• Section 1 - Purpose and Scope
• Section 2 - Definitions 
• Section 3 - General Principles 
• Section 4 - Roles and Responsibilities 
• Section 5 - Revision and approval history 
• Section 6 - References 
• Section 7 - Related Documents 

Section 1 - Purpose and Scope

(1) The purpose of this procedure is to ensure that the management of risks associated with aviation and drone operations at Southern Cross University (SCU) are appropriately managed and controlled. 

(2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the risks associated with aviation and drone operation in the workplace, management strategies and to provide advice on appropriate controls. 

(3) All employees, students and others including both independent contractors and contractors under SCU control are to be made aware of and follow this procedure. 

(4) This Procedure applies to all SCU Work Units and sites. The procedure aligns with WHS legislation in the relevant jurisdictions SCU operates in.  

(5) This Procedure should be read in conjunction with the SCU Remotely Piloted Aircraft Operations Manual (RPA Operations Manual) and Remotely Piloted Aircraft (Drone) Policy. 

Section 2 - Definitions 

Section 3 - General Principles 

SCU Aircraft 

(6) Eastern Air Services is the registered operator of the SCU aircraft VH-AEV. SCU minimises the risks arising from SCU owned aircraft flown commercially or privately by: 

1. Ensuring all employees, contractors, students, and others have access to this procedure and will be inducted into the SCU WHS Safety Management System and the Eastern Air Services Safety Management System. 
2. Ensuring that all employees, contractors, students and others are competent in the execution of their duties.  
3. All employees, contractors, students and others must comply with relevant instructions and procedures as directed by the Eastern Air Services Pilot.  
4. Ensure all SCU records relating to commercial flights and plane maintenance performed by contracted services meet regulatory requirements. 

Remotely Piloted Aircraft (Drones) 

(7) SCU minimises the risks arising from Remotely Piloted Aircraft (RPAs) through the latest version of the RPA Operations Manual and RPAS Operational Library. 

Other aircraft 

(8) Should research aircraft operated by other parties be mentioned? E.g. other universities, sub-contractors, charter helicopters / aircraft, private owned if used for SCU travel etc. 

Consultation  

(9) Effective communication and coordination between the university, maintenance providers, and pilots are essential to ensure a cohesive approach to aviation safety. 

(10) SCU ensures consultation and communication with employees, managers, contractors and others who   participate in activities relating to the operation, maintenance, service and supervision of aircraft, including all contractors, such as Eastern Air Services. Documentation such as the SCU Science flight briefing and authorisation form supports this coordination. 

Information, Instruction and Training  

(11) Southern Cross University (SCU) owns aircraft/s and contracts out management of aircraft operations, maintenance and hires commercial pilots for operations through Eastern Air Services. The following rules and guidelines apply to ensure the highest standards of aviation safety are maintained: 

1. Pilot Licensing and Responsibilities 
2. Licensing: Pilots must be appropriately licensed for the type of operations they conduct, whether private or commercial, as required by the Australian civil aviation regulations. 
3. Medical Certification: Pilots must hold a valid medical certificate and meet specific medical standards commensurate with the type of operation, as required by the Australian civil aviation regulations. 
4. Training and Competency: Pilots are required to undergo continuous training and periodic reviews to maintain their skills and competencies, as required by the Australian civil aviation regulations. 
5. Aircraft Maintenance and Airworthiness 
6. Maintenance Providers: Only approved and CASA certified maintenance providers are permitted to conduct maintenance on the SCU aircraft. 
7. Record Keeping: Meticulous records of all maintenance activities must be maintained and regularly reviewed. 
8. Airworthiness Standards: The aircraft must comply with all airworthiness standards, ensuring it is safe to operate. 
9. Operator and Commercial Operations 
10. Air Operator's Certificate (AOC): Commercial operators must hold an AOC issued by the Civil Aviation Safety Authority (CASA), demonstrating compliance with safety standards and operational requirements. 
11. Operational Oversight: CASA conducts routine and unscheduled surveillance, including audits and ramp checks, to ensure ongoing compliance. 
12. Private vs. Commercial Operations 
13. Private Flights: When flying privately, the pilot has sole responsibility for the flight's safety and must ensure the aircraft is airworthy. 
14. Commercial Flights: Commercial operators face more stringent requirements, including higher standards for pilot licensing, maintenance, and operational oversight. 
15. Reporting and Compliance 
16. Safety Obligations: Both private and commercial pilots must adhere to aviation safety rules and regulations. 
17. Incident Reporting: CASA encourages reporting any suspected unsafe behaviour or non-compliance to ensure aviation safety is maintained. 

