Pacific Northwest

Unit Aviation Manager

Job Aide

02-18-2009

In Feb. of 2009, the Pacific Northwest Unit Aviation Officer Working Group tasked a committee with developing a job aide/guide for personnel managing unit aviation programs. It is understood that each unit is unique in organization and associated assets. All the included information is intended only as a reference guide.

General UAM/UAO Responsibilities:

  • The Unit Aviation Manager’s primary task is to insure that aviation operations adhere to agency policy, agency risk management principals and incorporate proven aviation safety practices into all aviation operations.
  • The UAM is a safety liaison from the unit to the region.
  • The UAM investigates aviation incidents and assists aviation accident investigations.
  • The UAM investigates Safecom’s submitted on the unit and ensures corrective action is implemented.
  • The UAM disseminates Safety information such as Safety Alerts, Technical Bulletins and Lessons Learned to unit personnel.
  • The UAM acts on behalf of aviation safety personnel to enforce state, regional and national safety policies.
  • The UAM will adhere to agency policy when working in the interagency environment.
  • The UAM will seek advice when interagency policies conflict.
  • Oversee and coordinate;fire, LE and resource aviation operations. Monitor aviation operations.
  • On some units, supervise and develop a yearly budgetfor Rappel, Helitack, ATGS, Aerial Observer, Air Tanker, Smokejumper or SEAT operationsand other personnel as determined by each unit’s table of organization.
  • Participate in the writing of aviation position descriptions.
  • Yearly, update all guides and manuals as information is received or via the web.
  • Develop a web list of aviation related sites. Disseminate to aviation personnel.
  • Insure aviation, resource, LE and fire personnel are up-to-date associated with any new information that pertains to their operation.
  • Insure that basic operational elements are in place for all aviation operations; an approved and complete unit aviation plan, project aviation safety plans (PASP), qualified personnel, carded pilots and aircraft, flight following is in place, etc.
  • Inform and include line managers in the process of evaluating and approving aviation projects.
  • Work with FMO’s to insure that fire management objectives/requests are met by the aviation department. Provide an aviation briefing at each FMO meeting.
  • On some units, insure aerial ignition capabilities are in place for spring, summer and fall burning.
  • Become IATcertified to teach at various classes, Fixed Wing Base Manager, Helicopter Manager and Crew member, Basic Aviation Safety, Fire School, etc.
  • Participate as a “Subject Matter Expert”, in the development of aviation training courses.
  • Participate in the review of current aviation policies and guides.
  • Assist with organizing various aviation workshops.
  • Address issues derived from aviation reviews. Insure follow up and corrective action occurs.
  • Assist with End-Product contracts to insure that agency guidelines are adhered too.
  • On some units, perform the duties of a Contracting Officer Representative(COR) for local, regional or national aircraft contracts. Attend contract pre-work meetings. Assist PI/COTR’s.
  • Conduct technical evaluations of fixed-wing or rotor wing aircraft in regard to a specific solicitation for contract selection.
  • Work with fire staff to develop an integrated approach to incorporating aviation operations into the fire program. (Be pro-active)
  • Update the local aviationhazards by April 1st each year. Send this information to your designated GIS specialist. Produce and disseminate aviation hazard maps.
  • Disseminate aviation information received via e-mail to aviation users.
  • Order and disseminate; Communication Guides, Aviation Guides, phone lists, national guides, AP-1B guides and maps etc.
  • Attend local and regional aviation meetings.
  • Disseminate aviation contract information as received from the COR/SAM.
  • Disseminate aviation information from AMD, state and regional offices, NIFC, etc to aviation users.
  • Provide aviation user information at all employee meetings.
  • Complete field inspections of aviation operations.
  • Develop agendas, instructors and materials for fire training sessions.
  • Develop end-of-year aviation statistics and reports.
  • Verify aviation expenditures.
  • Reply to various requests for information from the regional office and the national office.
  • Maintain a network with other UAO’s around the region/nation to exchange new ideas.
  • Insure updated aviation plans are in place for (examples);
  • Smokejumper Ops Plan
  • Rappel/Helitack/Helicopter Ops Plan
  • Air Tanker Ops Plan
  • SEAT Ops Plan
  • Air Attack Ops Plan
  • Ramp Ops and Ramp Safety
  • Recon/Aerial Observer
  • Primary Unit Aviation Plan
  • Crash Search and Rescue Plan (Response Guide)
  • Local Search and Rescue Guide (and Agreements)
  • LE Ops Plan
  • Project Aviation Safety Plans, develop and or review (aerial seeding, photo, resource projects, fixed wing projects, etc)
  • Aviation Guide (Information guide for visiting resources)

Example “Work in Progress”

