Best Practices Manual for Working In or Near Airport Movement Areas (2014)

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17 C H A P T E R 5 Airport operators are responsible for (1) conveying how to safely conduct activities in the airport movement areas to airport and tenant employees and (2) keeping that message prominent in the minds of airport employees working in the airport movement areas. Airport operators use many training and messaging tools and techniques to convey this message during defined training activities, as well as through ongoing reinforcement activities. Several representative tools, training aids, and techniques were prepared as part of ACRP Project 09-02. (These are provided in electronic format on CRP-CD-150 and are available on the TRB website by searching for ACRP Report 101.) Training for the safe conduct of activities in or near the movement areas is most beneficial when tailored to a specific facility. Therefore, the ACRP Project 09-02 tools, training aids, and techniques are intended as a resource for air- port operators and are adaptable to various airport conditions, configurations, and sizes. Some airport operators have implemented robust training programs and supporting tools to convey the message of safe operations in the aircraft operations area. A review of the materials outlined in this chapter can identify opportunities to update, refresh, or supplement existing training materials. Other airport operators may choose to enhance a training program by adopting many of the training aids and tools highlighted in this Manual. Similarly, the tools, training aids, and techniques can be used by airport tenants, service providers, agencies, and other organizations that require employees to access the airfield in the course of fulfilling their responsibilities. ACRP Project 09-02 encompassed the development of multiple tools, techniques, and training aids with the intent to enable airport operators, tenants, service providers, and other users to select and tailor, as needed, materials and techniques that will maximize their effectiveness for each application. It is unlikely that all tools, techniques, and training aids will be equally effective at all airports given operational, weather, physical size and configuration, and other relevant differences. The optimal use of these materials will be achieved through the deliberate selection and, in some cases, modification of elements to reflect the most critical and significant aspects of each airport, operation, activity, or other consideration. The primary training tool developed as part of ACRP Project 09-02 is a 45-minute training video, Staying Safe on the Airfield. The video highlights a sampling of the best practices identified in this Manual through a “day in the life of an airport operations supervisor” storyline. This illustrates best practices for activities in or near the movement areas and provides perspective on equipment, activities, technologies, and communications common in the airfield operating environment. Given the extensive list of candidate best practices compiled as part of this research project, it is not possible to highlight a significant number in this training video; however, where shown in the video, an effort was made to provide context for those practices. Figure 5-1 provides an overview of the four key components of a training and messaging program to communicate and reinforce the message of safety while conducting activities in or near airport movement areas. Tools, training aids, and techniques recommended for consideration Introduction to Tools, Training Aids, and Techniques

18 Best Practices Manual for Working In or Near Airport Movement Areas for each of the training and messaging program elements are discussed below. Because the effectiveness of the proposed training and messaging materials is maximized when the materials reflect the conditions of the individual airport at which they are used, these materials are provided in template format so that airport operators and others responsible for training and messaging can adapt the materials to reflect local conditions. Define the Training and Messaging Program As indicated in Figure 5-1, a training and messaging program typically consists of three components: (1) routine, formal training sessions; (2) communication of daily conditions information (e.g., construction areas and haul routes, weather, and nonstandard operations); and (3) methods to continually reinforce the safety message. The training and messaging program should define activities, tools, and aids to support each of these components. To support airport operators in defining or refreshing a training and messaging program, Table 5-1 lists tools, training aids, and techniques developed as part of ACRP Project 09-02, as well as a brief description of each. Each item, as well as how an airport operator or trainer Tool, Training Aid, or Technique Name Description Training Program Checklist and Template Checklist of training topics and template for trainer modification to track components of an airside training program. Training Program Checklist and Template for Contractors and Other Temporary Airfield Workers Checklist of training topics specific to contractors and other temporary workers and template for trainer modification to track components of an airside training program and communicate training needs to contractors. New Employee Mentoring Program Checklist and Template Checklist to aid in developing and implementing a mentoring program for employees who are new to working in or near airport movement areas. Training Record Database Guidance for developing a training program database for tracking types of training programs and training program needs for employees. Table 5-1. Tools, training aids, and techniques to define and implement a training program. Figure 5-1. Training and messaging program elements. Source: Ricondo & Associates, Inc., July 2013. DEFINE THE TRAINING and MESSAGING PROGRAM Implement Routine, Formal Training Sessions Support Dissemination of Daily Conditions Information Reinforce the Safety Message

