Supplementary Staff Instruction (SSI) No. SUR-010-P

Minister’s Delegate –
Maintenance & Production

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Issuing Office: Ontario Region Document
No.:
SSI SUR-010-P
File Classification No.: Z 5000-33 Issue No.: 01
RDIMS No.: 6275026-V3 Effective Date: 2011-09-12

1.0  INTRODUCTION

1.1  Purpose

  1. The purpose of this Supplementary Staff Instruction is to provide staff with a consistent approach in the delivery of the Minister’s Delegate - Maintenance and the Minister’s Delegate - Production programs.  It provides the necessary documents and templates required to support the process.

1.2  Applicability

  1. This document is applicable to Transport Canada, Civil Aviation (TCCA) Ontario Region personnel, and Minister’s Delegates with Maintenance or Production delegation.

1.3  Description of Changes

  1. This document, formerly Standard Operating Procedure #3 (RDIMS #2307205), has been reissued as Supplementary Staff Instruction (SSI)  SUR-010-P

  2. The Appendices section was updated to move all internal documents to the Reference Documents section, and only list the external documents. 

  3. ccmMercury instructions and Administrative processes were added. 

  4. The terms Superintendent and RMM were removed and replaced with TTL and Standards TTL

  5. A number of editorial changes have been incorporated and it is recommended that this SSI be reviewed in its entirety.

2.0  REFERENCES AND REQUIREMENTS

2.1  Reference Documents

  1. It is intended that the following reference materials be used in conjunction with this document:

    1. Aeronautics Act;

    2. Canadian Aviation Regulations;

    3. External Delegation of Authority Document #155878, Schedule 7, 2005, 05-17;

    4. Maintenance & Manufacturing Policy Letter (MPL) 15, Revision 03, 2000-03-21 – Minister’s Delegate – Maintenance;

    5. Maintenance & Manufacturing Policy Letter (MPL) 21, Revision 01, 1999-07-15 – Minister’s Delegate - Rules of Conduct;

    6. Maintenance & Manufacturing Policy Letter (MPL) 29, Revision 02, 2001-11-13 – External Delegation of Authority;

    7. Maintenance & Manufacturing Staff Instruction (MSI) 20, Revision 03, 2003-05-09 – Minister’s Delegate – Maintenance (MD-M) Procedural Guidelines;

    8. Maintenance & Manufacturing Staff Instruction (MSI) 26, Revision 01, 2004-02-24 – Issuance of a Certificate of Airworthiness on the Import of Type Certified Aircraft;

    9. Maintenance & Manufacturing Staff Instruction (MSI) 29, Revision 07, 2005-11-15 – Branch Priorities (Level of Service Document);

    10. Maintenance & Manufacturing Staff Instruction (MSI) 38, 2000-03-21 – Export of Complete Aircraft;

    11. Maintenance & Manufacturing Staff Instruction (MSI) 39, 2002-05-27 – Use of Minister's Delegation of Authority Stamps;

    12. Maintenance & Manufacturing Staff Instruction (MSI) 69, 2005-11-15 – Minister’s Delegate Production – MD-P;

    13. Transport Canada Form No. 24-0035, Version 0903-03Minister’s Delegate - Aircraft Maintenance and Manufacturing (Credentials Card);

    14. Transport Canada RDIMS No. 1396879 – Minister’s Delegate Numbers for Ontario Region;

    15. Transport Canada RDIMS No. 2227198 – Expiry Tracking For Minister’s Delegates - Ontario Region;

    16. Transport Canada RDIMS No. 2283703 – Minister’s Delegate Interview Questions and Marking Guide;

    17. Transport Canada RDIMS No. 2307211 – Minister’s Delegate Maintenance Initial Application Checklist;

    18. Transport Canada RDIMS No. 2307217 – Minister’s Delegate Production Initial Application Checklist;

    19. Transport Canada RDIMS No. 2307213 – Minister’s Delegate Maintenance Re-Issue Application Checklist;

    20. Transport Canada RDIMS No. 2307222 – Minister’s Delegate Production Re-Issue Application Checklist;

    21. Transport Canada RDIMS No. 2307206 – Minister’s Delegate Maintenance Extension Application  Checklist;

    22. Transport Canada RDIMS No. 2307216 – Minister’s Delegate Production Extension Application Checklist;

    23. Transport Canada RDIMS No. 2307227 – Application Acceptance Letter Template;

    24. Transport Canada RDIMS No. 2307228 – Manual Acceptance Letter Template;

    25. Transport Canada RDIMS No. 2307231 – Manual Approval Letter Template;

    26. Transport Canada RDIMS No. 2307236 – OJT Package Deficiency Letter Template;

    27. Transport Canada RDIMS No. 2307239 – Application Deficiency Letter Template;

    28. Transport Canada RDIMS No. 2307242 – Interview Deficiency Letter Template;

    29. Transport Canada RDIMS No. 2307244 – Manual Deficiency Letter Template;

    30. Transport Canada RDIMS No. 2307250 – MD-M OJT Checklist;

    31. Transport Canada RDIMS No. 2307254 – Scheduling Interview Letter Template;

    32. Transport Canada RDIMS No. 2307247 – Delegation Initial Issuance Letter  Template;

    33. Transport Canada RDIMS No. 2307245 – Delegation Re-Issue Letter Template;

    34. Transport Canada RDIMS No. 2307249 – Delegation Extension Letter Template;

    35. Transport Canada RDIMS No. 2307243 – Minister’s Delegate - Maintenance / Production Audit Record;

    36. Transport Canada RDIMS No. 2307209 – Oversight Aircraft Owner Letter Template;

    37. Transport Canada RDIMS No. 2307215 – Oversight Unacceptable Package Letter Template;

    38. Transport Canada RDIMS No. 2307230 – Resignation Delegation Termination Letter Template;

    39. Transport Canada RDIMS No. 6211706 – Transport Canada Minister’s Delegate -Notice of Termination; and

    40. Transport Canada RDIMS No. 3943257 – Flight Authorities Standard Operating Procedure (SOP) #4.

2.2  Cancelled Documents

  1. As of the effective date of this document, the following document is cancelled:

    1. Standard Operating Procedure (SOP) #3 (RDIMS #2307205) – Minister’s Delegate - Maintenance & Production.

    2. By default, it is understood that the publication of a new issue of a document automatically renders any earlier issues of the same document null and void.

2.3  Definitions and Abbreviations

  1. The following definitions are used in this document: 

    1. Acceptable Package – A package without any safety issues/errors or no more than two administrative issues/errors.

    2. Administrative issues – Documentation issues/errors that do not compromise the safety of people or the aircraft that are not identified in the definition of safety issues.

    3. Applicant – An individual applying for initial, extension of authority, or reissue of a Minister’s Delegate authorization.

    4. Application – A letter requesting either initial, extension of authority, or reissue of a Minister’s Delegate authorization.

    5. Assess – An evaluation to determine the accuracy and completeness of documentation submitted in support of delegation and/or the performance of the applicant.

    6. Competent – The disposition and capacity to use his or her experience properly.

    7. Delegation – An authorization that is issued to persons to exercise certain powers, duties or functions, conferred on the Minister by the Aeronautics Act (4.3).

    8. Direct Involvement – A person who oversees and/or participates in the entire process.

    9. Error – Something done incorrectly through ignorance or inadvertence.

    10. Extension of Privileges – Adding the authority to import or export aircraft of the type (category) listed on their delegation (e.g. has import privileges for aircraft certified to AWM 523 and wishes to include export privileges).

    11. Extension of Scope – Adding the authority to import or export additional types of aircraft (category), based on design standard (e.g. currently holds delegation for aircraft certified to AWM 523 and wishes to include AWM 529).