  • Lead for various committees. Examples; communication or facilities committees.
  • Develop list of available AD and resource aviation personnel.
  • Develop resource personnel for positions such as Aerial observer and SEAT Manager.
  • Develop plans such as; SOP’s, budgets, etc. Work with aviation program managers to develop the plans.
  • Build updated yearly packages of local information for overhead/ASAT teams.
  • Provide assistance to the aviation dispatcher as needed.
  • Work on any back country airstrip issues.
  • Develop agreements with the local DOT and sheriff to utilize their personnel to close highways during external load operations. (Bucket operations during fire activity.)
  • Develop a plan for future aviation facilities.
  • Work with FMO’s to insure aerial mapping needs are met. (Fire perimeter mapping)
  • Work with the resource personnel on issues such as aerial seeding.
  • Develop a local GIS based flight hazard inventory.
  • Develop helibase sites and if necessary, develop agreements with private land owners.
  • Work with the local fire departments to develop municipal water supplies for helicopter water delivery operations. (Hydrant to heli-tank operations)
  • Work with station managers to develop and improve guard station helicopter landing areas.
  • Work with the military to insure adequate landing/training areas for their approved operations.
  • Work with the local sheriffs and S&R groups to develop an agreed-to-operational mode when agency aircraft are called to assist in life and death cases. (BLM or FS)
  • Develop advisory NOTAMS to inform general aviation of; Wild and ScenicRiver corridors and landing restrictions, various one time aviation projects, etc.
  • Work with aircraft vendors to develop a better understanding of agency policies.

Example UAM Operational Tasks during Fire Season

  • As a significant incident or urban-interface incident occurs, evaluate for potential aircraft operations. Act as coordinator between dispatch, the incident and aviation resources to set up helibase sites, water sources, etc. Act as coordinator for closing roads and public sites assuring public safety in terms of mitigating the interaction between aviation resources and the public. Develop land use agreements with private land owners as needed. Monitor aviation operations. Work with resource personnel to mitigate impacts.
  • Act as an aviation coordinator and liaison for incidents that are progressing from IA status to type 3 and type 2/1 incidents. Work with IC’s and teams to develop the aviation operational aspects of incident management. Supply teams with a full briefing package. Develop and implement preliminary basic operational needs for the incoming team.
  • Insure that briefings are provided to all aviation based operations that arrive on the local unit.
  • Monitor airspace issues. Order up an airspace coordinator as activity warrants.
  • Monitor weather conditions. Advise dispatch when conditions exceed safe limits.
  • Work on a daily basis with aviation assets to handle contractual, administrative and scheduling issues.
  • Respond to requests from field operations to assist with aviation issues.
  • Maintain a mobile field office (vehicle) that is ready to go from May 1st to Oct 15th.

Example tasks with due dates

  • November 15th; preliminary aviation budgets complete
  • April 1st; all aviation plans updated
  • May 1st: signatures in place on all aviation plans
  • May 15th, Aviation/UAO workshop
  • June 1st; all hiring complete
  • June 15th; helicopter on contract
  • June 20th; aviation training for fire personnel
  • July 5th; SEAT on contract
  • November 15th; aviation stats into the state/regional office

