Staff Instruction (SI) No. 501-001

Subject: Annual Airworthiness Information Report (AAIR)

Issuing Office: Civil Aviation, Standards Document No.: SI 501-001
File Classification No.: Z 5000-32 Issue No.: 04
RDIMS No.: 12489336-V30 Effective Date: 2020-01-01

Table of contents

1.0 Introduction

1.1 Purpose

  • (1) The purpose of this Staff Instruction (SI) is to outline the responsibilities for the administration of the Annual Airworthiness Information Report (AAIR) program.

1.2 Applicability

  • (1) This document applies to all Transport Canada Civil Aviation (TCCA) employees who are involved with the AAIR program.

1.3 Description of changes

  • (1) Due to the number of changes incorporated into this Issue, readers should review the content of the entire document.

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:
    • (a) Part V Subpart 01 of the Canadian Aviation Regulations (CARs) – Annual Airworthiness Information Report;
    • (b) Standard 501 of the Airworthiness Manual (AWM) – Annual Airworthiness Information Report; and
    • (c) Transport Canada form number 24-0059 – Annual Airworthiness Information Report.

2.2 Cancelled documents

  • (1) Not applicable

2.3 Definitions and abbreviations

  • (1) The following abbreviations are used in this document:
    • (a) AAIR: Annual Airworthiness Information Report
    • (b) AARDA: Program Integration and Safety Publications Division responsible for the AAIR program within the National Aircraft Certification Branch
    • (c) AMO: Approved Maintenance organizations
    • (d) AWM: Airworthiness Manual
    • (e) CADORS: Civil Aviation Daily Occurrence Reporting System
    • (f) CAIS: Continuing Airworthiness Information System
    • (g) CAR: Canadian Aviation Regulations
    • (h) CAW: Continuing Airworthiness
    • (i) CAWIS: Continuing Airworthiness Web Information System
    • (j) CCARCS: Canadian Civil Aircraft Register Computer System
    • (k) CCM: Correspondence Control Manager (Also known as CCM Mercury)
    • (l) C of R: Certificate of Registration
    • (m) ERTS: Estimated Return to Service (The estimated date that the aircraft will be returned to an airworthy condition)
    • (n) HQ: Headquarters
    • (o) NCAMX: Transport Canada Civil Aviation National Management Committee
    • (p) Not report: Items that are not currently in the CAWIS Make and Model Table
    • (q) RDIMS: Records, Documents and Information Management System
    • (r) SI: Staff Instruction
    • (s) TC: Transport Canada
    • (t) TCCA: Transport Canada Civil Aviation
    • (u) TSB: Transportation Safety Board

3.0 Background

  • (1) The AAIR was introduced in April 1989 as a method of collecting essential airworthiness data required by TCCA, Statistics Canada and the TSB. The data is used to ensure accurate and thorough distribution of airworthiness information to aircraft owners, monitor the activity of the Canadian aircraft fleet and to facilitate planning and performance measurement of the National Air Transportation System.
  • (2) Pursuant to Subpart 501 of the CARs, and Standard 501 of the AWM, the owner of every Canadian registered aircraft, other than an ultra-light aeroplane, is required to annually submit to TCCA a completed AAIR no later than a specified due date. Through the reporting of the AAIR, aircraft owners provide current details of the aircraft configuration, inspection, damage/repairs and the number of hours flown.
  • (3) In 2005, the supporting mainframe-based CAIS application was replaced by the web-based CAWIS application. The major benefits of this change were:
    • (a) to facilitate submission of the AAIR through the internet by aircraft owners; and
    • (b) to facilitate AAIR administration and data entry through CAWIS by TCCA personnel.
  • (4) On October 31, 2012, NCAMX agreed to move the data entry of AAIRs from the regional offices to HQ, effective January 1, 2013. This centralization allowed for more efficient and standardized administration of the AAIR program and the resources to better manage the workload associated with the data entry.
  • (5) On January 1, 2016, TCCA began electronic AAIR notifications to aircraft owners, to reduce its environmental footprint and increase efficiency. Due dates for most AAIRs were changed to March 30th annually, in order to streamline the process and maximize efficiency. Having the reporting date early in the year allows TCCA time to address aircraft files of owners who have not reported, before the next reporting year. (Those who have not complied with CAR 501.03)
  • (6) On July 19, 2017, NCAMX agreed that the Regions would be responsible for reviewing AAIR data entries pertaining to engine replacements, propeller replacements, and aircraft declared damaged. This review verifies that engine and propeller installations are approved and supported by documentation. The review may also reveal anomalies related to the other data provided on the report, notes provided by the owner or data entered in CAWIS by TCCA HQ staff.

4.0 AAIR Process

4.1 Annual AAIR Procedures

  • (1) On an annual basis, approximately 6 weeks prior to the report’s March 30th*Note: *An alternate due date may be granted as per paragraph 4.2. End note due date, AARDA will notify aircraft owners of their responsibility to complete the AAIR using their preferred distribution method (e-mail, fax or regular mail).

    *An alternate due date may be granted as per paragraph 4.2.

  • (2) Aircraft owners are required to complete the AAIR report accurately by using one of the following methods:
    • (a) electronically by using the CAWIS website. Once the report has been successfully submitted, CAWIS will provide an acknowledgement of receipt; or
    • (b) by filling in a hardcopy form which was either faxed or sent by mail, and returning it to AARDA.
  • (3) Upon receipt of AAIR hardcopies, AARDA is responsible to enter the data into CAWIS. Reports submitted electronically are directly entered into CAWIS. The database has an integrated tracking system that allows monitoring of AAIR submissions.

4.2 Alternate Reporting Date

  • (1) As mentioned above and as part of the government’s goal to reduce its environmental footprint and increase productivity, a decision was reached by AARDA to standardize all aircraft owner’s annual reporting due date to March 30th. However, with mutual agreement between AARDA and the aircraft owner, an alternate reporting date may be established. If an alternate due date is granted, each agreement must be recorded in the aircraft file (RDIMS) and the information along with the RDIMS # will be captured in the Transport Canada Notes section of the 5008 module in CAWIS.

4.3 Consolidated Fleet Reports

  • (1) Owners of multiple aircraft may request to AARDA, to submit a consolidated fleet report for their aircraft, in lieu of submitting individual aircraft reports. Once the request is approved, AARDA will reconcile the aircraft files to form a fleet in CAWIS. The annual due date for fleet reports is March 30th. On an annual basis, approximately 6 weeks prior to the due date, AARDA will send a consolidated fleet report to the aircraft owner. This document will list all aircraft in their fleet and will include the current information TC has on file for each aircraft. Owners are responsible to update the fleet’s status, aircraft information as well as provide other required data (ex: flying hours, etc.). The use of the provided TC fleet report form is not compulsory, however, if owners submit their own form, all required AAIR information must be included for each aircraft. Their form must also clearly indicate all changes to aircraft (ex: engine change, propeller, weight, etc.).

4.4 Aircraft Out of Service

  • (1) Owners of aircraft declared “out of service” for more than one calendar year are not required to complete an AAIR during that period unless:
    • (a) they are asked to do so by the Minister;
    • (b) the aircraft was returned to service; or
    • (c) the aircraft has been “out of service” for a period of more than 5 complete consecutive years.
  • (2) To declare an aircraft “out of service” the owner must check the box on the AAIR form to indicate that the aircraft will be “out of service” and include an estimated return to service (ERTS) date. The annual AAIR notification will then be suspended until the calendar year following the ERTS date.

    Note: If the aircraft was declared “out of service” part way into a calendar year, an AAIR will be required the following calendar year in order to capture the hours flown, and other related data, from January 1 to the time the aircraft was put “out of service”.

