Civil Aviation Document Development Procedures

1.0. Introduction

1.1 Purpose
1.2 Applicability.
1.3 Description of Changes

2.0 References and Requirements

2.1 Reference Documents
2.2 Cancelled Documents
2.3 Definitions and Abbreviations

3.0 Background

3.1 General
3.2 Introduction of the Integrated Management System (IMS)

4.0 Document Content, Format and Design Layout

4.1 Cover Page Content
4.2 Body of Document
4.3 Writing Style—General

5.0 Reserved for Document Format of Forms & Records

6.0 Reserved for Document Format of Education & Training Documents

7.0 Reserved for Document Format of Employee Information Bulletins

8.0 Reserved for Document Format of Guidance & Reference Documents

9.0 Reserved for Document Format of Safety Awareness Information

10.0 Document Life Cycle Management

10.1 Official Languages Policy
10.2 Overview of Document Lifecycle
10.3 Initiation of a Document Proposal
10.4 Document Development and Control - General
10.5 Document Templates
10.6 Content Considerations for Documents Under the IMS Document Framework
10.7 Revising a Document
10.8 Consultation Process
10.9 Finalizing the Document
10.10 Document Approval
10.11 Periodic Document Review and Cancellation
10.12 Cancellation of Documents
10.13 Document and Records Management Requirements

11.0 Distribution of Documentation

11.1 Numerical Index
11.2 Distribution of Documents in Paper Format
11.3 Distribution of Documents on the Internet
11.4 Distribution of Documents in Other Formats
11.5 How to Subscribe to the Distribution Lists for Documents

12.0 Transition Plan for Conversion of Existing Documents to New Format

13.0 Contact Office

Appendix A – Civil Aviation Service Line Activity Areas
Appendix B – Development and Approval Procedures Flowchart
Appendix C – Sample Cancellation Notice
Appendix D – Reserved for Future Use
Appendix E – Document Quality Control Checklist
Appendix F – Sample Consultation Record

1.0 Introduction

1.1 Purpose

(1) The purpose of this Staff Instruction (SI) is to describe the requirements for the development of documentation under Transport Canada Civil Aviation’s (TCCA’s) documentation framework as defined in Civil Aviation Directive (CAD) QUA-002 including:

(a) A standardized design layout/format and content for non-regulatory documents under the Integrated Management System (IMS) and regulatory frameworks;

(b) The system used to manage documents throughout their life cycle.  i.e.: throughout the initiation, development, consultation, approval, periodic review and updating, and the cancellation phases of the document’s life cycle;

(c) Responsibilities of Headquarters (HQ) and Regional Managers and staff with respect to participation in the development, consultation, approval and the internal distribution and maintenance of guidance material held by their personnel;

(d) The identification, storage, retrieval, protection, retention and disposition of records providing evidence of program conformity and operation of the management system and to ensure that records are readily accessible; and

(e) Standardized and centralized numbering and naming convention system.

(2) Coincident with the implementation of the new framework, TCCA will locate all of its documentation on a common Transport Canada web site to make the information more accessible for TCCA employees and the general public.

1.2 Applicability

This document is applicable to all TCCA employees, to individuals and organizations when they are exercising privileges granted to them under an External Ministerial Delegation of Authority. This information is also available to the aviation industry for information purposes.

1.3 Description of Changes

Not applicable.

2.0 References and Requirements

2.1 Reference Documents

It is intended that the following reference materials be used in conjunction with this document:

(a)  Treasury Board of Canada—Official Languages Policy Framework;

(b)  Transport Publication (TP) 14469, dated 04/2006—Flight 2010 – A Strategic Plan for Civil Aviation;

(c)  Civil Aviation Directive (CAD) QUA-002 Issue 01, dated 2007-01-01—Civil Aviation Document Frameworks;

(d)  Civil Aviation Directive (CAD) 37, Original Issue, dated July 9, 2003—Civil Aviation Integrated Management System;

(e)  Civil Aviation Directive (CAD) 42, Original Issue, dated March 8, 2006—Civil Aviation Publishing Policy

(f)  Transport Canada Records Document Information Management System (RDIMS) Document No. 114849-V9—Integrated Management System Standard;

(g)  Transport Canada RDIMS Document No. 134046—Civil Aviation Integrated Management System (IMS) Glossary and Bibliography;

(h)  Transport Canada RDIMS Document No. 1177076—Civil Aviation Program Manual;

(i)  Transport Canada RDIMS Document No. 647020—Civil Aviation Service Line (Performance Measurement);

(j)  Transport Canada RDIMS Document No. 562971—Civil Aviation Resource Review November 2003;

(k)  Transport Canada RDIMS Document No. 546643-V8—Civil Aviation National Naming Convention Guidelines for the National File Series;

(l)  Transport Canada form number 26-0482 version (0507-06)—Work Order;

(m)  Transport Canada RDIMS Document No. 2083112—Document Development Flowchart;

(n)  Public Works and Government Services of Canada ISBN 1-55002-276-8—The Canadian Style; and

(o)  International Organization for Standardization ISBN 92-67-10206-0 - 5^th edition—ISO 9000 Quality Management.

2.2 Cancelled Documents

As of the effective date of this document, the following document is cancelled:

(a)  Civil Aviation Directive—Process Instructions;

2.3 Definitions and Abbreviations

The following definitions and terms apply to the documents described under the IMS documentation framework described in CAD QUA-002:

(a)  Hold Point—means a “point, described in an appropriate document, beyond which an activity must not proceed without the approval of a designated organization (1.7) or authority.  Source:  International Organization for Standardization ISO 9000 Quality Management.

(b)  May—means expressing permission or freedom of choice.

(c)  Shall— means expressing a command, imperative form and no other choice of action.

(d)  Should—means expressing persuasion or advice, desired choice or wish. It can be interpreted as an informal request.

(e)  Office of Primary Interest (OPI)—means the office responsible for the development and maintenance of documentation required to implement the Civil Aviation Program.

(f)  Office of Technical Interest (OTI)—means office responsible for providing the OPI with technical input as required during a document’s life cycle.

(g)  TCCA—means Transport Canada Civil Aviation.

(h)  Transport Publication (TP)—means a product in which information (intellectual content) is recorded, stored and/or reproduced for an internal or external audience. Products intended for publication by Transport Canada are assigned Transport Publication (TP) numbers and respect departmental and federal requirements, such as Official Languages Policy and the Federal Identity Program.  Transport Canada publications exist in a wide range of formats, including books, manuals, booklets, brochures, reports, newsletters, posters, audio recordings, video recordings, films, microforms, CDs, DVDs, diskettes and web/on-line documents. They may or may not be free of charge. (Reference: Transport Canada RDIMS Document No. 436307 and TCCA RDIMS document No. 134046 - IMS Glossary and Bibliography).

Transport Publications (TPs) or forms do not include Civil Aviation Directives, Staff Instructions, Policy Letters, Advisory Circulars, Notices or Bulletins.

3.0 Background

3.1 General

(1) Historically, functional Branches and Regional offices of TCCA have established individual documentation frameworks and practices related to the life cycle of regulatory and non-regulatory guidance documentation.  This documentation has provided policy direction and procedural guidance to TCCA employees and the general public on accepted means of compliance with the Canadian Aviation Regulations and related Standards.  These documents have previously taken the form of Civil Aviation Directives, Functional Directives, Policy Letters, Staff Instructions, Advisory Circulars, and various Transport Canada Publications (TPs) and manuals.

3.2 Introduction of the Integrated Management System (IMS)

(1) In July 2003, TCCA issued CAD 37 introducing its quality management system called the Integrated Management System (IMS) and its related IMS Standard.  The IMS is the means by which TCCA monitors and progressively improves the management of the Civil Aviation Program.  The IMS Standard requires the development of a common documentation framework addressing documentation types/categories including records.  A multi-branch working group was formed to develop that framework that is now is reflected in CAD QUA-002 and this SI.

(2) CAD QUA-002 describes the IMS and regulatory documentation frameworks and related document types used in TCCA.  Documents under the IMS Documentation Framework provide employees with the principles upon which the Civil Aviation Program is developed and the procedures for completion of their work in compliance with regulations.  The standardized work procedures form the basis upon which TCCA will monitor and continually improve its procedures, while establishing national consistency in the application of those regulations and standards.

(3) The initial issue of this document replaces all existing documents describing procedures for the development and publication of guidance documentation published by individual Branches.  The documents types described in this procedure replace previous formats and document titles.  During the transition of documents described in this SI, existing documents including Transport Publications (TPs) may be reformatted and issued as a new document type under this framework.

4.0 Document Content, format and Design layout

(1) The document format and content requirements defined below are applicable to all regulatory guidance material and all other non-regulatory documentation (for example administrative procedures) published by TCCA in support of the Civil Aviation Program.  The format of each document (French and English versions) generally consists of a cover page, which provides basic tombstone information and a table of contents; the main body of the document and appendices as appropriate.

(2) The following sections identify the format to be used in the preparation of guidance documents, issued in the form of CADs, SIs, SSIs and ACs, which is consistent with that used for the presentation of this Staff Instruction.  Large Staff Instructions may be issued as a TCCA Manual. 

(3) For information concerning the format/design layout of a Transport Publication as defined in section 2.3, contact the Multi-media Publishing Section, AARA-MPS.

4.1 Cover Page Content

(1) The cover page of each document will display the following information:

(a) Government of Canada Federal Identity Program (FIP) Marks

The header of the cover page will display the “Transport Canada signature” and the footer will show the “Canada” word mark in the lower right-hand corner in accordance with the Federal Identity Program (FIP) mark application standards. No other pages will bear these marks.

(b) Document Type

The “document type” title is displayed at the top, centre of the cover page.  Document types as defined in Civil Aviation Directive (CAD) QUA–002.Examples include: Civil Aviation Directive (CAD), Staff Instruction (SI), Supplementary Staff Instruction (SSI), or Advisory Circular (AC).  Font size and style of the “document type” is Arial 18.

(c) Subject Title

Subject titles shall be kept as short as possible to clearly communicate the general content of the document.  Font size and style of the “subject title” is Arial 12.

(d) Issuing Office

This field allows for the identification of the Civil Aviation functional Branch or Region issuing the document.  Where multiple functional Branches/Regions are jointly issuing the document, all offices may be identified.

(e) Activity Area

The Civil Aviation Activity Area relates to the five (5) Civil Aviation Service Line Activity Areas described in RDIMS Document No. 647020 and also shown in Appendix “A”.  For brevity, the “Activity Area” will display the “keyword” for each area instead of the full title.

Descriptions for each of the activity areas can be found in section 3.1.3 of the Civil Aviation Resource Review, dated November 2003, RDIMS Document No. 562971.  These descriptions are listed below for convenience.

(f) Document Number

The document number is displayed in the top portion of the cover page and in the right-hand corner of the footer of subsequent pages. 

The document number consists of four (4) parts; the document type; the series number, the sequence number; and the suffix letter.

The “Document type”
The first part of the document number identifies the “Document type”.  e.g.: CAD, SI, SSI, AC.

The “Series number”
The second part of the document number, the “Series number”, mirrors the number of the CAR Part/Subpart, CAR Standards or Chapters.  Where the document does not directly to a CAR or Standard, then the document may be numbered using the other Series numbers such as the “GEN” series for General topics.  Refer to the below table for additional Series numbers.  The Director, Quality and Resource Management may approve additional “Series numbers” as required.

The “Sequence number”
The third part of the document number, the “Sequence number”, is sequentially assigned to documents within each Series.  For the purpose of assigning the sequential numbers, CADs, SIs and SSIs are grouped together.  ACs will have sequential numbers assigned separately from CADs and SIs.

The “Suffix letter”,

The fourth part of the document number, the “Suffix letter”, is reserved for Supplementary Staff Instructions (SSIs) only.  The Suffix is added to identify each Transport Canada Region as shown below.Where the SSI is related to a national SI, the SSI maintains the same basic document number as the SI and simply adds the appropriate Suffix to identify the Region.  Refer to the below table for regional suffix letters.

Supplemental Staff Instructions (SSI)

Where the SSI is related to a national SI, the SSI will keep the same basic document number as the SI and simply add the appropriate Suffix to identify the Region.

For example, an SI on Cost Recovery Procedures might be numbered - SI 104-002.

The related regional SSIs would be numbered as:

SI 104-002–T for the Pacific Region;

SI 104-002–R for the Prairie and Northern Region; and

SI 104-002–N for the Quebec Region.

To eliminate confusion surrounding document titles or content, new document numbers will come from a single sequential list of numbers. They will not be duplicated or reused once cancelled.

Examples:

A Staff Instruction dealing with Flight Training Units may be numbered SI 406-001 or SI 426-001 as appropriate.  In this case “406” prefix refers to CAR Part IV Subpart 6 or CAR Standard 426 and the “001” represents the sequential number.

Documents, which relate to multiple subparts of the CARs such as, CAR 605 and CAR 606, may be numbered with a 600 prefix

For example, AC 600-004.

Documents dealing with matters outside the scope of the CARs, Standards, or Airworthiness Manual such as administrative procedures will be considered “General”, and will be given the prefix “GEN”

For example, CAD GEN-001.

Examples of Complete Document Numbers

(g) File Number

The “File No.” is the internal file number that corresponds to the appropriate Records Management docket.  The file number used will be shown in the header of the cover page.

(h) Issue Number

The “Issue Number” is a 2-digit number.  New documents will start at Issue Number “01”, which will be displayed in the header of the cover page and in the footer of subsequent pages following the document number. 

As a document is revised, the number will be incremented by one.

(i) Records, Document and Information Management System (RDIMS) Document Number

This field displays the appropriate RDIMS “document number” followed by the “version number” for the published document.  Refer to section 10.13 of this SI for further details. The RDIMS document number, which is displayed, will also identify the document “Version number”.  Example: 123456-V2.

(j) Effective Date

The “Effective Date” will be the date on which the document comes into effect and will be shown in the header of the cover page and in the left-hand corner of the footer of following pages.  Its format will follow the System International (SI) format of YYYY-MM-DD to conform to Treasury Board “Common Look and Feel (CL&F)” standards for Internet development as well as FIP, which states that the month should be displayed numerically and not using words or abbreviations.

(k) Table of Contents

The table of contents will numerically list section, sub-section and appendix titles.

4.2 Body of Document

(1) The header of the body page(s) display the document’s subject title in the right hand corner of all pages except the cover page in font style and size is Arial 10.

(2) The footer of the body page(s) contain the document’s effective date in the left hand corner; the page number (shown as X of Y) in the center; and the document type, number and Issue number in the right hand corner (example CAD 104-001 Issue 04).

(3) Sections utilize a two-digit section number such as 1.0, 2.0, and 3.0.  Subsections utilize a two-digit section number such as 1.1, 1.2, 2.1, 2.2, or a three-digit number such as 1.1.1, 1.2.1, 2.1.1 or 2.2.1 to facilitate cross-references between various sections and documents.

(4) If any section or sub-section is not utilized in a given document, that section will still be displayed with an explanatory note stating that the section is not utilized or ”Not Applicable”.

(5) Paragraphs are numbered as:  (2).  Where there is only one paragraph, it is permissible to not number that paragraph.

(6) Body text utilizes Font type “Arial”, size 10.  According to section 10.04 of the Canadian Style, paragraph alignment is set to “left alignment”.

(7) The body of the document will contain the following sections and sub-sections:

(a) Section 1.0—INTRODUCTION–this section is divided into three subsections:

Where the document being published is an Advisory Circular, the following disclaimer paragraph shall be added between section 1.0 and 1.1.

Quote

“This Advisory Circular (AC) is provided for information and guidance purposes.  It may describe an example of an acceptable means, but not the only means of demonstrating compliance with regulations and standards. This AC on its own does not change, create, amend or permit deviations from regulatory requirements nor does it establish minimum standards. 

End Quote

(i) Subsection 1.1—Purpose —this is a “brief” statement of the purpose or reason for issuing the document and may outline the document’s objectives.

(ii) Subsection 1.2—Applicability—states the audience to whom the document is applicable or may be of interest to, including TCCA Branches, delegates or the aviation industry.

(iii)  Subsection 1.3—Description of Changes —provides a brief, high-level description of the changes being made to the document or where documents have been merged together, as statement to that effect is made.  For new documents, this section may indicate “Not Applicable”.

(b) Section 2.0—REFERENCES AND REQUIREMENTS

(i) Subsection 2.1—Reference Documents

All documents and forms referred to in the CAD, SI, SSI or AC will be listed under this section.  Reference documents will be listed in order of regulatory precedence.

Example:

1) Aeronautics Act

2) Canadian Aviation Regulations (CARs);

3) CAR Standards;

4) Regulatory Precedence Manuals (e.g.:  Airworthiness Manual);

5) Branch Advisories under the CARs (e.g.:  Airworthiness Manual Advisories);

6) Transport Canada or other Government of Canada Forms;

7) Other guidance material: Civil Aviation Directives (CADs), Staff Instructions (SIs), Supplementary Staff Instruction (SSI), Advisory Circulars (ACs), Handbooks and Transport Publications (TP), etc.; and

8) Foreign aviation authority documents in the same order of precedence.

Further details on the content and formatting styles to be applied within this subsection can be found in section 4.3.

