1. The CAP Safety Program Maj Malcolm Dickinson, CAP Director of Safety, New York Wing 16 October 2004

2. Safety Program Requirements 1. Every unit must have a safety officer. 2. Every unit must have a safety program. -Monthly briefings -Quarterly reports -Annual survey 3. Every unit must display safety forms 4. Every unit must report mishaps promptly.

3. 1.Every unit must have a safety officer. Appoint the safety officer in writing. Keep on file either a CAPF 2a or a Personnel Authorization list. Appoint the safety officer in writing. Keep on file either a CAPF 2a or a Personnel Authorization list. When appointing a new safety officer, the squadron commander must inform the group and wing safety officers within ten days. (A simple memo or email is fine.) When appointing a new safety officer, the squadron commander must inform the group and wing safety officers within ten days. (A simple memo or email is fine.) Qualifications for the safety officer position: Qualifications for the safety officer position: –Good judgment –Conscientious about quarterly and annual reports –If the unit has an aircraft, the safety officer must be a private pilot. –Each safety officer must complete the AFIADL “CAP Safety Officer” Course. A new safety officer can begin the course after being appointed.

4. Safety officer appointments: Excerpt from CAPR 62-1, “Safety Program Manning” paragraph Safety officer positions outlined in CAPM 20-1, Organization of Civil Air Patrol, will be filled with the best qualified personnel available. Safety assistants will be assigned as needed to distribute the workload. Written appointment of safety officer is required. A copy should be forwarded to the next higher headquarters safety officer so that a roster [of safety officers] can be maintained. In units with aircraft, the safety officer or assistant should […] be a private pilot.

5. 2. Every unit must have a safety program. There are three required parts to the safety program: Monthly briefings Monthly briefings Quarterly reports Quarterly reports Annual survey Annual survey The unit can add more safety-related activities if desired.

6. Unit safety program, part 1: Monthly safety briefings Every unit must conduct a safety briefing at least once a month. Every unit must conduct a safety briefing at least once a month. –If the unit does not meet in a given month, the requirement is waived. An attendance list must be made for each safety briefing. An attendance list must be made for each safety briefing. –This could simply be the unit’s sign in sheet, or a blank piece of paper giving the date. If the unit contains any pilots, the monthly safety newsletter, “The Sentinel,” must be used in the briefing. If the unit contains any pilots, the monthly safety newsletter, “The Sentinel,” must be used in the briefing. Those who miss the safety briefing must review the briefing materials and sign something saying they have reviewed them. Those who miss the safety briefing must review the briefing materials and sign something saying they have reviewed them. The unit must maintain summaries of the last 12 months of briefings at all times The unit must maintain summaries of the last 12 months of briefings at all times

7. Monthly safety briefings: Excerpt from CAPR 62-1 Safety Meetings. Ground and flying safety information will be briefed at unit meetings or scheduled safety meetings at least monthly. In units with pilots and an active flying mission, the monthly Safety bulletin published by National HQ [The Sentinel] will be briefed to all personnel. A roster of the individuals who attended the safety briefings will be maintained. Summaries of safety material presented will be made available for review by those personnel not in attendance, that is, bulletin board or reading file. All personnel not present at the safety meeting must read and initial these summaries. Summaries with attached attendance rosters covering the past 12 months will be kept on file.

8. Unit safety program, part 2: Quarterly Reports Every unit must fill out a quarterly report form. Every unit must fill out a quarterly report form. –Currently we are using NYWF 94a for squadrons, and NYWF94 for groups. –These forms will be replaced in the next month or two. When this occurs, a copy will be emailed to every safety officer and unit commander. Attendance sheets for each safety briefing must be attached to the quarterly report form. Attendance sheets for each safety briefing must be attached to the quarterly report form. The quarterly report is sent (email, fax, or mail) to the group safety officer. It must be sent NLT 5 days after the end of the quarter. The quarterly report is sent (email, fax, or mail) to the group safety officer. It must be sent NLT 5 days after the end of the quarter. –For example, third quarter reports were due on 5 October. The group forwards the report to wing Director of Safety. The group forwards the report to wing Director of Safety. –Don’t send to Wing HQ - use Maj Dickinson’s home address, given on the wing web site, safety page. Group safety officers do not hold all the squadron safety reports waiting for one late squadron. They send what they have and let the delinquent unit suffer the consequences. Group safety officers do not hold all the squadron safety reports waiting for one late squadron. They send what they have and let the delinquent unit suffer the consequences.

9. Communication program to encourage units to submit quarterly reports on time Example: Fourth quarter reports due 5 January 15 December: director of safety sends email to all group and squadron commanders and safety officers saying “your report is due in 20 days.” 15 December: director of safety sends email to all group and squadron commanders and safety officers saying “your report is due in 20 days.” 31 December: email to the same people saying “send your report to group now.” 31 December: email to the same people saying “send your report to group now.” 5 January: squadron reports are due at group 5 January: squadron reports are due at group 15 January: Director of Safety sends email to nywg-info, congratulating all units that have complied 15 January: Director of Safety sends email to nywg-info, congratulating all units that have complied 31 January: “Delinquent list” is sent to wing commander (list of units that have not complied) 31 January: “Delinquent list” is sent to wing commander (list of units that have not complied)

10. Unit safety program, part 3: Annual safety surveys Each unit must submit its annual survey to group NLT 5 January. Each unit must submit its annual survey to group NLT 5 January. Use the new NY Wing form (form number TBA) which will be sent to all safety officers and will be available on the wing web site. Use the new NY Wing form (form number TBA) which will be sent to all safety officers and will be available on the wing web site. Submit the completed survey to the group safety officer (by email, fax, or mail). Submit the completed survey to the group safety officer (by email, fax, or mail). Keep a signed copy of the survey on file. It will be checked during the next unit inspection. Keep a signed copy of the survey on file. It will be checked during the next unit inspection.

11. 3. Every unit must display safety forms. CAPR 62-1 requires the unit to display two forms at the unit HQ. CAPR 62-1 requires the unit to display two forms at the unit HQ. –CAPF 26 – hazard report –FAA form 8740-5 – safety improvement report Both of these are available on the NY Wing web site Both of these are available on the NY Wing web site If someone completes and turns in a form, the safety officer must log it in and forward it to wing. If someone completes and turns in a form, the safety officer must log it in and forward it to wing.

12. 4. Report Mishaps Promptly What is a mishap What is a mishap How to report a mishap How to report a mishap When to report a mishap When to report a mishap

13. How do I know whether to report a mishap? The definition of a mishap is given in CAPR 62-2 The definition of a mishap is given in CAPR 62-2 If it is a bodily injury, use the list in CAPR 62-2 to determine whether it is reportable or not If it is a bodily injury, use the list in CAPR 62-2 to determine whether it is reportable or not New York Wing no longer modifies this list! New York Wing no longer modifies this list! –Do not report “non-reportable” injuries –Do not report typical maintenance issues If you have questions, call Maj Dickinson for help. Do not make assumptions like “well, it’s on the reportable list, but it’s happened to this cadet before, so it’s not worth reporting.” If you have questions, call Maj Dickinson for help. Do not make assumptions like “well, it’s on the reportable list, but it’s happened to this cadet before, so it’s not worth reporting.”

14. How do I report a mishap? Refer to CAPR 62-2 and follow the instructions to the letter Refer to CAPR 62-2 and follow the instructions to the letter The NY Wing Supplement to CAPR 62-2 has the names and phone numbers to call or email The NY Wing Supplement to CAPR 62-2 has the names and phone numbers to call or email You must fill out a CAPF 78 and send it (fax or email) within 48 hours. You must fill out a CAPF 78 and send it (fax or email) within 48 hours.

15. Examples of Reportable Injuries Broken bones Broken bones Lacerations requiring sutures Lacerations requiring sutures Loss of consciousness Loss of consciousness Insect bites resulting in adverse reactions Insect bites resulting in adverse reactions Back injuries Back injuries Poisoning of any kind Poisoning of any kind All cases of heatstroke, exhaustion, frostbite, or hypothermia All cases of heatstroke, exhaustion, frostbite, or hypothermia Dislocated bones/joints Dislocated bones/joints Serious injuries to eyes, ears, throat, or head Serious injuries to eyes, ears, throat, or head

16. When do I report a mishap? Immediately – must be within 24 hours Immediately – must be within 24 hours Penalties for failure to report can be severe Penalties for failure to report can be severe Report to both the wing commander and the wing director of safety Report to both the wing commander and the wing director of safety Report by phone, by fax, or by email Report by phone, by fax, or by email Follow up with a CAPF78 within 48 hours. Follow up with a CAPF78 within 48 hours.

17. Examples of Non-Reportable Injuries Simple sprains, muscle pulls/spasms Simple sprains, muscle pulls/spasms Upset stomach, sore throat, stiff neck Upset stomach, sore throat, stiff neck Minor nicks and cuts Minor nicks and cuts Sunburn, poison oak, etc. Sunburn, poison oak, etc. Asthma attacks Asthma attacks Fainting during drill exercises (unless heat induced) Fainting during drill exercises (unless heat induced) Non-reactive insect bites Non-reactive insect bites Intentionally self-inflIcted injuries Intentionally self-inflIcted injuries Minor sport injuries such as black eyes, sore muscles, etc. Minor sport injuries such as black eyes, sore muscles, etc.

18. Review What does my squadron have to do to stay in compliance with the safety program? Answer: Four things.

19. What does my group have to do to stay in compliance with the safety program? 1.2.3.4. Appoint a safety officer in writing. Conduct a safety program, consisting of: Monthly briefingsMonthly briefings Quarterly reportsQuarterly reports Annual surveyAnnual survey Display the necessary forms at squadron HQ Report mishaps promptly and correctly.

20. The four most popular ways to get into trouble with the safety function: Fail to file your quarterly reports Fail to file your quarterly reports Fail to attach attendance sheets Fail to attach attendance sheets Fail to file your annual survey Fail to file your annual survey Fail to report a mishap promptly Fail to report a mishap promptly

21. And the two surest ways to get into trouble: Fail to maintain adequate clearance while taxing Fail to maintain adequate clearance while taxing Fail to stay proficient in nose-high, low- energy landings on the centerline of the runway Fail to stay proficient in nose-high, low- energy landings on the centerline of the runway

22. Closing remarks: If you see or hear that someone else is using poor judgment (flying or doing other CAP activities unsafely), talk to them and/or their unit commander. If you see or hear that someone else is using poor judgment (flying or doing other CAP activities unsafely), talk to them and/or their unit commander. If you notice an unsafe condition, fill out a CAPF 26 and turn it in. It will go through squadron and group all the way to the wing, and the situation will have to be fixed. If you notice an unsafe condition, fill out a CAPF 26 and turn it in. It will go through squadron and group all the way to the wing, and the situation will have to be fixed. If you have questions, ask. If you have questions, ask.

23. Thank you for helping us bring our wing into compliance with safety requirements.