5.0 National Aircraft Certification Responsibilities

  • (1) The Director, National Aircraft Certification is responsible for the AAIR program as a whole and delegates his responsibilities as follows:

5.1 Chief Program Integration and Safety Publications (AARDA)

  • (1) Ensures timely AAIR notifications to aircraft owners by one of three methods stated in paragraph 4.1(1).
  • (2) Coordinates with the Operational Support Services’ Division in order to prepare, print and distribute hardcopy forms through regular mail.
  • (3) Conducts quality control checks on data received via hardcopy, AAIRs submitted online and consolidated fleet reports to ensure the accuracy and completeness of all CAWIS files.
  • (4) Enters data provided through hardcopy AAIR forms and fleet reports into CAWIS.
  • (5) Ensures that personnel tasked with entering AAIR data are adequately trained.
  • (6) Records and monitors out-of-service aircraft by entering the out-of-service status and ERTS date in the CAWIS file.
  • (7) Forwards scanned AAIR forms through CCM to the Civil Aviation Services office where the owner has indicated any aircraft registration changes such as change of address, change of ownership, cancellation of C of R, etc.
  • (8) Runs monthly reports on “Owner Notes” submitted electronically in order to:
    • (a) Process notes directly relating to AAIRs including updates to email address, phone or fax numbers;
    • (b) Process notes related to engine or propeller model changes. When necessary, contacts the owner to confirm the information and add appropriate notes in the “TC Notes” section of the 5008 file in CAWIS;
    • (c) Forward any requests/queries related to postal address or aircraft registration changes to the Civil Aviation Services office through CCM; and
    • (d) Forward any requests/queries related to aircraft maintenance or equipment installation to the appropriate Regional Manager Standards Coordination through their regional generic e-mail box (RDIMS 9462960). A CCM request will also be created for tracking purposes.
  • (9) Runs monthly reports in order to capture aircraft that have indicated:
    • (a) a change in engine make or model;
    • (b) a change in propeller make or model; and/or
    • (c) aircraft damages.

      These reports, which will exclude basic ultra-light, advanced ultra-lights, amateur built, experimental and non-type-certified aircraft, will be sent to the appropriate Regional Manager Standards Coordination for review and appropriate action through their regional generic e-mail box (RDIMS 9462960).

  • (10) Processes undeliverable mail by attempting to contact the owner in order to send their AAIR to their new address.
    • (a) If successful in contacting the owner, forward the owner’s new contact information along with written confirmation from the owner, to the Civil Aviation Services office in order for them to action as appropriate. Tracking will be done through CCM.
    • (b) If unsuccessful in contacting the owner, forward the returned mail to the Civil Aviation services office in order for the aircraft file to be flagged as “invalid address” in CCARCS. Tracking will be done through CCM.
  • (11) Approves and records alternate due dates.
  • (12) Maintains records of AAIR operations by:
    • (a) Scanning hardcopy AAIRs into RDIMS under the aircraft classification file number and filing the document for 6 months before it is destroyed;
    • (b) Scanning fleet reports in RDIMS under the AAIR classification file number and filing the document for 6 months before it is destroyed; and
    • (c) Establishing and maintaining tracking sheets necessary to record alternate due dates, distribution methods, and fleet reporting requests.
  • (13) Provides customer service by phone through a toll free number (1-888-663-3639 - Option 1) and by e-mail through an AAIR generic e-mail account (tc.aair-raina.tc@tc.gc.ca).
  • (14) Issues late notices to owners who have not completed their AAIR forms and contacts the appropriate regional Enforcement Branch for action, as required.
  • (15) Maintains and enhances as required, the AAIR module of the CAWIS database.
  • (16) Provides assistance, advice and direction to the regional offices related to the AAIR program by:
    • (a) maintaining this Staff Instruction (SI);
    • (b) providing CAWIS user help, instructions and training when required; and
    • (c) assisting to resolve unique situations with respect to AAIRs.
  • (17) Promotes the AAIR program by educating the aviation community.

