any missing items. The PIC shall be responsible for replacing the items and shall be charged appropriately for the missing items. The General Manager shall be informed if a Survival Kits returns open or missing items are discovered.

The OFC CFI and Safety Officer or their delegate(s) shall review the contents of the Survival Kits on an annual basis.

Over Water Operations

In accordance with CARs 406.54, no person shall fly, solo or dual, an OFC aircraft over water beyond a point where the aircraft could safely reach shore in the event of an engine failure except when the pilot is conducting a take-off or landing.

Renter Agreement (to be reworded)

1.7.1

By signing the "acknowledged by renter" column of the flight sheet the pilot is certifying that he/she in acting as pilot-in-command is conversant with Canadian Aviation Regulations, these Standard Operating Procedures and all Club Policies and assumes responsibility for the aircraft weight and balance, fuel, oil and serviceability of the aircraft appropriate to the intended flight.

1.7.2

By signing the "acknowledged by renter" column of the flight sheet the OFC member signifies that he/she may be liable for the aircraft insurance deductible fees in the event of any damage to the aircraft while under his/her care, custody and control.

Incident/Accident Reporting

Regulatory requirement(Transport Canada) apply to all Accidents and Incidents:

Any occurrence resulting in damage to one of the Club's aircraft requires the person responsible for the aircraft at the time of the occurrence to provide a written report to the CFI or his delegate.

Any occurrence resulting in injury or damage involving an Algonquin Student must be communicated with Algonquin College through the CFI or his delegate.

CADORS - process for potential CADORS - link to SMS reporting.

(needs to be updated)

Aircraft and Instructor Bookings

The Ottawa Flying Club uses a online bookings system to handle all aircraft and Instructor bookings. The Booking System can be accessed at http://www.flight-sheets.com/servlet/OFC-FlightBookings and requires a member ID number and password to log in. If you have lost your member ID or password, contact the Dispatch desk at 613-523-2142 - extension 0. All members should be familiar with the Booking System's Terms of Use.

General Procedures

To ensure Instructor availability, members are asked to book all dual flights at least 24 hours in advance. Prior to booking an Instructor with less than 24 hours notice, members are asked to contact the Dispatch desk at 613-523-2142 - extension 0 to ensure the Instructor is available and aware of the booking.

Members are asked to book Instructors or Aircraft for a minimum of two hours for all flights. Ground briefings shall be booked for a minimum of one hour. Booking time slots on the online system start on the hour and are one hour in length. Members shall only book the required number of time slots needed to accomplish the purpose of the flight or briefing.

All bookings made using the Booking System automatically send a confirmation email to the account provided during initial registration as a member of the Ottawa Flying Club.

All members are requested to update their member profile including phone number and email address. By keeping their membership profile current, members ensure that they will receive important information from the Ottawa Flying Club and can be contacted by Dispatch regarding bookings when necessary. Member profiles can be updated by logging into the Booking System and clicking on "Modify Your Profile" in the top right corner.

Cancellation Procedure

Initial cancellation may be made 24 hours before the booking by going online and canceling the Instructor, the aircraft or both without a fee and without having to contact Dispatch/Instructor.

For Dual Bookings:

The student/renter is responsible for contacting the Instructor they are booked with 24 hours before the booking starts. The Instructor shall contact Dispatch and advise of the cancellation. If the student/renter is unable to contact the Instructor, they shall contact Dispatch as soon as possible. The Dispatcher shall inform the Instructor of the cancellation. Late cancellation fees will apply when appropriate under the procedures found in this section.

For Solo Bookings:

The student/renter is responsible for contacting Dispatch as soon as possible. Late cancellation fees will apply when appropriate under the procedures found in this section.

Late Cancellations and Minimum-Use Fees

Aircraft and Instructor bookings are subject to late cancellation and minimum-use fees.

Minimum use fees are as follows:

For aircraft bookings over two hours in length, 50% of the booked period to a maximum of three hours per day. The minimum use fee will be charged at the aircraft dry rate. For example, an aircraft is booked for eight hours but only flown for 2.5. An additional fee of 0.5 hours at the dry rate would be charged.
For instructors, $37.50 per booked hour. In the same example of an 8 hour booking, where the instructor was only used for 2.5 hours, an additional fee of 0.5 hours @ $37.50 or $18.75 would be added to the bill.

Cancellation or minimum use fees will not be applied if:

Mechanical failure of the aircraft that prevents or prematurely ends the flight and no replacement aircraft is available
Weather at YOW is below the limits for the safe conduct of the flight as defined in the SOPs or in the opinion of the Pilot in Command (PIC)
Weather at destination airports for cross-country flight is below safe limits and no alternate flight training is possible
The instructor cancels the flight or activity for any reason
The booking is canceled and replaced with a similar booking of a different resource.
The booking is canceled and replaced with a similar booking from a different student/member
The student/member is medically unfit to fly and provides a doctor's note to that effect.

Situations that will result in a cancellation fee:

The customer fails to use the resource or does not appear for the booking (commonly referred to as a "no-show").
A student in training following a syllabus, arrives unprepared for a planed flight and the instructor has to cancel the flight as a result
The customer informs Dispatch or the Instructor that they will not use the resource with less than 24 hours notice

The cancellation fee will be $37.50 per hour of the booking up to the minimum-use fee for the booked period. A two hour booking with both an aircraft and instructor would be subject to a $150 total cancellation fee. The last-minute cancellation of an all-day booking for a C-150 aircraft would be subject to a $303 fee (3 hours at the dry rate of $101).

The Instructors and Dispatch staff do not have authority to waive the fee. Any disputes must be brought to the attention of the management.

The cancellation and minimum-use fees listed here are subject to change.

Priority for Aircraft Availability (Bumping)

Whenever an aircraft becomes unserviceable and the number of existing bookings exceeds the number of available aircraft, the following priorities are used in determining who has priority for the available aircraft:

Flight Tests
Dual Flights and Intros/Tours
Student Solo bookings
Rentals
Instructor Personal Development Flights
Instructor Discounted Flights

In any other situation, the rule is first come first served. Members may be asked if they are willing to modify their booking to accommodate other requirements, however no one will be bumped without their agreement and authorization.

Late Arrivals & Departures

Students/Renters who are planning to depart before or after normal Club operating hours (Monday to Sunday 8:00a.m. to 4:00 p.m.) must have pre-approval from the CFI or his delegate. Renters/Students must make prior arrangements to ensure proper sign-out by an Instructor or Dispatch upon departure.

Student/Renters must obtain the current front door combination from Dispatch in order to enter/exit airside (this changes often).

The following procedures must be followed when arriving after 21:00 hrs:

Prior to initial departure, check with the line staff to determine where to park when you return and tie-down accordingly.
Place the aircraft key, clipboard, documents, etc. in a pre-disclosed location.
Follow all procedures outlined in Aircraft Parking and Ramp Management

Trip Policy

Solo Use of the Flight Training Device

Members wishing to use the PFC Elite CR12 simulator on a solo basis may do so if they have accumulated 1.0 hours dual time on the FTD with a qualified OFC Instructor.

See the Dispatcher or an Instructor if there is difficulty in booting up the FTD, and for the charges applicable.

Solo use of the FTD cannot be logged in a personal logbook.

Unscheduled Written Examinations

Any student wishing to write the Private or Commercial ground school examination other than during the scheduled class times should make arrangements with a qualified Instructor.

The student should plan to write the examinations in the evening, while a regular ground school is in progress, to allow the exam to be invigilated.

There is a $50.00 fee to write unscheduled examinations.