Kenya - Renewal of Air Transport Training Institution

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Procedure

• This application should be done at least ninety days before the expiry of the certificate.
  
• The Authority will conduct a formal audit of the Air Training Organisation – (ATO) to ensure that it continues to meet the certification requirements.
  
• If the audit is successful, the ATO Certificate and applicable training specifications will be renewed.
  
  

Apply in Person

Application, Certification and Approval Process

Step 1: Pre-Application Phase

1. The intending applicant for the renewal of the approved training organisation certificate should expresses the intention for renewal to the Authority. This can be through telephone, writing, or by visiting the KCAA Offices.
   
2. After the initial contact, a pre-application meeting will be arranged between the applicant and the Authority to discuss the application requirements and renewal process.
   
3. The Authority will issue the prescribed renewal form to the applicant to fill and submit.
   

Step 2: Formal Application Phase

1. The applicant for the renewal of the certificate should then submit the following to the Authority at least ninety days before the expiry day of current certificate.
   

   (i). Copy of Valid or Expired ATO certificate
   

   (ii). A renewal application on a form and in a manner prescribed by the Authority;
   

   (iii). a statement showing that the minimum qualification requirements for each management position are met;
   

   (iv). a description of the minimum qualifications and ratings for each instructor;
   

   (v). a statement acknowledging that the applicant may notify the Authority within ten working days of any change made in the assignment of persons in the required management or instructors positions;
   

   (vi). the proposed training specifications requested by the applicant;
   

   (vii). a description of the training equipment that the applicant proposes to use including the aircraft, the synthetic flight trainers and any special equipment used for each phase of training;
   

   (viii). a list of the aerodromes or sites at which training flights originate, if applicable, and a description of the applicant’s training facilities, equipment and qualifications of personnel to be used;
   

   (ix). a training program, including manuals, curricula, outlines, courseware, procedures and documentation.
   

   (x). a description of a record-keeping system that will identify and document the details of training, qualification, and licensing of students, instructors, and evaluators;
   

   (xi). a description of quality control measures proposed;
   

   (xii). a method of demonstrating the applicant’s qualification and ability to provide training for a licence or rating in fewer than the minimum hours prescribed in the Civil Aviation (Personnel Licensing) Regulations if the applicant proposes to do so;
   

   (xiii). a statement of compliance showing how the applicant has met all applicable requirements in these Regulations.
   

   • Note: The renewal process starts only after the Application package has been accepted.
     

2. The Authority will then carry out a cursory review on the renewal application package.
   
3. If the review is successful, the Authority will draw up a certificate renewal schedule of events in consultation with the applicant in a formal application meeting, giving the sequence of activities to be done and the agreed time frame of accomplishment to be followed in the certificate renewal process.
   

Step 3: Document Evaluation Phase

1. The Authority Inspectors will then carry out an in depth review of the contents of each document submitted for regulatory compliance, relevance and scope.
   
2. In general the documents are required to explain, define and illustrate the entire organisation structure, functions, activities and programs. It is required that they show how the organisation shall comply with the Regulations, and how the terms of approval shall be continually maintained after certification and approval has been granted, i.e. Internal audits and findings corrective action procedures.
   

Step 4: Demonstration and Inspection Phase

1. After a successful evaluation phase the applicant will need to demonstrate his ability to comply fully with the regulations before beginning operations.
   
2. These demonstrations include actual performance of activities and/or operations while being observed by Authority Inspectors. This includes on-site evaluations of at least the following:
   

   (i). Aircraft proposed for conduct of training as applicable;
   

   (ii). Flight simulator and training devices as applicable;
   

   (iii). Training facilities and training equipment;
   

   (iv). Training curricula;
   

   (v). Training in progress;
   

   (vi). Testing and examinations;
   

   (vii). Record keeping system;
   

   (viii). Quality Control system.
   

3. During these demonstrations and inspections, the Authority evaluates the effectiveness of the policies, methods, procedures, and instructions as described in the applicant’s manual and other documents.
   
4. Emphasis is placed on the applicant’s management of systems, quality control and overall management and training effectiveness during this phase.
5. Discrepancies will be brought to the attention of the applicant and corrective action must be taken before a certificate is issued.
   

Step 5: Certification Phase

1. After the document evaluation and demonstration and inspection phases have been completed satisfactorily, the Authority will prepare the renewed ATO Certificate and approve the Training Specifications.
   
2. The Training Specifications contain the courses, authorizations, limitations, and provisions specific to the certificate holder’s operation.
   
3. The ATO certificate is valid for 12 months.
   

Note: At the formal application phase the applicant will be advised to pay the prescribed fees found under the "Fees" section of this page or KCAA Charges page.

