Safety Management System Manual: Eu Ops

Safety Management System
Manual
EU OPS
Copy No. 1
Distributed to INAC
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SAFETY MANAGEMENT SYSTEM MANUAL
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SMS Manual
Introduction
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SMS Manual
Introduction
II. TABLE OF CONTENTS
I. LIST OF EFFECTIVE PAGES..........................................................................................................1

II. TABLE OF CONTENTS....................................................................................................................2
III. REVISION RECORD.........................................................................................................................4
0. DEFINITIONS AND ABBREVIATIONS.........................................................................................5
1. PURPOSE...........................................................................................................................................6
2. SAFETY MANAGEMENT PLAN....................................................................................................7
3. MISSION STATEMENT...................................................................................................................8
4. SAFETY POLICY..............................................................................................................................9
5. SAFETY PRINCIPLES....................................................................................................................11
6. SAFETY MANAGEMENT SYSTEM GOALS & OBJECTIVES...................................................12
7. ORGANISATION STRUCTURE AND SAFETY RESPONSIBILITIES.......................................13
8. COMPLIANCE WITH STANDARDS.............................................................................................16
9. ENFORCEMENT OF STANDARDS..............................................................................................17
10. REWARDING PEOPLE..................................................................................................................18
11. SAFETY PROMOTION...................................................................................................................19
12. COMMUNICATING SAFETY ISSUES..........................................................................................20
13. DOCUMENT AND DATA INFORMATION CONTROL..............................................................22
14. OCCURRENCE AND HAZARD REPORTING..............................................................................23
15. HAZARD IDENTIFICATION AND RISK MANAGEMENT........................................................24
16. MANAGING CHANGE...................................................................................................................26
17. OCCURRENCE INVESTIGATION AND ANALYSIS..................................................................27
18. SAFETY AUDITS............................................................................................................................28
19. SAFETY TRAINING REQUIREMENTS........................................................................................29
20. EMERGENCY PREPAREDNESS AND RESPONSE.....................................................................30
21. PERFORMANCE MANAGEMENT...............................................................................................31
22. SAFETY COMMITTEE...................................................................................................................32

SMS Manual
Introduction
III. REVISION RECORD
Revisions:
Reference Date Inserted by: Reason for Revision
Original 15/04/2009
Highlights of the Revision:
 First edition.

SMS Manual
Definitions and Abbreviations
0. DEFINITIONS AND ABBREVIATIONS
INAC Instituto Nacional de Aviação Civil;
EASA European Aviation Safety Agency;

ECAC European Civil Aviation Conference;
ICAO International Civil Aviation Organisation;

ISO International Standards Organisation;
JAA Joint Aviation Authorities;

QAP Quality Audit Procedure;
SMS Safety Management System.
In the context of this Manual, the following terms have the meaning herein described:
Operator means a person, organisation or enterprise engaged, or offering to engage, in an air transport
operation;

SMS Manual
Purpose
1. PURPOSE
This Safety Management System (SMS) Manual has been developed to direct all personnel in the safe
operations of the organisation. The manual defines the policies that govern the operation of VALAIR.
A SMS is a pro-active, integrated approach to safety management. The SMS is part of an overall
management process that VALAIR has adopted in order to ensure that the goals of the organisation can
be accomplished safely. It embraces the principle that the identification and management of risk increases
the likelihood of accomplishing the mission.
Hazards can be identified and dealt with systematically through the Hazard Reporting Programme that
facilitates continuing improvement and professionalism.
Auditing and monitoring processes ensures that aircraft are operated in such a way as to minimize the
risks inherent in flight operations.

SMS Manual
Safety Management Plan
2. SAFETY MANAGEMENT PLAN
Safety holds the key to VALAIR's future and affects all its activities.
This SMS Manual defines VALAIR's Safety Management Plan. The company's management is
committed to the aviation SMS, and is required to give leadership to the programme and demonstrate
through everyday actions, the commitment to safety and its priority in the achievements of the
organisation.
The processes in place in the Safety Management Plan include the active involvement of all managers and
supervisors, who, through planning and review, will continue to promote efforts for continued
improvement in safety and safety performance. The term “Safety Management” should be taken to mean
safety, security, health, and environmental management. The key focus is the safe operations of airworthy
aircraft.

