THE AERONAUTICAL REPAIR STATION ASSOCIATION S DOMESTIC MODEL FORMS MANUAL Copyright 2012 Aeronautical Repair Station Association 703 739 9543 www.arsa.org
121 North Henry Street Alexandria, VA 22314-2903 T: 703 739 9543 F: 703 739 9488 arsa@arsa.org www.arsa.org Preface Purpose This provides forms, letters, lists and other documents along with instructions for their use. It is meant to support some of the main policies and procedures required to establish compliance with 14 CFR part 145 and to be used with the ARSA Model Repair Station and Quality Manual (RSQM); however, most of the documents can be used by any repair station. General This model manual and a majority of the associated forms, lists and letters are in Microsoft Word (Word) 2003 format. They are compatible with Word 2007 and 2010. If a document is updated to a more current version or Word, additional format editing will be required; all editing should be accomplished by someone knowledgeable with that software. It is highly recommended that the editor have advanced knowledge in the following Word functions Cross-References Format Painter Hyperlinks Page Numbering Styles Table of Contents Tables The and each individual form are delivered in read-only format. Immediately re-save the document using a different file name. Always keep the original version for reference. If the repair station already has forms, this manual may be used to establish a consistent methodology for describing their use and for updating those forms. Each repair station must adjust these forms to match its own policies and procedures and its RSQM. Each form must be carefully reviewed to ensure it is appropriate for the repair station s operations. These forms were developed from the experience of members and staff but may not reflect the practices of the particular repair station. The purpose of and responsibility for each form is described; if the company has different duties and responsibilities in its RSQM, the forms must be changed to reflect the responsible party. The Table of Contents is a Microsoft Word field that can be updated automatically at any time (click to in the left margin of the Table of Contents and press the F9 key). We recommend that users update the Table of Contents after the final edits of the manual are complete. The list of forms in Sections 2 and 3 of the manual must be updated manually and serve as an effective list of forms (similar to a list of effective pages). This manual is formatted and organized so each form and/or its instructions can be used directly from the current version of the manual; therefore each form and its instructions are a separate file from the manual. For printed versions, the forms can be produced individually and placed in the manual; for electronic versions, forms and instructions can be hyperlinked to the tables in Sections 1 and 2 of the manual. - i - Preface Number: 1 TBD 03/31/2008
121 North Henry Street Alexandria, VA 22314-2903 T: 703 739 9543 F: 703 739 9488 arsa@arsa.org www.arsa.org Model Manual Record of s REVISION NUMBER REVISION DATE SECTIONS, PARAGRAPH(S) OR FORM(S) AFFECTED Original 08/04/2003 ALL Original Issue REVISION DESCRIPTION 01 10/05/2012 Preface Revised general instructions to include specific Microsoft Word recommendations. Relocated specific forms descriptions to Notes to Users for each applicable form. Added model manual record of revisions 01 10/05/2012 Cover Page Note to User revised to reflect correct paragraph references. 01 10/05/2012 Table of Contents 01 10/05/2012 Manual Distribution List 01 10/05/2012 Record of s 01 10/05/2012 List of Effective Pages Note to User enhanced to include the use of Microsoft Word Cross-References throughout the manual. Table modified to support portrait orientation. Table modified to support portrait orientation and columns revised to support new process methodology. Added list of effective pages 01 10/05/2012 Section 1 Added form and letter numbering protocol. Added description of other forms (owner/operator, etc.) Enhanced the revision procedures Added suggested changes procedure 01 10/05/2012 Section 2 Added Form Numbers Updated existing Forms and Forms - v - Preface Number: 1 TBD 03/31/2008
121 North Henry Street Alexandria, VA 22314-2903 T: 703 739 9543 F: 703 739 9488 arsa@arsa.org www.arsa.org REVISION NUMBER REVISION DATE SECTIONS, PARAGRAPH(S) OR FORM(S) AFFECTED REVISION DESCRIPTION 01 10/05/2012 Section 3 Added Form Numbers Updated existing Forms/Letters and Forms/Letters Added the following new Forms/Letters and Forms/Letters Air Carrier RII List Application for Amended Air Agency Certificate Letter Contract Maintenance Vendor Audit Form Major/Minor Determination Form Manual Transmittal Letter Non-Employee Document Request Form Proposed Manual Changes Letter Repair Station Relocation Checklist Shift Turnover Log Signature Stamp Log Verbal Approval Follow-up Letter Visitor Log Work Order Checklist Work Order Logbook Copyright 2012 Aeronautical Repair Station Association 703 739 9543 www.arsa.org Note to User: DELETE THE COVER PAGE AND THE ENTIRE PREFACE FROM THE FINAL VERSION OF THIS FORMS MANUAL. - vi - Preface Number: 1 TBD 03/31/2008