5.2 Chief Continuing Airworthiness

  • (1) Engine or propeller make and models not found in the CAWIS pick list, are entered in the “other” field. When this occurs, the information is flagged on the Not report. These reports will be reviewed by CAW Corrective Action Technical Inspectors.
    • (a) If the item is Type Certified, the CAW inspector will add it to the CAWIS make and model table. The CAW inspector is not expected to assess if the installation of the item was appropriate as this review is required to be completed by a regional inspector (see section 6.2 (2)). If obvious errors or significant concerns are present, the CAW inspector will advise the appropriate Regional Manager Standards Coordination through their regional generic e-mail box (RDIMS 9462960) directly.
    • (b) If the item is not Type Certified, the CAW inspector will advise the appropriate Regional Manager Standards Coordination through their regional generic e-mail box (RDIMS 9462960). The Regional Manager Standards Coordination will discuss the situation with a regional technical inspector who will investigate and resolve the issue.

6.0 Regional Personnel Responsibilities

  • (1) The Regional Director Civil Aviation is responsible for region’s role in the AAIR program and delegates his responsibilities as follows:

6.1 Regional Manager, Standards Coordination

  • (1) Receives reports from AARDA produced in paragraph 5.1(8) (d), action as appropriate, and closes the CCM tracking file once completed.
  • (2) Receives report from AARDA produced in paragraph 5.1(9) and performs the following actions:
    • (a) Verify that all reported engine ID changes have been done in accordance with approved data. This means that if the engine model (ID) number does not appear in the aircraft type certificate data sheet, it must be approved under a Supplemental Type Certificate (STC). In such a case, the STC number should have, at the very least, been recorded in a major modification report, performed by an appropriately rated AMO and available in TCCA’s aircraft file;
    • (b) Verify that all reported propeller ID changes have been done in accordance with approved data. This means that if the propeller model (ID) number does not appear in the aircraft type certificate data sheet, it must be approved under a Supplemental Type Certificate (STC). In such a case, the STC number should have, at the very least, been recorded in a major modification report, performed by an appropriately rated AMO and available in TCCA’s aircraft file. Note that propeller length can be an issue depending on the type of landing gear installed and propellers must be matched to the type of engine installed as well;
    • (c) Verify all AAIRs where the aircraft has been damaged since the last report. Verify to the extent possible the reported damage concurs with any other available source (i.e. CADORS). It is important to have good information on these aircraft not because they are “out of service”, but because once they are returned to service, the maintenance performed should match the damages reported. For example, if an aircraft that was reported out of service last year was reported to have had a propeller strike and was returned to service the following year, the engine would have most likely been replaced or overhauled and the propeller replaced. If there is no concurring evidence that this has happened, the owner would have to be questioned.

      Note: The Inspector reviewing these types of entries should be aware that sometimes aircraft that are damaged beyond economical repair are scrapped or sold off “as is” by insurance companies. When the proper ownership transfer or de-registration does not occur, the aircraft remains in the system indefinitely. When such cases are detected or suspected, the Inspector should raise the flag and take appropriate action by whatever means available, including Enforcement action.

  • (3) For questionable or unreliable data, the Regional Manager Standards Coordination will, through CCM, assign a technical inspector from the region to contact the aircraft owner in order to resolve the outstanding issue(s). The Region has full authority to take action as they see fit in order to obtain results, including Enforcement action. Once the AAIR data has been validated and/or corrected, the CCM tracking file will be closed.

