To implement a Civil Aviation Issues Reporting System that fosters a respectful regulatory and work environment through the prevention, effective management, and prompt resolution of issues, and to provide a basis for a reporting culture in Civil Aviation.
A well-performing organization wants its stakeholders (employees, clients, the public) to raise issues, provide feedback (positive or negative, informally or formally), and suggest improvements to the way it manages and operates. Stakeholders know how the organization should work and know if things do not work properly. The best organizations use information from stakeholders to root out problems and improve how the organization functions.
The main reasons for a formal reporting system are:
Civil Aviation recognizes the need for a system by which stakeholders may raise issues with management in hopes of resolving them at the lowest possible level in the organization. To accomplish this, Civil Aviation provides a means to raise issues (concerns, complaints, compliments, and suggestions for improvement), before resorting to formal, established redress mechanisms arises.
This policy applies to all employees of Transport Canada Civil Aviation.
An issue refers to a concern, complaint, compliment or suggestion that a stakeholder wishes to raise.
A hazard is a condition, object, or activity with the potential of causing injury to employees, damage to equipment or structures, loss of material, or reduction of ability to perform a prescribed function. stakeholders (Transport Canada Civil Aviation employees), and external stakeholders such as the public, the aviation community, foreign civil aviation authorities, and government employees outside Civil Aviation.
Informal resolution is the informal communications and conversations that take place to resolve any issue before a written report is made or the person resorts to a formal established redress mechanism.
A formal review is the process under this policy that involves a written report and review of the issue by an Accountable Manager.
A formal established redress mechanism is a process and associated procedures that exists through statute, Government of Canada or Transport Canada policy, or is established through collective agreements.
First level manager is the Regional Manager or Division Chief of the service in question, or an employee's immediate supervisor.
Second level manager is the next level of management above the first level manager.
Accountable Manager is the Director of the applicable Branch or Region.
Report Coordinator is the person designated to receive and coordinate requests for a formal review.
Self-report occurs when a Transport Canada Civil Aviation employee involved in an issue makes a report under this policy.
The issues reporting system adheres to a number of key principles:
Transport Canada Civil Aviation employees are encouraged to report and self-report issues. Employees who act in good faith and use or participate in the issues reporting system in accordance with this policy will not face reprisal or disciplinary measures, unless reports are of a malicious nature or a self-reported issue involves deliberate non-compliance, willful negligence, operating outside the scope of duties or illegal actions. Employees who seek reprisal against persons that use or participate in the issues reporting system in good faith may face disciplinary action themselves.
Civil Aviation has created an issues reporting system comprised of two elements:
This policy and associated procedures are intended to compliment - not replace - formal established reporting systems and redress mechanisms available to stakeholders. As well, this policy is intended to help resolve issues informally before one of these mechanisms is initiated. Stakeholders always have the right to immediately initiate a formal established redress mechanism, if they so choose.
Procedures and guidance on the reporting system are published separately from this policy in the following documents:
Issues are dealt with effectively through the support of each person in the process, as outlined below.
All Civil Aviation Employees are responsible to:
The DGCA and RDCAs are responsible to assign:
NCAMX members are responsible to:
First and Second Level Managers are responsible to:
Report Coordinators are responsible to:
The Quality and Resource Management Branch is responsible to:
Directeur, Assurance de qualité(AARF)
Téléphone : (613) 993-8976
Télécopieur : (613) 993-7038
Courriel : firstname.lastname@example.org
330, rue Sparks Street (AARA)
Ottawa ON K1A 0N5
Effective date: April 14, 2005
Expiry date: This directive will remain in place until revoked. This directive will be reviewed annually