Manual of Procedures

1. Purpose, Status and Interpretation

1.1 PURPOSE OF THIS MANUAL

1.1.1 This Manual of Procedures defines the internal processes, controls, and administrative methods by which the South African Hang Gliding and Paragliding Association (FFSA) discharges its responsibilities as an Approved Recreational Organisation (ARO) in terms of Part 149 of the South African Civil Aviation Regulations.

1.1.2 The Manual of Procedures demonstrates FFSA’s means and methods for ensuring ongoing compliance with:

• the Civil Aviation Act;
• the South African Civil Aviation Regulations and Technical Standards; and
• the conditions of its ARO approval.

1.1.3 This Manual of Procedures is issued in compliance with CATS 149.02.2.

1.1.4 An alignment cross-walk between this Manual and the FFSA Operations Manual may be maintained as a separate supporting document for regulatory purposes.

1.2 RELATIONSHIP TO THE FFSA OPERATIONS MANUAL

1.2.1 This Manual of Procedures shall be read together with the FFSA Operations Manual.

1.2.2 The two documents serve distinct but complementary purposes:

• The FFSA Operations Manual defines:
  • governance framework;
  • authority, permissions, and prohibitions;
  • binding rules applicable to members, clubs, schools, and officials.
• The FFSA Manual of Procedures defines:
  • how FFSA executes its approved functions;
  • how decisions, records, reviews, and escalations are performed;
  • how compliance with Part 149 is evidenced and maintained.

1.2.3 This Manual of Procedures does not create new rules, obligations, or authorities beyond those defined in the FFSA Operations Manual.

1.2.4 In the event of any conflict:

• the FFSA Operations Manual shall prevail in matters of authority and rules; and
• this Manual of Procedures shall govern execution only.

1.3 SCOPE OF APPLICATION

1.3.1 This Manual of Procedures applies to:

• FFSA Executive Committee members;
• appointed and co-opted FFSA officials;
• FFSA administrative personnel;
• committees established under FFSA governance structures.

1.3.2 This Manual does not apply directly to individual pilots, clubs, schools, or instructors except insofar as it describes internal FFSA processes affecting them.

1.4 LEGAL STATUS AND INTERPRETATION

1.4.1 Guidance or explanatory text within this Manual is descriptive in nature and shall not be interpreted as creating enforceable obligations on members.

1.4.2 Procedural requirements contained herein are binding on FFSA personnel and committees when performing functions under Part 149.

1.4.3 Nothing in this Manual shall be interpreted as conferring statutory regulatory authority on FFSA or its personnel.

1.4.4 Where a power, permission, or authority is not expressly granted in the FFSA Operations Manual, it shall be deemed not to exist, notwithstanding any procedure described in this Manual.

2. Statement of Non-Delegation and Authority Boundaries

2.1 STATUTORY AUTHORITY

2.1.1 FFSA acknowledges that the South African Civil Aviation Authority (SACAA) remains the sole statutory regulator for civil aviation in the Republic of South Africa.

2.2.2 No powers or functions of the Director of Civil Aviation are delegated to FFSA unless expressly granted in writing by the SACAA.

2.2 NATURE OF FFSA FUNCTIONS

2.2.1 FFSA performs the following functions within the scope recognised under Part 149:

• governance and administration of recreational aviation activities under its disciplines;
• safety promotion and safety data management;
• membership administration;
• disciplinary and corrective processes within FFSA structures;
• liaison with regulatory and stakeholder bodies.

2.2.2 These functions do not constitute regulatory enforcement or operational control of aviation activities.

2.3 OVERSIGHT VERSUS OPERATIONAL CONTROL

2.3.1 References in this Manual to “oversight”, “monitoring”, or “review” relate to governance, safety, and compliance functions exercised under Part 149.

2.3.2 They do not imply:

• employment relationships;
• operational command;
• direct control of flight operations; or
• substitution for SACAA oversight.

3. Compliance Statement by the Accountable Manager

I, the undersigned, in my capacity as the Accountable Manager of the South African Hang Gliding and Paragliding Association, confirm that:

• this Manual of Procedures, together with any referenced manuals, defines the organisation and demonstrates FFSA’s means and methods for ensuring ongoing compliance with Part 149 of the South African Civil Aviation Regulations; and
• this Manual of Procedures will be complied with at all times by FFSA personnel and committees performing functions under its scope.

Signed on behalf of FFSA:

Name: ___________________________

Title: Accountable Manager

Signature: ______________________

Date: ___________________________

4. Structure of this manual

4.1.1 This Manual of Procedures is structured to comply with CATS 149.02.2 and includes sections covering:

• governance and accountable personnel;
• organisational structure and locations;
• internal authorisations and records;
• competence management and quality assurance;
• document control and amendment procedures.

