Forms Manual (FM)

THE AERONAUTICAL REPAIR STATION ASSOCIATION’S

DOMESTIC MODEL FORMS MANUAL Copyright © 2012 Aeronautical Repair Station Association 703 739 9543 • www.arsa.org

121 North Henry Street Alexandria, VA 22314-2903 T: 703 739 9543 F: 703 739 9488 [email protected] www.arsa.org

Preface Purpose This Forms Manual provides forms, letters, lists and other documents along with instructions for their use. It is meant to support some of the main policies and procedures required to establish compliance with 14 CFR part 145 and to be used with the ARSA Model Repair Station and Quality Manual (RSQM); however, most of the documents can be used by any repair station. General Instructions This model manual and a majority of the associated forms, lists and letters are in Microsoft Word (Word) 2003 format. They are compatible with Word 2007 and 2010. If a document is updated to a more current version or Word, additional format editing will be required; all editing should be accomplished by someone knowledgeable with that software. It is highly recommended that the editor have advanced knowledge in the following Word functions— • • • • • • •

Cross-References Format Painter Hyperlinks Page Numbering Styles Table of Contents Tables

The Forms Manual and each individual form are delivered in read-only format. Immediately re-save the document using a different file name. Always keep the original version for reference. If the repair station already has forms, this manual may be used to establish a consistent methodology for describing their use and for updating those forms. Each repair station must adjust these forms to match its own policies and procedures and its RSQM. Each form must be carefully reviewed to ensure it is appropriate for the repair station’s operations. These forms were developed from the experience of members and staff but may not reflect the practices of the particular repair station. The purpose of and responsibility for each form is described; if the company has different duties and responsibilities in its RSQM, the forms must be changed to reflect the responsible party. The Table of Contents is a Microsoft Word “field” that can be updated automatically at any time (click to in the left margin of the Table of Contents and press the “F9” key). We recommend that users update the Table of Contents after the final edits of the manual are complete. The list of forms in Sections 2 and 3 of the manual must be updated manually and serve as an effective list of forms (similar to a list of effective pages). This manual is formatted and organized so each form and/or its instructions can be used directly from the current version of the manual; therefore each form and its instructions are a separate file from the manual. For printed versions, the forms can be produced individually and placed in the manual; for electronic versions, forms and instructions can be hyperlinked to the tables in Sections 1 and 2 of the manual.

-iPreface

Revision Number: Revision Date: Original Issue Date:

1 TBD 03/31/2008


Model Manual Record of Revisions

REVISION NUMBER

REVISION DATE

SECTIONS, PARAGRAPH(S) OR FORM(S) AFFECTED

REVISION DESCRIPTION

Original

08/04/2003

ALL

Original Issue

01

10/05/2012

Preface

Revised general instructions to include specific Microsoft Word recommendations. Relocated specific forms descriptions to Notes to Users for each applicable form. Added model manual record of revisions

01

10/05/2012

Cover Page

Note to User revised to reflect correct paragraph references.

01

10/05/2012

Table of Contents

Note to User enhanced to include the use of Microsoft Word “Cross-References” throughout the manual.

01

10/05/2012

Manual Distribution List

Table modified to support portrait orientation.

01

10/05/2012

Record of Revisions

Table modified to support portrait orientation and columns revised to support new process methodology.

01

10/05/2012

List of Effective Pages

Added list of effective pages

01

10/05/2012

Section 1

Added form and letter numbering protocol. Added description of other forms (owner/operator, etc.) Enhanced the revision procedures Added suggested changes procedure

01

10/05/2012

Section 2

Added Form Numbers Updated existing Forms and Forms Instructions

-vPreface


1 TBD 03/31/2008


REVISION NUMBER 01

REVISION DATE 10/05/2012

SECTIONS, PARAGRAPH(S) OR FORM(S) AFFECTED Section 3

REVISION DESCRIPTION Added Form Numbers Updated existing Forms/Letters and Forms/Letters Instructions Added the following new Forms/Letters and Forms/Letters Instructions— • Air Carrier RII List • Application for Amended Air Agency Certificate Letter • Contract Maintenance Vendor Audit Form • Major/Minor Determination Form • Manual Revision Transmittal Letter • Non-Employee Document Request Form • Proposed Manual Changes Letter • Repair Station Relocation Checklist • Shift Turnover Log • Signature Stamp Log • Verbal Approval Follow-up Letter • Visitor Log • Work Order Checklist • Work Order Logbook

