Developing SMS Safety Policies in Line with GACAR Part 5 for Ground Operations

Sofema Online (SOL) www.sofemaonline.com considers the key aspects of the GACAR Part 5 Safety Management System Safety Policies

Introduction

Developing safety policies for ground operations that comply with GACAR Part 5 involves aligning organizational goals with regulatory requirements.

• The safety policy should define clear safety objectives, allocate resources, assign responsibilities, and provide mechanisms for hazard reporting and emergency response.

• Ground operations present specific challenges, such as coordinating with external contractors and managing the risks associated with vehicle movement, cargo handling, and aircraft servicing.

• By following best practices such as conducting regular safety training, fostering a non-punitive reporting culture, and continuously reviewing and updating the policy, organizations can ensure that their ground operations are not only compliant with GACAR regulations but also exemplify a strong safety culture.

Developing the Safety Policy

Developing a safety policy that aligns with GACAR Part 5 is crucial for ensuring that ground operations are not only compliant but also foster a culture of safety throughout the organization.

Core Components of a Safety Policy (§ 5.21) According to GACAR Part 5, the safety policy must include specific elements to ensure alignment with regulatory requirements and effective integration into the organization’s safety culture. These components include:

• Safety Objectives: The policy must define the organization’s safety objectives. For ground operations, these could include objectives like minimizing ground handling incidents, preventing damage to aircraft during servicing, and ensuring the safety of personnel during refuelling, towing, or cargo handling.

• Organizational Commitment: The safety policy should reflect the organization’s commitment to safety. This includes promoting a positive safety culture within the organization, where all personnel are encouraged to participate in safety initiatives and report hazards without fear of punitive actions.

• Provision of Resources: The policy must clearly state that the organization will allocate necessary resources, both financial and human, for the implementation and maintenance of the SMS.

Considerations & Best Practices:

• Tailoring Safety Objectives: Ensure that the safety objectives are specific to ground operations, such as equipment safety, human factors in ground handling, and the management of hazardous materials.

• Management Commitment: The safety policy should be signed and endorsed by the accountable executive, reinforcing the top-level commitment to safety. This sends a strong message to all employees about the importance of safety in day-to-day operations.

• Accessibility and Communication: The safety policy must be communicated across the entire organization, ensuring that all employees, including ground staff, understand the expectations and their roles in upholding the policy.

• Regular Review: The policy should be regularly reviewed by the accountable executive to ensure its relevance, particularly in response to new safety risks or changes in ground operations.

Defining Accountability and Authority (§ 5.23) - GACAR Part 5 requires that the safety policy define the roles and responsibilities for safety at various levels of the organization, including ground operations. It is essential that safety accountability be clearly outlined for:

• Accountable Executive: The individual who holds ultimate responsibility for the organization’s safety performance.

• Safety Manager: Responsible for overseeing the day-to-day implementation of the SMS, including hazard identification, risk assessments, and monitoring safety performance.

• All Employees: Each employee involved in ground operations should be aware of their responsibility to follow safety procedures, report hazards, and contribute to the organization’s safety performance.

Considerations & Best Practices:

• Clarify Roles: Create clear role descriptions for the accountable executive, safety manager, and ground personnel, emphasizing their responsibilities for maintaining safety standards.

• Authority Delegation: Assign clear authority for decision-making related to safety risks in ground operations, particularly when immediate action is required, such as during emergency response scenarios.

• Training and Awareness: Ground operations personnel should be trained on the safety policy and their specific roles within the SMS to ensure they are equipped to contribute effectively.

Safety Reporting Policy - The safety policy must include a reporting mechanism for employees to report safety hazards or issues, with a focus on a non-punitive reporting environment. In ground operations, hazards can include risks associated with ground-handling equipment, aircraft servicing, cargo operations, and fuel handling.

• Non-Punitive Reporting: The policy should explicitly state that employees who report safety concerns will not face disciplinary action, which encourages open and honest reporting.

• Safety Data Reporting: The safety policy should outline the process for reporting safety data, including who is responsible for collecting, analyzing, and communicating that data.

Considerations & Best Practices:

• Establish Anonymous Reporting Channels: Create a system for anonymous reporting to encourage employees further to report hazards without fear of retaliation.

• Regular Feedback: After reports are submitted, ensure that employees receive feedback on the status of their reports and any actions taken. This promotes trust in the reporting system.

• Ground Operations-Specific Reporting: Develop reporting categories specific to ground operations, such as vehicle collisions, equipment malfunctions, or near-misses during aircraft towing or refuelling.

Emergency Response Planning (§ 5.27) GACAR Part 5 mandates that safety policies must include an emergency response plan (ERP). For ground operations, this means having procedures in place for events like fuel spills, aircraft fires, or other emergencies that may occur on the ground.

• Coordination: The ERP must outline how ground operations will coordinate with other departments, external organizations (e.g., fire services), and contractors during an emergency.

• Delegation of Authority: Clearly define who holds authority during an emergency and what roles ground personnel will play in responding to the incident.

Considerations & Best Practices:

• Scenario-Based Drills: Conduct regular emergency response drills that are specific to ground operations, such as aircraft evacuation drills, fuel spill containment, or handling an on-ground fire.

• Review and Update: Regularly review and update the ERP based on lessons learned from drills or actual incidents, and ensure all ground personnel are familiar with the ERP procedures.

• Integrating Contractors: Ground operations often involve external contractors, such as catering or refuelling services. Ensure the ERP includes coordination with these contractors to streamline response efforts.

Policy on Unacceptable Behavior and Disciplinary Actions - GACAR Part 5 requires the safety policy to define unacceptable behaviours that could compromise safety.

• In ground operations, these behaviours might include failure to follow established safety protocols, misuse of ground handling equipment, or negligence in reporting safety hazards.

Considerations & Best Practices:

• Clear Guidelines: Develop a comprehensive list of behaviours that are considered unacceptable and ensure these guidelines are included in safety training for ground personnel.

• Enforcement with Fairness: While it is important to enforce discipline, it should be done in a manner that emphasizes safety improvement rather than punishment. Provide opportunities for retraining or corrective action before resorting to

• Differentiating Between Errors and Negligence: Recognize the difference between honest mistakes and willful negligence. Implement systems for identifying root causes of errors to promote a just safety culture.

Incorporating Safety Objectives and Continuous Improvement GACAR, Part 5 emphasizes that safety policies must support continuous improvement in SMS performance.

• Ground operations should have safety objectives that are measurable, such as reducing incidents related to vehicle operations, improving on-time performance without safety compromises, or decreasing ground damage to aircraft.

Considerations & Best Practices:

• Measurable Safety Goals: Establish clear safety objectives for ground operations, such as reducing ground vehicle accidents by a certain percentage or conducting a set number of safety audits per year.

• Continuous Monitoring: Regularly assess the performance of the safety objectives and adjust policies as necessary based on performance data and feedback from safety audits.

• Employee Involvement in Safety Goals: Engage ground operations staff in setting and reviewing safety objectives. This inclusion can increase their commitment to achieving the objectives and contribute to a stronger safety culture.

Next Steps

For more information and training support on SMS within KSA, consider the courses for GACAR. 

For questions and comments, please email: [email protected].