4.1.2 Procedural detail is limited to what is necessary to demonstrate compliance and operational effectiveness.

5. Governance structure and accountable personnel

5.1 GOVERNANCE FRAMEWORK

5.1.1 FFSA is governed by an Executive Committee elected in accordance with the FFSA Constitution.

5.1.2 For the purposes of Part 149 compliance:

• the Executive Committee collectively provides governance and strategic direction;
• specific accountability and functional responsibilities are assigned to designated roles as described in this Manual of Procedures;
• no individual or committee may exercise authority beyond that defined in the FFSA Operations Manual and this Manual of Procedures.

5.2 ACCOUNTABLE MANAGER

5.2.1 The Chairperson of FFSA is designated as the Accountable Manager for the purposes of Part 149.

5.2.2 The Accountable Manager has overall responsibility for:

• ensuring that FFSA complies with Part 149 and the conditions of its ARO approval;
• ensuring that adequate resources, processes, and oversight mechanisms are in place;
• acting as the primary accountable interface between FFSA and the SACAA.

5.2.3 The Accountable Manager may delegate internal tasks but retains ultimate accountability.

6. Required Personnel and Appointments

(CATS 149.02.2(2), CAR 149.02.4)

6.1 REQUIRED POSITIONS

6.1.1 FFSA shall maintain the following positions in support of its operation as an Approved Recreational Organisation.

6.1.2 The Accountable Manager and the Chairperson are distinct roles. The Accountable Manager holds overall accountability for FFSA’s Part 149 oversight performance and regulatory interface. The Chairperson leads the Board and governs in accordance with the MOI. These roles should not be assumed to be held by the same person.

6.1.3 Required positions:

6.1.4 These positions collectively satisfy the personnel intent of CAR 149.02.4, as applicable to FFSA’s approved oversight scope and organisational model.

6.2 PERSONNEL REGISTER (ADDENDUM A)

6.2.1 The names of current post holders, together with the basis, authority, and effective date of their appointment or election, shall be recorded in Addendum A – Personnel Register, which forms part of this Manual of Procedures.

6.2.2 Addendum A is a controlled document and shall be kept current to reflect:

• elected office-bearers;
• appointed positions;
• co-opted positions where permitted;
• acting appointments and temporary delegations, where applicable.

6.2.3 Changes to Addendum A do not require amendment of the core Manual of Procedures, provided that:

• the required positions listed in clause 6.1 remain unchanged; and
• the responsibilities and authority described in this Manual are not materially altered.

6.2.4 Where the Accountable Manager is changed or an acting appointment is made, FFSA shall ensure the change is recorded with the effective date and the scope of any acting authority, including any limitations, in Addendum A.

7. Duties, Responsibilities and Regulatory Engagement

(CATS 149.02.2(3))

7.1 GENERAL PRINCIPLES

7.1.1 The authorities and responsibilities referenced in this section are established in the FFSA Operations Manual. This section describes only the procedures by which those authorities are executed and recorded.

• Duties describe functional activities.
• Responsibilities define accountability for outcomes.

7.1.2 No role described in this section exercises unilateral authority beyond that conferred by:

• the FFSA Constitution;
• the FFSA Operations Manual; and
• this Manual of Procedures.

7.1.3 The authorities and responsibilities referenced in this section are established in the FFSA Operations Manual. This section describes only the procedures by which those authorities are executed and recorded.

7.2 ACCOUNTABLE MANAGER

7.2.1 Duties

• Ensure that FFSA operates in accordance with Part 149 and its ARO approval.
• Ensure implementation and maintenance of the FFSA Operations Manual and this Manual of Procedures.
• Provide strategic direction in relation to safety, quality, and compliance.

7.2.2 Responsibilities

• Ultimate accountability for organisational compliance.
• Approval of corrective and preventive actions arising from audits or reviews.
• Oversight of appointments to key compliance and safety functions.

7.3 COMPLIANCE OFFICER

7.3.1 Duties

• Monitor compliance with applicable aviation regulations and approved FFSA manuals.
• Coordinate regulatory audits, renewals, and responses to findings.
• Advise the Executive Committee on regulatory compliance matters.

7.3.2 Responsibilities

• Maintain compliance records and audit evidence.
• Escalate unresolved compliance matters to the Accountable Manager.

7.4 FFSA SECRETARY (QUALITY MANAGER)

7.4.1 Duties

• Maintain organisational records, registers, and controlled documentation.
• Administer the quality assurance system described in this Manual.
• Coordinate internal reviews and procedural updates.

7.4.2 Responsibilities

• Ensure records are accurate, current, and retrievable.
• Track non-compliances and corrective actions to closure.

