GM1 ATCO.OR.C.001(f)  Management system of training organisations

EXAMPLE OF COMPLIANCE MONITORING SYSTEM

(a)       Training organisations may monitor compliance with the procedures they have designed to ensure safe activities. In doing so, they may, as a minimum, and, where appropriate, monitor:

(1)       the organisational structure;

(2)       the plans and objectives;

(3)       the privileges of the organisation;

(4)       the manuals, logs and records;

(5)       the training standards;

(6)       the management system.

(b)       Organisational set-up

(1)       To ensure that the training organisation continues to meet the requirements of this Regulation, the accountable manager may designate a person responsible for the compliance monitoring function whose role is to verify, by monitoring the activities of the organisation, that the standards required by this Regulation and any additional requirements as established by the organisation are met under the supervision of the relevant head of the functional area. For small training organisations, these identified functions can be fulfilled by the same person.

(2)       The person designated for the compliance monitoring function should be responsible for ensuring that the compliance monitoring programme is properly implemented, maintained and continually reviewed and improved.

(3)       The designated person responsible for the compliance monitoring function should:

(i)        have direct access to the accountable manager; and

(ii)       have access to all parts of the training organisation and, as necessary, to any contracted organisation.

(c)       Compliance monitoring documentation

(1)       Relevant documentation could include the relevant part(s) of the training organisation management system documentation.

(2)       In addition, relevant documentation could also include the following:

(i)        terminology;

(ii)       specified activity standards;

(iii)      description of the organisation;

(iv)      allocation of duties and responsibilities;

(v)       procedures to ensure regulatory compliance;

(vi)      compliance monitoring programme, reflecting:

(A)      schedule of the monitoring programme;

(B)       audit procedures;

(C)       reporting procedures;

(D)      follow-up and corrective action procedures; and

(E)       recording system;

(vii)     training elements referred to in paragraph 4(b)

(viii)    document control.

(d)       Training

(1)       Correct and thorough training is essential to optimise compliance in every training organisation. In order to achieve significant outcomes of such training, the training organisation needs to ensure that all personnel understand the objectives laid down in the organisation’s manual.

(2)       Those responsible for managing the compliance monitoring function should receive training in this task. Such training could cover the requirements of compliance monitoring, manuals and procedures related to the task, audit techniques, reporting and recording.

(3)       Time needs to be provided to train all personnel involved in compliance management and for briefing the rest of the personnel.

(4)       The allocation of time and resources needs to be governed by the activities covered by the training organisation.