How to report

In accordance with Regulation (EU) No. 376/2014, Member States shall establish mandatory and voluntary occurrence reporting systems.


MANDATORY OCCURRENCE REPORTING

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

An occurrence report is made and submitted by means of forms available at European Commission webpage:

http://www.aviationreporting.eu/AviationReporting/

The report shall be submitted »on line«/ I report on behalf of my organisation.



CAA receives an occurrence report at or@caa.si

An occurrence report is made and submitted by means of forms available at European Commission webpage:

http://www.aviationreporting.eu/AviationReporting/

The report shall be submitted »on line«/ I report on my personal behalf.

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

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 European Commission's web 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’).

Report Status: 

Preliminary (when, on the basis of its analysis, the organization is unable to yet identify the actual risk to aviation safety)

or 

Closed on Issue (when the organization completes its analysis within the 72 hour timeframe)

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.

Report Status: Open

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.

Report Status: Closed

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

Let us draw your attention also to the materials available at: Aviation Reporting Portal.

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

Let us draw your attention also to the materials available at: Aviation Reporting Portal.

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.

* SMS organizations: organizations that provide aviation products and/or employ persons or they enter into contracts or use the services of those persons (***eg the commander, person engaged in designing, manufacturing, continuous airworthiness monitoring, maintaining or modifying an aircraft, or any equipment or part thereof, a person who performs a function connected with the ground handling of aircraft, a person who performs a function which requires him or her to be authorised by a Member State as a staff member of an air traffic service provider entrusted with responsibilities related to air navigation services or as a flight information service officer, …) See also ICAO Annex 19 (3.1.3)

** non-SMS organizations: Organizations engaged in aviation on a professional level do not need to set up a reporting system as the pilots themselves are directly responsible for reporting to the CAA.


VOLUNTARY OCCURRENCE REPORTING

Anything that is not covered in the mandatory reporting system is covered by voluntary reporting.



WHO

Professional public (persons/organizations) who are also a part of mandatory reporting scheme

General public

(eg passengers)

HOW

Through the SMS established within its organization

or

through Aviation Reporting Portal

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

Through form Voluntary Safety Report (CMSMS.OBR-22), which may be forwarded to the CAA:

Electronically to the email address or@caa.si

or

sent by mail to the following address:

Javna agencija za civilno letalstvo RS

Kotnikova ulica 19a

1000 Ljubljana

WHEN

As soon as you are aware of the occurrence.

WHAT

Anything that seems important and could improve aviation safety and is not covered in the mandatory reporting system.