How to report
In accordance with Regulation (EU) No. 376/2014, Member States shall establish mandatory and voluntary occurrence reporting systems.
Decree on the implementation of Regulation (EU) on the reporting, analysis and follow-up of occurrences in civil aviation (national regulation) defines the competent authority for the implementation and supervision of the implementation of Regulation (EU) No. 376/2014 and national regulation to be the Civil Aviation Agency of the Republic of Slovenia. For this purposes a special checklist has been established. Despite its initial purpose to be of internal nature, it is - for your convenience - also available here (CMSMS.CHK-36) for you to be able to conduct self-assessment of your organisation.
MANDATORY OCCURRENCE REPORTING
Individuals report to organizations, organizations report to the CAA.
Individuals report to the CAA directly.
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 email@example.com.
Prior to the first reporting, the organization must send the initiative to the CAA for the use of the E2 portal (via e-mail firstname.lastname@example.org).
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: email@example.com
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.
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.
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’).
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:
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.
In accordance with Regulation (EU) No 2015/1018 these individuals report to their organizations:
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.
* 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.
Professional public (persons/organizations) who are also a part of mandatory reporting scheme
Through the SMS established within its organization
through E2 portal https://aviationreporting.eu
Through form Voluntary Safety Report (CMSMS.OBR-22), which may be forwarded to the CAA:
Electronically to the email address firstname.lastname@example.org
sent by mail to the following address:
Javna agencija za civilno letalstvo RS
Kotnikova ulica 19a
As soon as you are aware of the occurrence.
Anything that seems important and could improve aviation safety and is not covered in the mandatory reporting system.