SMS Manual
Mission Statement
3. MISSION STATEMENT
The mission of VALAIR is to provide quality service to the public. We accomplish this through:
A. Safety
B. Efficiency
C. Comfort
D. Convenience

SMS Manual
Safety Policy
4. SAFETY POLICY
VALAIR’s management is firmly committed to providing and maintaining a safe and healthful working
environment. This manual starts with my commitment to safety. To foster this work environment I have
approved the implementation of a “Just Safety Culture.”
A “Just Safety Culture” fosters an atmosphere of trust in which people are encouraged, even rewarded,
for providing essential safety related information, but in which they are also clear about where the line
must be drawn between acceptable and unacceptable behaviour. A “Just Safety Culture” does the
following:
a) Eliminates the notion that blame is a useful concept. The root cause for error will never be
identified if the only goal is to find someone to blame. Holding individuals responsible for their
actions is different than laying blame.
b) Defines clear lines between acceptable and unacceptable performance. Once the lines have been
drawn, individuals need to know what is expected of them and understand that they will be held
accountable for their performance.
c) In cases of non-compliance, there should be clear guidelines about what should happen. We often
fail to determine the reason for the non-compliance. Before sanctions are applied, it is imperative
that the reason(s) for the non-compliance be identified. Only then can appropriate action be taken.
Hugo Valério
Accountable Manager
..............................................................................................

SMS Manual
Safety Policy
VALAIR’s “Just Safety Culture”
The “Just Culture” Process shown below is used when deciding if disciplinary action is appropriate.
Just Culture Process
Start No*
Yes* No
Knowingly violated No* History of violating
Was the job understood? Pass substitution test?
procedures? procedures?
Yes Yes No
Yes*
Was the action as No Are the procedures Defective training or
intended? clear? No* selection experience? Yes* No Blame Error
Yes Yes No
Were the results as No
Repeated Incident With
intended? Reckless Violation Negligent Error
Similar Root Cause
Yes
Sabotage or Malevolent
Act
First written warning; Documented for the

purpose of accident
Coaching / Increased prevention awareness
Final warning and Supervision until behavior and training will
negative performance is corrected. suffice.
appraisal
Severe Sanctions
* Indicates a ‘System’ induced error. Manager/supervisor must evaluate what part of the system failed and what
corrective and preventative action is required. Corrective and preventative action shall be documented for
management review.
* Indicates a "System" induced error: The Manager must evaluate what part of the system failed and what
corrective and preventive action is required. Corrective and preventive action shall be documented for
management review.
Do a Substitution Test: Would another person have done the same thing in a similar situation?

SMS Manual
Safety Principles
5. SAFETY PRINCIPLES
VALAIR embraces the following safety principles:
A. Our people will always operate in the safest manner practicable.

B. We will foster a culture of open reporting of all safety hazards in which management will not
initiate disciplinary action against any personnel, who in good faith, due to unintentional conduct,
disclose a hazard or safety incident.
C. We will never take unnecessary risks.

D. We understand that safe does not mean risk free.
E. Everyone is responsible for the identification and management of risk.

F. We understand that familiarity and prolonged exposure without a mishap leads to a loss of
appreciation of risk.

SMS Manual
Safety Management System Goals & Objectives
6. SAFETY MANAGEMENT SYSTEM GOALS & OBJECTIVES
VALAIR has developed a comprehensive Safety Management System with an explicit set of goals and
objectives that prescribe how the mission will be accomplished in a safe and efficient manner. The Safety
Management System is integrated to consist of flight, maintenance, and ground safety. The following
goal has been established for the safety department.
GOALS: To provide the highest level of safe and efficient high quality private air transport
services to our clients. This includes:
1. Zero accidents;
2. Providing a safe working environment for all clients, personnel, vendors, guests, and
the community.
3. The development of activities that increase knowledge and safety awareness among all
personnel, and to the extent possible, among our clients and the community.
4. The identification, elimination, and/or control of all hazardous conditions.
OBJECTIVES: The following objectives are for 2009.

Objective 1: By 30/06/2009 the Safety Manager will publish and distribute this Safety
Management Systems Manual to all personnel.
Objective 2: By 31/10/2009 the Safety Manager will meet with each supervisor in the company
and encourage them to assist in the identification of hazards by submitting the Hazard Report
Form.
Objective 3: By 31/03/2010 the Safety Manager will have run Safety Case workshops with all
departments of the company to identify and assess all hazards within VALAIR's activities, to
develop controls for each and all of them;
Objective 4: By 31/12/2010 the company, as a whole will have implemented all hazard controls
identified during the Safety Case workshops.

SMS Manual
Organisation Structure and Safety Responsibilities
7. ORGANISATION STRUCTURE AND SAFETY RESPONSIBILITIES
Nuno Costa has been appointed the Safety Manager for VALAIR. The organisation structure and safety
responsibilities are as follows:
Accountable Manager
The Accountable Manager is responsible for flight, ground and training operations and airworthiness
management and for the overall implementation and maintenance of the organisation’s Safety
Management System. The day-to-day management of the programme is delegated to the Safety Manager.
In the context of the SMS, the Accountable Manager’s duties include, but are not limited to the following:
1. Ensure that managers and supervisors are trained in flight and ground safety and are familiar with
the safety and health hazards to which personnel under their immediate direction or control may
be exposed, as well as applicable laws, regulations, safety rules, and policies.
2. Ensure that managers, supervisors, and personnel are trained in general safe work practices.
3. Ensure that personnel are trained in hazards specific to their job or assignment.
4. Ensure that all safety training is properly documented as it is performed.

5. Ensure that the Safety Manager maintains appropriate safety records.
6. Periodically observe personnel to ensure they follow approved procedures.

7. Correct unsafe work practices promptly.
8. Ensure that records of all accidents, injuries, illnesses, or near misses are maintained on file.
9. Encourage all personnel to submit Hazard Report Forms on unsafe practices or conditions as
they are observed.
10. Provide annual guidance to the Safety Manager and meet with him/her regularly to monitor
status of the Safety Management System.
Safety Manager
The Safety Manager is appointed by and reports to the Accountable Manager. The Safety Manager has
overall responsible for the management of the Safety Management System and for:
1. Advising and assisting company managers in the establishment and development of the
organisation’s Safety Management System.
2. Assisting managers in the collection of information relative to the presence of hazards in the
aviation environment. In this capacity, he/she will manage the Hazard Reporting system as it
applies to the operation.

SMS Manual
3. Acting as facilitator of the Safety Committee. In this capacity he/she will involve members of
the Committee in identifying and prioritizing safety issues within their areas of operation;
encourage and assist Committee members in becoming the “safety conscience” within each
functional area.
4. Conducting a minimum of four safety meetings each year and maintaining a record of
participants and subjects addressed.
5. Maintaining the Safety Library in the network.
6. Maintaining a record of aeronautical occurrences, including mishaps during aircraft operations,

maintenance, and ground support activities.
7. Investigating, analyzing, and identifying trends of aeronautical occurrences and hazard detection
reports. Recommend appropriate accident prevention actions and strategies to the Accountable
Manager.
8. Maintaining appropriate organisational aviation safety records and accident, incident, and
aviation hazard statistics.
9. Providing a semi-annual report to the Accountable Manager outlining the status of the
organisation’s Safety Management System.
10. Conducting annual, or have outside personnel conduct, a comprehensive Safety Audit of all
components of the company operations.
11. Maintaining records of the Safety Audits and, corrective actions and investigations.
12. Working with to ensure that appropriate safety issues are addressed in training objectives.
13. Working with department management to ensure that appropriate safety issues are addressed in
department policy statements and initiatives.
14. Obtaining appropriate training and education related to the safety function.
15. Attending meetings of and represent company aviation interests at various industry and regional
safety organisations.
16. Conducting risk assessments on identified hazards.

SMS Manual
All Aviation Personnel
All personnel are responsible for working safely and maintaining a safe work environment. Personnel are
required to conduct themselves in a manner that is consistent with the company safety rules and policies.
To fulfil this requirement, each individual must:
1. Attend all required meetings (including safety meetings).
2. Review applicable safety and health laws and regulations.

3. Review safety rules and policies.
4. Be familiar with the safety aspects of that portion of the operation where you work.
5. Participate in training in general safe work practices.
6. Participate in training in hazards specific to each job assignment.

7. Regularly inspect your area of responsibility for hazards.
8. Submit Hazard Report Forms to the Safety Manager when you identify a hazard in the work
environment or observe unsafe practices or conditions.
9. Take positive steps to avoid unsafe work conditions.

10. Correct unsafe work conditions promptly.
11. In your work area, report all accidents, injuries, illnesses, or near misses to the Safety Manager.

SMS Manual
Compliance with Standards
8. COMPLIANCE WITH STANDARDS
All personnel have the duty to comply with the principles of the Safety Management System and the
company’s approved standards. These include organisation policy, procedures; aircraft manufacturer’s
operating procedures and limitations, and regulations. Research shows that once you start deviating from
the rules, you are almost twice as likely to commit an error with serious consequences.
Breaking the rules usually does not result in an accident; however, it always results in greater risk for the
operation, and VALAIR supports the principle of, “NEVER take unnecessary risks.”

SMS Manual
Enforcement of Standards
9. ENFORCEMENT OF STANDARDS
Behaviour is a function of consequences. Management is committed to identifying deviations from

standards and taking immediate corrective action. Corrective action can include counselling, training,
discipline, grounding or removal. Corrective action must be consistent and fair.
VALAIR management makes a clear distinction between honest mistakes and intentional non-
compliance with standards. Honest mistakes occur, and they should be addressed through counselling,
coaching, and training.
Research has shown that most accidents involve some form of flawed decision-making. This most often
involves some form of non-compliance with known standards. Non-compliance rarely results in an
accident; however, it always results in greater risk for the operation.
VALAIR agrees with the following conclusions:
 Compliance with known procedures produces known outcomes.
 Compliance with standards helps guarantee repeatable results.
 Bad rules produce bad results.
 Complacency affects the safe operation of the aircraft and cannot be tolerated.
 Standards are mechanisms for change.
 The hardest thing to do, and the right thing to do, is often the same thing.

SMS Manual
Rewarding People
10. REWARDING PEOPLE
Reward systems are often upside down. Reinforced bad behaviour breeds continued bad behaviour. This
is unacceptable. VALAIR is committed to the principle that people should be rewarded for normal,
positive performance of their duties that complies with organisation standards. Personnel will not be
rewarded for accomplishing the mission by breaking the rules. Documentation of adherence and/or
deviation of standards will be added to the employee’s file for the purpose of writing employee
evaluations. Employees will receive positive recognition for compliance with organisational standards.

SMS Manual
Safety Promotion
11. SAFETY PROMOTION
Safety is promoted as a “core value.” Procedures, practices, training, and the allocation of resources by
VALAIR clearly demonstrate the organisation’s commitment to safety. We must not focus on the
mission at all costs but the risks associated with each task. The following methods are used to promote
safety:
 A consistent use of a Risk Management Process by all personnel.
 Posting the Safety Policy in prominent locations around the base of operations.
 Starting meetings with a comment or review about safety issues.
 Having a safety bulletin board.
 Providing feedback on hazard report submissions.
 Having an employee safety feedback process.

SMS Manual
Communicating Safety Issues
12. COMMUNICATING SAFETY ISSUES
VALAIR believes that communicating with everyone concerning safety hazards and the methods used to
control them will help create the safest possible work environment. VALAIR therefore, places a great
deal of importance on communicating with personnel about safety issues. The company’s system for
communicating with personnel on safety issues include:
A. The Safety Management System:
A pdf copy of this Manual is available in the network for each individual for review.
B. Flight Crew Reading email files:
Whenever found necessary by the Safety Manager, the flight crews may receive three reading
files attached to the email or fax by which they receive their flight mission planning
documentation. The files will be named or labelled reflecting three levels of urgency: “Read
Before Flying,” “Read As Soon As Practical,” and “Read At Leisure.”
 Crewmembers are required to read the “Read Before Flying” file prior to a daily
flight.
 Items in the “Read As Soon As Practical,” will be accessed and read within 14 days.
 Items in the “Read At Leisure.” Will be accessed and read within 30 days.
Items will be archived by the Safety Manager to an “Archive" folder in the network and will
be available to anyone who wants to review it at a later time.
C. Safety Meetings:
(1) The Safety Manager will conduct safety meetings and briefings.
(2) Frequency:
 Safety Meetings will be conducted quarterly.
 Safety Briefings will be conducted monthly.
(3) Attendance: Employee attendance is mandatory and discussion topics will be

documented on a Safety Meeting minute. Individuals that are unable to attend the safety
meeting will be required to read the minutes posted on the network. After reading the
minutes the individual will notify the Safety Manager via email to add their name to the
attendance roster with a notation that they were absent and have read the minutes.
(4) Record Retention: Maintain the original roster for five (5) years.
(5) Training Content: During these meetings the following areas may be discussed:
 New hazards that have been introduced or discovered in the work place;

SMS Manual
Communicating Safety Issues
 Causes of any recent accidents or injuries and the methods adopted by the company
to prevent similar incidents in the future; and
 Any safety issue deemed to deserve reinforcement.
 Safety meetings will be documented using a Safety Meeting Report Form.
D. Anonymous Notification Procedures:
The company has a system of anonymous (optional) notification whereby personnel who
wish to inform the Safety Manager of safety hazards may do so by sending a written
notification to the Safety Manager using a Hazard Report Form (sample attached to this
Manual) or via email. All such reports will be investigated in a prompt and thorough manner
and public feedback given in the network.
E. Bulletins:
From time to time it may become necessary to inform flight and/or ground crews of critical
operational information. Depending upon the importance of the information, any or all of the
following procedures may be utilized to forward the information:
 Direct personal contact;
 Email;
 Written communication;
 Reading files.
F. Email Bulletins
Safety Bulletins will be prepared by the Safety Manager and sent via email to all those
concerned, whenever the Safety Manager finds it desirable. Reading receipts are mandatory.
Email Bulletins will be sent periodically and archived.

SMS Manual
Document and Data Information Control
13. DOCUMENT AND DATA INFORMATION CONTROL
All safety related documents are controlled via VALAIR technical library.
The Safety Manager is responsible for maintaining safety related data, including the minutes of
safety meetings, information on hazard and risk analysis, risk management, remedial action, incident
and accident investigations, trend files, and audit reports.

SMS Manual
Occurrence and Hazard Reporting
14. OCCURRENCE AND HAZARD REPORTING
An occurrence is defined as: Any unplanned safety related event, including accidents and incidents that
could impact the safety of clients, organisation personnel, equipment, property or the environment.
A hazard is defined as: Something that has the potential to cause harm to persons, loss of or damage to
equipment, property or the environment.
A system of in-house occurrence and hazard reporting has been established to allow department
management to identify specific operational areas and safety issues that warrant further attention.
Personnel may anonymously report hazards using the same report. This reporting system facilitates the
collection of event data to assist in the identification of the “root causes,” so that appropriate measures
(training, establishment or modification of procedures, etc.) can be implemented. This system is
supplemental to that required by law and described in Chapter 11, Part A of the Operations Manual.
Personnel are required to immediately report any unsafe condition or hazard that they discover in the
work place to their supervisor or to the Safety Manager. Hazard Report Forms are provided for this
purpose.
These forms should be used for any flight, maintenance, or ground safety hazard identified. No employee
will be disciplined or discharged for reporting any work-place hazard or unsafe condition.
Personnel who wish to remain anonymous may report unsafe conditions or hazards by submitting a
Hazard Report Form to the Safety Manager without identifying themselves. The programme allows for
anonymous reporting.
VALAIR takes all reports of unsafe conditions seriously. Prompt attention will be given to all actual and
potential hazards that have been reported to the Safety Manager. The company will inform the employee
who reported the hazard of the action that was taken to correct the hazard or the reasons why the
condition was determined not to be hazardous. There will be no discrimination against any employee who
reports unsafe conditions or hazards. Indeed, personnel are encouraged and required to do so.
Personnel who report shall be treated fairly and justly, without punitive action from management except
in the case of known reckless disregard for regulations and standards, or repeated substandard
performance.
The Safety Manager is responsible for verifying and taking action on the reported hazards. If necessary
the Safety Committee will be consulted. If the Safety Committee cannot agree on a course of action
recommendation will be forwarded to VALAIR for resolution. Upon completion of the corrective action
the Hazard Form will be filed and retained for at least three years. Additionally, the Safety Manager
provides feedback results of the final action taken to all employees.

SMS Manual
Hazard Identification and Risk Management
15. HAZARD IDENTIFICATION AND RISK MANAGEMENT
Risk management is the identification and control of risk and is the general responsibility of every
member of the organisation. The first goal of risk management is to avoid hazards.
VALAIR has established sufficient independent and effective controls and measures to manage the risk
posed by hazards to ALARP level. ALARP stands for "As Low As Reasonably Practicable", and is a term
used in the analysis of safety-critical and high-integrity systems. The ALARP principle is that the residual
risk shall be as low as reasonably practicable.
The ALARP principle is part of a safety culture philosophy and means that a risk is low enough that
attempting to make it lower would actually be more costly than any cost likely to come from the risk
itself. This is called a tolerable risk. The ALARP principle arises from the fact that it would be possible to
spend infinite time, effort and money attempting to reduce a risk to zero. It should not be understood as
simply a quantitive measure of benefit against detriment. It is more a best common practice of judgement
of the balance of risk and societal benefit.
The ALARP tolerability risk triangle

SMS Manual
Hazard Identification and Risk Management
The meaning and value of the ALARP tolerability risk triangle (see figure above) the triangle represents
increasing levels of 'risk' for a particular hazardous activity, as we move from the bottom of the triangle
towards the top". The triangle can be divided into three broad regions:
 The zone at the top represents an unacceptable region. For practical purposes, a particular risk
falling into that region is regarded as unacceptable, whatever the levels of benefit associated with
the activity. Any activity or practice giving rise to risks falling in the uppermost region would, as
a matter of principle, be ruled out unless the activity or practice can be modified to reduce the
degree of risk so that it falls in one of the regions below, or there are exceptional reasons for the
activity or practice to be retained.
 The zone at the bottom represents a broadly acceptable region. Risks falling into the region are
generally regarded as insignificant and adequately controlled. Regulators would not usually
require further action to reduce risks unless reasonably practicable measures are available. The
levels of risk characterising this region are comparable to those that people regard as insignificant
or trivial in their daily lives. They are typical of the risk from activities that are inherently not
very hazardous or from hazardous activities that can be, or are, readily controlled to produce very
low risks.
 The zone between the unacceptable and the broadly acceptable region is the tolerable region.
Risks in that region are typical of the risks from activities that people are prepared to tolerate in
order to secure benefits, in the expectation that:
 The nature and the level of risks are properly assessed and the results used properly to determine
control measures,
 The residual risks are not unduly high and kept as low as reasonably practicable (ALARP),
 The risks are periodically reviewed to ensure that they still meet ALARP criteria.
The systematic identification and control of all major hazards and associated risk is foundational to
safety. The success of the organisation depends on the effectiveness of hazard identification and risk
management.
VALAIR uses the Safety Case methodology for hazard identification, holding workshops for each new
activity or operation as part of the operation implementation phase.

SMS Manual
Managing Change
16. MANAGING CHANGE
When a major change in operations, equipment or services is anticipated, a management change process
will be used and will include hazard identification and risk management processes, including Safety Case
workshops as required. Management of change requires a team approach, ensuring all department
personnel are afforded the opportunity to provide input.
The systematic approach to managing and monitoring organisational change is part of the risk
management process. Safety issues associated with change are identified and standards associated with
change are maintained during the change process.
Procedures for managing change include:
 Risk assessment, identifying hazards using Safety Case workhops.
 Identification of the goals and objectives and nature of the proposed change.
 Operational procedures are identified.
 Changes in location, equipment or operating conditions are analyzed.
 Maintenance and operator manuals are posted with current changes.
 All personnel are made aware of and understand changes.
 The level of management with authority to approve changes is identified.
 The responsibility for reviewing, evaluating and recording the potential safety hazards from the
change or its implementation.
 Approval of the agreed change and the implementation procedure(s).
The management of change process has 4 basic phases: screening, review, approval and implementation.
Both the effect of change and the effect of implementing change are considered.
There are methods for managing the introduction of new technology. All personnel should be consulted
when changes to the work environment, process or practices could have health or safety implications.
Changes to resource levels and competencies associated risks are assessed as part of the management of
change control procedure.

SMS Manual
Occurrence Investigation and Analysis
17. OCCURRENCE INVESTIGATION AND ANALYSIS
All routine occurrences and hazards will be investigated by the Safety Manager to determine root causes.
Significant occurrences are investigated by the Safety Manager and results shall be reviewed by the
responsible department manager.

SMS Manual
Safety Assurance Oversight Programmes
18. SAFETY AUDITS
The most common and effective way of determining the presence of unsafe conditions in company is to
conduct periodic audits. Safety audits are essential components of the Safety Management System. The
Safety Manager will conduct annual safety audits to review systems, identify safety issues, prioritize
safety issues, and enhance the safety of operations.
In-house inspections of the company areas of operations are a fact-finding process, not fault-finding. The
emphasis will be on locating potential hazards that can adversely affect safety and health.
The Safety Manager conducts an annual safety audit of the entire company. The audit is intended to
inspect for conformance to this Manual and generally accepted safety practices. The results of the audit
will be shared with all personnel.
Every other year this review may be conducted by an outside entity. At the discretion of the Accountable
Manager, this may be done more frequently.
The Safety Manager shall maintain the audit reports on file. Additionally, the Safety Manager is
responsible for providing the Accountable Manager with a final report. The Safety Manager will manage
and file audit reports, which include findings and recommended corrective actions. Positive findings
should also be recorded. Findings and recommended actions should be communicated to all personnel.
This process should be performed in cooperation of the Quality Manager, for possible sharing of
information between the Quality Management System and evaluating non conformances found by each
System's Audits for impact on Safety and Quality.

SMS Manual
Safety Training Requirements
19. SAFETY TRAINING REQUIREMENTS
Training is an essential part of the Safety Management System. Training is tailored to the position the
employee occupies in the company. Employees shall receive the following training:
Initial Training Requirements
Type of Safety Training Affected Personnel Validity

Introduction to SMS training (In-house training All employees (Full and Part Time) One Time
conducted by Safety Manager) Required for all new employees.
Safety Management Training, conducted by Safety Manager One Time
specialists (such as the JAA Training Office) Required for all new Safety
Managers
First Aid Required for all new employees. Every 2 years
Fire Fighting (basics) All personnel. Required for all new Every 2 years
employees.
Recurrent Training Requirements
Type of Safety Training Affected Personnel Validity

First Aid All personnel 2 years
Fire Fighting (basics) All personnel 2 years
Employee training files shall include a record of training, the date that training is next due, and the means
of demonstrating competency, verbal or written as determined by the Safety Manager. Training records
shall be kept in the training file of all personnel maintained by the Safety Manager. The Safety Manager
is responsible for reviewing training files in order to ensure recurrent training is conducted on a timely
basis.

SMS Manual
Emergency Preparedness and Response
20. EMERGENCY PREPAREDNESS AND RESPONSE
VALAIR has a published Emergency Response Plan. The Safety Manager is responsible for assuring that
all personnel are trained to handle organisation emergencies based on their role in the organisation. A test
of the response plans shall be conducted at least annually to ensure employees are competent.

SMS Manual
Performance Management
21. PERFORMANCE MANAGEMENT
Continual improvement and exemplary service to the public is a “core value.” Safety performance is
measured by the following performance measures:
 Conduct risk assessments on all jobs to minimize risks associated with operations.
 Increase on the submission of Hazard Reports.
 Increase the number of actions raised from safety meetings
 Reduce the number of non-compliances with standard flight operations procedures as measured
by observation.
 Increase compliance with the safety incident management process (reporting, classification, root
cause investigation, and implementation of corrective actions).
 Reduce the number of non-compliances with standard flight operations procedures as measured
by observation.
The Safety Manager is responsible for ensuring organisation performance is annually reviewed and
employees are adequately informed of the results of the review.

22. SAFETY COMMITTEE
The Accountable Manager nominates the Safety Committee.
The Safety Committee shall:

a. Have responsibility for:
(1) Developing programmes to identify and correct hazards.

(2) Reviewing procedures relative to occupational injuries.
(3) Reviewing incident and accident reports and provide recommendations to the Accountable
Manager.
(4) Other duties as directed by the Accountable Manager.

b. The Committee is formed by:
(1) Accountable Manager.

(2) Safety Manager.
(3) Pilots.
(4) Training Manager.
(5) Airworthiness Manager.

(6) Other Company Members as needed.
c. Meet at least quarterly.

d. Have a written agenda.
e. Keep and disseminate minutes of the meeting.

The basic purpose of any meeting is to bring group action to bear on a problem. Minutes of the Safety
Committee meetings should be maintained and copies distributed to all personnel via email. A Safety
Committee should always have a facilitator to keep the group focused and a recorder who will publish the
minutes.

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Form VL/SMS 001 Page 1/2 15/04/2009
HAZARD REPORT FORM
THIS FORM IS TO BE COMPLETED 1. Originator Fill out form
BY ANY EMPLOYEE WISHING TO To: Safety Manager
REPORT AN UNSAFE CONDITION,
ACT, POTENTIAL FOR FOD, OR
FOD INCIDENT
Normal routing 2. Safety manager Action/comments
To
Unresolvable by safety manager 3. Safety committee Action/comments/file
To
Unresolvable by safety committee 4. Accountable manager Action/comments/file
TYPE OF HAZARD:
FLIGHT RELATED FOREIGN OBJECT DAMAGE
EQUIPMENT HOUSEKEEPING
PROCEDURES UNSAFE ACT
MAINTENANCE OTHER VALAIRVALAIR_
Please Print
EXACT LOCATION
DESCRIBE THE HAZARD
NAME (OPTIONAL):
DATE:
Hazard Report Form – Side 1
Form VL/SMS 001 Page 2/2 15/04/2009

Form VL/SMS 001 Page 3/2 15/04/2009
HAZARD REPORT FORM
PLEASE PRINT
COMMENTS BY SAFETY MANAGER DEPARTMENT: VALAIRVALAIR___
SEND THIS COMPLETED FORM SAFETY DEPARTMENT

TO:
SUMMARY OF SAFETY COMMITTEE REVIEW:
RECOMMENDED CORRECTIVE
ACTIONS:
SAFETY COMMITTEE REPRESENTATIVE:

__________________________________________________
MANAGER COMMENTS:
DISTRIBUTION: ORIGINATOR
Information on action taken to reduce or SAFETY MANAGER
eliminate the hazard should be provided CREW MEMBERS
to the following individuals: ACCOUNTABLE MANAGER (If warranted)
SAFETY DEPARTMENT FILE
Hazard Report Form – Side 2
Form VL/SMS 001 Page 4/2 15/04/2009

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Safety Management System

Folha de Aprovação do INAC

INAC Approval Form

Data de Aprovação/Date of Approval: ___/___/___

No. Date Revision No. Date Revision

Original Edition Page 1 15/04/2009

I. LIST OF EFFECTIVE PAGES..........................................................................................................1

Original Edition Page 2 15/04/2009

Reference Date Inserted by: Reason for Revision

Highlights of the Revision:

Original Edition Page 3 15/04/2009

INAC Instituto Nacional de Aviação Civil;

EASA European Aviation Safety Agency;

ICAO International Civil Aviation Organisation;

JAA Joint Aviation Authorities;

SMS Safety Management System.

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VALAIR’s “Just Safety Culture”

Just Culture Process

First written warning; Documented for the

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VALAIR embraces the following safety principles:

A. Our people will always operate in the safest manner practicable.

C. We will never take unnecessary risks.

E. Everyone is responsible for the identification and management of risk.

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6. SAFETY MANAGEMENT SYSTEM GOALS & OBJECTIVES

OBJECTIVES: The following objectives are for 2009.

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7. ORGANISATION STRUCTURE AND SAFETY RESPONSIBILITIES

4. Ensure that all safety training is properly documented as it is performed.

6. Periodically observe personnel to ensure they follow approved procedures.

Original Edition Page 12 15/04/2009

6. Maintaining a record of aeronautical occurrences, including mishaps during aircraft operations,

16. Conducting risk assessments on identified hazards.

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All Aviation Personnel

2. Review applicable safety and health laws and regulations.

6. Participate in training in hazards specific to each job assignment.

9. Take positive steps to avoid unsafe work conditions.

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Behaviour is a function of consequences. Management is committed to identifying deviations from

VALAIR agrees with the following conclusions:

 Compliance with known procedures produces known outcomes.

 Compliance with standards helps guarantee repeatable results.

 Bad rules produce bad results.

 Standards are mechanisms for change.

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 A consistent use of a Risk Management Process by all personnel.

 Starting meetings with a comment or review about safety issues.

 Having a safety bulletin board.

Data de Aprovação/Date of Approval: _/_/___