Introduction to Tools, Training Aids, and Techniques 19 may adapt the item, is discussed in this section, with references to templates provided on CRP-CD-150. Tools, training aids, and techniques to support the three components of a training and messaging program are summarized in the following subsections. Training Program Checklist and Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING PROGRAM-01 For use in developing or refreshing a training program for airfield workers and those who will have access to airport movement areas, the training program checklist identifies suggested training topics for those working in or near airport movement areas. Circumstances at individual airports may suggest the need for additional training topics, so trainers should supplement the checklist to meet individual airport needs. The checklist is designed in a template format to allow trainers to modify the training topics and to track additional details for each training topic.

20 Best Practices Manual for Working In or Near Airport Movement Areas Training Program Checklist and Template for Contractors and Other Temporary Airfield Workers REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING PROGRAM-02 For use in developing or refreshing a training program for contractors and other temporary air- field workers, the training program checklist identifies suggested training topics for those working in or near airport movement areas. Circumstances at individual airports may suggest the need for additional training topics, so trainers should supplement the checklist to meet individual airport needs. The checklist is designed in a template format to allow trainers to track project details, modify the checklist of training topics, and track additional information for each training topic. New Employee Mentoring Program Checklist and Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING PROGRAM-03 The new employee mentoring program checklist identifies suggested training activities to include in a new airfield worker’s mentoring program. Circumstances at individual airports

Introduction to Tools, Training Aids, and Techniques 21 may suggest the need for additional training activities, so trainers should supplement the checklist to meet individual airport needs. The checklist is designed in a template format to allow trainers to tailor the program to individual trainees and track implementation of the mentoring and training activities. Training Record Database Development Guidance A training record database can be developed in a spreadsheet program (e.g., Microsoft Excel) or a database program (e.g., Microsoft Access). Suggested items to include in a training record database are as follows: • List of employee classifications (as relevant to airfield training needs). • List of training programs, correlated to employee classifications and training frequency requirements. • List of employees who receive training, correlated to the training programs. • Record of dates training was provided to each employee for each training program. In addition to tracking the implementation of training programs administered, a database can be developed to highlight upcoming training session needs and lists of employees or employee

22 Best Practices Manual for Working In or Near Airport Movement Areas classifications that must participate in the upcoming training sessions. Given the varying complexity of training programs, employee classifications, and employees at U.S. airports of varying sizes and operational characteristics, development of a template database was not feasible; however, the following ideas are offered to help develop a database: • Ensure consistency of the database by establishing and following consistent nomenclature practices (e.g., employee classification names and training program names). • Set security restrictions that allow no more than one or two people full administrative rights to update and edit the database. Other database users may be restricted to query rights. • Fully document the database structure with schematic diagrams and instructions to facilitate future database updates and provide query instructions for database users. • Partition the database into tables and establish links (i.e., relations) to avoid repetition and strengthen query results. • Develop recognizable column titles and a unique identifier for each row. • Maintain backups of the database. • Have others review and test the database. Implement Routine, Formal Training Sessions Routine, formal training sessions educate new workers and re-educate and refresh experienced workers about working safely in and near airport movement areas. Such training sessions are conducted routinely and often involve presentations by trainers, reading materials, videos, and quizzes covering standardized material. Although the material covered in the training sessions at an airport is typically standardized, the material will vary among airports to meet each airport’s individual training needs. To support airport operators in defining or refreshing a training program, Table 5-2 lists tools, training aids, and techniques, along with a brief description of each. A discussion of each item, as well as how an airport operator or trainer may adapt the item or use the provided information, is provided in this section, with references to templates and tools provided on the CD-ROM accompanying this Manual. Tool, Training Aid, or Technique Name Description ACRP Project 09-02 Training Video: Staying Safe on the Airfield Training video addressing safety in the airport movement areas. Quiz for ACRP Project 09-02 Training Video: Staying Safe on the Airfield Quiz template to support the retention of concepts introduced in the training video. Toolbox Talks Template to facilitate the development of toolbox talks, a training technique based on a construction industry practice to reinforce safety topics. Role-play Guidance Guidance on role-play scenarios to enable a trainee to practice responses to a real-life situation in a safe environment and receive objective feedback from the trainer on performance. Training Presentation Template Presentation template in Microsoft PowerPoint that complements the style of the ACRP Project 09-02 Video: Staying Safe on the Airfield. Other Training Videos Listing of FAA and other industry training videos related to working on and near airport movement areas. Table 5-2. Tools, training aids, and techniques to support routine, formal training.

