Sofema Online (SOL) Considers EASA-Compliant Oversight Framework for Load Control, Passengers & Baggage, Aircraft Handling & Loading, Aircraft Ground Movement, and Cargo & Mail Handling
To ensure consistent, effective, and EASA-compliant oversight of Ground Service Providers (GSPs), the following essential elements should be covered by the operator's compliance monitoring and audit strategy across all audited areas:
• All ground handling activities must be assessed against the relevant EASA Air Operations Implementing Rules, AMC & GM’s:
• The audit program must verify that ground service procedures conform to applicable requirements of Commission Regulation (EU) No 965/2012, including AMC/GM
• Ground handling services are frequently outsourced. Operators remain responsible for ensuring subcontracted activities conform to the AOC holder’s approved procedures and EASA standards.
• Auditors should:
>> Verify the existence and content of contractual agreements and SLAs.
>> Confirm compliance monitoring coverage of subcontracted activities.
>> Review reporting lines and the availability of performance metrics and KPIs.
• The audit must assess whether GSP staff are trained and competent, including:
>> Initial and recurrent training records (AMC1 ORO.GEN.110).
>> Job-specific competence for roles in load control, baggage handling, aircraft movement, and cargo processing.
>> Awareness of safety, security, and human factors.
• Particular focus should be placed on the relevance of training content to EASA-compliant SOPs and the verification of qualifications/licences where required (e.g., towing).
• GSP compliance must be captured within the operator’s CMS, ensuring:
>> Risk-based audit planning and execution.
>> Scheduled and unscheduled audits, surveillance, and inspections.
>> Internal reporting, escalation, and closure of non-conformities.
• Audit trails must be complete, traceable, and auditable, supporting both corrective and preventive actions.
• Each operational area should be evaluated for associated hazards, with particular attention to:
>> High-risk tasks (e.g., aircraft loading, de/icing, pushback).
>> Interfaces between departments (e.g., Ramp & Load Control, Cargo & Flight Ops).
>> Human and organisational factors influencing task execution.
• The auditor should review:
>> The GSP’s hazard reporting culture and system.
>> Whether the GSP is involved in the operator’s SMS risk assessment activities.
>> Mitigation measures documented and implemented.
• Operators and their GSPs must have:
>> Up-to-date SOPs that are aligned with EASA and Industry guidance (e.g., AHM, LIRs).
>> Document control practices to ensure version management, distribution, and accessibility.
>> Records for each critical activity (e.g., loading instructions, acceptance checklists, NOTOCs).
• SOPs must reflect any aircraft-specific requirements, particularly in complex operations (e.g., mixed fleet cargo/passenger handling).
• Effective communication protocols must be in place between GSPs and operator representatives, particularly during:
>> Turnaround coordination (aircraft status, GSE readiness, loading sequences).
>> Critical events (disruptions, delays, security incidents).
• Auditors must verify the effectiveness of briefings, handovers, and use of digital coordination tools (e.g., ULD tracking, DCS updates, ramp turnaround apps).
• Auditors should examine the GSP’s:
>> Incident reporting system – accessible to all staff.
>> Analysis and follow-up processes, including integration into the operator’s SMS.
>> Feedback mechanisms to encourage continuous improvement.
• Assessment of whether a ‘just culture’ approach is applied, enabling error reporting without fear of punitive consequences.
• Site visits and walk-arounds should include inspections of:
>> Condition and certification of GSE (belt loaders, tugs, dollies).
>> Cleanliness and orderliness of baggage make-up areas, cargo storage, and ULD staging zones.
>> Markings, lighting, and signage in apron areas relevant to ground movement and aircraft safety.
• Verification of system reliability and data accuracy used in operational decision-making, such as:
>> Load planning systems (W&B tools, DCS).
>> Baggage reconciliation systems (BRS).
>> Cargo tracking and documentation systems (e-AWB, NOTOC).
• Ensure secure access and protection against manipulation (linked to Information Security obligations under EU 2023/203).
• Align audit frequency with risk profile, operational volume, and previous audit findings.
• Use sampling techniques (e.g., select random pushback events or baggage loading activities) to validate conformance.
• Implement follow-up audits to verify the effectiveness of corrective actions.
Sofema Aviation Services and Sofema Online provides Classroom, Webinar & Online Training, EASA Compliant Regulatory & Vocational Training – Please see the web sites or email team@sassofia.com.
