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Voluntary  Incident Reporting

The Voluntary and Confidential Aviation Incident Reporting (VCAIR) System is a voluntary, non-punitive, confidential reporting system established by the Civil Aviation Authority of Sri Lanka (CAASL). This System provides a channel for reporting of aviation incidents and safety deficiencies while protecting the reporter’s identity.

The key objective of Voluntary and Confidential Aviation Incident Reporting system is to enhance aviation safety through the collection of reports on actual or potential safety deficiencies that would otherwise not be reported through other channels or that may appear minor, but which nevertheless can allow others to learn from the reporter’s experience and even lead to changes in procedures, practices or design. Such reports may involve occurrences, hazards or threats relevant to aviation safety. This Reporting System focuses on systems, human factors, procedures and equipment, rather than on individuals.

This system does not eliminate the need for mandatory reporting of aircraft accidents and incidents to CAASL under the existing law.

The VCAIR System covers following areas;
1. Flight Operations
1.1. Departure/en-route/approach/landing
1.2. Aircraft cabin operations
1.3. Air proximity events
1.4. Weight and balance and performance

2. Ground Operations
2.1. Aircraft Ground operations
2.2. Movement on the airport
2.3. Fueling operations
2.4. Airport conditions or services
2.5. Cargo handling

3. Air Traffic Management
3.1. ATC Operations
3.2. ATC equipment and navigation aids
3.3. Crew and ATC communications

4. Aircraft Maintenance
4.1. Aircraft/engines/ components design or production activities

5. Design and manufacturing
5.1. Aircraft / engines/components design or production activities

6. Approved training organizations
6.1. Training activities involving flight operations

7. Miscellaneous
7.1. Passenger handling operations related to safety

i. Accidents or serious incidents or Criminal activities
ii. Incidents or events with no aviation safety content
iii. Personal problems, personality conflicts and industrial relation issues
iv. Legal/commercial disputes

If you belong to any of these groups, you can contribute to safety enhancement through the VCAIR System by reporting on actual or potential occurrences, hazards, threats and deficiencies in aviation operations.
i. Flight and cabin crew members;
ii. Air traffic controllers;
iii. Licensed aircraft engineers, technicians or mechanics;
iv. employees of maintenance, design and manufacturing organizations;
v. aerodrome ground handling operators;
vi. airport employees;
Individuals involved in general aviation

You should make a report when:

• You wish for others to learn and benefit from the incident but are concerned about protecting your identity.
• There is no other appropriate reporting procedure or channel.
• You have tried another reporting procedure or channel but the issue has not been addressed.
Note: It is possible that an incident reported by you is also reported to the other relevant authorities by a third party. The VCAIR System cannot prevent these authorities from taking the action(s) that they deem necessary, even though your identity will be protected by the VCAIR System.

The CAASL pays particular attention to the need to protect the identity of the reporter when processing of all reports.
Every reports will be read and validated by the administrator. The administrator may contact the reporter to make sure he understand the nature and circumstances of the occurrence / hazard reported and/or to obtain the necessary additional information or clarification.
When the administrator is satisfied that the information obtained is complete and coherent, he will de-identify the information and enter the data into the VCAIR System database. Should there be a need to seek inputs from any third party, only the de-identified data will be used.
The VCAIR form, with the date of return annotated, will eventually be returned to the reporter. The administrator will endeavour to complete the processing within ten (10) working days if additional information is not needed. In cases where the administrator needs to discuss with the reporter or consult a third party, more time may be needed.
If the administrator is away from his office for a prolonged period, the alternate administrator will process the report. Reporters can rest assured that every VCAIR report will be read and followed through by either the administrator or the alternate administrator.

Relevant de-identified reports and extracts may be shared with the aviation community through periodic publication so that all can learn from the experiences. Relevant authorities and parties can also review their policy and plan for improvements.

If the content of a VCAIR report suggests a situation or condition that poses an immediate or urgent threat to aviation safety, the report will be handled with priority and referred, after de-identification, to the relevant organizations as soon as possible to enable them to take the necessary safety actions.

Step 01 - By mail - Complete the VCAIR form and mail it to the following address: (link to the form)

Attention: VCAIR System
Civil Aviation Authority of Sri Lanka
No: 04, Hunupitiya Road
Colombo 02
Anonymous reports will not be accepted. This is to ensure that the Administrator can contact you to obtain or clarify information when necessary, and to also advise you on the action taken or outcome arising from your report.


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