Introduction to Tools, Training Aids, and Techniques 23 ACRP Project 09-02 Video: Staying Safe on the Airfield REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING VIDEO As part of ACRP Project 09-02, a 45-minute training video, Staying Safe on the Airfield, was developed to teach and reinforce best practices for working in or near airport movement areas. The video generally covers the following topics: • Runway incursion simulation. • Critical areas of the airfield. • Lighting, signage, and markings. • Safety around aircraft. • Airfield construction activities. • Complacency, situational awareness, and human factors. • ATCT familiarization. • Lost vehicle procedures. Trainers should supplement this video with discussion that relates the training topics addressed in the video to circumstances at the individual airport. Quiz Template for ACRP Project 09-02 Video: Staying Safe on the Airfield REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING-01 To support retention of the concepts addressed in Staying Safe on the Airfield, a quiz tem- plate was developed with sample questions related to the video. Although sample questions are provided, trainers are encouraged to tailor the quiz to apply the video training concepts to conditions at the individual airport. Trainers may also use the quiz to facilitate discussion during the training session. The quiz template is designed with a mix of true-false and multiple choice questions in a table format that allows airport operators to add and delete content in the quiz while retaining the general quiz format. If desired, quiz developers can • Add questions to the quiz by copying and pasting the two table rows associated with either a true-false or multiple choice question. • Change the mix of true-false and multiple choice responses by copying and pasting the desired response format over the existing response format.

24 Best Practices Manual for Working In or Near Airport Movement Areas Toolbox Talks Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING-02 Toolbox talks are a training technique adapted from the construction industry and used to deliver a safety message during workplace activities rather than during a formal training session. A toolbox talk addresses a specific subject with a pointed safety message and is brief (about 5 to 10 minutes). This training technique is intended to regularly raise awareness about safety issues. Attendance at talks is recorded. A template for developing toolbox talk technical content and an attendance record is on the CD-ROM accompanying this Manual. The level of detail an airport operator provides in the toolbox talk summary can be high level to guide the discussion by outlining key points to be covered, or the toolbox talk summary can be a detailed discussion of a particular issue, which is distributed to attendees following the talk to reinforce the message or serve as reference material.

Introduction to Tools, Training Aids, and Techniques 25 CASE STUDY The City of Chicago, Department of Aviation has developed toolbox talks for the following topics, among others: Surface Incident Awareness Snow Operations – Precautions Mandatory Hold Bars What If I’m Lost on the Airfield? Runway Lighting Airport Service Roads Foreign Object Debris (FOD) Advanced Driver – Human Factors and Situational Awareness New Taxiway Construction Setback Distance Nonmovement Area Driving Construction Vehicles and Equipment on the Airfield

26 Best Practices Manual for Working In or Near Airport Movement Areas Airport operators should define a routine schedule for toolbox talks (e.g., biweekly or monthly) and deliver the toolbox talks during a routine meeting (e.g., a daily briefing). Guidance on Role-Play Scenarios REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING-03 Role playing reinforces training concepts through active participation. The trainee practices responses to a real-life situation in a safe environment and receives objective feedback from the trainer on performance. Active participation in training enriches the learning experience and builds the confidence of those being trained. Because role playing involves real-life situations, an airport operator should develop a conceptual narrative or dialog that reflects specific airport conditions for one or several role- play scenarios. Several role-play scenarios are outlined in the training guidance and it is rec- ommended that airport operators adapt the discussion and the response expectations to such conditions and likely situations at the individual airport as follows:

Introduction to Tools, Training Aids, and Techniques 27 • Crossing active runway. • Lost on airfield. • Lost communications. • Disabled vehicle/equipment on the airfield. • Unusual or unexpected activity on the airfield. • Stopped aircraft (introducing the potential for unanticipated jet blast impacts). • Assist a vehicle or aircraft requiring guidance to leave the airfield (“follow-me” support). • Other. Training Presentation Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: TRAINING-04 A PowerPoint presentation template was developed that complements the style of the ACRP Project 09-02 Video: Staying Safe on the Airfield. For ideas on topics to address in the training

