Botswana - Renewal of Air Transport Training Institution

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Procedure

Apply In-Person

1. The intending applicant for the renewal of the Approved Training Organization (ATO) certificate should express the intention for renewal to the Civil Aviation Authority of Botswana (CAAB) head office at least ninety days before the expiry of the certificate.CAAB Office Location & Contact Details
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 application shall be made in writing in such a manner as prescribed by the Authority and shall be accompanied by all the supporting documentation as listed under the “Required Documents” section of this page. Any omission of the required documents and information will render the application incomplete.
4. Upon receipt of the application, the CAAB office will check for discrepancies or ineligibility in the application documents. If a discrepancy that cannot be immediately corrected exists in any of the documents, the application and all the submitted documents will be returned to the applicant and should not be re-submitted until the discrepancy has been rectified.
5. If everything is in order the CAAB Office 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.
6. Applicants are issued with an acknowledgment letter as a proof of submission of the application file and for inquiry referencing if the need arises.
7. The Authority Inspectors will then carry out an in-depth review of the contents of each document submitted for regulatory compliance, relevance, and scope.
8. In general, the documents are required to explain, define and illustrate the entire organization structure, functions, activities, and programs. It is required that they show how the organization 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.
9. The CAAB for purposes of ascertaining whether the premise used is suitable for the purpose and has been operating in accordance with standards as per the aviation regulation act may request additional information relevant to the application. In such a case, the information must be submitted within the stipulated time from the date of notification. Where the applicant fails to submit the required information, the CAAB shall reject the application.
10. The CAAB shall schedule a premise inspection visit with the applicant to determine if the information provided is accurate.
11. During the Inspection visit, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before a certificate is issued.
12. Upon successful implementation of any discrepancies noted during the inspection visit, a follow-up inspection may be conducted by the inspection team to ascertain the effectiveness of the implementation (where applicable).
13. After the document evaluation and inspection phases have been completed satisfactorily, the Authority will prepare the renewed ATO Certificate and approve the Training Specifications.
14. The Training Specifications contain the courses, authorizations, limitations, and provisions specific to the certificate holder’s operation.
    

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Required Documents

• Copy of Valid or Expired ATO certificate
• A statement showing that the minimum qualification requirements for each management position are met.
• A description of the minimum qualifications and ratings for each instructor.
• 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.
• The proposed training specifications are requested by the applicant.
• 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.
• 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.
• A training program, including manuals, curricula, outlines, courseware, procedures, and documentation.
• A description of a record-keeping system that will identify and document the details of training, qualification, and licensing of students, instructors, and evaluators.
• A description of quality control measures was proposed.
• A method of demonstrating the applicant’s qualification and ability to provide training for a license or rating in fewer than the minimum hours prescribed in the Civil Aviation (Personnel Licensing) Regulations if the applicant proposes to do so.
• A statement of compliance showing how the applicant has met all applicable requirements in these Regulations.
• All other supporting documentation as requested for by the CAAB office.
  

Office Locations & Contacts

CIVIL AVIATION AUTHORITY OF BOTSWANA (CAAB)

Head office
Physical Address: Plot 61920, Letsema Office Park Fairgrounds,
Gaborone, Botswana.
P O Box 250, Gaborone, Botswana
Telephone: +267 368-8200
Fax number: +267 391-3121 / 2222
Email address: [email protected]

OTHER CAAB BRANCH OFFICE
PG Matante International Airport
P.O. Box: 315, Francistown, Botswana
Telephone: +267 241 3420
Fax: +267 241 5855
Email address: [email protected]

Maun International Airport
P O Box 54, Maun, Botswana
Telephone: +267 686 0238
Fax: +267 686 0238
Email address: [email protected]

Sir SeretseKhama International Airport
P/bag SK9, Gaborone, Botswana
Telephone: +267 390 44 01
Fax: +267 390 45 57
Email address: [email protected]

Kasane International Airport
P O Box 349, Kasane, Botswana
Telephone: +267 625 0133
Email address: [email protected]
CAAB Office Location & Contact Details
CAAB Website

Eligibility

Registered Approved Training Organisation (ATO) with an expired ATO certificate are eligible to make the application.

Fees

CAAB Fees Schedules

CAAB Account Details 
Name of Account: Civil Aviation Authority of Botswana
Name of Bank: Barclays Bank of Botswana
Branch Name: Barclays House
Branch Code: 29 02 67
Account Number: 1002208
Swift Code: BARCBWGX

Validity

• The validity of the Certification of aviation training organisation will be indicated on the document, the license shall remain valid for that period unless suspended, revoked, or cancelled by the authority.
• Applicants need to apply for license renewal to CAAB at least ninty (90) days before expiry.
  

Documents to Use

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Sample Documents

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Processing Time

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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

Inspection on Approved Training Organization (ATO)

• The Authority may, at any time, inspect the facilities, records, personnel, and equipment of an approved training organization certificate holder to determine the approved training organization's ongoing compliance with these Regulations.
• The Authority shall conduct inspections at least once a year.
• After the inspection specified above, the Authority shall notify an approved training organization certificate holder, in writing, of any deficiencies found during the inspection.
• The Authority shall also conduct inspections on the holder of an approved training organization certificate-based outside Botswana. An inspection carried out shall focus on-
  • The adequacy and qualifications of staff.
  • The validity of instructors' licenses, ratings, and logbooks.
  • The registration, associated documents, and maintenance records of training aircraft.
  • The qualification and approval of flight simulator training devices.
  • The facilities and training equipment adequacy to the courses being conducted and the number of students.
  • The documents related to the courses, updating systems, training, and operations manual.
  • Training records and checking forms.
  • Flight instruction includes pre-flight briefing, actual flight, and debriefing.
  • The management and control of examinations.
  • Instruction program for personnel other than flight crew.
  • The quality assurance system.
  • The safety management system.
    

Required Information

• Name of applicant
• The business address of the applicant
• Contact details of the applicant
• If the applicant is a company (registered office, company registration no, date of incorporation, operating or business name and address of correspondence)
• Nationality of applicant
• State the type of service applied for (i.e. whether scheduled air service, non-scheduled air service, aerial work service, flying instructions, etc.)
• List all other air services operated by the applicant at the time of this application and give the relevant license numbers
• Enumerate particulars of working arrangements that the applicant has with any other company operating an air service
• Financial particulars
• Staffing and organization of the company
• Terms and conditions of employment in the company
• Particulars of any experience of air transport operations or any other relevant experience of the directors and senior management employees of the company
• Aircraft and equipment (state the aircraft which you employ or intend to employ on air services applied for giving particulars)
• Liability for loss or damage information
• Declaration by the applicant (Designation/ Signature/ Date of Application)
  

Need for the Document

• No person or business shall operate or hold out as an aviation training organization without a valid aviation training certificate issued by the Authority.
• A holder of an approved training organization certificate shall have the certificate in their physical possession or at the worksite when exercising the privileges of the certificate.
  

Information which might help

Any person who operates an aviation training organization with a valid license commits an offense and is liable to a fine not exceeding BWP 5,000, 000.00, or imprisonment for a term not exceeding 10 years, or to both.

Other uses of the Document/Certificate

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e.g. Birth Certificate can be used as proof of identity.

External Links

CAAB Approval of Aviation Training Organisations (ATO)

Others

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