7.5 NATIONAL SAFETY OFFICER

7.5.1 Duties

• Promote safety awareness and safety reporting across FFSA disciplines.
• Coordinate the review of incidents, hazards, and safety trends.
• Liaise with relevant authorities on safety matters when required.

7.5.2 Responsibilities

• Ensure safety data is collected, reviewed, and communicated appropriately.
• Recommend safety improvements to the Executive Committee.

7.6 SECTION HEADS

7.6.1 Duties

• Represent discipline-specific matters within FFSA governance structures.
• Communicate discipline-related issues to the Executive Committee.
• Support safety and compliance initiatives within their disciplines.

7.6.2 Responsibilities

• Ensure discipline-related information is communicated accurately.
• Escalate matters that may affect FFSA’s regulatory standing.

7.7 ENGAGEMENT WITH THE DIRECTOR AND SACAA

7.7.1 The following matters may be dealt with directly with the Director of Civil Aviation or SACAA on behalf of FFSA:

• ARO approval, renewal, and variation matters (Accountable Manager or Compliance Officer)
• Regulatory audits, findings, and corrective actions (Compliance Officer, with oversight by the Accountable Manager)
• Safety occurrences requiring regulatory notification (National Safety Officer via the Accountable Manager)

7.7.2 No other personnel may represent FFSA to the Director or SACAA unless expressly authorised by the Accountable Manager.

7.7.3 Routine communication or information sharing with the SACAA does not constitute formal representation unless expressly authorised in writing by the Accountable Manager.

8. Organisation Structure

(CATS 149.02.2(4))

8.1 ORGANISATIONAL RELATIONSHIPS

8.1.1 FFSA’s organisational structure reflects governance, coordination, and reporting relationships necessary to support compliance with Part 149.

8.1.2 The organisation chart illustrates:

• accountability to the Accountable Manager;
• reporting lines between governance and functional roles;
• coordination between safety, compliance, and discipline functions.

8.2 INTERPRETATION OF THE ORGANISATION CHART

8.2.1 The organisation chart does not imply:

• operational command of flight activities;
• employment relationships with members, clubs, or schools;
• delegation of statutory regulatory powers.

8.2.2 It is intended solely to demonstrate responsibility, reporting, and coordination structures.

8.3 EXTENSION TO LOCATIONS

8.3.1 The organisational structure extends to all locations listed in Section 9 of this Manual, where FFSA personnel perform administrative, governance, or coordination functions.

9. Locations where FFSA Functions are performed

(CATS 149.02.2(5))

9.1 GENERAL

9.1.1 FFSA personnel perform governance, administrative, coordination, and governance and oversight functions at various locations within the Republic of South Africa.

9.1.2 These locations are used for:

• administration and record keeping;
• governance and committee activities;
• safety promotion and coordination;
• compliance monitoring and liaison.

9.1.3 No statutory powers of the Director of Civil Aviation are delegated to FFSA or exercised at any of the locations listed in this section.

9.2 CATEGORIES OF LOCATIONS

9.2.1 For the purposes of this Manual, FFSA locations fall into the following categories:

• FFSA administrative offices;
• locations from which appointed FFSA officials perform their functions;
• distributed locations associated with clubs, members, and committees.

9.3 FFSA ADMINISTRATIVE OFFICE

9.3.1 FFSA maintains an administrative office which serves as the central point for organisational records and administration.

9.3.2 Functions performed at this location include:

• maintenance of FFSA records and registers;
• membership administration;
• document control and quality system administration;
• coordination with regulatory and stakeholder bodies.

9.3.3 The physical address of the administrative office shall be recorded in Addendum B – Locations Register.

9.4 DISTRIBUTED LOCATIONS OF FFSA PERSONNEL

9.4.1 FFSA officials, including Executive Committee members and appointed functionaries, may perform their duties from distributed locations across South Africa.

9.4.2 These locations are not fixed operational sites and may include:

• personal offices or residences;
• temporary meeting venues;
• electronic or virtual environments.

9.4.3 Such locations are used solely for administrative, governance, or coordination purposes.

9.5 CLUBS AND MEMBER LOCATIONS

9.5.1 FFSA clubs and members operate at flying sites and locations throughout South Africa.

9.5.2 These locations:

• are not FFSA operational sites;
• are not controlled or operated by FFSA;
• are governed by site rules, landowner permissions, and applicable aviation regulations.

9.5.3 FFSA’s role in relation to such locations is limited to governance, safety promotion, and compliance processes as defined in the FFSA Operations Manual.

10. Resources and Scope of Activity 

(CATS 149.02.2(6))

10.1 GENERAL

10.1.1 This section summarises the resources available to FFSA and the scope of activities conducted at each category of location described in Section 9.

10.1.2 Resources are proportionate to the administrative and governance nature of FFSA’s functions under Part 149.

10.2 RESOURCES AT THE FFSA ADMINISTRATIVE OFFICE

10.2.1 Resources available at the FFSA administrative office include, but are not limited to:

• FFSA information systems and databases;
• controlled documentation, manuals, and registers;
• communication systems (email, telephony, electronic messaging);
• computing hardware and software;
• internet connectivity and office equipment.

10.2.2 These resources support:

• administration and record keeping;
• quality assurance activities;
• compliance monitoring;
• coordination and communication.

10.2.3 No flight operations, training, instruction, or operational control of aviation activities are conducted from the FFSA administrative office.

10.3 RESOURCES USED BY DISTRIBUTED FFSA PERSONNEL

10.3.1 FFSA personnel performing functions from distributed locations may utilise:

• electronic communication tools;
• access to FFSA information systems;
• personal computing equipment.

10.3.2 When such resources are used in connection with FFSA functions, their use is limited to:

• governance activities;
• committee participation;
• safety and compliance coordination;
• communication with members and stakeholders.

10.4 SCOPE OF FFSA ACTIVITIES

10.4.1 Across all locations, FFSA activities are limited to:

• governance and administration of recreational aviation disciplines under its recognition;
• safety promotion, safety reporting, and safety data review;
• membership administration and record management;
• disciplinary and corrective processes within FFSA structures;
• liaison with regulatory authorities and external stakeholders.

10.4.2 FFSA does not:

• conduct flight operations;
• provide flight instruction or training;
• exercise operational command over pilots or aircraft;
• act as an aviation operator or training organisation.

10.4.3 Nothing in this Manual shall be interpreted as placing FFSA in the position of an operator, training organisation, or flight operations manager for any activity conducted by members, clubs, schools, or instructors.

10.5 RECORDS OF LOCATIONS AND RESOURCES

10.5.1 Details of:

• FFSA administrative office locations; and
• categories of locations where FFSA personnel perform functions

shall be recorded and maintained in Addendum B – Locations Register.

10.5.2 Changes to Addendum B do not require amendment of the core Manual of Procedures, provided the nature and scope of FFSA activities remain unchanged.

11. Authorisations & Delegations

11.1 PURPOSE AND SCOPE

11.1.1 This section describes the procedures by which FFSA:

• records internal authorisations granted to its personnel or members;
• defines and documents the scope and limitations of such authorisations; and
• distinguishes internal organisational authorisations from statutory delegations of authority.

11.1.2 This section does not create or imply any delegation of regulatory powers by the Director of Civil Aviation.

11.1.3 All authority referenced in this section is established exclusively in the FFSA Operations Manual and, where applicable, in written instruments issued by the South African Civil Aviation Authority. This section describes only the procedural execution, recording, and control of such authority.

11.2 STATUTORY DELEGATIONS

11.2.1 No functions or powers of the Director of Civil Aviation are delegated to FFSA or its personnel unless expressly granted in writing by the South African Civil Aviation Authority.

11.2.2 Where no statutory delegation exists, FFSA records shall explicitly reflect that no statutory delegations are in force.

11.2.3 Any statutory delegation granted to FFSA shall be recorded in the Delegation Register (Appendix C), including its scope, limitations, duration, and source instrument.

11.3 INTERNAL FFSA AUTHORISATIONS

11.3.1 FFSA may grant internal authorisations to personnel or members for the purpose of performing defined organisational functions, including but not limited to:

• administrative and coordination functions;
• governance or committee functions;
• safety coordination, safety promotion, or safety oversight roles;
• accident investigation functions;
• disciplinary or corrective processes within FFSA structures.

11.3.2 Internal authorisations:

• are limited to the scope and purpose expressly recorded;
• do not constitute delegations of statutory or regulatory authority;
• do not confer enforcement powers or operational control of flight activities; and
• do not override applicable laws, regulations, site rules, or individual pilot responsibility.

11.3.3 All internal authorisations shall be recorded in the Authorisation Register (Appendix D).

11.4 GRANTING OF INTERNAL AUTHORISATIONS

11.4.1 Internal authorisations may be granted by:

• the FFSA Executive Committee; or
• the Accountable Manager, where permitted by the FFSA Constitution or FFSA Operations Manual.

11.4.2 An internal authorisation shall be granted only where:

• the function is required to support FFSA’s recognised activities or governance responsibilities;
• the individual is suitably competent, experienced, and appropriate for the function; and
• the scope, limitations, and duration of the authorisation can be clearly defined.

11.5 SAFETY OFFICER AUTHORISATIONS

11.5.1 Safety Officers shall be authorised only in accordance with the eligibility, scope, and limitations defined in the FFSA Operations Manual.

11.5.2 For each Safety Officer authorisation, FFSA shall:

• define the scope of the appointment, which may be limited by discipline, geography, site, or function;
• record the authorisation in the Authorisation Register (Appendix D);
• specify any applicable limitations or conditions; and
• assign a review or expiry date.

11.5.3 Safety Officer authorisations do not confer disciplinary, regulatory, or enforcement authority and may be amended or withdrawn where suitability, confidence, or governance considerations require.

11.6 ACCIDENT INVESTIGATOR AUTHORISATIONS

11.6.1 Accident Investigators shall be authorised only in accordance with the eligibility, independence, and scope requirements defined in the FFSA Operations Manual.

11.6.2 Accident Investigator authorisations may be:

• occurrence-specific; or
• time-limited for defined categories of incidents or accidents.

11.6.3 Prior to authorisation, FFSA shall assess whether the proposed Accident Investigator:

• has had prior involvement in the occurrence;
• has acted in a Safety Officer, instructional, advisory, or supervisory capacity in relation to the occurrence; or
• has any actual or perceived conflict of interest that could reasonably compromise independence.

11.6.4 Where such conflict exists, the authorisation shall not be granted.

11.6.5 Each Accident Investigator authorisation shall be recorded in the Authorisation Register (Appendix D), including its scope, limitations, and duration.

11.7 SEPARATION OF ROLES AND CONFLICT MANAGEMENT

11.7.1 Where an individual holds more than one internal authorisation, FFSA shall ensure that role separation is maintained in accordance with the FFSA Operations Manual.

11.7.2 In particular:

• a Safety Officer who has had prior involvement in an occurrence shall not be authorised as the Accident Investigator for that occurrence; and
• an Accident Investigator appointed to an occurrence shall not exercise Safety Officer functions in relation to that occurrence.

11.7.3 Role separation and conflict management decisions shall be recorded where appropriate.

11.8 REVIEW, AMENDMENT, AND WITHDRAWAL

11.8.1 Internal authorisations may be:

• reviewed periodically;
• amended or limited; or
• suspended or withdrawn,

where:

• the function is no longer required;
• competence, availability, or independence concerns arise; or
• governance, safety, or confidence considerations require action.

11.8.2 Any amendment, limitation, suspension, or withdrawal of an internal authorisation shall be recorded in the Authorisation Register (Appendix D), including the effective date.

11.9 RECORDS AND AUDIT

11.9.1 The Authorisation Register and the Delegation Register shall be:

• maintained by the FFSA Secretary (Quality Manager);
• kept accurate, current, and auditable; and
• made available for internal review or regulatory inspection upon request.

11.9.2 Withdrawn or expired authorisations and delegations shall be retained for record-keeping and audit traceability purposes.

12. Authorisation and Delegation Registers

12.1 PURPOSE AND SCOPE

12.1.1 This section describes the procedures by which FFSA records, controls, and reviews:

• internal authorisations granted within FFSA; and
• delegations of authority applicable to FFSA functions.

12.1.2 This section does not create authority or delegation.

It describes only the recording, control, and maintenance of registers that evidence authority conferred elsewhere.

12.1.3 The source of all authority and delegation remains the FFSA Operations Manual and, where applicable, written instruments issued by the South African Civil Aviation Authority.

12.2 AUTHORISATION REGISTER

12.2.1 FFSA shall maintain an Authorisation Register recording internal organisational authorisations granted to individuals for the performance of defined functions.

12.2.2 The Authorisation Register shall be maintained as Appendix D – Authorisation Register to this Manual of Procedures.

12.2.3 Authorisations recorded in Appendix D may include, but are not limited to:

• Safety Officer appointments;
• committee or functional authorisations;
• task-specific internal permissions.

12.2.4 Internal authorisations:

• are limited to the scope and functions recorded;
• do not constitute delegations of statutory or regulatory authority;
• do not confer operational control of flight activities.

12.3 DELEGATION REGISTER

12.3.1 FFSA shall maintain a Delegation Register recording formal delegations of authority applicable to FFSA.

12.3.2 The Delegation Register shall be maintained as Appendix C – Delegation Register to this Manual of Procedures.

12.3.3 The Delegation Register shall record, where applicable:

• delegations from FFSA governance bodies to committees or officials;
• any statutory delegation granted by the South African Civil Aviation Authority;
• the scope, limitations, and duration of such delegations.

12.3.4 Where no statutory delegations are in force, the Delegation Register shall explicitly reflect this status.

12.4 CONTROL AND REVIEW OF REGISTERS

12.4.1 The Authorisation Register and the Delegation Register shall be:

• maintained by the FFSA Secretary (Quality Manager);
• kept accurate, current, and auditable;
• reviewed periodically for validity and relevance.

12.4.2 Withdrawn, expired, or superseded authorisations or delegations shall be clearly identified and retained for record-keeping and audit purposes.

12.5 WITHDRAWAL OR LIMITATION

12.5.1 Internal authorisations or delegations may be amended, limited, suspended, or withdrawn where:

• the function is no longer required;
• competence, availability, or governance concerns arise;
• safety or compliance considerations require action.

12.5.2 Any amendment, limitation, or withdrawal shall be:

• authorised by the appropriate body as defined in the FFSA Operations Manual;
• recorded in the relevant register; and
• effective from the date recorded.

13. Relationship to Membership & Licensing

13.1 MEMBERSHIP STATUS

13.1.1 FFSA membership confers membership rights and obligations as defined in the FFSA Constitution and FFSA Operations Manual.

13.1.3 Membership does not, in itself:

• constitute an authorisation to perform organisational functions on behalf of FFSA; or
• imply any delegation of regulatory authority.

13.2 LICENSING AND RATINGS

13.2.1 Pilot licences, ratings, and privileges are issued, exercised, and regulated in terms of the applicable Civil Aviation Regulations.

13.2.2 FFSA does not issue licences or ratings except where explicitly recognised by regulation or written agreement with the SACAA.

13.3 RECOGNITION OF FOREIGN PILOT LICENCES (IPPI-BASED)

13.3.1 Purpose

This section describes the procedure by which the South African Hang Gliding and Paragliding Association (FFSA) administratively recognises foreign paragliding and hang gliding pilot licences for the purpose of allowing visiting or immigrating pilots to operate under FFSA oversight.

This procedure provides a consistent, auditable method for assessing foreign pilot credentials using the International Pilot Proficiency Information (IPPI) proficiency card as the primary equivalency reference.

13.3.2 Scope and Limitations

(a) This procedure applies only to paragliding and hang gliding licences.

(b) Recognition granted under this procedure is:

• administrative in nature;
  • limited to recreational flight privileges; and
  • subject to conditions, limitations, and duration as determined by FFSA.

(c) This procedure does not:

• constitute licence issuance or conversion;
• grant instructional, tandem, commercial, or competition privileges; or
• override any applicable regulatory, site, or landowner requirements.

13.3.3 Eligibility

A foreign pilot may be considered for recognition where the pilot:

(a) holds a valid foreign paragliding or hang gliding licence issued by a recognised national aero club or aviation body; and

(b) holds a current IPPI proficiency card at Level 3 or higher.

Pilots holding IPPI Level 2 or below may only be permitted to fly under supervision, subject to instructor approval, and shall not be granted independent recognition.

13.3.4 Application and Documentation

(a) Applications for recognition shall be submitted to FFSA through the FFSA administrative office or prescribed electronic channel.

(b) The applicant shall provide, as a minimum:

• a copy of the foreign paragliding licence;
• a copy of the IPPI proficiency card;
• proof of identity; and
• evidence of recent flying activity, where available.

(c) Documentation may be submitted electronically and shall be retained in accordance with FFSA record-keeping procedures.

13.3.5 Verification and Equivalency Assessment

(a) FFSA shall verify:

• the authenticity of the foreign licence;
• the issuing authority;
• the validity and level of the IPPI card.

(b) FFSA shall assess equivalency between the applicant’s IPPI level and FFSA pilot ratings using the current equivalency guidance maintained within the Manual of Procedures.

(c) Where documentation is incomplete, unclear, or inconsistent, FFSA may request additional information prior to making a determination.

13.3.6 Local Conditions Briefing

(a) Prior to independent flight, the pilot shall receive a briefing on local operating conditions, which may include:

• airspace considerations;
• site rules and local customs;
• safety reporting expectations; and
• emergency and incident procedures.

(b) The briefing may be provided by:

• a FFSA-appointed instructor;
• a site custodian; or
• a suitably experienced delegated official.

13.3.7 Practical Check or Supervised Flight

(a) FFSA may require a supervised flight or practical skills check where:

• the pilot’s recent experience cannot be reasonably established;
• local conditions differ materially from the pilot’s prior operating environment; or
• the IPPI level alone is insufficient to confirm competence.

(b) Any such check shall be conducted by a suitably rated instructor and recorded for audit purposes.

13.3.8 Issuance and Recording of Recognition

(a) Where recognition is granted, FFSA shall:

• record the recognition in the relevant membership or pilot database;
• note the assessed equivalency and any limitations; and
• specify the period of validity.

(b) Recognition may be time-limited, particularly for visiting pilots.

(c) Recognition decisions shall be recorded and retained in accordance with FFSA document control and retention procedures.

13.3.9 Duration, Renewal, and Conversion

(a) Recognition granted under this procedure is valid only for the period specified at issuance.

(b) Renewal or conversion to a permanent SACAA licence or rating, where permitted, shall be processed under a separate procedure and shall not be automatic.

13.3.10 Compliance and Revocation

(a) Pilots recognised under this procedure remain subject to:

• FFSA Operations Manual rules;
• applicable Civil Aviation Regulations; and
• site-specific requirements.

(b) Recognition may be suspended or withdrawn where safety, compliance, or regulatory concerns arise, in accordance with FFSA governance and disciplinary processes.

14. Competence management of personnel

(CAR 149.02.4; CATS 149.02.2(8)(a))

14.1 PURPOSE

14.1.1 This section defines the procedures by which FFSA ensures that personnel performing functions under Part 149:

• are suitably competent for their assigned roles;
• remain competent for the duration of their appointment; and
• are supported, reviewed, and, where necessary, subject to corrective action.

14.1.2 Competence management is intended to support effective governance, safety, and compliance, and not to impose operational or employment-style supervision.

14.1.3 The authorities and responsibilities referenced in this section are established in the FFSA Operations Manual. This section describes only the procedures by which those authorities are executed and recorded.

14.2 SCOPE OF COMPETENCE MANAGEMENT

14.2.1 Competence management applies to:

• Executive Committee members performing Part 149 functions;
• appointed or co-opted FFSA officials;
• personnel holding internal authorisations recorded under Phase 3.

14.2.2 It does not apply to:

• individual pilots exercising licence privileges;
• club officials acting solely within club governance;
• instructors or schools operating under Part 141.

14.3 INITIAL ASSESSMENT OF COMPETENCE

14.3.1 Prior to appointment or authorisation, FFSA shall ensure that the individual:

• meets the eligibility requirements for the role as defined in the FFSA Operations Manual;
• has relevant experience, knowledge, or qualifications appropriate to the function;
• understands the scope and limitations of the role.

14.3.2 The outcome of the assessment shall be recorded in:

• appointment records; and/or
• the Authorisation Register (Addendum C), where applicable.

14.3.3 Role eligibility criteria are defined exclusively in the FFSA Operations Manual and shall not be varied through this Manual of Procedures.

14.4 MAINTENANCE OF COMPETENCE

14.4.1 FFSA shall maintain the competence of personnel through:

• periodic review of role performance;
• exposure to relevant regulatory, safety, or governance updates;
• participation in committee activities and reviews.

14.4.2 Competence maintenance may include:

• mentoring or guidance;
• clarification of role expectations;
• adjustment of scope of responsibilities.

14.4.3 There is no requirement for formal training unless the nature of the role reasonably demands it.

14.5 IDENTIFICATION OF COMPETENCE CONCERNS

14.5.1 Competence concerns may arise from:

• internal reviews;
• complaints or reports;
• audit findings;
• observed performance issues.

14.5.2 Where a concern is identified, FFSA shall:

• assess the concern in a fair and proportionate manner;
• provide the individual with an opportunity to respond;
• determine appropriate corrective or supportive action.

14.6 CORRECTIVE MEASURES

14.6.1 Corrective measures may include:

• clarification or narrowing of responsibilities;
• additional support or mentoring;
• suspension or withdrawal of an internal authorisation;
• recommendation for removal from a role in accordance with the FFSA Constitution.

14.6.2 All corrective measures shall be:

• documented;
• proportionate to the concern; and
• aligned with principles of procedural fairness.

15. Quality Assurance System

(CAR 149.02.3; CATS 149.02.2(8)(b))

15.1 PURPOSE OF THE QUALITY ASSURANCE SYSTEM

15.1.1 The FFSA Quality Assurance System provides structured assurance that:

• FFSA complies with applicable regulatory requirements;
• approved manuals and procedures are implemented;
• deficiencies are identified, addressed, and monitored.

15.1.2 The system is risk-based and proportionate to FFSA’s role as an Approved Recreational Organisation.

15.1.3 The authorities and responsibilities referenced in this section are established in the FFSA Operations Manual. This section describes only the procedures by which those authorities are executed and recorded.

15.2 COMPONENTS OF THE QUALITY ASSURANCE SYSTEM

15.2.1 The Quality Assurance System consists of:

• controlled manuals and documentation;
• internal reviews and audits;
• reporting of incidents, occurrences, and complaints;
• corrective and preventive action tracking;
• management review and oversight.

15.3 INTERNAL REVIEWS

15.3.1 FFSA shall conduct internal reviews to assess:

• compliance with Part 149;
• adherence to approved manuals;
• effectiveness of governance and safety processes.

15.3.2 Internal reviews shall be conducted at intervals appropriate to organisational risk, and at least once within each review cycle determined by the Executive Committee.

15.4 RECORDING OF FINDINGS

15.4.1 Findings arising from internal reviews, audits, or reports shall be:

• recorded in writing;
• categorised by significance;
• communicated to relevant role holders or committees.

15.4.2 Findings may include:

• non-compliances;
• observations;
• opportunities for improvement.

15.5 CORRECTIVE AND PREVENTIVE ACTIONS

15.5.1 Where deficiencies are identified, FFSA shall determine and implement:

• immediate corrective action, where required;
• short-term corrective measures;
• longer-term preventive actions to address root causes.

15.5.2 Corrective actions shall be:

• assigned to a responsible person;
• tracked to completion;
• reviewed for effectiveness.

15.5.3 Quality Assurance findings do not, in themselves, constitute disciplinary findings and shall not be used as a substitute for disciplinary processes defined in the FFSA Operations Manual.

15.6 ESCALATION

15.6.1 Unresolved or significant issues shall be escalated to:

• the Accountable Manager; and
• the Executive Committee, where appropriate.

15.6.2 Where a matter involves potential regulatory non-compliance, it shall be brought to the attention of the SACAA in accordance with applicable requirements.

15.7 MANAGEMENT REVIEW

15.7.1 The Executive Committee shall periodically review:

• the effectiveness of the Quality Assurance System;
• significant findings and trends;
• the adequacy of corrective actions.

15.7.2 Management review outcomes may include:

• procedural improvements;
• resource adjustments;
• amendments to manuals or processes.

15.8 RECORDS AND RETENTION

15.8.1 Records generated under the Quality Assurance System, including:

• review reports;
• corrective action records;
• management review outcomes,

shall be retained in accordance with FFSA’s document control procedures and made available for regulatory inspection upon request.

16. Document Control

16.1 CONTROLLED STATUS OF THE MANUAL

16.1.1 This Manual of Procedures is a controlled document issued under the authority of the FFSA Executive Committee and the Accountable Manager.

16.1.2 Only the current approved version of this Manual and its associated addenda shall be considered valid.

16.1.3 Uncontrolled copies are not authoritative.

16.2 MASTER COPY

16.2.1 The master electronic copy of the Manual of Procedures shall be maintained by the FFSA Secretary (Quality Manager).

16.2.2 The master copy shall:

• include the core Manual and all controlled addenda;
• reflect the current revision status;
• be protected against unauthorised modification.

17. Amendment of the Manual of Procedures

17.1 AUTHORITY TO AMEND

17.1.1 Amendments to the core Manual of Procedures shall be:

• approved by the FFSA Executive Committee; and
• endorsed by the Accountable Manager.

17.1.2 Where required by regulation or condition of approval, amendments shall be submitted to the SACAA for acceptance or approval.

17.2 AMENDMENT OF ADDENDA

17.2.1 Controlled addenda form part of this Manual of Procedures and may include, but are not limited to:

• Appendix A – Personnel Register
• Appendix B – Locations Register
• Appendix C – Delegation Register
• Appendix D – Authorisation Register

17.2.2 Amendments to addenda may be approved by the Executive Committee or its delegate, provided that:

• no new authority, responsibility, or scope is created;
• the underlying provisions of the core Manual remain unchanged.

17.2.3 Amendment of addenda does not require re-issue of the core Manual.

17.2.3 Addenda shall not be used to introduce new authority, expand scope, or create obligations not already defined in the core Manual of Procedures and the FFSA Operations Manual.

17.3 AMENDMENT RECORD

17.3.1 All amendments to the Manual of Procedures shall be recorded in an Amendment Record, indicating:

• revision number;
• date of amendment;
• description of the change;
• approving authority.

17.3.2 The Amendment Record shall be retained as part of the controlled document set.

18. Distribution & Availability

18.1 DISTRIBUTION

18.1.1 The Manual of Procedures shall be distributed primarily in electronic format.

18.1.1 Authorised recipients include:

• the South African Civil Aviation Authority;
• FFSA Executive Committee members;
• appointed FFSA officials performing Part 149 functions.

18.2 AVAILABILITY

18.2.1 The current approved version of the Manual of Procedures shall be:

• made available to relevant FFSA personnel;
• accessible for regulatory inspection upon request.

18.2.2 Public access may be provided where appropriate, subject to document control considerations.

19. Review Cycle

19.1 PERIODIC REVIEW

19.1.1The Manual of Procedures shall be reviewed periodically to ensure that it remains:

• accurate;
• aligned with applicable regulations;
• consistent with the FFSA Operations Manual.

19.1.2 Reviews may be triggered by:

• regulatory change;
• organisational change;
• audit findings;
• operational experience.

19.2 OUTCOMES OF REVIEW

19.2.1 A review may result in:

• no change;
• amendment of addenda;
• revision of the core Manual.

19.2.2 The outcome of each review shall be recorded.

20. Withdrawal and Supercession

20.1.1 When a revised Manual of Procedures is issued:

• previous versions shall be formally withdrawn;
• the superseded status shall be clearly indicated;
• obsolete versions shall not be used for operational or compliance purposes.