6.2 Civil Aviation Services

  • (1) Receives requests from AARDA produced in paragraph 5.1(7), 5.1(8)(c) and 5.1(10) and performs the following actions:
    • (a) When AARDA is made aware of a change of address, a CCM task (Activity Type 02 – External activity / Activité externe Sub Activity 02.02 – Change of address / Changement d’adresse) will be routed to Service officer / Agent de service containing the new contact information and applicable RDIMS reference. (i.e.: scan of the undeliverable envelope, correspondence with owner, etc.) Civil Aviation Services personnel will update the owners address in CCARCS, print and send a new C of R to the aircraft owner and close the CCM task.
    • (b) When AARDA cannot determine the aircraft owner’s changed address, a CCM task (Activity Type 02 – External activity / Activité externe Sub Activity 02.20 – Bad address – returned document / Mauvaise adresse – renvoi de document) will be routed to Service officer / Agent de service containing applicable RDIMS reference (i.e. scan of the undeliverable envelope) and instructions to have the file in CCARCS identified as “invalid address”. Civil Aviation Services personnel will update the file in CCARCS and close the CCM task.
    • (c) When AARDA is notified by an individual that they are no longer the aircraft owner (i.e. aircraft sold, insurance related, etc.), a CCM task (Activity Type 07 – Aircraft registration & leasing / Immatriculation des aéronefs et location Sub Activity 07.11 – Notification of change of owner(s) / Avis de changement de (des) propriétaire(s) will be routed to Service officer / Agent de service containing information received and written confirmation from the former owner. Civil Aviation Services personnel will cancel the C of R and close the CCM task.
    • (d) When AARDA is notified by a new owner that the aircraft has not yet been registered to their name, a CCM task (Activity Type 07 – Aircraft registration & leasing / Immatriculation des aéronefs et location Sub Activity 07.11 – Notification of change of owner(s) / Avis de changement de (des) propriétaire(s) will be routed to Service officer / Agent de service containing information received and, as applicable, an RDIMS reference to any documents received. Civil Aviation Services personnel will contact the individual to resolve the issue, issue the C of R and once completed, close the CCM task.
    • (e) When AARDA is notified by an individual that the aircraft is no longer flying (i.e. retired, destroyed, dismantled, etc.) and the owner wishes to remove the aircraft from the register, a CCM task (Activity Type 07 – Aircraft registration & leasing / Immatriculation des aéronefs et location Sub Activity 07.16 – Remove aircraft from register / Retirer l`aéronef du registre) will be routed to Service officer / Agent de service containing information received and, written confirmation from the owner. Civil Aviation Services personnel will contact the individual to resolve the issue, cancel the C of R and once completed, close the CCM task.

6.3 Regional Enforcement Personnel

  • (1) Receives notices from AARDA of owner’s who have not completed their AAIR, produced in paragraph 5.1(14), and action as appropriate.

7.0 Information Management

  • (1) Receives notices from AARDA of owner’s who have not completed their AAIR, produced in paragraph 5.1(14), and action as appropriate.

8.0 Document History

Staff Instruction. (SI) 501-001 Issue 03, RDIMS 4729357 (E), 4729338 (F), dated 2009-05-18 — Annual Airworthiness Information Report (AAIR).

Staff Instruction. (SI) 501-001 Issue 02, RDIMS 4729357 (E), 4729338 (F), dated 2006-01-12 — Annual Airworthiness Information Report (AAIR).

Staff Instruction. (SI) 501-001 Issue 01, RDIMS 1005649 (E), 1157100 (F), dated 2005-10-06 — Annual Airworthiness Information Report (AAIR).

9.0 Contact Office

If you require assistance or you have any questions or concerns, please contact the AARDA office at 1-888-663-3639 (Option 1) or by e-mail at tc.aair-raina.tc@tc.gc.ca

You may also contact the Chief, Program Integration and Safety Publications Division (AARDA) directly at:

Phone: 613-773-8285
Fax: 613-996-9178
E-mail: marc.caouette@tc.gc.ca

Suggestions for amendment to this document are invited, and should be submitted by email to: TC.NACdocumentconsultation-CNAconsultationdocument.TC@tc.gc.ca

Original signed by

Robert Sincennes
Director, Standards Branch
Civil Aviation
Transport Canada

Date modified: