• Complete SF 2042-APS, Aviation Project Screening form, and submit it to the Sandia National Laboratories (SNL) aviation safety official. Allow 2-4 weeks for processing.
• Once the above form has been reviewed and approved by the SNL aviation safety official, complete SF 2001-AUS, Request for Aviation Support Form, which requires a risk assessment and an aviation safety plan or project test plan for missions rated with a risk analysis code(RAC) of I, II or III. Allow 4-6 weeks for processing.
• Obtain DOE general council approval prior to travel for flight requests for personnel who serve in capacities equivalent to senior federal officials as defined by DOE O 440.2B.

Note: Sandia flight operations use commercial aviation service providers that have been inspected by DOE or DOE-approved inspectors and have valid inspections throughout the duration of the request period. If there are no alternative flight service providers and the desired vendor is not on the approved list, that vendor must successfully pass an inspection and be added to the approved list before flight operations can begin. Allow a minimum of 4 to 6 weeks for the approval process.

• Once the risks of the mission have been identified and assessed, prepare an aviation safety plan by following the instructions in Instructions for Aviation Safety Plan Format.
• Do not include classified information in the flight safety plan unless there is no alternative means of providing relevant information about the safety of the mission.
• Submit the completed flight safety plan or test plan to the SNL aviation official who will coordinate the review and approval process with the appropriate authorities.
• Ensure that work is conducted according to the provisions of the safety/mission plan.

Note: Those who initiate Requests for Aviation Support may be asked to obtain copies of aircraft or aircraft equipment documentation, such as inspection certificates, which may be required for aviation safety plan development or needed during the review and approval process.

• Submit requests to the SNL aviation safety official for airworthiness approval when any of the following are true:
  • Modifications to the aircraft must be made.
  • Cabin-mounted equipment is to be added or modified.
  • External carriage or release of test articles is involved.
• Ensure that:
  • Modifications or alterations are accomplished in accordance with 14 CFR 43, 14 CFR 91, and 14 CFR 135, as appropriate.
  • The contract statement of work includes:
    • Any additional requirements of the aircraft operator resulting from the review process.
    • An aircraft operator-provided Federal Aviation Administration FAA337, Major Repair and Alteration form, which has been reviewed and approved by the FAA Flight Standards District Office prior to release of the aircraft for operations.
    • Documentation certifying that all equipment and instrumentation mounted on or in the aircraft has been approved by a designated airworthiness representative, designated engineering representative, or equivalent, or that a technical standard order for that equipment is supplied.
    • A statement that the aircraft operator is responsible for making the modifications or alterations, if appropriate.
• Obtain documentation for the above two items regarding equipment and instrumentation on or in the aircraft.

Note: Members of the Workforce who initiate Requests for Aviation Support may be asked to obtain copies of aircraft or aircraft equipment documentation, such as inspection certificates, which may be required for aviation safety plan development or needed during the review and approval process.

Ensure the following:

• Flight operations that permit Members of the Workforce to fly aboard aircraft generate and maintain accurate manifests for each leg of each flight.
• Flight manifests are not in the possession of someone aboard the aircraft.
• Flight manifests are immediately accessible and available in case of an emergency.
• Flight manifests are electronically submitted to the Aviation Safety Integrated Laboratory Management System (ILMS) website within 2 weeks of the completion of the flight. Access to this site is restricted to active cases only. Note: These records are retained for at least 2 years from the date of the flight (DOE O 440.2B, Chg 1).
• Flight manifests contain the following information:
  • Project name
  • Flight / Leg
  • Date
  • Full names of passengers
  • Emergency contact name
  • Emergency contact telephone number.

Ensure the following:

• Cost and flight hour information are submitted for flight operations using commercial aviation support services from sources other than the federal government or military agencies.
• Cost and flight hour information are reported on a quarterly basis.
• Cost and flight hours are electronically submitted to the Aviation Safety ILMS website within 2 weeks of the completion of the reporting quarter. Access to this site is restricted to active cases only.
• Cost and flight hour reports contain the following information:
  • Name of requesting organization.
  • Quarter and year of current report.
  • Agreement start date.
  • Agreement end date.
  • Contract type.
  • Mission status (in-progress or complete).
  • Vendor name.
  • Vendor location.
  • Aircraft manufacturer.
  • Aircraft model.
  • Aircraft registration number.
  • Mission type:
    • Personnel transport.
    • Research and development.
    • Aerial imagery.
    • Cargo transport.
    • Other (specify).
  • Flight hours (engine meter time).
  • R &D flight hours (non-flight billed hours).
  • Alert hours.
  • Total flight costs.