    12. File – A location for retention of documents/records which may be in the form of hardcopy or electronic (RDIMS).

    13. Issue – The result of an event that has occurred and has a negative impact that should be analyzed and dealt with via actions.

    14. On The Job Training (OJT) – Training during the performance of the delegate activities, to confirm that the applicant is able to accomplish all the tasks and requirements of the delegation.

    15. Oversight – The activity of assessing the import/export package submissions for acceptability, completeness, accuracy and the delegate’s compliance with the policies and procedures identified in their manual and by Transport Canada.

    16. Owner – In respect of an aircraft, the person who has legal custody and control of the aircraft, a representative appointed by the owner, or the manufacturer of the aircraft.

    17. Paper audit – A comprehensive review of the MD file and the aircraft import or export packages submitted by the delegate, to ensure all necessary tasks are complete and that there were no errors made.

    18. Prompt – A hint, cue or expanding the inference on, a portion of or the complete question, and provide general context by repeating the question another way.

    19. Representative – An individual appointed, in writing, by the owner of the aircraft to act on his behalf.

    20. Review – The inspection and assessment of documents to ensure they are complete and accurate.

    21. Safety issues – Issues or errors that compromise the safety and well being of people and the aircraft.

    22. Supporting documentation – Provides proof to substantiate documents submitted. 

    23. Unacceptable Package – A package with three administrative errors/issues or one safety error/issue or aircraft ineligible.

  2. The following abbreviations are used in this document: 

    1. AMES – Aircraft Maintenance Engineer System.

    2. ARASSActivity Reporting and Standards System (TC database).

    3. BF – Bring Forward.

    4. CASI – Civil Aviation Safety Inspector.

    5. CAWIS – Continuing Airworthiness Web Information System (TC database).

    6. IM – Information Management.

    7. MD – Minister’s Delegate.

    8. MD-M – Minister’s Delegate – Maintenance.

    9. MD-P – Minister’s Delegate – Production.

    10. MPL – Maintenance Policy Letter.

    11. MSI – Maintenance Staff Instruction.

    12. NACIS – National Aviation Company Information System (TC database).

    13. PMI – Principle Maintenance Inspector.

    14. QPM – Quality Program Manual.

    15. RDIMS – Records Document Information Management System (TC database).

    16. SSI – Supplementary Staff Instruction.

    17. TC – Transport Canada.

    18. TCC – Transport Canada Centre.

    19. TTL – Technical Team Lead.

3.0  BACKGROUND

  1. Not Applicable.

4.0  RESPONSIBILITIES

  1. Standards Technical Team Lead or Appropriately Delegated Individual – responsible for issuance and termination of the delegation.

  2. TCC Technical Team Lead – responsible for assigning applicant to a CASI, recommending concurrence of a delegation issuance and ensuring compliance with this SSI.

  3. PMI – responsible for the processing of an MD application for initial issue, extension of authority or re-issue and providing oversight of delegate following issuance of delegation, including routine oversight of packages, in accordance with this SSI.

  4. Standards or TCC Operational Support Person – responsible for conducting all the administrative activities as set out in this SSI.

5.0  INITIAL APPLICATION AND MANUAL REVIEW

5.1  Initial Application

  1. TC personnel who receive a request for information regarding the MD program should provide the individual with a copy of (Appendix A) Minister’s Delegate General Information Package (RDIMS #2307200).

  2. When an application or nomination is received, the TCC TTL should be notified.

  3. The TCC TTL will:

    1. Assign a CASI to be the PMI; and

    2. Ensure all documentation is provided to the PMI.

  4. The PMI will:

    1. Start the applicable Minister’s Delegate Initial Application Checklist (for MD-M RDIMS #2307211, or MD-P  RDIMS #2307217);

    2. Conduct a search, by name, to determine if the applicant already has an MD file in:

      1. RDIMS;

      2. Minister’s Delegate Numbers for Ontario Region (RDIMS #1396879); and

      3. NACIS;

    3. Query the applicant on:

      1. Any previous MD delegations or applications submitted, to determine if the applicant has had any previous rejections or suspensions; and

      2. The official language of their choice.

    4. Ensure applicant’s responses are recorded on the Application Checklist.

  5. When the applicant does not have an existing MD file, the PMI will:

    1. Assign a delegate number from the Ontario Region – MD Listing (RDIMS #1396879) - a four-digit number, which will be the last four digits of the applicant’s file number (i.e. 5015-22-XXXX);

    2. Enter the necessary information as required by this Listing; and

    3. Request the file creation from IM (Information Management) using the File Creation/Paper/Electronic and Data Update Form (RDIMS #1865781).

  6. When the applicant does not have a NACIS record, the PMI is responsible to create one using the following instructions:

    1. Select “Company” then “New” tabs;

    2. Enter the file number as “22xxxx”, as per section 5(a);

    3. Select the language of choice under “Correspondence”;

    4. Select the “New” tab;

    5. Enter the applicant’s Full Name, as identified on the application, as the “Legal Name” and click the “OK” button;

    6. For MD-M applicant’s only, if the applicant is conducting business under a different name, also enter the business name as the “Trade Name” and click the “OK” button;

    7. For MD-P applicant’s only, select “MD-Production” from the “Activity Type(s)” menu;

      Note:  The system does not allow you to select the “MD-M” Activity Type at this time.

    8. Select the applicable TCC from the drop-down menu;

    9. Select “N/A” in the AO Group menu;

    10. Enter the applicant’s contact information (i.e. address, phone, fax, cell, email etc.);

    11. In the “Notes” section identify that the applicant is “Pending” and the scope/privileges of delegation requested;       

    12. For MD-P applicants also identify the affiliated company name and file number in the “Notes” section;

    13. For MD-M applicants, select the “MD-M” tab and enter the AME licence number and affiliated company if applicable; and

    14. Select “Save” and “Close”.

  7. When documents are received directly through IM, review them to ensure they are properly separated and named in accordance with section 12.1 (2);

  8. When there is an existing MD file for the applicant, the PMI will:

    1. Request the file from IM; and

    2. Review documentation from paper file, RDIMS and NACIS (all Regions), to ensure there is nothing to disqualify the applicant (i.e. previous delegation suspended or cancelled).

  9. When instructed by the TTL to use ccmMercury to track your activities for this application, create a record as per section 14.1.  The initial record for the application should be linked to any additional ccmMercury records created in relation to the application.  This can be accomplished by referencing the ATS # from the initial record on all related records.

  10. When information is found to disqualify the applicant, the PMI will:

    1. Discuss the reasons with their TTL;

    2. Prepare the Application Deficiency letter (RDIMS #2307239) and identify the reasons for disqualification;

    3. Save the letter in RDIMS, as per section 12.1;

    4. Mail original letter to the applicant; and

    5. Make a NACIS entry in the “Notes” section of the MD’s file, stating “The applicant has been disqualified as of yyyy-mm-dd, see RDIMS #xxxxx for details.”

  11. When the application is acceptable, the PMI will:

    1. Review the application letter and supporting documents to verify that the information required by MSI 20, section 6.4 (MD-M) or MSI 69, section 5.4 (MD-P), as applicable, has been provided, and update the Initial Application Checklist accordingly;

    2. For MD-M applicants only, review AMES to ensure they have a valid AME Licence and update the Initial Application Checklist accordingly;

    3. For MD-M applicants only, review the applicant’s documented proof of direct involvement in the importation or exportation of aircraft prior to making application for Ministerial Delegation.  The applicant should have a minimum of two aircraft imports or exports identified.   The proof may be in the form of:

      1. A list of aircraft registration marks, make and serial number;

      2. A letter from employer or references attesting to the applicant’s experience, that includes the aircraft registration marks, make and serial number; or

      3. Copies of importation or exportation application forms identifying applicant’s signature.

    4. Contact Aviation Enforcement Officer, via email, to request a records check regarding any issues or convictions applicable to the applicant;

    5. Record results of records check on the Initial Application Checklist.  Any convictions found on the applicant's record will disqualify them from the MD program.  Upon disqualification, a note stating, “Application Rejected – See File” must be entered into the NACIS “Notes” section;

    6. Notify the applicant in writing of the status of their application:

      1. When the application is acceptable, prepare an Application Acceptance Letter (RDIMS #2307227), and include (Appendix A) Minister’s Delegate General Information Package (RDIMS #2307200), and (Appendix B) MD Self-Study Reference Guide (RDIMS #2307248) with the letter.