28 Best Practices Manual for Working In or Near Airport Movement Areas presentation, view the training topics identified on the Training Program Checklist and Template (see TRAINING PROGRAM-01). Those responsible for developing and delivering training presentations are best able to develop the training content to reflect local conditions and operational practices, so this tool is provided in template form. Other Training Videos In addition to the tools, training aids, and techniques developed as part of this research project, the FAA and other industry organizations make training tools and aids available for industry use. Table 5-3 lists several FAA and industry videos available to airport operators as of 2012, and airport operators are encouraged to check for additional materials available since that date as well as contact their local FAA Airports District Office to check on the availability of additional FAA-generated training videos.

TITLE PRODUCED BY, YEAR AVAILABILITY TRAINING Topics AIRFIELD FAMILIARIZATION SIGNAGE, MARKINGS, AND LIGHTING DRIVING COMMUNICATIONS SAFETY SECURITY Driving on the AOA FAA, 2001 Online at YouTube X X X X X Safe Tug and Tow Operations FAA, 2011 CD ROM X X X X X Airfield Safety and Incursion Prevention Series AAAE, 2007 AAAE website X X X X X FAA Part 139 Operations Required Training Series AAAE, 2007–2012 AAAE website X X X X X Nonmovement Area Driver Training AAAE, 2011 AAAE website X X X SIDA Training Series AAAE, 2010–2012 AAAE website X Ramp Safety Series AAAE, 2009 AAAE website X X Driver Training at the Nation’s Airports Series AAAE, 2003 AAAE website X X Preventing Runway Incursions AAAE, 2000 AAAE website [SUMMARY OF TRAINING VIDEO NOT AVAILABLE] Interactive Employee Training (IET) customizable videos AAAE, n/a Through AAAE X X X X X X AAAE = American Association of Airport Executives AOA = Air Operations Area FAA = Federal Aviation Administration n/a = Not Available SIDA = Secure Identification Display Areas Table 5-3. Industry training videos.

30 Best Practices Manual for Working In or Near Airport Movement Areas Support Dissemination of Daily Conditions Information Suggested tools, training aids, and techniques to facilitate the delivery and retention of information that changes daily and is typically provided during a daily briefing are listed in Table 5-4. Airport Diagram Highlights Checklist REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: DAILY-01 During daily operations briefings of staff working in or near airport movement areas, it is beneficial to use and reference an airport diagram, ALP, aerial photograph, or other representative illustration of airport facilities. This checklist provides a list of items to consider highlighting during daily operations briefings or other similar activities; an airport operator should supple- ment this checklist, as needed, to highlight other facilities or activities relevant to daily working conditions. Emergency Contact Information Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: DAILY-02 For airports at which contact information (for positions such as operations supervisors) changes daily, this template allows airport operators to create a form or notepad for staff use in recording daily emergency contact information. Form production considerations are noted on the template. Airport Diagram Notepad Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: DAILY-03 Providing airfield workers with a preprinted airport diagram facilitates their ability to note locations of daily activities. Considerations for producing an airport diagram for note-taking are provided on the template. Tool, Training Aid, or Technique Description Airport Diagram Highlights Checklist Checklist of permanent and temporary items to annotate on an airport layout plan (ALP) for use as a focal point during daily operations briefings. Emergency Contact Information Template Template to note emergency contact information if contact information changes daily. Airport Diagram Notepad Template Template for developing an airport diagram notepad for use by airfield workers to note locations of daily activities. Daily Conditions Notepad or Form Template Template that captures key information provided in a typical daily briefing. Vehicle and Equipment Inspection Checklist and Template Checklist to guide daily vehicle or equipment inspection for safe airfield operating conditions. Table 5-4. Tools, training aids, and techniques to facilitate daily conditions tracking.

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34 Best Practices Manual for Working In or Near Airport Movement Areas Daily Conditions Notepad or Form Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: DAILY-04 This template provides airfield workers with a consistent format to receive and track daily conditions information during briefings. The template may be used as follows: • An electronic template to be completed prior to a briefing and then printed and distributed at the briefing; or • A blank form notepad for airfield workers to note daily conditions received during a briefing. For use as a blank form notepad, please review notepad printing considerations on the Airport Diagram Notepad Template (see DAILY-03).

