How to report

WHO

SMS organizations^*

non-SMS organizations**

Individuals report to organizations, organizations report to the CAA.

Individuals report to the CAA directly.

HOW

If an aviation organization uses a certain software for occurrence reporting as part of its Safety Management System, it reports to the CAA electronically and directly through its system, which must, however, allow direct transmission of data to the ECCAIRS software (the reports must be compatible with ECCAIRS and the ADREP taxonomy, the standard format must be used, all mandatory fields required by Regulation (EU) No 376/2014 must be available).

CAA receives an occurrence report at or@caa.si. 

or

From 5 January 2021 a new E2 portal https://aviationreporting.eu is available. The direct link to the reporting site is https://e2.aviationreporting.eu/reporting (sign in as organization).

Prior to the first reporting, the organization must send the initiative to the CAA for the use of the E2 portal (via e-mail or@caa.si).

Within a few days, you will receive a notification with created username, within which you will create your users (reporters, etc.). Some instructions are already available at https://aviationreporting.eu/en/help/reporting-portal.

From 5 January 2021 a new E2 portal https://aviationreporting.eu is available. The direct link to the reporting site is https://e2.aviationreporting.eu/reporting (you can register as an individual user or report an occurrence without registration - choose I report on my personal behalf).

Exceptionally, the report may be sent by post to the following address: Civil Aviation Agency of the Republic of Slovenia, Kotnikova ulica 19a, 1000 Ljubljana or alternatively to the e-mail address: or@caa.si

In these exceptional cases, when the report cannot be submitted electronically, the reporter is obliged to report also electronically via the E2 portal or – applicable for organizations - through its system not later than 3 days after the transmission of the original report.

WHEN

1

Individuals *** report the event to their organizations (through their occurrence reporting system) within 72 hours after they have learned about it, unless exceptional circumstances prevent it.

Individuals report occurrences to the CAA within 72 hours after they have learned about it, unless exceptional circumstances prevent it.

2

Upon notification about an occurrence, the organization shall, as soon as possible, but in any case not later than 72 hours after having learned of the event, inform the CAA of the details of the occurrence (in accordance with the method described above under ‘HOW’).

3

When an organization, on the basis of its analysis of events or a group of events reported to the CAA, identifies the actual or potential risk to aviation safety, it shall provide the CAA, within 30 days from the date of notification of an individual to the organization, the following:

• any first analysis results,
• any kind of measures which need to be taken.

4

The organization shall communicate the final results of the analysis to the CAA as soon as they are available, but in principle no later than three months after the date of the initial occurrence notification.

WHAT

In accordance with Regulation (EU) No 2015/1018 these individuals report to their organizations:

• aircraft crews (eg pilot in command) in accordance with Annex I: OCCURRENCES RELATED TO THE OPERATION OF THE AIRCRAFT
• a person engaged in designing, manufacturing, continuous airworthiness monitoring, maintaining or modifying an aircraft, or any equipment or part thereof in accordance with Annex II: OCCURRENCES RELATED TO TECHNICAL CONDITIONS, MAINTENANCE AND REPAIR OF THE AIRCRAFT
• staff members of an air traffic service provider in accordance with Annex III: OCCURRENCES RELATED TO AIR NAVIGATION SERVICES AND FACILITIES
• aerodromes personnel in accordance with Annex IV: OCCURRENCES RELATED TO AERODROMES AND GROUND SERVICES

In accordance with Regulation (EU) No 2015/1018 these individuals report to the:

pilots (GA) in accordance with Annex V: OCCURRENCES RELATED TO AIRCRAFT OTHER THAN COMPLEX MOTOR-POWERED AIRCRAFT,INCLUDING SAILPLANES AND LIGHTER-THAN-AIR VEHICLES

In order to ensure aviation safety, it is very important that the CAA knows the causes of various events related to aviation safety, as it can take systemic measures to prevent accidents and/or serious incidents. Weather you were involved in an event related to airspace infringement, we ask that, in addition to the mandatory report, you also fill out the Questionnaire to the Pilot - Airspace Infringement CMSMS.OBR-28 and forward it to us. You can also submit the questionnaire anonymously.

We encourage you to pay special attention to the Mandatory Fields as determined in Annex I of Regulation (EU) No 376/2014

In case one of the mandatory data is not available for the final results, quote "UNKNOWN" in the field; however, if the data is irrelevant for a specific event, the value "NOT APPLICABLE" shall be quoted in the field.

More on data quality may be found here.

In cases when the reporter learns about an occurrence but cannot determine with certainty whether it is an occurrence which is mandatory to be reported, he or she must report about it.