      2. When the application is unacceptable or rejected, prepare an Application Deficient Letter (RDIMS #2307239).

        Note:  The template letters contain the minimum required content.

      3. Document all communications with the applicant on their MD file.

5.2  Initial Manual or Manual Amendment Review

Note 1:  When the MD-M applicant has requested stand-alone delegation they must create and submit a delegate manual to their PMI for review. When the MD-M applicant’s delegation is to be connected to a company, they must ensure that a draft company manual amendment is submitted to their PMI for review.

Note 2: An application for MD-P will always be attached to a company. The manual submission can be in the form of an Organization’s Delegate Manual or an amendment to the Quality Program Manual.

Note 3: When the policies/procedures for a delegate are submitted in the form of a company draft manual amendment, the amendment should be submitted without a revision number pending final review and approval.

  1. Upon receipt of the manual or draft amendment, the PMI is responsible to:

    1. Review any IM profiled documents to ensure they are properly separated and named in accordance with section 12.1 (2);

    2. Profile the manual in accordance with section 12.2;

    3. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1, and include the ATS reference# from the initial application record;

    4. Review the applicant’s submission to ensure it contains the details, policies and procedures for all items listed in MPL 15 Appendix B (for MD-M) or MSI 69, section 5.4(1)(d) (for MD-P);

    5. Determine if the applicant’s manual is at an adequate working level to begin OJT;

    6. Advise the applicant of the review results, in writing, using either the applicable Manual Acceptance Letter (RDIMS #2307228) or Manual Deficient Letter (RDIMS #2307244); and

      Note:  The manual or amendment is not approved until the applicant has completed their OJT and Interview.  Refer to section 8.0.

    7. Update the Initial Application Checklist.

6.0  TRAINING

  1. The PMI is responsible to monitor the training program of the applicant.  The training program includes Self-Study and On-the-Job Training (OJT). 

    Note: The expectation is, prior to the initial OJT, the applicant will have read the material covered by the Self-Study Reference Guide.

6.1  On-The-Job Training

  1. The PMI will assess the applicant’s knowledge and competency through OJT.

    Note:  The essential aspects of the OJT are for the applicant to be trained in the administrative processes and demonstrate their technical competence. The PMI’s expectations of the applicant during the OJT are to: 

    1. Become knowledgeable and competent in applying the requirements of all applicable Transport Canada documents;

    2. Successfully complete the import and/or export process on their own;

    3. Ensure that mistakes are not repeated; and

    4. Successfully fill in the necessary Transport Canada documentation.

  2. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1, and include the ATS reference# from the initial application record.

6.2  OJT for MD-M Applicants

  1. The OJT program involves successful completion of at least three, out of a maximum of four, import and/or export aircraft inspection samples.  The samples must be representative of the scope/privileges of delegation requested.

    Note:  When the PMI is unavailable to conduct the OJT, a CASI may conduct on his behalf.

  2. Prior to each inspection the PMI/CASI will:

    1. Obtain from the MD applicant, assurances that the import/export package is ready for review;

    2. Obtain from the MD applicant, assurances that aircraft is ready for inspection;

    3. Schedule the aircraft inspection with the applicant; and,

    4. When the inspection is confirmed, update MS Outlook with the MD applicant’s name, time and location of the import or export.

  3. During each inspection the PMI/CASI will:

    1. Work with the applicant during the inspection;

    2. Ensure requirements of MSI 26 or MSI 38 and the Flight Authorities SOP #4 (RDIMS #3943257) are complied with by mentoring and communicating with the applicant;

    3. Observe the interaction between the applicant and owner/representative to ensure the applicant:

      1. Conducts themselves in accordance with Transport Canada’s Values and Ethics Code;

      2. Follows the Rules of Conduct, MPL#21; and

      3. Works at arms length with the owner considering the perceived conflict of interest.

    4. Observe the applicant’s technical competence with the aircraft requirements;

    5. Encourage the applicant to be process oriented when conducting their MD activities;

    6. Document the results of the inspection on the OJT checklist (RDIMS #2307250), including any performance issues or deficiencies identified;

    7. Record any aircraft deficiencies using either the Aircraft Inspection Snag Sheet (form 24-0092), or the form identified in the MD applicant’s accepted manual, and provide a copy to the owner/operator; and

    8. Provide feedback to the applicant on a continuous basis.

      Note:  The expected output of the OJT portion of the process is that the applicant will be able to assess whether an aircraft meets the requirements for the issuance of the document requested, i.e. flight authority, and issue the document correctly for aircraft that conform.

  4. For the first sample aircraft, the PMI/CASI will:

    1. Review the documentation provided by the aircraft owner with the MD applicant, to confirm completeness, accuracy and compliance with the aircraft Type Certificate and Supplemental Type Certificates;

    2. Identify any items that may have been missed by the applicant; and

    3. Demonstrate the administrative aspects of the importation or exportation process to the applicant by:

      1. Explaining how to complete Transport Canada documentation;

      2. Providing blank copies of (Appendix I) Import Package Checklist (RDIMS #2307259) or (Appendix J) Export Package Checklist (RDIMS #2307256) and instructing the applicant on the completion of the applicable form; and

      3. Explaining how to submit completed aircraft packages to Transport Canada.

  5. For the second sample aircraft, the PMI/CASI will:

    1. Observe the applicant in the performance of the importation or exportation process;

    2. Review the documentation; and

    3. Provide guidance or assistance as required.

  6. For the third sample aircraft, or fourth (if required), the PMI/CASI will:

    1. Request the applicant to demonstrate to them how the aircraft complies with the requirements;

    2. Observe without assistance, and

    3. Review and evaluate the applicant’s completed package.

      Note: An unsuccessful sample is considered to be one where the applicant failed to:  identify missing technical history; confirm all airworthiness limitations; identify safety issues; confirm compliance with all applicable Airworthiness Directives; or aircraft is deemed ineligible.

  7. After each inspection, the PMI/CASI will:

    1. Make final notes of observations on the MD-M OJT checklist (RDIMS #2307250) and provide verbal feedback to the applicant;

    2. Advise the applicant whether the sample is successful or not. When the sample is unsuccessful, advise in writing, using the OJT Package Deficiency Letter (RDIMS 2307236).  When the sample is successful a letter is not required unless the applicant requests one;

    3. Sign and issue the Certificate of Airworthiness, Special Certificate of Airworthiness-Restricted, or Export Airworthiness Certificate, if aircraft complies with the requirements;

    4. File the OJT checklist in the MD file in accordance with the TCC file protocols;

    5. Update applicant’s NACIS record with aircraft registration or serial number, aircraft sample number, status of package (successful or not) and if the OJT checklist is saved in RDIMS, indicate reference number; 

    6. When the CASI conducting the OJT is not the PMI for the applicant, advise the PMI of the results of the OJT via notes in NACIS using the Bring Forward (BF) feature in section 13.3; and

    7. Update the Initial Application Checklist.

  8. When the applicant is unable to successfully import/export three out of a maximum of four aircraft within two years of applying, the applicant is disqualified and notified by letter, using the Application Deficient Letter (RDIMS #2307239).

  9. A disqualified applicant can re-apply after a waiting period of two years.

  10. Forward the completed OJT sample package to the Standards Operational Support Person for data entry and filing in accordance with section 6.4.

6.3  OJT for MD-P Applicants

  1. The appropriate company representative is responsible for identifying and preparing an OJT plan for the applicant and providing the training. 

  2. The applicable tasks of MSI 69, Appendix B that the applicant must complete will be identified and be based on the delegation privileges being sought and the limitations of the organization. 

  3. Once the company has prepared the proposed OJT plan for the applicant, it will be submitted to either the Company’s Senior MD-P, if one exists, or the PMI for review and acceptance.

  4. The Senior MD-P or PMI will review the proposed training plan and either accept or reject it.

  5. When the PMI is reviewing the plan for acceptability, he will prepare an acceptance or deficient letter and send it to the company representative.

  6. Once the training plan is accepted, the company representative will ensure that the applicant is provided with the training as per the accepted plan.

  7. The training will be recorded by the trainer on MSI 69 Appendix B, and will be verified by the appropriate company representative.

  8. During the OJT, the Senior MD-P and/or PMI will:

    1. Demonstrate the administrative aspects of the importation or exportation process to the applicant by:

      1. Explaining how to complete Transport Canada documentation;

      2. Providing blank copies of (Appendix I) Import Package Checklist (RDIMS #2307259) or (Appendix J) Export Package Checklist (RDIMS #2307256) and instructing the applicant on the completion of the applicable form; and

      3. Explaining how to submit completed aircraft packages to Transport Canada.

    2. Conduct oversight on the OJT, as applicable; and

    3. When the oversight indicates that the applicant requires additional training, modify the training plan accordingly.

  9. The completed OJT sample packages will be submitted to the PMI for processing in accordance with section 6.4.

  10. The completed OJT Checklist (MSI 69, Appendix B) is sent to the PMI for review and acceptance.

  11. When the applicant has successfully completed the OJT, the PMI will update the Initial Application Checklist, and continue the process with the interview phase. 

  12. When the applicant is unable to successfully complete the OJT within two years of applying, the applicant is disqualified and notified by letter, using the Application Deficient Letter (RDIMS #2307239).

  13. A disqualified applicant can re-apply after a waiting period of two years.

6.4  Completed OJT Sample Packages

  1. All OJT sample packages submitted to Transport Canada will be forwarded to the MD applicant’s PMI for review.

  2. When the PMI has completed their review, they will:

    1. Ensure any IM profiled documents are properly separated and named in accordance with section 12.1 (2);

    2. Identify on the top of Appendix I or J that it is a “TRAINING PACKAGE”; and

    3. Forward the package to the TCC Operational Support Person for data entry.

  3. The TCC Operational Support Person will:

    1. Enter the tombstone data from the Import Checklist (Appendix I) into CAWIS and sign off the checklist;

    2. Verify the tombstone data from the Export Checklist (Appendix J) against the existing information in CAWIS, update CAWIS if required and sign off the checklist; and

    3. Forward the package to IM for scanning and profiling per section 12.4.

7.0  INTERVIEW

  1. The PMI is responsible for conducting an interview of the MD applicant, upon completion of the OJT, to assess their level of knowledge gained from the Self-Study and OJT processes.

  2. The interview will be conducted using the Minister’s Delegate Interview Questions and Marking Guide in RDIMS Document #2283703. 

  3. The interview will consist of a total of twenty-five questions.  Twenty are mandatory and are marked as “M”.  An additional five questions shall be selected by the PMI from the list of optional questions marked as “O”. These questions will be selected based on the applicant’s requested delegation scope/privileges.

  4. Prior to the MD interview the PMI will:

    1. Arrange an agreeable date and location, with the applicant, to conduct the interview;

    2. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1, and include the ATS reference # from the initial application record;

    3. Send the applicant a letter to confirm the details of the interview using the Scheduling Interview Letter Template (RDIMS #2307254);

    4. Arrange to have one other CASI present during the interview; 

    5. Provide the assisting CASI with a copy of this SOP and the delegate’s manual so they can become familiar with the MD process and the delegate;

    6. Enter the date, time, location and other details in MS Outlook and request the assisting CASI to do the same;

    7. Review the Minister’s Delegate Interview Questions and Marking Guide (RDIMS #2283703), and select the five additional questions that will be included in the interview from the bank of questions marked with an “O”;

    8. Make copies of the Minister’s Delegate Interview Questions and Marking Guide for each interviewer and highlight the selected “O” questions on each copy; and

    9. Review the questions and expected answers identified with the assisting CASI in order to become familiar with them.

      Note: The Minister’s Delegate Interview Questions and Marking Guide are for internal use only.  Do not give out any copies externally.

  5. During the interview, the PMI and assisting CASI will:

    1. Ask the applicant the selected interview questions;

    2. Using the Minister’s Delegate Interview Questions and Marking Guide, check-off the correct answers given by the applicant from the “Answer” column; and

    3. Record the number of prompts (cues or hints) provided during the interview in the “Prompts” column.

      Note: Instructions on the usage of the prompts are identified on the Minister’s Delegate Interview Questions and Marking Guide.

  6. After the interview, the PMI and assisting CASI will:

    1. Evaluate the applicant’s responses against the expected answers using the instructions for marking and identify the grade for each question in the “Grade” column;

    2. Determine if the applicant is successful;

      Note:  A successful interview is one where the applicant has achieved a minimum mark of 70%.

    3. Advise the applicant of any weak areas;

    4. Advise the applicant immediately of the results (i.e. successful or not); and

    5. Update the Initial Application Checklist.

      Note:  A successful interview letter will be issued only upon the applicant’s request.

  7. When the interview is unsuccessful, the PMI will:

    1. Provide the applicant with a written response within 7 days, using the Interview Deficient Letter (RDIMS #2307242), and

    2. Schedule a re-interview within 30 days to re-examine the unacceptable areas

    3. Select the applicable interview questions from Minister’s Delegate Interview Questions and Marking Guide (RDIMS #2283703).

      Note:  Re-interview questions should be based on the weak areas identified from the first interview, however, it is up to the PMI’s discretion to determine the selection of the re-interview questions.

  8. When the re-interview is unsuccessful, the PMI may request additional OJT before any further interviews are conducted.

8.0  MANUAL APPROVAL

  1. The PMI will:

    1. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1, and include the ATS reference# from the initial application record;

    2. Conduct a final review of the applicant’s MD manual or company manual amendment to ensure any required changes since the initial acceptance have been incorporated prior to recommending the applicant for delegation;

    3. When acceptable, approve the document by certifying and stamping the manual or amendment;

      Note:  When you are approving a company manual amendment, ensure the applicant provides the final copy with the applicable revision number, prior to approving the document.

    4. Return one copy of the approved manual or amendment to the applicant, along with a Manual Approval Letter (RDIMS #2307231);

    5. Retain a copy of the manual or amendment in accordance with the TCC’s office procedures; and

    6. Update the Paper Profile location in RDIMS per section 12.2, if required, and the Initial Application Checklist.

9.0  FINAL REVIEW AND RECOMMENDATION

  1. The PMI will:

    1. Conduct a final review of the applicant’s file to ensure that the applicant has successfully completed all the requirements;

    2. Conduct a final review of AMES for MD-M applicants to ensure their licence is still valid and update the Initial Application Checklist accordingly; and,

    3. Contact Enforcement to conduct another check of the applicant’s personal record to ensure that there are no changes and record results on the Application Checklist.

  2. If any areas have not been successfully completed, the PMI will contact the applicant to advise of any shortcomings, and make arrangements for completion/corrective action.

  3. When the final review is successful, and the PMI is confident in recommending the applicant for requested delegation, then he will:

    1. Sign-off the recommendation portion of the Application Checklist;

    2. Identify any special instructions or remarks in the box provided, if applicable; and

    3. Forward the Checklist along with the complete MD file to their TTL for review and concurrence.

  4. The TCC TTL is responsible for reviewing the Application Checklist for completeness and to determine if he concurs with the PMI’s recommendation.

  5. When the TCC TTL does not concur with the recommendation, the reasons should be discussed with the PMI.

  6. When the TCC TTL concurs with the recommendation, he must:

    1. Sign-off on the Checklist and forward it, along with the MD file, to the Standards Operational Support Person for processing of the delegation credentials; and

      Note:  When forwarding hard copy files to other TC offices, follow the established IM protocols.

    2. When using ccmMercury to track this activity, route the initial application ccmMercury record to PAHQ for further processing.

10.0  ISSUANCE OR REJECTION OF DELEGATION

  1. The Standards Operational Support Person is responsible for reviewing the Application Checklist to verify that two signatures are present in the recommendation section.

  2. When required signatures are not present, return the package to the PMI

  3. When the verification is successful, then the Standards Operational Support Person will:

    1. Prepare a credentials card using form 24-0035;

    2. Prepare the applicable delegation letter (see reference documents), and save into RDIMS in accordance with section 12.0; and

      Note:  When adding scope or privileges to an existing delegation, the expiry date does not change.

    3. Submit both, along with the MD file, to the Standards TTL for approval and signature.

  4. When the Standards TTL does not agree with the TCC’s recommendation he will discuss the reasons with the TCC TTL and PMI.

  5. When the Standards TTL denies the issuance of delegation, he will advise the applicant in writing using the Application Deficiency Letter (RDIMS #2307239).

  6. When the Standards TTL grants the issuance, he will sign the credential card, delegation issuance letter, and Approval section of the Application Checklist, and return to the Standards Operational Support Person.

  7. The Standards Operational Support Person will:

    1. Verify all documents contain the Standards TTL’s signature;

    2. Scan a copy of the signed credentials cards, save  it into RDIMS,  and mark it final; 

    3. Ensure the delegation letter in RDIMS is marked final as per section 12.1 (1)(f);

    4. Assign the delegate stamp and seal (only for initial delegation issuance);

    5. Prepare the delegate’s package in accordance with the Delegation Document Administration section of the Application Checklist;

    6. Mail the delegate package via courier;

    7. Enter delegate’s information into the Minister’s Delegate Listing (RDIMS #1396879), and Expiry Tracking spreadsheet (RDIMS #2227198);

    8. Activate the delegation in NACIS as per section 13.1(1);

    9. Send a BF through NACIS, as per section 13.3  (identify yourself as the responsible person, and use 10 business days as the expected due date), to track the return of the signed acknowledgment portion of the delegation letter, and the superseded credentials card (if applicable);

    10. Send an email to the PMI to advise that the delegation has been activated and the package has been mailed out to the delegate;

    11. When applicable, close the ccmMercury routing and record; and

    12. Retain the MD file until the delegate’s signed acknowledgment is received.

11.0  DELEGATES SIGNED ACKNOWLEDGMENT

  1. The delegate is responsible for signing the acknowledgment portion of the delegation letter and returning it to the Standards Operational Support Person within 10 days of receipt, along with the superseded card (if applicable). 

  2. The Standards Operational Support Person is responsible for tracking all delegate’s signed acknowledgment due dates, to ensure receipt of the letters, by checking NACIS periodically for outstanding BF’s.

  3. Upon receipt of the delegate’s signed acknowledgment, the Standards Operational Support Person will:

    1. Amend the BF to show a completion date;

    2. Sign-off the Delegation Document Administration section of the Application Checklist;

    3. File the checklist and signed letter (including superseded card, if applicable);

    4. Sign-off the file cover; and

    5. Return the delegate’s hard copy file to the TCC, following IM established protocols.

  4. When the Standards Operational Support Person does not receive the delegate’s signed acknowledgment and superseded card (if applicable) within the due date, he /she will contact the delegate to discuss.

12.0  INFORMATION MANAGEMENT

  1. All individuals who create electronic documents for the Minister’s Delegate Process shall save them into RDIMS.

    Note: Follow RDIMS scanning protocols if available at the TCC.

12.1  Saving MD Documents

  1. The following protocols are to be followed when saving electronic documents:

    1. Name - enter type of correspondence “(i.e. Letter, Email, Checklist, Credential Card, etc.) to” or “for Minister’s Delegate or Applicant <name> MD-0xxx".

    2. Description – optional.

    3. Security - select 2 (Protected A) for any Enforcement documentation showing convictions, select 1 (Unclassified) for all other MD documents.

    4. Author and OPI – ensure the proper defaults are selected.

    5. Access - The PMI will ensure that all PA Civil Aviation have read only “Access” rights. 

    6. Classification – “P – 5015-22-xxxx”.

    7. Final Document – Prior to selecting “Final Document”, include “Original Signed by:” in the Signature block area.  When the “Final Document” box is selected, it is considered signed by the originator.

  2. The following procedures will be used for documents profiled by IM:

    1. Review the documents profiled by IM;

    2. When there is only one document, save in accordance with 12.1 (1);

    3. When there are several documents, each one must be saved as a separate document and named appropriately as per section 12.1 (1).

12.2  Profiling A Manual

  1. Profile a manual by following these steps: 

    1. From the RDIMS menu bar – Select “Document”, & “Profile Paper Document”;

    2. The Paper Profile screen will appear – enter the document name in the “Name” field following the naming convention identified in section 12.1(a);

    3. Enter the physical location of the document in the “Location” field;

    4. Check the “Author Name” field, if it is not filled in, enter your user ID;

    5. Check the “OPI” field, if it is not filled in, enter your office designator;

    6. Select the “Security” Classification as 1 (unclassified);

    7. In the File “Classification” field, press the “Search” button (the three dots) to find the appropriate 5015-22-XXXX delegate file or 5015-XXXX company file classification;

      Note:  When the delegate’s manual is a company manual amendment it should be profiled to the company file, and should include a reference to the delegate file.

    8. To save the profile select “OK”, then “CLOSE”. 

12.3  Hard Copy Documents

  1. The PMI shall ensure all hard copy supporting documentation that is not saved or scanned into RDIMS is placed in the applicant’s 5015-22-XXXX paper MD file, with the exception of the aircraft import/export package.

12.4  Import/Export Packages

  1. The import/export packages will be forwarded to IM, with the import or export checklist attached to the front of the package.

13.0  NACIS

  1. Once the PMI has received email notification that the delegation has been issued, they will ensure that NACIS is amended as per instructions below.

  2. The PMI is responsible to ensure that the delegate’s tombstone information and the TC contact information are kept up-to-date.

    Note:  Entries made into NACIS should NEVER be deleted.  When an existing entry is no longer valid or entered in error, a note should be identified to that effect.

13.1  MD-M Delegate Entries

  1. To activate a newly authorized MD-M delegate:

    1. From the applicant’s profile select the MD-M tab;

    2. Enter Initial Approval date (yyyy-mm-dd) and Valid Until date;

    3. Select “Export” or “Import” tab (refer to delegation card);

    4. Select “Scope of Authority” and choose the applicable scope (refer to delegation card);

    5. Select “Active” box;

      Note:  The “Activity Type” will automatically be updated as MD-Maintenance.

    6. When the delegate has both import and export delegation ensure both tabs are activated;

    7. Select “Save” and “Close”.

  2. For MD-M Re-issues, the PMI will update the “expiry date” field in NACIS.

  3. For MD-M extension of privileges, the PMI will follow the steps in section 13.1 (1), except for (b).

13.2  MD-P Delegate Entries

  1. To activate a newly authorized MD-P delegates, use the following instructions:

  2. In the Notes section of the applicant’s profile, enter the scope of delegation, the delegation approval or re-issue date and valid to date as (yyyy-mm-dd);

  3. Select “Save” and “close”.

13.3  Bring Forward (BF) Feature

  1. To enter a new BF, use the following instructions:

    1. From the “Remarks” tab of the applicant’s profile, select “new”;

    2. Select the applicable “Subject Area” from the drop-down menu;

    3. Enter the subject matter into the “Subject” box;

    4. Enter all applicable information into the “Details” box;

    5. Double click on the “Due Date” box and select today’s date or an expected completion date;

    6. From the “Responsible” box, select the name of the person you are sending the BF to using the down-down menu;

    7. Select “Save” and “Close”.

13.4  MD Import/Export Packages

  1. Enter MD-M import/export packages as follows:

    1. Within the applicant’s profile, select the “MD-M” tab; and “Packages” tab;

    2. Select “add”;

    3. Enter the package date (use the C of A or Export Certificate issue date);

    4. Select either Import or Export;

    5. Enter the aircraft registration marks (i.e. GABC); and

    6. Select “OK”.

  2. Enter MD-P export packages as follows:

    1. From the “Remarks” tab of the applicant’s profile, select “new”;

    2. In the “Subject Area” box select “Manufacturer” from the drop-down menu;

    3. In the “Subject” box enter “New Package S/N xxxx”;

    4. In the “Details” box, enter the date of inspection (use the C of A or Export Certificate issue date) and serial number of the aircraft;

    5. Double click on the “Due Date” box and select today’s date;

    6. From the “Responsible” box, select the PMI’s name using the drop-down menu;

      Note:  PMI’s name is listed under the TC Contact tab in NACIS.

    7. Select “Save” and “Close”.

  3. MD-M Inspection Package Audit Sign-off:

    1. After an inspection package has been audited, from the “MD-M” tab, in the MD’s NACIS file, select the “Packages” tab;

    2. Highlight the package that was audited and select “Detail”;

    3. Check the “Audited” box;

    4. In the “Audited By” section, select your name from the drop-down menu;

    5. In the “Audit Assessment” section, select the audit results from the drop-down menu;

    6. In the “Notes” section, identify any error/issues with the package, as well as, any RDIMS reference numbers; and

    7. Select “OK”, “Save” and “Close”.

  4. MD-P Inspection Package Audit Sign-off:

    1. After an inspection package has been audited, from the “Remarks” tab, in the MD’s NACIS file, highlight the package that was audited and select “Detail”;

    2. In the “Subject” box, change the wording to “Audited Package S/N xxxx”;

    3. In the “Details” box, enter the results of the audit (Satisfactory/Unsatisfactory) and identify any errors/issues with the package, as well as, any RDIMS reference numbers; and

    4. In the “Completed” box, enter today’s date; and

    5. Select “Save” and “Close”.

13.5  De-activate a Delegation

  1. De-activate a terminated or expired delegation as follows:

    1. Enter a note in the “Notes” section to identify that the delegate is terminated or expired, and enter the effective date.

    2. For MD-M, also complete the following:

      1. Select the “MD-M” tab;

      2. Amend the “Valid Until” date to the date of the termination letter;

        Note:  For expired delegations there is no need to amend the valid until date.

      3. From the Import and/or Export tabs, de-activate the “Active” box;

    3. Select “Save” and “Close”.

14.0  CCM MERCURY

14.1  Creating Records/Routings

  1. The following guidance material shall be followed when creating a record or routing:

    1. ccmMercury ATS Business Process Guidelines SSI GEN-001-P (RDIMS #5971269); and

    2. ccmMercury ATS Project Activity and Sub Activity Pick list (RDIMS #2342523), in particular:

      1. Activity Type: 18.0 – Personnel Approvals, Delegate Appointment & Monitoring:  

      2. Sub Activity:

        1. 18.5 Minister’s Delegate – Maintenance Appointment/Renewal; or

        2. 18.6 Minister’s Delegate – Production Appointment/Renewal; or

        3. 18.10 Delegate Monitor.

  2. When creating a record for a new applicant, one main record for the whole appointment process will be created.  When other records related to the same applicant are created (i.e. manual review, OJT, or interview), The ATS # from the main record must be identified in the cross reference section of all the other related records. 

14.2  Creating a Delegate Import/ExportPackages Report

  1. The following steps are to be following when creating a report to show a delegate’s activities packages

    1. From the ccmMercury main page, click on the “Contact Type” box and from the drop-down menu select “Delegates:’

    2. Click on the “File Number” box and type the delegate’s number (i.e. 5015-22-03xx);

    3. Click on the binoculars icon to run a search for this delegate’s records;  

    4. When the first record appears, select the “Summary” tab to view the full listing of records for the delegate you selected;

    5. If you require a more detailed report or each record, select the “Reports” tab and under the “Report Name” box, click on the drop-down arrow and  select the desired report (i.e. ATS-Detail View Report”);

    6. To run the report, click on right arrow key at the left side of the menu bar;  

    7. Once the report is in view, you now have options to print, email, or save the report (refer to icons beside the right arrow key).

15.0  DELEGATES IMPORT/EXPORT PACKAGES

  1. Delegates are responsible for submitting completed import/export packages to Transport Canada within 48 hours from the time the certificate was issued, including a completed Import Package Checklist (Appendix I) or Export Package Checklist (Appendix J) as the coversheet to the package.

  2. Packages may be submitted electronically on CD or DVD only for the “paper profiling” items listed on Appendices I and J.  The “scanning” items must be submitted in hard copy.

  3. The individual who receives an Import or Export Package, submitted by an MD, will forward the package to the Standards Operational Support Person.

  4. The Standards Operational Support Person will review the Import or Export Checklist for completion;

  5. When the checklist is missing any information, the PMI will be contacted and advised of the missing information.

    Note:  PMI’s name is listed in NACIS, in the TC Contact tab of each delegate’s record.

  6. The PMI will determine the corrective action and a record of it on the MD’s file.

  7. When the checklist is complete, the Standards Operational Support Person will:

    1. For Import or C of A packages (Appendix I):

      1. Input the aircraft tombstone data and flight authority issue date into CAWIS;

      2. Enter the package information into NACIS per section 13.4 (1);

      3. Send a BF to the PMI responsible for the delegate to advise that a new package is received as per section 13.3;  

      4. Sign-off at the bottom of the Checklist (TC USE ONLY) as applicable;

      5. Update and close the CCM Mercury routing in accordance with section 14.1; and

      6. Forward the package to IM for scanning and filing as per section 12.4.

    2. For Export packages (Appendix J):

      1. Create a new CCM Mercury record in accordance with section 14.1;

      2. Enter the package information into NACIS per section 13.4 (2);

      3. Sign-off at the bottom of the Checklist (TC USE ONLY) as applicable;

      4. Update and close the CCM Mercury routing in accordance with section 14.1; and

      5. Forward the package to IM for scanning and filing as per section 12.4.

16.0  OVERSIGHT

  1. The PMI is responsible to conduct oversight on the MD import/export packages at the frequency identified below:

    1. For MD-M delegates - The frequency of oversight is a minimum of one out of every five import/export packages submitted by the MD.  It can also include an inspection of the aircraft and observation of the MD’s performance during the import/export process at the PMI’s discretion.

    2. For MD-P delegates – The frequency of oversight will be based on the number of aircraft produced by the company per year.  For example, a company that produces 50 aircraft will have a frequency of oversight on one out of every ten packages submitted.  A company producing 100 aircraft will have a frequency of one out of every twenty packages, and so on.

  2. The PMI is responsible for checking NACIS periodically for BF’s on new import/export packages submitted by their assigned MD’s.

  3. When a BF in NACIS for a new package is received, the PMI will:

    1. Open the BF and review the details;

    2. Determine if oversight is required on a package by monitoring the quantity of packages submitted by the MD.  This information is located in NACIS as follows:

      1. For MD-M in the “Packages” tab; or

      2. For MD-P in the “Remarks” tab.

  4. When oversight is required, the PMI will:

    1. Request the aircraft file from IM and search RDIMS for any scanned documents;

    2. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1;

    3. Review the package in accordance with the Minister’s Delegate – Maintenance/Production Audit Record (RDIMS #2307243) to determine if the package is acceptable or unacceptable;

      Note: The expectation of the review is not to duplicate the MD’s efforts in researching every detail of the package, but to review the package and perform sampling to verify the items are accurate. The MD is responsible for the completeness of the package. PMI’s are to objectively determine if it appears that there has been thorough and comprehensive review of the aircraft by the MD.

  5. When a reviewed package is found to be acceptable, the PMI will:

    1. Update NACIS as per section 13.4 (3) or (4);

    2. Return the aircraft file to IM; and

    3. Save the completed Audit Record to the MD’s file in accordance with section 12.0.

  6. When a reviewed package is found to be unacceptable, the PMI will determine if the deficiencies are administrative or safety related and proceed as follows:

    1. When the deficiencies are administrative, the PMI will:

      1. Determine the corrective action required;

      2. Advise the delegate of the deficiencies in writing using the Oversight Unacceptable Package Letter Template (RDIMS #2307215), requesting the MD to rectify the deficiencies and report on the corrective action taken; and

      3. When the corrective action requires the Certificate of Airworthiness or the Export Airworthiness Certificate to be replaced due to administrative errors on the document, the PMI may authorize the MD to replace the document.  The PMI will instruct the delegate to return the originally issued document, and a copy of the replacement to TC for review and filing.

        Note:  Replacement of a Flight Authority or Export Airworthiness Certificates, for reasons other than administrative errors, must be issued by Transport Canada.

    2. When the deficiencies are safety related, the PMI will:

      1. Contact the aircraft owner/operator, using the Aircraft Owner Oversight Letter Template (RDIMS #2307209), to advise them of the deficiencies identified and the requirement to have the deficiencies rectified; and 

      2. Advise the MD of the deficiencies in writing using the Oversight Unacceptable Package Letter Template (RDIMS #2307215), requesting the MD advise what corrective actions have/will be taken.

    3. When the required action is completed, the PMI will:

      1. Make any necessary database updates;

      2. Return the aircraft file to IM

      3. Update NACIS as per section 13.4 (3) or (4); and

        Note:  Making an entry in NACIS to briefly describe any errors with the packages will help identify trends.

      4. Sign-off the Audit Record and file it to the MD’s file.

  7. In all cases, when corrective action requires contacting a Foreign Authority, the PMI is responsible for conducting this activity by first contacting the Standards TTL, to provide a briefing of the situation, and to obtain the proper foreign contact information.

  8. The PMI always has the option to conduct oversight on an MD and their packages, should the need arise, by following the process identified in section 16.0 (4).

17.0  EXPIRY DATE TRACKING SYSTEM

  1. The Standards Operational Support Person is responsible for reviewing the Minister’s Delegate Expiry Tracking spreadsheet (RDIMS # 2227198) on a monthly basis for upcoming delegation expiry dates.

  2. When an upcoming expiry is identified, the Standards Operational Support Person will send an email to the MD, and a copy to the PMI, to advise them of the expiry and to contact their PMI for re-issue requirements.

18.0  EXTENSION OF SCOPE OR PRIVILEGES

  1. When the PMI receives notification from an MD wishing to extend the scope or privileges of their existing delegation, he must ensure that the applicant submits a letter of application requesting the addition, a manual amendment to reflect the new authority requested and documentation detailing how they meet the requirements of MPL 15 section 505.605 or 505.606(3) as applicable (for MD-M) and MSI 69 section 5.4 (for MD-P).

  2. The PMI will:

    1. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1;

    2. Start the applicable Minister’s Delegate Extension Application Checklist (for MD-M RDIMS #2307206, or MD-P RDIMS #2307216);

    3. Review the application and documents submitted in support of the requested additional authority; and

    4. Oversee the MD’s successful completion of one sample inspection reflective of the delegation extension (if required).  For MD-M use the MD-M OJT Checklist (RDIMS #2307250), and for MD-P use MSI 69 Appendix B.

  3. Any notes on the results of the OJT samples shall be entered into the delegate’s file or into NACIS in the “Remarks” tab.

  4. When the MD has successfully completed the sample inspection, the PMI will complete the applicable areas of the Extension Application Checklist, and continue with the process outlined in sections 9.0, 10.0, and 11.0. 

19.0  DELEGATION RE-ISSUE

  1. An MD wishing to renew their delegation may do so by submitting a letter of application, including a list of at least three imports/exports carried out during the previous two years, prior to expiry of their delegation to their PMI.

  2. When a letter of application for delegation re-issue is received, the PMI will review the application for completeness.

  3. When the application includes a request for additional privileges, the PMI must also follow section 18.0 to process the additional privileges request.

  4. To process the delegation re-issue the PMI will:

    1. When instructed to track this activity in ccmMercury by the TTL, create a record as per section 14.1;

    2. Start the applicable Minister’s Delegate Re-Issue Application Checklist (for MD-M  RDIMS #2307213, or for MD-P  RDIMS #2307222);

    3. Review the MD file for any items that may affect the re-issue;

    4. Review NACIS:

      1. To identify the last three import/export packages submitted by the delegate for audit purposes;

        Note:  When one of the last three import/export packages were previously audited during oversight, that package will form part of the required three, and will not need to be re-audited.

      2. To confirm the three imports/exports listed on the application are entered.  When discrepancies are found, PMI will follow-up; and,

      3. For notes/comments that indicate repetitive errors by the MD, over the last two years;

    5. Review the manual or delegate portion of the company manual to ensure it is still current and up to date with applicable TC staff instructions, policy documents, regulations and standards;

    6. Contact Aviation Enforcement Officer, via email, to request a records check regarding any issues or convictions applicable to the applicant within the last two years;

    7. Run a ccmMercury report to show a listing of the MD’s activities, as per section 14.2, and compare the report to the packages listed in NACIS

      1. When missing packages are identified, contact the MD to discuss, and stop processing the re-issue application until the issue is resolved;

      2. When all the packages are received, proceed to 19.0 (4)(g);

    8. Request the last three aircraft files from IM and search RDIMS for scanned documents;

    9. Conduct an audit of each inspection package, using the Minister’s Delegate – Maintenance/Production Audit Record (RDIMS #2307243), to ensure the delegate is complying with their approved manual (this includes company manual), and Transport Canada staff instructions, policies and procedures;

    10. Enter the results in NACIS in accordance with section 13.4(3); and

    11. File the Audit Records in the MD file.

  5. When the audited packages are determined acceptable, the PMI will:

    1. Complete the applicable sections of the Re-issue Application Checklist; and

    2. Continue with the process outlined in sections 9.0, 10.0, and 11.0. 

  6. When the audited package(s) are determined unacceptable for administrative issues, the PMI will:

    1. Use the Oversight Unacceptable Package Letter Template (RDIMS #2307215) to advise the MD of the deficiencies, and request corrective action for the deficiencies, t notification of corrective action taken; and copies of the appropriate documents (i.e. if the corrective action required re-issuance of the flight authority, the delegate must return the original document issued and a copy of the re-issued document);

    2. Assess the severity of the administrative deficiencies to determine if remedial training and/or an interview are required;

    3. When remedial training and/or interview are required, proceed to section 19.0(8); and

    4. When remedial training and/or interview are not required, process with re-issue (section 19.0(5)(a)(b));

  7. When the audit identifies that the package(s) are not acceptable for any issues other than administrative, the PMI will:

    1. Discuss the issues with their TTL and determine the corrective action required for the packages;

      Note: When a delegate has unsuccessful packages for reasons other than administrative, remedial training must be conducted.  The PMI, however, will determine if another interview is required.