(ii) Subsection 2.2—Cancelled Documents:

All documents, which have been cancelled because of the publication of the given CAD, SI, SSI, AC or Manual, will be listed in this subsection.  Further details regarding this subsection can be found in section 4.3.

(iii)  Subsection 2.3—Definitions and Abbreviations

Definitions, abbreviations and acronyms of various terms can be listed in this section. It is not necessary to list all abbreviations or acronyms in this section provided that where an abbreviations or acronyms are used in the text of the document; the full definition is spelled out followed by the acronym.  Where abbreviations or other terms are described in this section, the term, but not the definition, is to be shown in “bold” font.

For example:

TCCA—means Transport Canada Civil Aviation.

(c) Section 3.0—BACKGROUND

This section will provide a brief history and a preamble for the subject of the document.

(d) Section 4.0 to X.0—PROCEDURES or INFORMATION, as applicable.

(i) Other section(s) or subsection(s) will be used and titled consistently with the nature of the subject of the document.  Where text is being cited from other sources, such as reference material, the text will be italicized and quotation marks used as appropriate.

(ii) Tables or figures contained in the document will display the corresponding number and title centred above the table or figure.

(e) Section X.0—CONTACT OFFICE

The final section of the document identifies the position title, telephone and fax numbers, and mail routing symbol within the respective TCCA Branch or Regional office that has been assigned responsibility for the document content.  It may also include a general e-mail account address where all submissions regarding these documents may be sent for action.

(f) Signature Block 

The signature block is located between the “Contact Office” section and the appendices.  The signature block indicates approval of the entire document including appendices.  The electronic copy of the document posted to the Web and the final version of the document in RDIMS shall provide the following statement in place of the physical signature - “Original Signed by …”.  See samples shown below.

If someone signs the document on behalf of the functional authority, the statement shall read: “Original Signed by ……for”.

(g) Appendices

Appendices will be added as required following the signature block.

4.3 Writing Style—General

(1) Documentation prepared under this SI will follow the writing style described in “The Canadian Style” published by Dundurn Press Limited in co-operation with Public Works and Government Services Canada, ISBN 1-55002-276-8.  This book is also available on the government of Canada Internet site shown below.

http://termiumplus.translationbureau.gc.ca/tpv2Show/guides/style/index.html?lang=e2

(2) Any reference to a position title shall use the full title of the position or approved abbreviation after initial use.  Departmental mail routing symbols (e.g.: AAR) should only be used for the purpose of providing mail routing.  Alternatively, the abbreviation could be defined in sub-section 2.3-Definitions and Abbreviations.

(3) When referencing “legal” documents such as treaties, agreements, legal codes, pieces of legislation and other official documents, follow the style guide shown in paragraph 4.34 on capitalization, and paragraphs 6.06 and 6.10 on italicizing in “The Canadian Style”.

(4) Underlining of text shall not be used in the HTML formats of documents because it can be confused with a “hyper-link” to another web site. Therefore, for consistency underlining shall not be used in other formats of the documents.

(5) “Footnotes” shall not be used in the body of documents because they interrupt the flow of reading and the references to abbreviations and other related documents being cross-referenced within the document are listed in section 2.0 of each document.

(6) Referencing documents in Section 2.1— “Reference Documents”:

(a) When referencing documents in section 2.1— “Reference Material” of guidance material, only list those “higher level documents”, which are referred to in the particular document.  Specifically, when referring to sections or subsections of CARs or CAR Standards in the body of the document, in Section 2.1 only refer to the Part and Subpart of the CAR or Standard.  Titles are to reflect the exact “published” title of the CAR Part or Subpart or individual documents and are identified in italicized font.  This conforms to the style guide described in paragraph 6.05 in “The Canadian Style”.

For Example:

(a) Part III Subpart 02 of the Canadian Aviation Regulations (CARs)—Airports;

(b) Standard 424 of the CAR—Medical Requirements;

(c) Chapter 541 of the Airworthiness Manual (AWM) —Airships;

(d) Chapter 525 of the AWM—Transport Category Aeroplanes;

(e) Staff Instruction (SI) QUA-003 Issue 01 dated 2007-01-01—Civil Aviation Document Development Procedures;

(f) Advisory Circular (AC) 401-001 Issue 01 dated 2006-12-01—Conversion of Flight Crew Licences/Certificates Between Canada and the United States;

(g) AC 725-003 Issue 01 dated XXXX-XX-XX--title in italics;

(h) Transport Canada form number 26-0610 version (9912-01)—Civil Aviation Airport Certificate;

(i) Government of Canada form number GC 1243 version (9912-01)—title in italics;

(j) Federal Aviation Administration Advisory Circular (FAA AC) 23-2 dated 8/20/1984—Flammability Tests;

(k) FAA AC 413-1 dated 08/16/1999—Licensing Application Procedures;

(l) U.S. Military Handbook (MIL-HDBK)-5J--title in italics;

(m) MIL-HDBK-17D--title in italics.

(b) In the above example item (f) is shown as AC 500-003 representing a Transport Canada issued AC. Transport Canada issued ACs will be just referenced as shown, however, AC's issued by other authorities will always show the authority title first whenever referenced in the document. i.e.: an FAA AC will display “FAA” before the abbreviation “AC”.

(7) Identifying Cancelled Documents in Section 2.2— “Cancelled Documents”:

(a) When identifying a document that will be cancelled as a result of the issuance of another particular document, it is important to identify the document type, number, Issue number, Issue date and the document subject title.  For example:

As of the effective date of this document,

(i) Aircraft Certification Policy Letter (ACPL) 17 Issue 2 dated 2000-10-05—Global Positioning System (GPS) and Flight Management System (FMS) Equipment and Installation Approvals is cancelled.

(b) When publishing a new issue of the same document, it is necessary to cancel the previous issue of that document by identifying the document type, number, Issue number, Issue date and the document subject title for the previous issue in section 2.2.  For example:

(i) As of the effective date of this document, General Aviation Policy Letter (GAPL) 2002-05 dated 2002‑09‑301—Approval of Part IV Flight Training Devices – Personnel Licensing is cancelled.

(8) Referencing CARs or CAR Standards in the document body:

(a) When referencing CARs or CAR Standards in the body of the document it is important for compliance reasons, to use the same method as used in the CARs.  The correct reference method is:

(i) Subsection 623.02(2) of the CARs is the reference on ....

(ii) Paragraph 421.05(2)(a) of the Standard is indicative of how to ...

(b) Other CAR terms are:

(i) Subpart 602

(ii) Section... 401.05

(iii)  Subsection ... 401.05(1)

(iv)  Paragraph ... 401.05(1)(a)

(v)  Subparagraph ... 401.05(1)(a)(ii)

(vi)  Clause….. 401.05(1)(a)(ii)(A)

5.0 Reserved for Document Format of Forms & Records

(1) This section is reserved to provide description of the document content, format and design layout of the forms and records as defined in section 4.2.6 and 4.2.7 of CAD QUA-002.

6.0 Reserved for Document Format of Education & Training Documents

(1) This section is reserved to provide description of the document content, format and design layout of the forms and records as defined in section 4.2.8 of CAD QUA-002.

7.0 Reserved for Document Format of Employee Information Bulletins

(1) This section is reserved to provide description of the document content, format and design layout of the forms and records as dfined in section 4.2.9 of CAD QUA-002.

8.0 Reserved for Document Format of Guidance & Reference Documents

(1) This section is reserved to provide description of the document content, format and design layout of the forms and records as defined in section 4.3.3 of CAD QUA-002.

9.0 Reserved for Document Format of Safety Awareness Information

(1) This section is reserved to provide description of the document content, format and design layout of the forms and records as defined in section 4.3.4 of CAD QUA-002.

10.0 Document Life Cycle Management

10.1 Official Languages Policy

(1) The requirements of the Official Languages Act and the Official Languages Policy shall be adhered to with respect to this documentation framework. Information may be found on the below Treasury Board web sites:

(a) For communication and services to the public:

http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/puolcsp-pllocpps_e.asp

(b) For language of work requirements:

http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/plw-plt_e.asp

http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/glwbr-ldltrb_e.asp

(2) It is the practice of Civil Aviation to produce and distribute documents (i.e.: publications, forms CADs, SIs, SSIs and ACs,) in both official languages and that there be no content difference in the language versions of those documents.

10.2 Overview of Document Lifecycle

(1) The life cycle of a document generally consists of:

(a) The initiation or recommendation to develop or revise a document;

(b) Development of a new document or revision to an existing document;

(c) Consultation with affected stakeholders of the draft document prior to publication;

(d) Approval of the document;

(e) Publication of the document;

(f) Periodic review of the document every five (5) years as shown in section 10.11 of this document; and

(g) Republishing or cancellation of the document.

(2) A sample flow chart depicting the “Development and Approval Process” is shown in Appendix “B”.

10.3 Initiation of a Document Proposal

(1) Any TCCA employee, member of the aviation industry or the general public may initiate a proposal for the creation of, or revision to TCCA documentation.  Submission of proposals should be made through the Civil Aviation Issues Reporting System (CAIRS) at the Transport Canada website shown below.

http://www.tc.gc.ca/CivilAviation/ManagementServices/QA/cairs.htm

(2) When proposing changes using MS Word, identify the changed section with revision bars in the right margin of the revised document.  It is preferable to edit the document while using the “track changes” features so as to easily identify the changes. Please attach your proposed document to the CAIRS request.  Where TCCA employees are submitting proposals, please make a notation that the proposal has been discussed with your local manager.

(3) Written proposals may also be submitted to the national CAIRS coordinator at the address listed below:

National Headquarters - Ottawa - CAIRS
Transport Canada
Civil Aviation
5th Floor, Mail Stop: AARA
330 Sparks Street
Ottawa, Ontario.  K1A 0N5

Fax:  613-993-7038
E-mail: CAIRS_NCR@tc.gc.ca

10.4 Document Development and Control - General

(1) Each functional Branch and Regional Director is responsible to coordinate the development, consultation and approval activities of documents within their Branch/Region and other affected areas as appropriate, so as to meet the objectives stated in section 4.0 of CAD QUA-002.  Where a document is being developed jointly between multiple functional authorities, branches or regions, an agreement should be made between the various authorities to determine which office will be the coordinator for the document and ultimately approve the document on behalf of all concerned.  During the development and / or revision of documents, staff are strongly encouraged to consult OTIs and subject matter experts in HQ and in all regions.  By doing so, it is possible to incorporate practical experience and best practices from all points of view during the drafting phase.  This will result in the development of most efficient design of the civil aviation program as defined in section 4.2, and the most effective delivery of that part of the program as described in section 4.3 of the IMS Standard.

(2) When creating new documents or updating existing documents, Internet web links may be used to cross link to other reference sites.  When referencing Transport Canada web sites, only the Internet and not the Intranet sites will be used.  When using web links, the OPI must ensure that proper permissions / agreements have been obtained from the site’s owner.  The OPI shall seek the assistance of the Chief, Multimedia Publishing Services Division, AARA-MPS to arrange these agreements.  When updating documents the OPI must ensure that all web links are current and if there are “broken” or outdated web links on the TCCA websites, the OPI is to advise the Civil Aviation web team to correct the links accordingly.

(3) OPIs and OTIs must be cognizant of and respect copyright laws.  If quotations, figures, diagrams, or information in general from sources other than Transport Canada are used within TCCA documents, appropriate permission shall be obtained prior the publication of the document.  In these cases, the OPI shall seek the assistance of the Chief, Multimedia Publishing Services Division, AARA-MPS to arrange these agreements.

(4) “Minor” changes to documents such as spelling and correction of references, may be incorporated and published directly by the respective document author without consultation following approval by the respective authority.

(5) Once the coordinator and the OTI are satisfied with the content and quality of the draft document, they will proceed to the consultation phase.

10.5 Document Templates

(1) MS Word “templates” have been created to assist employees in the development of documents, which conform to the standardized formatting requirements of the document framework.  These templates can be found under the following RDIMS document numbers:

For CADs, SIs, SSIs, and ACs:

(a) French language template:  RDIMS 1857706.

(b) English language template:  RDIMS 1362792.

(c) Cancellation Memo Ref Appendix C:  RDIMS 1886422

(d) Document Review and Proofreading Checklist Ref Appendix E:  RDIMS 1886156

(e) Consultation Record Ref Appendix F:  RDIMS 1886105

(2) To ensure that documents are kept up to date with the framework, staff shall use the current version of the template in RDIMS when developing new or revised documents.

10.6 Content Considerations for Documents Under the IMS Document Framework

(1) CADs, SIs and SSIs describe TCCA’s management processes under the IMS Standard and the IMS Document Framework.

(2) When developing new and revised CADs, SIs and SSIs, OPIs and OTIs are actually designing that activity within the “Civil Aviation Program”.  In doing so, the requirements of the IMS Standard, RDIMS 114849, section 4.2 – Design, shall be taken into consideration and the impact of the design on the actual “Delivery” of the program in section 4.3 of the Standard.

(3) Section 4.2 of the Standard is reproduced below for ease of reference:

“Quote”

The organization shall plan and document the design and delivery of program activities within the Civil Aviation Program, taking into consideration the following requirements:

(a) Strategic direction and business planning;

(b) Stakeholder focus;

(c) Activity Area objectives;

(d) Resource requirements;

(e) Statutory and regulatory requirements related to the services;

(f) Supplementary documents, which may include requirements not specified but necessary for the intended use of the services; and

(g) Measurement and monitoring requirements.

The organization shall ensure that the above requirements are converted into services and/or processes that meet the intended purpose. Where processes include the use of monitoring and measuring devices, the processes shall include confirmation that the device is fit for use and maintained to suitable accuracy and accepted standards, including the calibration status of the device.

The organization shall plan and document the design of services and/or processes taking into consideration the personnel, materials, and information required to produce the desired outcome.

The organization shall conduct design reviews, the number dependant upon the complexity and degree of risk associated with the particular service and/or process.

The final design of the services and/or processes shall be verified to ensure conformance with specified requirements.

Management shall approve the documentation pertaining to activity areas within the Civil Aviation Program.

Records of the design processes shall be maintained.

“End Quote”

(4) Examples of what might be “expected” in the design of a civil aviation program activity are:

(a) For statutory and regulatory requirements, the procedure identifies requirements from all legislation applicable to the process, and incorporates within the procedure a method to verify that the employee has complied with those requirements.

(i) For example: if the procedure may provide “tools” such as checklists, for the employee to use to verify compliance with the requirements.

(b) For Resource Requirements: the design of the procedure is not more complex or cumbersome than necessary to perform the task while meeting the task requirements, including statutory/regulatory requirements.  If the procedure is too complex or cumbersome, then this will consume excessive levels of resources.

(i) For example: if the procedure requires that inspectors shall visit an air operator’s place of business to perform an approval.

(c) For record and information management, the procedure describes the locations and methods for the maintenance of records and information gathered throughout the particular activity process. 

(i) This includes the locations where records are stored in one or formats/means either for paper records or for electronic records in RDIMS and other databases, both, etc.;

(ii) Each procedure states the file number under which all documents for the particular activity are stored;

(iii)  Record keeping shall consider and adhere to the requirements of applicable legislation such as the: Aeronautics Act; National Archives Act; Canada Labour Code; Transportation of Dangerous Goods Act; Financial Administration Act; Privacy Act; Personal Information Protection and Electronic Documents Act.

(d) The procedure should describe the means by which the “quality control” of the particular process is ensured.  This may take the form of one or more of the following examples:

(i) “Hold / control points” in the process where reviews and signatures are required before the process continues;

Example:  Before a Responsibility Centre Manager (RCM) approves an employee’s travel claim for payment; the financial administration office shall review the travel claim to ensure that it conforms to the Treasury Board Travel Directive.

(ii) Documented peer reviews of documents;

(iii)  Sample inspections of records by independent personnel;

(iv)  Self-verification of file through “process step completion” checklists or cards.

Example: The use of a checklist similar to the “Document Quality Control Checklist” shown in Appendix “E”.

(5) When developing new or revised documents, OTIs will design the process for all parts of the particular activity as required.  That is to mean, the “life cycle” of the process.  For example:

(a) For the issuance of a given certificate / Civil Aviation Document there is:

(i) The initial application, review, denial or approval of the certificate, domestic or otherwise;

(ii) The periodic revisions to the certificate by adding, changing or removing privileges;

(iii)  The possible transfer of certificates to another certificate holder, domestic or otherwise;

(iv)  The possible suspension, reinstatement or cancellation of a certificate, domestic or otherwise on a voluntary or involuntary basis.

10.7 Revising a Document

(1) Periodically, all documents will require some level of revision to maintain the accuracy of the document.  To ensure that documents are kept up to date with the framework, staff shall use the current version of the template in RDIMS when developing new or revised documents. Refer to section 10.5 of this SI,

(2) When a revision is made to a document under the framework, it is treated as a new "Issue" (version) of the original document.  This aids readers in identifying that they have the most current Issue of the document. When the document is reissued, the "Issue number" needs to be incremented by one number.  e.g.: from Issue 01 to Issue 02.  At the same time, the old "Effective date" is changed to whatever the new “Effective date” will become.  The Issue number and effective date are displayed at the top of the cover page and in the footer of every page of the document.

(3) As the new Issue of the document is being developed, the OTI shall use the “Track Changes” feature in MS Word to record the changes being made to the document.  At various stages along the redevelopment, the OTI should save the document as a new RDIMS version, accept all the changes recorded through “Track Changes” for the version and continue editing the document.

(4) The changes are summarized in section 1.3 of the particular document to assist the reader in quickly identifying the parts of the document that have been changed and the reason for those changes.  Example:  “Section 5.2 of the SI has been changed due to corresponding changes in Part III of the Canadian Aviation Regulations effective amendment 2005-023.

(5) Once the document is ready for consultation or publication as the case may be, the OTI saves the document as a new RDIMS version and using the “Track Changes” feature in MS Word, "accepts" the revisions made to the document.  Then using the "drawing" tool in MS Word, a line is drawn in the right-hand margin to indicate the area affected by the changes.

10.8 Consultation Process

10.8.1 General

(1) Our strategic direction, Flight 2010 and the IMS Standard require that the development of the civil aviation program be based upon a sound consultative framework.  Some of the key principles pertaining to a consultation framework include:

(a) Maintaining open communication and sharing information with each other, the aviation community and the public; and

(b) Consulting early and throughout the document development process.

(2) The application of these principles result in continued improvement in the high level of aviation safety in Canada and a high level of public confidence in the civil aviation program.

(3) The following three main areas of the IMS Standard address the need for consultation with stakeholders:

(a) Section 2.4 – Stakeholder Focus states that management shall endeavour to ensure that stakeholder needs and expectations are determined and converted into program requirements with the aim of enhancing stakeholder satisfaction with the delivery of the organization’s service;

(b) Section 4.2 - Program Design states in part, that the design of the civil aviation program shall consider stakeholder focus; and

(c) Section 5.1 – Measurement and Analysis - Stakeholder Focus states that the organization shall establish procedures for communicating with stakeholders and use stakeholder information to develop and monitor standards in its activity areas for the purpose of service improvement.

(4) Timely consultation of all documents is required to permit stakeholders within Transport Canada an opportunity to provide comments on documentation that might impact activities under their functional responsibility prior to publication.  An effective consultation framework results in the following benefits:

(a) Allow for improved stakeholder recognition;

(b) Enhance stakeholder support of program changes and resultant outcomes;

(c) Improve the quality of relations with stakeholders and satisfy their expectations;

(d) Ensure stakeholders are informed on the basis of the issues affecting them; and

(e) Avoid procedural disparities, potential conflict with program changes and subsequently produce a better working document. 

(5) When consulting draft documents, staff shall respect the requirements of the Treasury Board Official Languages Policy.

10.8.2 Consultation Process

(1) All draft documents described in this framework shall be consulted nationally with TCCA before approval and publication.  By doing so, it is possible to incorporate practical experience, best practices, continuous improvement and a broader consensus from all points of view.  This does not prevent Directors from including the aviation industry or other civil aviation authorities in the consultation of the subject document.  The document coordinator will manage the consultation process for all documents except CADs.  Draft documents sent for consultation shall not be construed as functional direction.

(2) Once the coordinator and the OTI are satisfied with the content and quality of the draft document, the coordinator sends it for language translation before the document is sent for consultation. This action is required to comply with the Official Languages Policy.

(3) Documents circulated for consultation shall not identify the “full” document number and will not contain dates on the cover page.  The document will be identified as “DRAFT” on the top of the first page and in the Footer section, and will include the appropriate RDIMS document number and version in the cover page header.  To distinguish multiple versions of draft documents, it is permissible to include the draft version date in the footer of the document provided that the word “Draft” is clearly shown in front of the date.  Example: Draft 2006-10-23. The closing date by which comments are to be received should be set in accordance with the functional Levels of Service Standards.

(4) After receiving the two translated documents, the coordinator will forward by e-mail, copies of the English and French draft documents to affected stakeholders in TCCA HQ and Regional offices as appropriate for consultation.

(5) To expedite the issuance of “Urgent” documents consultation will normally be limited to Headquarters management and the OTI.  Since broader consultation produces a more complete document, this process of limited consultation should be considered an exception to the rule.

(6) During the reorganization of TCCA, confusion may arise with respect to “whom” should be included in the consultation of documents.  To maintain effective document consultation, the following TCCA personnel shall be included in all consultations as a minimum:

(a) Headquarters and Regional Division Chiefs in all Branches who might be affected by the document; and

(b) Other Subject Matter Experts as deemed appropriate by the OPI. The coordinator may find it appropriate to utilize the “OPI / OTI List” published on the civil aviation, Regulatory Affairs web site to determine appropriate HQ offices to consult.

(7) Upon receipt of comments, the coordinator consolidates all comments onto a “Consultation Record”.  A sample of a completed Consultation Record is shown in Appendix “F”, and a blank copy of the record for use by staff is available under RDIMS 1886105.  Block 1 of the Consultation Record identifies the document, which is being consulted.  The particular RDIMS document number and version number is entered in Block 1.  When transcribing comments from e-mails to the consultation record, the coordinator will copy the comments verbatim in their entirety into Block 2 of the Consultation Record.  Comments should be grouped together by the document section and paragraph number.  This will allow the OTIs to easily address all comments received on a given part of the document.  When recommendations for changes are received, they will be included in the “comment” column under a subheading “Recommended Changes”.  The coordinator will enter the Consultation Record and all comments received by e-mail or other means into RDIMS and identify these cross-reference documents in Block 4 of the consultation record.  For ease of use, the form may be formatted for legal or letter size paper as deemed appropriate by the coordinator.

(8) When completed, the document coordinator and the OTI review all comments to determine if:

(a) They are in accordance with existing Transport Canada policy; and

(b) They reflect the position of Transport Canada.

(9) The action taken for each comment is recorded in the column titled “Disposition of Comments” on the Consultation Record.  In the case of conflicting comments within divisions or at the Branch level or between Branches, the position of the respective Director(s) may be sought.  Other “Issues or Comments” may be added to Block three (3) of the record.  Attachments and cross-referenced documents are identified in Block four (4) of the record.  The coordinator and OTI, as required, will sign the completed consultation record.

(10) In the case where substantial changes have been made to the original draft version, it may be appropriate to send the document for a second consultation.  When it is necessary to conduct a second or subsequent consultation, a separate consultation record will be prepared for each consultation.  The later RDIMS version number in Block 1 will identify the version of the second “consulted document” on the consultation record.  Related consultation e-mails/comments will be appropriately annotated when entered into RDIMS.  In the case of a contentious document, Branch Management may require a final review through the forum of a special meeting.

10.8.3 Consultation of Civil Aviation Directives

(1) The Director Civil Aviation Secretariat(AARC) shall coordinate the consultation of all new or revised Civil Aviation Directives amongst NCAMX members. Individual Branches or Regions may prepare “Draft” CADs and forward the draft version to AARC for consultation.  To expedite the issuance of “Urgent” documents consultation will normally be limited to Headquarters management and the OTI.  Since broader consultation produces a more complete document, this process of limited consultation should be considered an exception to the rule. AARC will disposition all comments received during the consultation and prepare the final version of the CAD for approval by the Director General Civil Aviation.

(2) CADs will be consulted amongst the National Civil Aviation Management Executive (NCAMX) and other TCCA stakeholders.  To expedite the issuance of “Urgent” Civil Aviation Directives (CADs), consultation may be limited.  Since broader consultation of all documentation produces a more complete document, this process of limited consultation should be considered an exception to the rule.

10.9 Finalizing the Document

10.9.1 Obtaining the Document Number

(1) During the transition phase of documents to the new framework, and in an effort avoid duplication of document numbers the Director Quality and Resource Management will be responsible for the assignment of all document numbers.  Subsequently, the document OPI / coordinator requests a document number from the Director and then adds it to their document in accordance with paragraph 4.1(1)(f) and 4.2(2) of this SI.

10.9.2 Proofreading/Quality Control Check

(1) Prior to seeking approval of the document, the coordinator will conduct a proof reading, quality assurance check and send the document for final language translation.

(2) Proofreading is the final chance to correct those simple errors that slip by us by checking the consistent use of terminology, the clarity of figures, tables and diagrams, the correctness of mathematical formulae, formatting of fonts, font sizes and styles.  Some useful hints for proofreading are included in the checklist shown in Appendix “E” - RDIMS 1886156.

(3) When the proofreading of the document is completed, the coordinator will send the document(s) for final language translation.

10.10  Document Approval

(1) Once translated, a final editorial review and quality control check is conducted on both the English and French versions of the document before being sent for sign-off by the coordinator and the OTI, as required.

(2) Both the English and French final versions of the document, the “Consultation Record” showing the disposition of comments, and an attached Route Slip are forwarded to the OPI’s local manager and Division Chief for review and approval before the document is sent to the Director.  This check is designed as a “hold point” the document development process.  Once the Chief has approved the draft document, he/she signs the route slip and forwards the file to the appropriate Director for approval.

(3) Once the document has been signed, the final version of the “Consultation Record” will be sent to all those persons identified in 10.8 who had been consulted on the “draft” version of the document.  This is intended to provide feedback to those people on all comments received and how each comment has been addressed.

(4) Following the approval of the document, the OPI inserts the phrase “Original Signed by” in the signature block as shown in paragraph 4.2(7)(f) of this SI.

(5) Copies of the signed document are printed and distributed in paper format and posted to the TCCA Internet in accordance with section 11.0 of this SI.

(6) Working files are closed and records management is completed in accordance with section 10.13 of this SI.

10.11  Periodic Document Review and Cancellation

All documents described in this framework will be reviewed every five years to verify the applicability of regulations and other related material to ensure that the content is not outdated or obsolete.  If these documents are still applicable, the content remains valid and they are still required, they will remain active.  If changes are required, they will be updated and reissued.  If these documents are no longer required, they will be cancelled.

10.12  Cancellation of Documents

(1) When it is determined that a document is no longer required because it is out of date, it has been replaced by another document or for other reasons, a “Cancellation Notice” shall be prepared to notify all users of that document that it has been cancelled and is no longer in force.

(2) The “Cancellation Notice” shall be in the form shown in Appendix “C” and shall identify the document by Document Number, Issue Number, Issue Date and Document Title.  The notice shall also contain the reason for the cancellation and identify the new document, which will replace the cancelled document where appropriate.  The appropriate Branch authority will approve the Cancellation Notices.

(3) Distribution of Cancellation Notices shall be completed in accordance with section 11.0 of this SI.  The cancellation notice shall replace the cancelled document, which will be removed from the list of “active” documents on the Internet and added to a “static” list of cancelled documents.

10.13  Document and Records Management Requirements

(1) Transport Canada uses an information system called RDIMS as a central repository of documents and as a tool to control document versions.  All documents published under this framework shall be recorded into RDIMS utilizing the document version features to record major changes to the document during its development.

(2) The RDIMS document number is system-generated when the document is saved.  Up to 99 versions of the same document can be saved in RDIMS, but once the document has been marked as “Final”, it cannot be further changed.  When a document that has been marked “Final”, is later revised to develop a new Issue of the document, RDIMS will assign a new document number for that new of the document.  Therefore, the next issue of the document will have a new RDIMS document number.

(3) Personnel who develop and maintain documents described in this framework must keep a master of the document in RDIMS and control the document versions accordingly.  It is also the responsibility of staff to ensure that all media and document formats used to promulgate documents at each version level contain the same information (examples:  TP, Web, RDIMS, Forms site) and other information systems.

(4) The RDIMS document number for the English and French versions of the document will be different from each other because they created and saved as separate documents.  The RDIMS document number of each document and all related documents shall be cross-referenced in the RDIMS document profile for each document. For example: Consultation Records, consultation e-mails.

(5) The RDIMS document number and “version number” will be displayed on the cover page of the document.  E.g.: 123485-V2.

(6) RDIMS Document Naming Convention

For ease of searching, the RDIMS document naming convention used for document development, consultation records, supporting e-mails and other documents shall state:

(a) The document type; i.e.: CAD, SI, SSI or AC;

(b) The document number followed by the issue number and effective date; and

(c) The “DOCUMENT TITLE” or “CONSULTATION RECORD” or “CONSULTATION E-MAILS” as appropriate;

Example:

(a) “SI QUA-003 ISSUE 01 – 2007-01-01 – CIVIL AVIATION DOCUMENT DEVELOPMENT PROCEDURES”

(b) “SI 705-003 ISSUE 01 – 2005-10-01 –  (Document Title)”

(c) “SI 705-003 ISSUE 01 – CONSULTATION RECORD” or “CONSULTATION E-MAILS”.

(7) RDIMS File Number

Each document developed under the civil aviation documentation frameworks shall be saved under the file number related to the particular activity for each document in RDIMS, paper files, individual databases or a combination of multiple locations.  The file numbers used within Civil Aviation are listed in Transport Canada document RDIMS number 546643-Civil Aviation National Naming Convention Guidelines for the National File Series.

(8) Once the CAD, SI, SSI or AC has been approved (i.e.: signed by the appropriate Director) and all documents entered into RDIMS as described above, the OPI will mark each document as “Final”.

11.0 Distribution of Documentation

11.1 Numerical Index

A numerical index published as Staff Instruction GEN-001, forms an integral part of the document framework system.  The Internet indexes will be revised as each new or revised document is issued.  Paper copies of the indexes will be updated and reissued at least once each year.  Holders of document sets are encouraged to update their index from the Internet as new or revised documents are published.

11.2 Distribution of Documents in Paper Format

(1) Headquarters and Regional Directors are responsible for the coordination of the printing and distribution of paper copies of documents described in this framework.  In accordance with CAD 42, Directors shall forward their request for the printing and distribution of documents to the Multimedia Publishing Services Division (AARA-MPS).  Requests shall be made using Work Order form 26-0482, which is available in paper format from AARA-MPS.

(2) Documents are printed on different colours of paper to distinguish one type of document from the other.  CADs are printed on “Green Bond” paper, SIs are printed on “Buff Bond” paper, SSIs “Beige” paper and ACs are printed on “Light Blue Bond” (Azure) paper.  The Multimedia Publishing Services Division (AARA-MPS) will maintain the necessary stock of these coloured papers.

(3) A total of five (5) French and five (5) English paper copies of documents are distributed to the National Library, federal depository services and Transport Canada’s library for national archive purposes.  Additionally, one (1) French and English paper copy of the document are to be forwarded to each Headquarters and Regional Technical Reference Centres (TRCs) where they are available to TCCA staff and the public.  OPIs accomplish this task by forwarding the documents to AARA-MPS for distribution using the designated mailing list in the Civil Aviation Distribution List system (CADLIS).

11.3 Distribution of Documents on the Internet

(1) To promote transparency and accessibility to TCCA staff and the public, CADs, SIs, SSIs and ACs described in this framework issued by any Civil Aviation HQ Branch or Region are posted to a common Transport Canada Internet website.  Documents posted on this Internet site are available in Hyper-Text Mark-up Language (HTML), Portable Document Format (PDF) and other alternative formats as may be determined.

(2) Directors are responsible to ensure that documents published under their authority are posted to the Internet by the Civil Aviation web team in accordance with this section.

(3) All documents in this framework shall be posted to the common Internet website by the Civil Aviation web team, AARC. The procedure to post documents to the Internet is listed below.

(4) Following approval of the document described in section 10.10:

(a) HQ OPIs sends an e-mail to their Branch web liaison to request the Civil Aviation web team to post the document to the web site.  The liaison officer then forwards the e-mail to the web team at the following address: CivilAviationWebTeam@tc.gc.ca

(b) Regional OPIs send their requests directly to the Civil Aviation web team at CivilAviationWebTeam@tc.gc.ca

(c) To assist the web team, please provide the following information in the e-mail request:

(i) The RDIMS document numbers for the French and English versions of the document;

(ii) The website addresses where the document is to be posted;

(iii)  Request the document be posted in HTML and PDF formats;

(iv)  Where the document “cancels” another document, use the “Cancellation Notice” shown in Appendix C, and advise the web team to identify that document as “cancelled”.  The cancellation notice shall replace the cancelled document, which will be removed from the list of “active” documents on the Internet and added to a “static” list of cancelled documents.  Please include the web address for the cancelled document.

(5) Once the document has been posted to the Internet, the web team sends an e-mail to the OPI to confirm that the document has been posted.  The web team also advises the CASI Toolkit coordinator, AARA-MPS (MPS@tc.gc.ca) so that the document can be added to the toolkit.

(6) Requests for additional paper copies are made directly to AARA-MPS.

11.4 Distribution of Documents in Other Formats

Documents are also available on the Civil Aviation Safety Inspector’s Toolkit CD (CASI Toolkit CD) will also include PDF versions of all documents.

Subscription service to the CASI toolkit is available through the following website:

http://www.tc.gc.ca/CivilAviation/casi/menu.htm

11.5 How to Subscribe to the Distribution Lists for Documents

(1) Members of the public, the aviation industry and TCCA staff may request to receive an e-mail notification of the publication of new or revised documents by contacting the civil aviation call center at the telephone number listed in the “Contact Office” section of this document.

(2) Two mailing lists are maintained for this purpose.  The first list notifies subscribers of new or revised CADs, SIs and SSIs.  The second list notifies subscribers of new or revised ACs. Subscribers may request to be added to either or both of these e-mail notification lists.

12.0  Transition Plan For Conversion of Existing Documents to New Format

(1) During fiscal year 2006-2007, each Civil Aviation Branch and Region will review ALL existing documents with a view to cancelling or updating documents to conform to the requirements of CAD QUA-002 and this SI.  Existing documentation will remain in force during this transition period until they are cancelled or replaced. The goal of the transition plan is to have all documentation cancelled or converted to the new format by 31 March 2010.

(2) Examples of documents to be reviewed and considered for conversion include:

(a) All existing Civil Aviation Directives, Policy Letters, Staff Instructions, Advisory Circulars, Safety Circulars, Functional Directives, Transport Canada Publication (TPs) containing procedures or advisory material, Airworthiness Notices, various Information Bulletins, Standard Operating Procedures (SOPs), Office Procedures Manuals, Policy and Procedures Manuals, etc;

(3) When developing their transition plans, functional Branches and Regions must consider:

(a) Relevance to current service line activities and regulatory requirements;

(b) The need to reduce the duplication of documentation on the same topic between Branches and between Regions.  The goal is to combine those documents and publish a single document representing the requirements of all functional Branches;

(c) Eliminate conflicting procedures (i.e.: regional vs. national, region vs. region, within HQ and within regions); and

(d) Timelines required for necessary consultations within TCCA.

(4) During the transition phase described in section 12.0, the Director, Quality and Resource Management will assign all document numbers.

13.0  Contact Office

For more information please contact:

Director, Management Services Branch (AARA)

Phone:  613-949-7779
Facsimile: 613-990-4500
E-mail:  rutherj@tc.gc.ca

To request notification of newly published documents per section 11.5 of this SI, please contact:

The Order Desk

Telephone:  Toll-free North America: 1-888-830-4911
National Capital Region: 1-613 991-4071
Facsimile: 613 991-2081
E-mail:  MPS@tc.gc.ca

Internet Address:

http://www.tc.gc.ca/CivilAviation/secretariat/centre/menu.htm

Suggestions for amendment to this document are invited and should be submitted via the Transport Canada Civil Aviation Issues Reporting System (CAIRS) at the following Internet address:

http://www.tc.gc.ca/CivilAviation/ManagementServices/QA/cairs.htm

or by e-mail at: CAIRS_NCR@tc.gc.ca

Original signed by Robert Sincennes

Robert Sincennes
Director Quality and Resource Management

Appendix A – Civil Aiviation Service Line Activity Areas

(RDIMS 647020)

Appendix B – Development and Approval Procedures Flowchart 

Appendix C – Sample Cancellation Notice

Appendix E – Document Quality Control Checklist

(Sample Checklist. See RDIMS 1886156 For Latest Version)

This checklist may be used when finalizing documents following the consultation process.

DOCUMENT REVIEW AND PROOFREADING HINTS

Why the last step in the process can be the most important?

Proofreading is tedious. It’s time-consuming and boring. It’s also crucial. Careless errors are distracting – they disrupt the flow of ideas and undermine credibility.  Proofreading isn’t the same as editing (where you’re looking at how well the document is organized and presented – content, structure, clarity, style). When you proofread a document, you’re looking for surface errors like misspellings, missing transitions, homophones and factual errors.

Effective proofreaders rely on specific strategies. Here are some tips proofreaders find helpful. You don’t have to use them all; instead, use them as a guide. Experiment with various tactics. Develop a system that works for you. Your goal is to spot as many mistakes as you can while expending the least amount of time.

Proofreading your own work

Proofreader, know thyself. We all have blind spots when writing – misspelled words, egregious grammar errors (a contraction instead of a possessive, for example), and the dreaded run-on sentence that slips past our defences. Identifying a pattern of errors (yours or the person whose work you’re proofreading) can help you develop effective proofreading techniques.

Tips for proofreading

(1) Read widely and often. While every avid reader may not be a good proofreader, every good proofreader is an avid reader.

(2) Know what to look for. Make and keep a list of your most common errors (or those of the writers for whom you are proofreading) – they’re the mistakes you need to be especially vigilant about, because they’re there, and because they look “right” to you. If you know you can’t spell “accommodate” and it looks right on the page, you can bet it’s missing a “c” or an “m.”

(3) Take a break, preferably for a day or two. The more you can detach yourself from your work (or any work you’ve read more than once), the easier it will be for you to spot mistakes.

(4) Give yourself time. Proofreading is the last step in the process, but that doesn’t mean you shouldn’t allow sufficient time to do the job well.

(5) Minimize distractions and interruptions. Because this is the last step in the process, it’s easy to skip over paragraphs or lose your place. Turn off the radio and unplug the phone. Close your e-mail. Close the door, if you have one or at the very least, turn your back to traffic.

(6) Keep references close at hand. That way, you won’t be tempted to put off looking up the spelling in the dictionary, verifying the rule of grammar, or replacing an overused word. Ignorance does not make you a better proofreader.  Spend a half hour a month reviewing grammar rules.

(7) Spell-checkers are the enemy only when they lull you into complacency. Keep in mind that a spell-checker won’t catch homophones (sound-alike words like they’re, their, there), or word substitutions when you type of instead of or. Spell-checkers will likely find the typo, spelling error, hard-to-spot triple consonants, missing letter in a long word, repetition of short words like the, an, to or for. Every writer has a humbling horror story to share (and many center on the word public). That said, it’s not a bad place to start if you don’t rely on it. Learn to use the Find feature in your word processing software; use it to track the words you commonly misuse or misspell. Avoid grammar checkers at all cost. Use the search function to find mistakes you’re likely to make. For example, search for “it” if you tend to confuse “it’s” and “its,” opening parentheses if you know you often leave out the closing one, words you tend to misspell consistently.

(8) Read it out loud. It will slow you down. You will actually ‘hear’ errors, and identify text that is less than coherent, unwanted text that has been forgotten. Not only are you more likely to identify typos, you’ll also stumble on awkward sentence structure, rhythm, repetition, lack of transitions and punctuation errors. Ask someone else to read it aloud while you follow on your copy. This is particularly useful in proofreading tables, charts, numbers and codes. And another reader will often find errors you’ve missed.

(9) Always work with a Master Command Sheet to ensure consistent use of titles, names, punctuation, etc., throughout a document, particularly if the document is a lengthy one or one that is part of a package.

(10) Force yourself to slow down and concentrate. Focus on individual words – letters, spaces, special characters –, not on meaning. Watch for missing or extra words. Break up the job – several shorter intervals are usually more productive than a marathon session – so your concentration doesn’t wane. And schedule proofreading for the time of day when you are most alert, usually first thing in the morning.

(11) Don’t try to find every mistake in one pass. Read through the material several times, concentrating on typos, inconsistencies, missing words, formatting, factual errors and ambiguities, easily confused words (to and too, your and you’re, for example) during different passes. Read something else between passes. 

(12) Read backwards. To stop yourself from slipping into automatic reading mode, and get carried away by the message, begin at the end of the document and work your way back to the start. To help you focus on spelling, read word by word. To concentrate on usage errors, read sentence by sentence. Reading out of context is time-consuming, but this trick may slow you down enough so that you’ll catch errors you would otherwise miss.

(13) Mark errors in red. You’re more likely to correct (and check!) Every one.

(14) Always verify facts and figures (proper and particular names, phone and fax numbers, titles, URLs). Call every number. Log onto every Web site. Do the math. (Between the draft and the printed piece, 2 + 2 has a nasty tendency to = 5). Work through every step of a procedure to make sure nothing has been omitted, and that the steps are presented in the right order. If the text promises six bullets, count to make sure there are indeed six, and not five or seven. Check that figure numbers match their reference in the text and are sequential. Review the punctuation in bibliographic material.

(15) Double-check the boilerplate. Don’t assume that the departmental identifier, the headers and footers, are correct. It’s the type of information that is most likely to have slipped through every checkpoint.

(16) Watch the headings. They’re prone to error. Try proofreading the body of the text first, returning later to check headings. Remember to check the fonts, sizes, numbering, particularly if you’re dealing with several levels of headings in the text. 

(17) Make sure the use of various fonts and sizes are consistent throughout the document. Words in italics or bold should be consistent throughout the text. Pay particular attention to unusual fonts. Mistakes are much more difficult to see in all caps, italics, bold face, six- or 18-point type, etc.

(18) Check the table of contents separately. Make sure all headings are reflected and the page numbers are correct.

(19) Read down columns in a chart, even if you’re meant to read across to use the information.

All done? Run the spell-checker through a final time to make sure you haven’t slipped in another error
 

EXAMEN DES DOCUMENTS ET CONSEILS POUR LA RELECTURE

Pourquoi la dernière étape du processus peut s’avérer la plus importante

La relecture est fastidieuse. Elle prend du temps et est ennuyante. Elle est aussi cruciale. Les erreurs d’inattention brisent la concentration – elles perturbent l’enchaînement des idées et nuisent à la crédibilité. La relecture n’est pas la même chose que la révision (alors que vous jugez l’organisation et la pérsentation du document – le contenu, la structure, la clarté, le style). Lorsque vous faites la relecture d’un document, vous cherchez les erreurs superficielles tel que les coquilles, les transitions manquantes, les homophones et les erreurs de fait.

Les relecteurs efficaces adoptent des stratégies spécifiques. Voici quelques conseils que les relecteurs trouvent utiles. Vous n’avez pas besoin de les mettre tous en pratique; servezv-vous en plutôt comme d’un guide. Essayez diverses tactiques. Mettez au point un système qui vous assure du succès. Votre objectif est de trouver autant d’erreurs que vous pourrez en un minimum de temps.

Relecture de votre propre travail

Relecteur, connais-toi toi-même. Nous avons toutes sortes de tics lorsque nous rédigeons – mots mal orthographiés, erreurs de grammaire monumentales (une forme contractée plutôt qu’un possessif, par exemple) et la redoutable phrase qui s’échappe en déjouant toute nos défenses. Repérer les erreurs qui reviennent (les vôtres ou celles de la personne de qui vous relisez le travail) peut vous aider à mettre au point une technique de relecture efficace.

Conseils de relecture

(1) Lisez beaucoup et souvent. Bien que tous les lecteurs acharnés ne soient pas de bons relecteurs, tous les bons relecteurs sont des lecteurs acharnés.

(2) Sachez ce que vous cherchez. Dressez une liste de vos erreurs les plus courantes et conservez-la (ou celles des rédacteurs pour qui vous relisez) – ce sont les erreurs pour lesquelles il vous faut exercer une vigilance particulière, car elles existent et elles vous semblent « normals ». Si vous savez que vous ne pouvez pas épeler « accomoder » et que le mot semble normal sur la page, vous pouvez parier que c’est parce qu’il lui manque un C ou qu’il y a un M de trop.

(3) Faites une pause, de préférence d’une journée ou deux. Plus vous prendrez du recul par rapport à votre travail (ou de tout texte que vous avez lu plus d’une fois), plus il vous sera facile de déceler les erreurs.

(4) Prenez votre temps. La relecture est la dernière étape du projet, mais cela ne signifie pas que vous ne devez pas prendre le temps de bien faire le travail.

(5) Réduisez au minimum les distractions et les interruptions. Du fait qu’il s’agit de la dernière étape du processus, il est facile de sauter des paragraphes où de ne plus savoir où vous en êtes rendu. Éteignez la radio et débranchez le téléphone. Fermez votre courriel. Fermez la porte, si vous en avez une, ou tournez au moins le dos à la circulation.

(6) Gardez les documents de référence sous la main. De cette manière, vous ne serez pas tenté de repousser la consultation d’une orthographe dans le dictionnaire ou la vérification d’une règle de grammaire ou le remplacement d’un mot suremployé. L’ignorance ne vous rend pas meilleur relecteur. Passez une demi-heure par mois à réviser les règles de grammaire.

(7) Les vérificateurs d’orthographe ne deviennent un ennemi que s’ils vous rendent complaisant. Rappelez-vous que les vérificateurs d’orthographes ne décèleront pas les homophones (mots semblables tel que eau, haut, au). Les vérificateurs décèleront probablement la coquille, la faute d’orthographe, la triple lettre difficile à voir, la lettre manquante d’un long mot, la répétitin de mots courts tel que et, le, au. Tous les rédacteurs ont une histoire d’horreur humiliante à raconter. Cela étant dit, ce n’est pas un mauvais endroit pour débuter si vous ne vous reposer pas entièrement sur eux. Apprenez à utiliser la fonction Trouver de votre logiciel de traitement de texte; servez-vous en pour dénicher les mots que vous employez à mauvais escient ou que vous épelez mal. Évitez à tout prix les vérificateurs de grammaire. Utilisez la fonction Chercher pour trouver les erreurs que vous êtes susceptible de commettre. Par exemple, cherchez te si vous avez tendance à confondre tel et tes, les parenthèses ouvrantes si vous savez que vous oubliez souvent de les fermer, les mots que vous avez tendance à mal épeler de façon répétée.

(8) Lisez à haute voix. Cela vous ralentira. Vous « entendrez » en fait des erreurs et repérerez les passages moins cohérents ou indésirables qui ont été oubliés. Non seulement serez-vous plus susceptible de déceler les coquilles, mais vous hésiterez aussi devant une structure ou un rythme malhabiles, les répétitions, l’absence de transition et les erreurs de ponctuation. Demandez à quelqu’un d’autre de lire à haute voix pendant que vous suivez sur votre propre exemplaire. C’est particulièrement utile pour la relecture des tableaux, des organisgrammes, des numéros et des codes. Un autre lecteur trouvera aussi souvent des erreurs que vous n’avez pas repérées.

(9) travaillez toujours avec un plan maître afin de vérifier l’emploi uniforme des titres, des noms, de la ponctuation, etc., à travers tout le document, particulièrement s’il s’agit d’un long texte ou s’il fait partie d’une série.

(10) Forcez-vous à ralentir et à vous concentrer. Portez attention à chaque mot – les lettres, les espaces, les caractères spéciaux – et non pas sur le sens. Surveillez les mots mnquants ou en trop. Fractionnez la tâche – plusieurs intervalles plus courts seront plus fructueux qu’une séance marathon  – afin que votre concentration ne se disperse pas. Et programmez la relecture dans la période de la journée où vous êtes le plus alerte, d’ordinaire tôt le matin.

(11) N’essayez pas de trouver toutes les erreurs en une seule fois. Lisez le texte plusieurs fois, en portant attention aux coquilles, aux incohérences, aux mots manquants, à la présentation, aux erreurs de fait et aux ambiguïtés, aux mots facilement confondus (le et la, par exemple) au cours des différentes lectures. Lisez quelque chose d’autre entre les lectures.

(12) Lisez à reculons. Afin d’éviter de glisser en mode de lecture automatique et de vous laisser prendre par le message, commencez à la fin du document et lisez jusqu’au début. Por vous aider à vous concentrer sur l’orthographe, lisez mot à mot. Pour vous concentrer sur les mauvais usages, lisez phrase par phrase. Lire hors contexte est fastidieux, mais cette astuce peut vous ralentir suffisamment pour que vous déceliez des erreurs que vous auriez négligées autrement.

(13) Signalez les erreurs en rouge. Vous serez plus porté à corriger (et à vérifier!) chacune.

(14) Toujours vérifier les faits et les chiffres (les noms propres et particuliers, les numéros de téléphone et de photocopieur, les titres, les URL). Appelez chaque numéro. Visitez chaque site Web. Faites les calculs. (Entre l’ébauche et le texte imprimé, 2 + 2 a une fâcheuse tndance à devenir 5). Suivez chaque étape d’une procédure pour vous assurer que rien n’a été omis et que les étapes sont présentées dans le bon ordre. Si le texte promet six puces, comptez pour vous assurer qu’il y en a bien six et non pas cinq ou sept. Vérifiez que les chiffres arabes correspondent aux chiffres au long et se suivent. Révisez la ponctuation dans la bibliographie.

(15) Contre-vérifiez le paragraphe passe-partout. Ne présumez pas que l’identification du ministère, les en-tête et les pieds de page sont sans erreur. C’est la genre d’information qui est le plus susceptible d’avoir passé toutes les étapes sans vérification.

(16) Surveillez les titres. Ils sontpropices aux erreurs. Essayez de commencer par relire le contenu du texte et reprenez plus tard pour vérifier les titres. Rappelez-vous de vérifier les polices et leur taille, la numérotation, particulièrement si le texte comporte plusieurs niveaux hiérarchiques. 

(17) Vérifiez que l’emploi des diverses polices et tailles est uniforme dans tout le document. Les mots en italique ou en gras devraient être uniformes dans tout le texte. Portez une attention particulière aux polices inhabituelles. Les erreurs sont beaucoup plus difficiles à repérer dans les mots tout en majuscules, l’italique, les polices de type bold, les tailles de police de 6 ou de 18 points, etc.

(18) Vérifiez séparément la table des matières. Assurez-vous que tous les titres s’y trouvent et que la numérotation des pages correspond à leur emplacement. 

(19) Dans les tableaux, lisez les colonnes de haut en bas même s’il vous faudrait lire de gauche à droite pour utiliser l’information. 

C’est fini? Lancez une dernière fois le vérificateur d’orthographe pour vérifier que vous n’avez pas inséré de nouvelle erreur.

Appendix F – Sample Consultation Record

(Sample Checklist. See RDIMS 1886105 For Latest Version)