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Required Documents

1. Copy of Valid or Expired ATO certificate
   
2. a statement showing that the minimum qualification requirements for each management position are met;
   
3. a description of the minimum qualifications and ratings for each instructor;
   
4. a statement acknowledging that the applicant may notify the Authority within ten working days of any change made in the assignment of persons in the required management or instructors positions;
   
5. the proposed training specifications requested by the applicant;
   
6. a description of the training equipment that the applicant proposes to use including the aircraft, the synthetic flight trainers and any special equipment used for each phase of training;
   
7. a list of the aerodromes or sites at which training flights originate, if applicable, and a description of the applicant’s training facilities, equipment and qualifications of personnel to be used;
   
8. a training program, including manuals, curricula, outlines, courseware, procedures and documentation.
   
9. a description of a record-keeping system that will identify and document the details of training, qualification, and licensing of students, instructors, and evaluators;
   
10. a description of quality control measures proposed;
    
11. a method of demonstrating the applicant’s qualification and ability to provide training for a licence or rating in fewer than the minimum hours prescribed in the Civil Aviation (Personnel Licensing) Regulations if the applicant proposes to do so;
    
12. a statement of compliance showing how the applicant has met all applicable requirements in these Regulations.
    
    

Office Locations & Contacts

Kenya Civil Aviation Authority - Head Office,
Aviation House, Jomo Kenyatta
International Airport, Nairobi
Tel: +254 020 827470-75
Mobile: +254 728 606 570, +254 709 725000
+254 728 606 586, +254 734 000 491, +254 734 000492
Fax: + 254 020 822300
P.O. Box 30163 -00100 Nairobi
Email: [email protected]
Website: KCAA Website

Eligibility

• Registered ATO with an expired ATO certificate are eligible to make the application.
  
• Any person / organisation willing to conduct training, testing or checking in synthetic flight trainers in Kenya are eligible to make this application.
  
  

Fees

• Renewal of ATOs certificate Ksh. 80,000
  
• Charges for Air Navigation Services and Regulatory Fees
  
  

Validity

• The validity period is 12 months.
  
  

Documents to Use

• The application form to register an Air Transport Organisation/Institution Certificate may be obtained from the KCAA offices.
  
  

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

• The processing time is ninety days.
  
  

Related Videos

Videos explaining the procedure or to fill the applications/. 
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&> from external websites. 	
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver, 
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

• The ATO certification is carried out in compliance with the Five Phase Certification and Approval Process. The five (5) Phases are:
  

1. Pre-application;
   
2. Formal Application;
   
3. Document Evaluation;
   
4. Demonstration and Inspection; and
   
5. Certification.
   
   

Required Information

1. Name of applicant
   
2. Business address of applicant
   
3. If the applicant is a company (registered office, company registration no, date of incorporation, operating or business name and address of correspondence)
   
4. Nationality of applicant
   
5. State the type of service applied for (i.e. whether scheduled air service, non- scheduled air service, aerial work service, flying instructions, etc.)
   
6. List all other air services operated by the applicant at the time of this application and give the relevant license numbers
   
7. Enumerate particulars of working arrangements that the applicant has with any other company operating an air service
   
8. Financial particulars
   
9. Staffing, organization and kenyanization of company
   
10. Terms and conditions of employment in the company
    
11. Particulars of any experience of air transport operations or any other relevant experience of the directors and senior management employees of the company
    
12. Aircraft and equipment (state the aircraft which you employ or intend to employ on air services applied for giving particulars)
    
13. Liability for loss or damage information
    
14. Declaration
    
    

Need for the Document

• This certification allows an Air Training Organisation to conduct training, testing or checking in synthetic flight trainers.
  
  

Information which might help

• The holder of an approved training organisation certificate shall, at all times, display that certificate in a place in the school that is normally accessible to the public and that is not obscured.
  
• Where the Authority has authorized an approved training organization to conduct the testing required for the issue of a licence or rating, the testing shall be conducted by personnel authorized by the Authority or designated by the training organization in accordance with criteria approved by the Authority.
  
• An applicant for an approved training organisation certificate and training specifications, or for an amendment to an approved training organisation certificate and training specifications, shall apply at least ninety days before the beginning of any proposed training.
  
  

Other uses of the Document/Certificate

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

External Links

• The Civil Aviation Act
  
• Civil Aviation (Approved Training Organizations)Regulations
  
  

Others

• Kenya Civil Aviation Authority (KCAA) was established on 24th October 2002 by the Civil Aviation (Amendment) Act, 2002 with the primary functions towards;
  

1. Regulation and oversight of Aviation Safety & Security;
   
2. Economic regulation of Air Services and development of Civil Aviation;
   
3. Provision of Air Navigation Services, and Training of Aviation personnel KCAA;
   

as guided by the provisions of the convention on international civil aviation, related ICAO Standards and Recommended Practices (SARPs), the Kenya Civil Aviation Act, 2013 and the civil aviation regulations.