Example UAM Library/Supplies

National Manuals and GuidesSource

IHOGNFES 1885

IHOG FormsNFES 1878

ISOGNFES 1844

ISOG FormsNFES 1413

Air Space GuideAirspace web page

Military Use GuideNFES 2175

CWN ContractsNFES 2168

Transportation of Hazardous Materials HandbookNFES 1068

Aerial Ignition GuideNFES 1080

National Fire Equipment System CatalogNFES 0362

Flight Guide AirportAirguide 562-437-3210

CWN type 3 helicopter contractNFES 7009

CWN medium and heavy helicopter contractNFES 2188

ATGS GuideNFES 1393

ASGS Job AidNFES 1262

Aircraft Rental Agreement (ARA) AMD

National Interagency Mobilization GuideNFES 2092

Interagency Air-tanker Base DirectoryNFES 2537

Interagency Aerial Ignition GuideNFES 1080

Standards for Fire and Aviation Operations (Red Book)NFES 2724

Interagency Helicopter Rappel Base Directory and User’s GuideRegional HOS

Helibase DirectoryRegional HOS

Interagency Smokejumper Pilots Operation GuideNIFC Aviation

Aerial Supervision Module Operations GuideNIFC BLM

Fireline HandbookNFES 0065

Incident Response GuideNFES #1077

Emergency Response Guidebook (Hazmat)1-800-327-6868

Interagency Aviation Technical Assistance DirectoryNFES 2512

5700 ManualFS web

DM 350ww.amd.gov

Interagency Incident Business Management HandbookNFES 2160

Aircraft InspectorsE-mail update

Safety AlertsWeb

AIM/FARCommercial source

PNW Information

PNW Communication GuideMailed to units

PNW Air-to-ground mapMailed to units

PNW CWN Type 3 and 4 Light Helicopter ContractRegional Contracting

Ops Plan SmokeyJim Ziobro 503-945-7508

ODF Fire and Aviation Procedures ManualJim Ziobro 503-945-7508

Letters of Approval for cooperator aircraftSORO Library

Master Cooperative Fire Protection Agreement and

Operating PlanSORO Library

Northwest Dispatch OfficesPNW web

EERA’s

PNW Phone List, RAC, RAG, SOROSORO Library

Air Space information, contact list, current TFR’sAirspace web site

TFR Map and ContactsLocal Unit

Policy MatrixSORO Library

Unit Information

Hazard MapLocal Unit

Crash Search and Rescue GuideLocal Unit

Local Personnel Phone ListLocal Unit

Local MapsLocal Unit

AP/1BLocal Unit

Local Aviation Resources and locationsLocal Unit

Pilot Briefing listLocal Unit

Sunrise and Sunset ChartsLocal Unit

Local Search and Rescue agreement with SheriffLocal Unit

Unit Radio User’s GuideLocal Unit

Fire Briefing Package for fire crewsLocal Unit

Incident InformationLocal Unit

Forest or Unit MapsLocal Unit

Aero Sectionals; Seattle, Klamath FallsNOAA

Hazard MapLocal Unit

Charts/Checklists

Centigrade/Fahrenheit ConversionIHOG

CWN Inspection/Pre-use ChecklistIHOG

Aircraft Condition ReportIHOG

Supplies

Note Book, Pencils, Pens, Markers, Stapler, Calculator,LOCAL

Strapping TapeNFES 1169

Large document size envelopesLOCAL

Temp GaugeLOCAL

Belt Weather KitNFES 1050

Paper Work/Forms

Helicopter Load CalculationNFES 1064

Manifest, Passenger/CargoNFES 0086

Helicopter Power Check, NFES 0211

Trend Analysis ChartIHOG

Aircraft Use Report, 23NFES 040

Aircraft use report,122NFES 0878

SafeComInternet

Radio Log NFES 0370

Helicopter Passenger BriefingAMD-84

Unit Log (ICS-214)NFES 1337

ICS-Air Ops Summary NFES 1351

Aircraft Condition ReportNFES

ICS-213 General Message FormNFES 1336

Appendix K Helicopter Operations Ordering ListIHOG

Phone Books/Technical Assistance Guides

Interagency Aviation Technical Assistance DirectoryNFES 2512

BLM Fire and Aviation DirectoryBLM NO Web

Unit Aviation Guide (Includes Sunrise/Sunset tables, LOCAL UAO

S&R Guide, Local Freq list)

Pacific Northwest Fire Personnel DirectorySORO Library

Other items

Laptop

Printer

Cell Phone

Radios

King FM

King AM

GPS Unit

Digital Camera

Binoculars

Subject: Example Delegation of UAO/UAM Authority

To: UAO/UAM

This letter officially designates you as the Unit Aviation Officer/Manager for the (applicable) National Forest and the (applicable) BLM unit. Your delegation of authority is valid until you are notified otherwise.

You are to provide oversight and direction to all aspects of the unit’s aviation program including inspection of facilities and verification of training. It is our expectation that you will take action to insure that all unit aviation programs and activities are conducted with a high regard for employee and public safety. All applicable laws and agency policies are to be adhered to. Risk management principles as described in agency manuals and guides will be adhered to.

You are to work closely with the (applicable) aviation units. You are to act as a technical advisor for the (example)LE and Resource Aviation operations. You are to supervise the (example) Helitack, Rappel, Smokejumper, SEAT, Aerial Observer and Air Attack operations.

You are to work closely with local fire management officials to accomplish mission objectives. You are to be pro-active in your approach to issues. You are to provide aviation technical expertise in the implementation of aviation polices between agencies. Any policy differences between agencies that cause conflict should be resolved with involvement of State Aviation Manager and Regional Aviation Officer or their representatives. You are to establish and maintain relations with the SORO aviation managers, unit line officers and staff officers and aviation personnel employed by unit cooperators. You are delegated the responsibility for review and coordination of project aviation safety plans required for each flight operation on your unit. When delegated the authority by the regional office, you may review project aviation safety plans as long as concurrent plans remain within approved parameters.

This delegation carries full authority and responsibility in all aviation matters related to Resources, Law Enforcement and Fire Operations up to and including all incidents, for all (applicable) units and you can stop any aviation activity which violates agency policy or direction, exhibits unacceptable risk, or jeopardizes the safety of employees or the public. This delegation does not carry the authority to deviate from any policy.

Forest Supervisor, Example National Forest

Date

District Manager, BLM your unit

Date

Fire Management Officer, your unit

Date