Introduction to Tools, Training Aids, and Techniques 35 Vehicle and Equipment Inspection Checklist and Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: DAILY-05 This checklist and template is intended for use by vehicle and equipment operators working in or near airport movement areas. The checklist provides a list of items that should be visually inspected daily prior to operating the vehicle or equipment in or near airport movement areas. This checklist is general and should be modified by airport operators to address unique aspects of the vehicles or equipment or of operation at an individual airport. The checklist and template can be used as a reference (consider deleting the “Equipment and Operator Details” section to simplify the form) or as a required paperwork exercise to track completion of daily visual inspections that prompts the completion of both the “Equipment and Operator Details” and the “Visual Inspection Elements” sections.

36 Best Practices Manual for Working In or Near Airport Movement Areas Reinforce the Safety Message In addition to the structured training and practices, it is suggested that airport operators provide ongoing reinforcement of the specific airport’s message related to working safely in or near airport movement areas. These message reinforcement tools and aids include references in various adaptable formats, as well as stylized slogans for branding the message on promotional items that workers may use in their daily activities (e.g., on pens, water bottles, and dashboard stickers). Candidate tools and training aids to reinforce the safety message are listed in Table 5-5. The candidate tools and training aids identified in this section may require professional in-house production or vendor production capabilities. Emergency Contact Information Template REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: MESSAGE-01 For airports at which emergency contact information does not change frequently, this template enables airport operators to develop a reference sticker or card for airfield workers. The sticker may be placed on a vehicle dashboard. A reference card could be produced for insertion in a badge holder or as an attachment to a lanyard behind a badge. (For airports at which emergency contact information changes frequently, see candidate tools in the discussion of “Support Dissemination of Daily Conditions Information” [see DAILY-02].) Form production considerations are noted on the template. ICAO Phonetic Alphabet Reference REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: MESSAGE-02 An ICAO phonetic alphabet reference card aids in communications related to airfield location. Airport operators may tailor the listing to the specific letters used at the airport. This reference card may be produced for insertion in a badge holder or as an attachment to a lanyard behind a badge. Safety Message on Customizable Products REFERENCE FILE ON ACRP PROJECT 09-02 CD-ROM: MESSAGE-03 Stylized safety messages can be developed and used in various media: • Reproduce on customizable products (e.g., lanyards, pens, water bottles, coffee mugs, stickers, and clipboards). Aid, Technique, Tool Description Emergency Contact Information Template Template that guides an airport operator in creating an emergency contact reference in a format such as a vehicle dashboard sticker or badge insert. ICAO Phonetic Alphabet Reference ICAO phonetic alphabet reference for those working in or near airport movement areas. Safety Message on Customizable Products Stylized and modifiable safety message for reproduction on customizable products (e.g., pens, water bottles, stickers, clipboards, posters, and calendars). Table 5-5. Message reinforcement, training aids, and tools.

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38 Best Practices Manual for Working In or Near Airport Movement Areas

Introduction to Tools, Training Aids, and Techniques 39 • Print posters in house with traditional office printers if sized to letter or tabloid paper size or reproduce by a professional print shop or vendor for professional poster production. • Distribute an electronic file (e.g., jpg or png) that can be assigned to smartphone home and lock screens. • Develop and post a calendar in workspaces with monthly safety messages and tips. • For use during breaks, develop a trivia game that promotes safety messages and reinforces training topics and lessons (e.g., a box of fifty 2-inch by 3-inch cards printed on heavy card- stock with questions on one side and answers on the reverse side). An “I’M SAFE” poster is included with the ACRP Project 09-02 tools, training aids, and techniques. It is printable as a letter- or tabloid-sized poster and includes space at the bottom for an airport operator to insert a logo, if desired. In addition to the “I’M SAFE” message, other candidate safety messages for use on customiz- able products include • If in doubt, verify! • If in doubt, verify at __[insert number]_. • A good safety record does not happen by accident. • Always take the safest path, never take shortcuts. • Safety is a state of mind; accidents are an absence of mind. • Failing to prepare is preparing to fail. • Get smart! Be safe from the start. • Be a leader, follow good procedure. • It’s easier to ask a dumb question than it is to fix a dumb mistake. • Safety doesn’t slow down the job, mishaps do. • Safety rules are there to follow—so take care and we’ll see you tomorrow. • Know safety—no accidents.