Copyright © 2012 Aeronautical Repair Station Association 703 739 9543 • www.arsa.org Note to User: DELETE THE COVER PAGE AND THE ENTIRE PREFACE FROM THE FINAL VERSION OF THIS FORMS MANUAL.

- vi Preface


1 TBD 03/31/2008

FORMS MANUAL [ENTER REPAIR STATION COMPANY NAME] [ENTER ADDRESS] [ENTER CITY, STATE ZIP] [ENTER PHONE AND FAX NUMBERS]

Federal Aviation Administration (FAA) Air Agency Certificate Number [ENTER REPAIR STATION NUMBER OR THE WORD “PENDING”] Note to User: Use of the “Control Number” and “Copy Assigned To” information below is most important when this Forms Manual is issued in paper format. If the Forms Manual is being distributed electronically, control will be established by the delivery method, i.e., read only, and the revision date. Please adjust this page after completing particularly paragraph 1.6. DELETE THIS NOTE FROM THE FINAL VERSION OF THE FORMS MANUAL. Control Number [Enter Control Number]

Copy Assigned To [Enter Assignment Name]

[Enter Company Name] Forms Manual

[Enter Address] [Enter City, State Zip]

T: [Enter phone] W: [Enter Web site]

Table of Contents Note to User: The Table of Contents is automatically generated by Microsoft Word. After all the revisions are complete, click in the margin and press the F9 key. Select “Update entire table” and click “OK”. This will update all section/paragraph titles and page numbers. Delete this note from the final version of the Forms Manual. After the Table of Contents is updated, select Print Preview. This will update all the “Cross-References” to the appropriate paragraph numbers. The manual should then be reviewed for the phrase “Error! Reference source not found.” This indicates the crossreferenced paragraph was deleted. The correct cross-reference must be inserted. DELETE THIS NOTE FROM THE FINAL VERSION OF THE MANUAL. Description

Page

Table of Contents ........................................................................................................................................... i Forms Manual Distribution List ..................................................................................................................... iii Record of Revisions ..................................................................................................................................... iv List of Effective Pages ................................................................................................................................... v Section 1: General and Administrative Procedures ................................................................................... 1-1 1.1 Purpose ............................................................................................................................................ 1-1 1.2 Manual Organization ........................................................................................................................ 1-1 1.3 Form and Letter Numbering (except Government Forms and Other Forms) ..................................1-1 1.4 Repair Station Documents ............................................................................................................... 1-1 1.5 Government Forms .......................................................................................................................... 1-2 1.6 Other Forms ..................................................................................................................................... 1-2 1.7 Record of Revision........................................................................................................................... 1-2 1.8 Use of Form Versions ...................................................................................................................... 1-2 1.9 Forms Manual Distribution, Control and Revision Processes .........................................................1-2 1.9.1 Revision Procedure .................................................................................................................. 1-3 1.9.1.1 Incorporation of Revisions ................................................................................................. 1-4 1.9.1.2 Distribution and Verification of Revised Forms Manual ....................................................1-5 1.9.2 Revision Procedure .................................................................................................................. 1-5 1.9.2.1 Incorporation of Revisions ................................................................................................. 1-6 1.9.2.2 Distribution and Verification of Revised Forms Manual ....................................................1-7 1.9.3 Expedited Revision Procedures ............................................................................................... 1-7 1.9.4 Suggestions for Changes ......................................................................................................... 1-8 Section 2: Maintenance and Inspection Forms .......................................................................................... 2-1 2.1 Purpose ............................................................................................................................................ 2-1 2.2 List of Forms .................................................................................................................................... 2-1 Section 3: Other Repair Station Forms and Letters ................................................................................... 3-1 i This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified against a controlled version.





Description

Page

3.1 Purpose ............................................................................................................................................3-1 3.2 List of Forms .................................................................................................................................... 3-1

ii This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified against a controlled version.





Section 2: Maintenance and Inspection Forms 2.1 Purpose This section includes only the inspection and maintenance forms and instruction for their use that are specifically required by 14 CFR § 145.211(c)(3). 2.2 List of Forms Note to User: The list of forms needs to be updated with the information pertinent to the repair station; the forms should be in the order they appear in the repair station quality manual. If the Forms Manual is made available electronically, the list is meant to be hyperlinked to the instructions and form as the note after the matrix indicates. If the repair station is issuing the Forms Manual in paper format, delete the note following the matrix. DELETE THIS NOTE FROM THE FINAL VERSION OF THE MANUAL. The maintenance and inspection sample forms and instructions for their use are listed below along with their revision level and date:

Form Name

Form Number

Work Order Form

101

Work Order Form Instructions

101

Working Away From the Fixed Location Form

102

Working Away From the Fixed Location Form Instructions

102

Repairable Tag

201

Repairable Tag Instructions

201

Continue-in-Service Tag

202

Continue-in-Service Tag Instructions

202

Rejection Tag

203

Rejection Tag Instructions

203

FAA Form 337 Instructions

FAA 337

FAA Form 337 Major Repair or Alteration (sample)

FAA 337

FAA Form 8130-3

FAA 8130-3

Revision Level

N/A

10-06

N/A

06-01

FAA From 8130-3 Instructions FAA 8130-3 Each form and its instructions are hyperlinked to the electronic version.

2-1 This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified as current.

Revision Date





Section 3: Other Repair Station Forms and Letters 3.1 Purpose This section of the Forms Manual contained the documents such as forms, lists and letters that are used to ensuring compliance with 14 CFR part 145. 3.2 List of Forms Note to User: The list of forms needs to be updated with the information pertinent to the repair station; the forms should be in the order they appear in the repair station quality manual. If the Forms Manual is made available electronically, the list is meant to be hyperlinked to the instructions and form as the note after the matrix indicates. If the repair station is issuing the Forms Manual in paper format, delete the note following the matrix. Important: This list includes forms and forms instructions from ARSA’s Model Training Program Manual and EASA Supplement (names only). The Training Program Manual Forms and Instructions are in Red text; the EASA Supplement Forms and Forms Instructions are in Purple text. If your repair station uses these forms, they must be converted to black text. If your repair station does not use these forms, they must be deleted. The Training Program Manual and EASA Supplement with their associated forms and forms instructions are available for purchase separately at www.arsa.org. DELETE THIS NOTE FROM THE FINAL VERSION OF THE MANUAL. The documents used by this repair station that are not inspection and maintenance forms and instructions for their use are listed below along with their revision level and date: Form/Letter Number

Form Name Change Form

301

Change Form Instructions

301

Non-Employee Document Request Form with Instructions

302

Capability List (sample)

303

Capability List Instructions

303

Capability List Self-Evaluation Form

304

Capability List Self-Evaluation Instructions

304

Repair Station Roster (sample)

305

Repair Station Roster Instructions

305

Employment Summary

306

Employment Summary Instructions

306

Signature Stamp Log

307

Signature Stamp Log Instructions

307

Visitor Log

308

Visitor Log Instructions

308

Revision Level



Revision Date




Form/Letter Number

Form Name Repair Station Relocation Checklist

309

Repair Station Relocation Checklist Instructions

309

Air Carrier RII List Instructions

310

Air Carrier RII List

310

Air Carrier Will or Will-Not Carry Status List

311

Air Carrier Will or Will-Not Carry Status List Instructions

311

Contract Maintenance Vendor List (sample)

312

Contract Maintenance Vendor List Instructions

312

Contract Maintenance Vendor Audit Form

313

Contract Maintenance Vendor Audit Form Instructions

313

Work Order Log Book

314

Work Order Log Book Instructions

314

Shift Turnover Log

315

Shift Turnover Log Instructions

315

Work Order Checklist

316

Work Order Checklist Instructions

316

Equivalency Determination Form

317

Equivalency Determination Form Instructions

317

Calibration Label or Tag (sample)

318

Calibration label Tag Instructions

318

Major/Minor Determination Form

319

Major/Minor Determination Form Instructions

319

Audit and Action Form

320

Audit and Action Form Instructions

320

Procedural Audit Form

321

Procedural Audit Form Instructions

321

Product Audit Form

322

Product Audit Form Instructions

322

Audit and Action List Instructions

323

Audit and Action List

323

Management Review Analysis

324

Management Review Analysis Instructions

324

Audit Schedule

325

Audit Schedule Instructions

325

Job Position Form

401

Job Position Form Instructions

401

Revision Level



Revision Date




Form/Letter Number

Form Name Job Qualification Level Chart

402

Job Qualification Level Chart Instructions

402

Job Function Form

403

Job Function Form Instructions

403

Task List

404

Task List Instructions

404

Employee Assessment Form

405

Employee Assessment Form Instructions

405

Training Topic Cross-Reference Table

406

Training Topic Cross-Reference Table Instructions

406

Training List

407

Training List Instructions

407

Outside Provider Course Approval

408

Outside Provider Course Approval Instructions

408

In-House Training Curriculum

409

In-House Training Curriculum Instructions

409

Instructor Approval Form

410

Instructor Approval Form Instructions

410

Instructor Roster

411

Instructor Roster Instructions

411

Training Course Critique

412

Training Course Critique Instructions

412

Training Certificate

413

Training Certificate Instructions

413

Employee Training Plan

414

Employee Training Plan Instructions

414

Employee Training Record

415

Employee Training Record Instructions

415

Training Waiver

416

Training Waiver Instructions

416

Proposed Manual Changes Letter

501

Proposed Manual Changes Letter Instructions

501

Manual Revision Transmittal Letter

502

Manual Revision Transmittal Letter Instructions

502

Application for Repair Station Certificate or Rating Letter

503

Application for Repair Station Certificate or Rating Letter Instructions

503

Revision Level



Revision Date




Form/Letter Number

Form Name Repairman Recommendation Letter

504

Repairman Recommendation Letter Instructions

504

Verbal Approval Follow-up Letter

505

Verbal Approval Follow-up Letter Instructions

505

Hazardous Material (HazMat) Training Certification Letter Instructions

506

Hazardous Material (HazMat) Training Certification Sample Letter

506

Air Carrier Will-Will-Not Carry Notification Letter

507

Air Carrier Will-Will-Not Carry Notification Letter Instructions

507

Contracted Maintenance Function Letter (sample)

508

Contracted Maintenance Function Letter Instructions

508

Application for Amended Air Agency Certificate Letter

509

Application for Amended Air Agency Certificate Letter Instructions

509

Proposed Training Program Manual Changes Letter

510

Proposed Training Program Manual Changes Letter Instructions

510

FAA Form 8010-4—Malfunction & Defect Report (sample)

FAA 8010-4

FAA Form 8010-4—Malfunction & Defect Report Instructions

FAA 8010-4

FAA Form 8120-11—Suspected Unapproved Part Report with Instructions

Revision Level

Revision Date

N/A

10-92

FAA 8120-11

N/A

11/05/2010

FAA Form 8310-3—Application for Repair Station Certificate or Rating

FAA 8310-3

N/A

12-2011

FAA Form 8310-3—Application for Repair Station Certificate or Rating Instructions

FAA 8310-3

FAA Form 8610-2—Airman Certificate and/or Rating Application

FAA 8610-2

N/A

2-85

FAA Form 8610-2—Airman Certificate and/or Rating FAA 8610-2 Application Instructions Each form and its instructions are hyperlinked to the electronic version.