FORMS MANUAL [ENTER REPAIR STATION COMPANY NAME] [ENTER ADDRESS] [ENTER CITY, STATE ZIP] [ENTER PHONE AND FAX NUMBERS] Federal Aviation Administration (FAA) Air Agency Certificate Number [ENTER REPAIR STATION NUMBER OR THE WORD PENDING ] Note to User: Use of the Control Number and Copy Assigned To information below is most important when this is issued in paper format. If the is being distributed electronically, control will be established by the delivery method, i.e., read only, and the revision date. Please adjust this page after completing particularly paragraph 1.6. DELETE THIS NOTE FROM THE FINAL VERSION OF THE FORMS MANUAL. Control Number [Enter Control Number] Copy Assigned To [Enter Assignment Name]
Table of Contents Note to User: The Table of Contents is automatically generated by Microsoft Word. After all the revisions are complete, click in the margin and press the F9 key. Select Update entire table and click OK. This will update all section/paragraph titles and page numbers. Delete this note from the final version of the. After the Table of Contents is updated, select Print Preview. This will update all the Cross-References to the appropriate paragraph numbers. The manual should then be reviewed for the phrase Error! Reference source not found. This indicates the crossreferenced paragraph was deleted. The correct cross-reference must be inserted. DELETE THIS NOTE FROM THE FINAL VERSION OF THE MANUAL. Description Page Table of Contents... i Distribution List... iii Record of s... iv List of Effective Pages... v Section 1: General and Administrative Procedures... 1-1 1.1 Purpose... 1-1 1.2 Manual Organization... 1-1 1.3 Form and Letter Numbering (except Government Forms and Other Forms)... 1-1 1.4 Repair Station Documents... 1-1 1.5 Government Forms... 1-2 1.6 Other Forms... 1-2 1.7 Record of... 1-2 1.8 Use of Form Versions... 1-2 1.9 Distribution, Control and Processes... 1-2 1.9.1 Procedure... 1-3 1.9.1.1 Incorporation of s... 1-4 1.9.1.2 Distribution and Verification of Revised... 1-5 1.9.2 Procedure... 1-5 1.9.2.1 Incorporation of s... 1-6 1.9.2.2 Distribution and Verification of Revised... 1-7 1.9.3 Expedited Procedures... 1-7 1.9.4 Suggestions for Changes... 1-8 Section 2: Maintenance and Inspection Forms... 2-1 2.1 Purpose... 2-1 2.2 List of Forms... 2-1 Section 3: Other Repair Station Forms and Letters... 3-1 i This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified against a controlled version. Number:
Description Page 3.1 Purpose... 3-1 3.2 List of Forms... 3-1 ii This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified against a controlled version. Number:
2.1 Purpose Section 2: Maintenance and Inspection Forms This section includes only the inspection and maintenance forms and instruction for their use that are specifically required by 14 CFR 145.211(c)(3). 2.2 List of Forms Note to User: The list of forms needs to be updated with the information pertinent to the repair station; the forms should be in the order they appear in the repair station quality manual. If the is made available electronically, the list is meant to be hyperlinked to the instructions and form as the note after the matrix indicates. If the repair station is issuing the in paper format, delete the note following the matrix. DELETE THIS NOTE FROM THE FINAL VERSION OF THE MANUAL. The maintenance and inspection sample forms and instructions for their use are listed below along with their revision level and date: Form Name Form Number Level Date Work Order Form 101 Work Order Form 101 Working Away From the Fixed Location Form 102 Working Away From the Fixed Location Form 102 Repairable Tag 201 Repairable Tag 201 Continue-in-Service Tag 202 Continue-in-Service Tag 202 Rejection Tag 203 Rejection Tag 203 FAA Form 337 FAA 337 N/A 10-06 FAA Form 337 Major Repair or Alteration (sample) FAA 337 FAA Form 8130-3 FAA 8130-3 N/A 06-01 FAA From 8130-3 FAA 8130-3 Each form and its instructions are hyperlinked to the electronic version. 2-1 This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified as current. Number:
3.1 Purpose Section 3: Other Repair Station Forms and Letters This section of the contained the documents such as forms, lists and letters that are used to ensuring compliance with 14 CFR part 145. 