Equipment use and planning 

(12) SCU employees must have a flight plan, approved by the SCU Aircraft Safety Officer. Eastern Air Services submits their flight plan to the Eastern Air Services Chief Pilot for sign off.   

(13) All incidents, near misses and hazards related to the operation of SCU aircraft must be reported in Riskware. 

(14) All incidents and accidents that relate to operations of SCU aircraft must also be reported to the Australian Transport Safety Bureau (ATSB) by Eastern Air Services. 

(15) The Regulations define occurrences that must be reported to the ATSB as “immediately reportable”, which must be reported by telephone as soon as reasonably practical, and “routine reportable” matters, which can be notified to the ATSB by a written report within 72 hours. 

(16) All notifiable incidents must also be notified to the WHS regulator immediately after becoming aware that a notifiable incident arising out of the conduct of the operations of SCU aircraft has occurred by Eastern Air Services. 

Section 4 - Roles and Responsibilities 

(18) The SCU Vice Chancellor has the following responsibilities relating to SCU’s Aviation and RPA Operations:  

1. Ensure appropriate competent resources have been appointed in WHS roles commensurate to the risk profile of SCU including the appointment of a competent person to advise SCU Management on their WHS duties relating to SCU aircraft operations and RPAs and ensure that they are being discharged properly. 
2. Ensure those under their direct management receive adequate information, instruction and training necessary to discharge their duties relating to SCU aircraft operations and RPA’s.  
3. Ensure SCU has sufficient suitably experienced, qualified and competent employees, and a suitable management structure. 
4. Co-operate with the requirements or advice given by regulatory/enforcing authorities and the WHS Manager in terms of WHS legislative requirements. 
5. Review the findings from significant accidents/incidents ensuring lessons learnt are shared across the business. 
6. Take such disciplinary measures as necessary when breaches of WHS, ATSB, CASA or the RPA Operations Manual requirements occur in line with disciplinary procedures. 
7. A change of key employees is considered a significant change and requires prior approval from CASA. Wherever possible, the SCU VC will ensure the change of employees is approved by CASA before the holder of a key position vacating that position. 

(19) Vice Presidents/Pro/Deputy Vice Chancellors have the following responsibilities relating to SCU’s aviation and RPA operations: 

1. Ensure procedures are followed to ensure the airworthiness of both planes and pilots.  
2. Ensure appropriate competent resources have been appointed to manage the risk of private flights, commercial flights, and RPA operations, commensurate to the risk profiles of SCU. 
3. Ensure material and financial resources are available to meet the requirements of the SCU aviation and RPA operations. 
4. Ensure those under their direct management receive adequate information instruction and training relating to SCU aviation and RPA operations. 
5. Co-operate with the requirements or advice given by the Regulators/Enforcing Authorities.  
6. Review the findings from significant accidents/incidents ensuring lessons learnt are shared across SCU. 
7. Establish and regularly review SCU private flight and RPA’s safety performance indicators and targets. 
8. Ensure that SCU aviation and RPA’s approved documented practices and procedures are monitored and managed for continuous improvement. 
9. Ensure that key employees satisfactorily carry out the responsibilities of their positions in accordance with this procedure, operations manual and the relevant civil aviation legislation. 
10. Ensure that CASA is notified any of change of: 
11. SCU CRP’s name, address or contact details; 
12. The registered operator of the SCU Aircraft (currently EAS); 
13. Changes to RPA’s; 
14. Nominated employees; and  
15. Financial status where the change may impact the safety of SCU aviation and RPA operations. 
16. Review the findings from significant accidents/incidents ensuring lessons learnt are shared across SCU. 

(20) Head of Work Units have the following responsibilities relating to SCU aviation and RPA operations: 

1. Comply with the RPA Operations Manual. 
2. Ensure regular inspections and monitoring have been conducted for identified tests/equipment within their responsibility. 
3. Ensure any SCU aviation and RPA related hazards or incidents are reported in RiskWare. 
4. Ensure appropriate disciplinary measures occur where intentional breaches of this procedure are identified. 
5. Ensure that prior to approving a project which involves commercial flight for employees under their control, there has been a comprehensive plan submitted outlining the following:  
6. Lead or supervising employee/lecturer. 
7. Duration of the project. 
8. Number of employees/students participating. 
9. Equipment required to undertake the task. 
10. Additional safety requirements e.g., personal protective equipment; qualifications/certifications; in-house training.  
11. Risk assessment with approval from the Head of Work Unit. 

Chief Remote Pilot (CRP) 

(21) The CRP is responsible for safely managing the RPA operations of {SCU RPA}. Without limiting the duties and accountabilities of the CRP, the CRP must: 

1. Ensure that RPA operations are conducted in accordance with relevant civil aviation legislation. 
2. Ensure that pilots and crew are suitably qualified and have appropriate experience and skills to enable them to satisfactorily fulfil the duties of their position. 
3. Maintain a record of qualifications held by the RP and OC. 
4. Monitor the operational standards and proficiency of the RP and OC. 
5. Review compliance and facilities by: 
6. Conducting internal audits; 
7. Reviewing audit findings; and  
8. Taking any necessary corrective action to rectify deficiencies as soon as possible. 
9. Review scheduling and rostering of crew to ensure that fatigue does not adversely affect the safety of operations. 
10. Provide the RP and OC with ready access to all documents and manuals necessary to ensure the safety of all flights. 
11. Advise the SCU VC of any matter pertaining to RPA operations that is relevant to the SCU VC’s duties. 
12. Maintenance Controller (MC) 
13. The MC is responsible for ensuring that SCU RPA’s operating RPAS are properly maintained. Without limiting the duties and accountabilities of the MC, the MC must: 
14. Control all RPAS maintenance, either scheduled or unscheduled. 
15. Keep records of all employees permitted to perform maintenance on RPA, including details of their training and qualifications in the RPAOM. 
16. Develop, enforce and monitor RPAS maintenance standards. 
17. Maintain a record of RPAS defects and unserviceability issues. 
18. Ensure that each item of equipment essential to the operation of SCU RPA’s RPA is serviceable before being released to service. 
19. Maintain a thorough technical knowledge of RPAS operating under the authority of the ReOC of SCU RPA. 
20. Ensure that all maintenance activities are conducted in accordance with the procedures detailed in the RPAOM. 
21. Investigate all significant defects in the RPAS. 
22. Monitor the failure rates of RPAS components and impose additional maintenance requirements as necessary to ensure the safety of operations. 

(22) Employees:

1. Must not place themselves or other employees at risk of injury. 
2. Must follow all related procedures and instructions. 
3. Must complete any training and adhere to PPE requirements. 
4. Are to report any RPA related hazards and incidents in RiskWare. 
5. Section 5 - Records of Documentation  
6. Copies of this procedure that are not accessed directly from the system are designated as uncontrolled. Uncontrolled copies of the manual are not to be used unless the copy is verified to be identical to the current edition of the manual stored in the system. 
7. All employees must provide a written acknowledgement (an electronic acknowledgement such as an email is permitted) to the CRP stating that they have accessed, read and understood this manual before carrying out any duty essential to the control or navigation of an RPA. 

(23) Records fall into 4 categories: 

1. Employees records 
2. Flight-related records 
3. RPA-related records 
4. Administrative records. 

(24) The CRP is responsible for managing employees, flight-related and administrative records. The MC is responsible for managing RPA-related records. 

Section 5 - Revision and approval history 

(25) This procedure will be reviewed as per nominated review dates or because of other events, such as: 

1. Internal and external audit outcomes. 
2. Legislative changes. 
3. Outcomes from management reviews. 
4. Incidents. 

Section 6 - References 

Section 7 - Related Documents