    2. Advise the MD of the deficiencies in writing using the Oversight Unacceptable Package Letter Template (RDIMS #2307215), requesting the MD advise what corrective actions have/will be taken to ensure that the mistakes are not repeated;

    3. Advise the owner/operator of the deficiencies in writing using the Aircraft Owner Oversight Letter (RDIMS #2307209);

    4. In the case of an aircraft that has been exported, ensure the applicable foreign authority is advised;

    5. Update CAWIS with the correction(s), if required; and

    6. Proceed to section 19.0(8).

  8. When remedial training and/or interview are required, the PMI will:

    1. Hold the re-issue in abeyance;

    2. Determine the scope of the remedial training (i.e. how many training samples must be successfully accomplished by the delegate, what type of samples are required, based on areas of concern), and if another interview is required;

    3. Obtain concurrence from their TTL and the Standards TTL (when required);

      Note:  When a delegate becomes expired, prior to being re-issued, the Standards TTL must be advised.

    4. Advise the delegate, in writing, of the remedial training/interview requirements;

    5. Conduct the remedial training with the delegate, as applicable;

    6. Evaluate the training samples, using the Audit Record (RDIMS #2307243);

    7. When the training samples are found acceptable, conduct the interview (if required), or proceed to delegation re-issue (section 19.0(5)(a)(b));

    8. When an interview is conducted and the results are successful, proceed to delegation re-issue (section 19.0(5)(a)(b));

    9. When the results of the remedial training are not acceptable, or if the interview was not successful, have a discussion with the TCC TTL and Standards TTL to determine a course of action.

      Note: Failure to successfully complete remedial training/interview is grounds for Termination of delegation.

  9. If at any point in the Re-Issue process, it is decided to recommend termination of the delegation, the PMI will:

    1. Identify a recommendation of termination, including a detailed explanation for the request, in the Remarks/Special Instructions section of the Re-Issue Application Checklist;

    2. Obtain their TTL’s concurrence; and

    3. Forward the complete file to the Standards TTL.

20.0  TERMINATION

  1. The following individuals may request a termination of delegation:  a delegate, a company (only where delegation is attached to the company), a PMI, a TCC TTL or the Standards TTL.  However, the delegated authority to issue a termination letter lies with the individual who issued the delegation.

  2. When a delegate wishes to resign from the Minister’s Delegate Program, they must submit a written request to their PMI or the Standards TTL.

  3. When a company requests termination of their delegate, they must submit a written request to their PMI or the Standards TTL.

  4. When an MD whose delegation is attached to a company, ceases to be employed by that company, the delegation will be terminated.  If the delegate wishes to regain their delegation, they must re-apply with a new application letter, manual submission and meet the requirements of section 19.0 (Delegation Re-Issue).

  5. When the PMI or TCC TTL requests termination, they must submit a detailed explanation for their request to the Standards TTL for review.

  6. When the TCC TTL receives a request for resignation or termination, he/she will review, and action as follows:

    1. When the Standards TTL accepts the request for resignation, he/she will request the Standards Operational Support Person to prepare a Resignation Delegation Termination Letter (RDIMS #2307260) for the Standards TTL’s signature;

    2. When the Standards TTL does not concur with a request for termination, he/she will contact the requestor to discuss; and

    3. When the Standards TTL concurs with a request for termination, he/she will request the Standards Operational Support Person, or the PMI, to prepare a Transport Canada Minister’s Delegate – Notice of Termination (RDIMS #6211706) for the Standards TTL’s signature.

  7. Once the letter is signed by the Standards TTL, the Standards Operational Support Person will:

    1. Make the letter final in RDIMS;

    2. Mail the original letter to the delegate via courier, including a self-addressed stamped envelope (contact the mailroom for instructions).

    3. Update NACIS to identify that the delegate is no longer active (see section 13.5) and send themselves a BF (see section 13.3) for tracking of the delegate’s signed acknowledgment;

    4. Send an email to the PMI to advise that the letter has been mailed out to the MD and the delegation has been de-activated in NACIS;

    5. When applicable, close the ccmMercury routing and record;

    6. Remove the delegation information from the Expiry tracking spreadsheet (RDIMS #2227198); and

    7. Update the Ontario Region – Minister’s Delegate Listing (RDIMS #1396879) accordingly.

  8. Upon receipt of the termination letter, the delegate is responsible for signing the acknowledgment section and returning it, with all the credentials (i.e. card, stamp and seal), to the Standards TTL.

  9. Upon receipt of the signed acknowledgment and return of the credentials, the Standards Operational Support Person will:

    1. Request IM to close the MD file and return it to IM for retention;

    2. Retain the seal in a secure location for future use; and

    3. Retain the numbered stamp in a secure location for a period of 3 years in the event the delegate re-applies for delegation.

  10. When the Standards Operational Support Person does not receive the delegate’s signed acknowledgment, credentials card, stamp and seal from the delegate within 10 working days, he /she will contact the delegate to verify status. 

  11. When the Standards Operational Support Person cannot resolve the issue, he/she will advise the Standards TTL who will follow-up with the delegate to ensure return of the items or take appropriate action.

21.0  ARASS

  1. The PMI is responsible for claiming the applicable ARASS task(s), for example: Approval of a Manual, Amendment to a Document, Minister’s Delegate Training, Minister’s Delegate Oversight, Issuance of a C of A upon Import, or Issuance of an EA Certificate.

  2. The Standards TTL is responsible for claiming the applicable ARASS task for Authorizing a Minister’s Delegate - (MD-MMD-P). 

22.0  ADMINISTRATIVE PROCESSES

22.1  Transport Canada Seals

  1. The Standards Operational Support Person is responsible for maintaining a stock of at least five TC seals and retaining them in a secure area until required.

  2. When additional seals are required, they must be ordered from the Standards group in Ottawa.

22.2  Transport Canada Stamps

  1. The Standards Operational Support Person is responsible for ordering Minister’s Delegate stamps when required, by sending an email to PAA, identifying the type of stamp and the numbers being ordered (i.e. 0345 to 0355).

  2. When the stamps arrive, the new delegate numbers are to be added to the tracking spreadsheet RDIMS #1396879 and the stamps are to be retained in a secure area until required.

23.0  DOCUMENT HISTORY

  1. Not applicable.

24.0  CONTACT OFFICE

For more information, please contact the:
Standards TTL (PAHQ)

Phone: 416-952-0326
Facsimile: 416-952-0370
E-mail: PAStandards-Normes@tc.gc.ca

Suggestions for amendment to this document are invited, and should be submitted to the email address above, with the subject line identifying, “Minister’s Delegate – Maintenance and Production SSI comments”.

Original signed by

Joseph Szwalek
A/Regional Director, Civil Aviation
Ontario Region
 

APPENDICES

TITLE REFERENCE #
Appendix A Minister’s Delegate General Information Package RDIMS #2307200
Appendix B MD Self-Study Reference Guide RDIMS #2307248
Appendix C - H Reserved for future use N/A
Appendix I Import or Certificate of Airworthiness Package Checklist RDIMS #2307259
Appendix J Export Package Checklist RDIMS #2307256

Transport Canada documents or intranet pages mentioned in this document are available upon request.

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