3.2 List of Forms Note to User: The list of forms needs to be updated with the information pertinent to the repair station; the forms should be in the order they appear in the repair station quality manual. If the is made available electronically, the list is meant to be hyperlinked to the instructions and form as the note after the matrix indicates. If the repair station is issuing the in paper format, delete the note following the matrix. Important: This list includes forms and forms instructions from ARSA s Model Training Program Manual and EASA Supplement (names only). The Training Program Manual Forms and are in Red text; the EASA Supplement Forms and Forms are in Purple text. If your repair station uses these forms, they must be converted to black text. If your repair station does not use these forms, they must be deleted. The Training Program Manual and EASA Supplement with their associated forms and forms instructions are available for purchase separately at www.arsa.org. DELETE THIS NOTE FROM THE FINAL VERSION OF THE MANUAL. The documents used by this repair station that are not inspection and maintenance forms and instructions for their use are listed below along with their revision level and date: Form/Letter Form Name Number Change Form 301 Change Form 301 Non-Employee Document Request Form with 302 Capability List (sample) 303 Capability List 303 Capability List Self-Evaluation Form 304 Capability List Self-Evaluation 304 Repair Station Roster (sample) 305 Repair Station Roster 305 Employment Summary 306 Employment Summary 306 Signature Stamp Log 307 Signature Stamp Log 307 Visitor Log 308 Visitor Log 308 3-1 Level Date This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified as current. Number:
Form Name Repair Station Relocation Checklist 309 Repair Station Relocation Checklist 309 Air Carrier RII List 310 Air Carrier RII List 310 Air Carrier Will or Will-Not Carry Status List 311 Air Carrier Will or Will-Not Carry Status List 311 Contract Maintenance Vendor List (sample) 312 Contract Maintenance Vendor List 312 Contract Maintenance Vendor Audit Form 313 Contract Maintenance Vendor Audit Form 313 Work Order Log Book 314 Work Order Log Book 314 Shift Turnover Log 315 Shift Turnover Log 315 Work Order Checklist 316 Work Order Checklist 316 Equivalency Determination Form 317 Equivalency Determination Form 317 Calibration Label or Tag (sample) 318 Calibration label Tag 318 Major/Minor Determination Form 319 Major/Minor Determination Form 319 Audit and Action Form 320 Audit and Action Form 320 Procedural Audit Form 321 Procedural Audit Form 321 Product Audit Form 322 Product Audit Form 322 Audit and Action List 323 Audit and Action List 323 Management Review Analysis 324 Management Review Analysis 324 Audit Schedule 325 Audit Schedule 325 Job Position Form 401 Job Position Form 401 Form/Letter Number Level Date 3-2 This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified as current. Number:
Form Name Job Qualification Level Chart 402 Job Qualification Level Chart 402 Job Function Form 403 Job Function Form 403 Task List 404 Task List 404 Employee Assessment Form 405 Employee Assessment Form 405 Training Topic Cross-Reference Table 406 Training Topic Cross-Reference Table 406 Training List 407 Training List 407 Outside Provider Course Approval 408 Outside Provider Course Approval 408 In-House Training Curriculum 409 In-House Training Curriculum 409 Instructor Approval Form 410 Instructor Approval Form 410 Instructor Roster 411 Instructor Roster 411 Training Course Critique 412 Training Course Critique 412 Training Certificate 413 Training Certificate 413 Employee Training Plan 414 Employee Training Plan 414 Employee Training Record 415 Employee Training Record 415 Training Waiver 416 Training Waiver 416 Proposed Manual Changes Letter 501 Proposed Manual Changes Letter 501 Manual Transmittal Letter 502 Manual Transmittal Letter 502 Application for Repair Station Certificate or Rating Letter 503 Application for Repair Station Certificate or Rating Letter 503 Form/Letter Number Level Date 3-3 This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified as current. Number:
Form Name Repairman Recommendation Letter 504 Repairman Recommendation Letter 504 Verbal Approval Follow-up Letter 505 Verbal Approval Follow-up Letter 505 Hazardous Material (HazMat) Training Certification Letter 506 Form/Letter Number Level Date Hazardous Material (HazMat) Training Certification 506 Sample Letter Air Carrier Will-Will-Not Carry Notification Letter 507 Air Carrier Will-Will-Not Carry Notification Letter 507 Contracted Maintenance Function Letter (sample) 508 Contracted Maintenance Function Letter 508 Application for Amended Air Agency Certificate Letter 509 Application for Amended Air Agency Certificate Letter 509 Proposed Training Program Manual Changes Letter 510 Proposed Training Program Manual Changes Letter 510 FAA Form 8010-4 Malfunction & Defect Report FAA 8010-4 N/A 10-92 (sample) FAA Form 8010-4 Malfunction & Defect Report FAA 8010-4 FAA Form 8120-11 Suspected Unapproved Part FAA 8120-11 N/A 11/05/2010 Report with FAA Form 8310-3 Application for Repair Station FAA 8310-3 N/A 12-2011 Certificate or Rating FAA Form 8310-3 Application for Repair Station FAA 8310-3 Certificate or Rating FAA Form 8610-2 Airman Certificate and/or Rating FAA 8610-2 N/A 2-85 Application FAA Form 8610-2 Airman Certificate and/or Rating Application FAA 8610-2 Each form and its instructions are hyperlinked to the electronic version. 3-4 This document is the property of [ENTER REPAIR STATION NAME] it may not be reproduced without express written consent. Uncontrolled printed versions of this document are for reference only unless verified as current. Number: