Submission process for training and checking systems

New requirements for training and checking systems came into effect on 2 December 2021.

Find out who these rules apply to, available deferrals and what to include in training and checking systems for flight operators.

If you deferred your training and checking system, you must give us your documents for review by 2 September 2022.

Below we provide guided steps on how to submit your documents.

Required documents

You must give us either:

  • a training and checking system volume/manual, including relevant annexes/appendices/forms
  • or a complete copy of your exposition/operations manual that contains your training and checking system.

We have developed a compliance matrix for Parts 121, 133, 135 and 138 of the Civil Aviation Safety Regulations (CASR).

Refer to the relevant annex in:

Multi-Part AC 119-11 and AC 138-02 Training and checking systems (PDF, 1.41 MB)

Using the compliance matrix/matrices applicable to your operation can help you manage compliance with the rules.

Attaching these to your submission and including your operator manual references within the compliance table, will:

  • make the approval process faster
  • help you confirm that you have addressed all regulatory requirements.

Unique case number

We will contact operators by email with a unique case number to streamline the submission process.

When submitting your documents, please include your case number. You can also use this case number if you need to contact us about your submission.

If you do not include your case number, it may slow our assessment timeframe.

How to submit your documents

  1. Download and complete the application form

  2. Submit the form and supporting documents

    Return the form with your required documents using the email address provided in the form.

    In the email subject line, include:

    • your unique CASA case number
    • operator name and ARN
    • the text “URGENT T&C submission”.

    The complete format is: “Case number – Operator name – ARN XXXXX: *Urgent* T&C submission”

    For example: “2022-12345- Sample Aviation Pty Ltd – ARN12345: *Urgent* T&C submission”.

    We will send you an email confirming receipt of your application.

    Technical difficulties

    If you experience technical issues submitting your documents, you can request a secure ShareFile link. We will consider these requests on a case-by-case basis. To request a link please contact us using the online form.

  3. Review of documents

    We will assess your training and checking system. If we find any areas that are not compliant, we will contact you with further instructions.

    Given the time sensitive nature of this deferred provision, please submit any urgent queries using the training and checking system contact form. One of our subject matter experts will contact you.

  4. Letter of approval

    Once we assess your system as compliant, we will email you with a letter of approval.

    Your approved system must be ready to start by 2 March 2023. However, you don’t have to redo everyone’s check on this date. We are preparing more guidance about how to transition to your new system.

Last updated:
4 Aug 2022
Online version available at: https://www.casa.gov.au//operations-safety-and-travel/training-and-checking-systems/submission-process-training-and-checking-systems
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