Policy Review of Simultaneous ATC Training on Adjacent Positions

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Policy Review of Simultaneous ATC Training on Adjacent Positions

62ND ANNUAL CONFERENCE, Montego Bay, Jamaica, 8-12 May 2023

WP No. 157

Policy Review of Simultaneous ATC Training on Adjacent Positions

Presented by PLC

Summary

On-the-job training on an operational unit is an extensive and essential part of the process in becoming an air traffic controller. During on-the-job training, it is very well possible that a trainee encounters other trainees and ends up working simultaneously on adjacent positions, on adjacent airspace or within the same airspace.

This paper reviews the existing IFATCA policy on trainees and OJTI’s operating on adjacent positions within the same or adjacent airspaces and the possible risks and considerations these situations may present.

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Introduction

1.1. A part of becoming an air traffic controller is training with real air traffic in live traffic situations. This on-the-job training, in which a trainee is working under the supervision of an OJTI is an essential part of the process of becoming a qualified Air Traffic Controller (ATCO).

1.2. During on-the-job training (OJT), trainees will be coached by or work together with many different qualified ATCOs. However, it is also very likely that a trainee will encounter and work simultaneously with other trainees during their OJT. This paper can include any of the following three scenarios:

Trainees working on adjacent airspace but not physically sitting next to each other,
Trainees physically working beside each other on adjacent airspace, or
Trainees jointly working in the same airspace or within the same sector.

1.3. The existing IFATCA policy on simultaneous ATC training in these scenarios is not restricted to abstaining from simultaneous training but is flexible to allow criteria to be assessed by the ANSPs and local requirements and procedures, allowing OJT training to take place on adjacent positions, airspaces, or within the same airspace or sector.

1.4. This paper will review the current policy in order to assess if the policy is still valid, look at the possible risks or problems that may be present during these simultaneous on-the-job training sessions and will provide guidelines and considerations for simultaneous ATC training.

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Discussion

Existing policy

2.1. The existing IFATCA policy on simultaneous ATC training, TRNG 9.3.1 ON-THE-JOB-TRAINING (OJT), states:

“ATC training shall not take place simultaneously on adjacent positions within the same sector unless the communications, surveillance and supervisory facilities are adequate for the ATC OJTIs to fulfil their responsibilities.”

2.2. The policy originates from IFATCA WP 2001-161, in which one of the main areas of concern considered was:

“The instructors’ inability to effectively monitor the actions of the trainee, especially where training is also being undertaken on adjacent positions on the same sector, and in particular where there may be joint responsibility for the same piece of airspace.”

2.3. In the discussion of WP 2001-161, the New Zealand MA introduced a policy statement concluding that:

“The greatest risk was where live training takes place on adjacent sectors, and where the nature of co-ordination is less formal and often by direct, but non-verbal, communication taking place. ‘ATC training shall not be carried out simultaneously on adjacent positions within the same sector’ ”.

2.4. However, it was concluded that there is a need for flexibility in the policy to allow criteria to be determined by local requirements and procedures, resulting in the current IFATCA policy as stated in 2.1.

2.5. Because of the wide variation of the way sectors and workplaces are set up, the way of communication as an air traffic controller also varies. For example, a formal way while speaking on a telephone or intercom, or via non-verbal electronic coordination, but also informal and physical non-verbal communication when sitting next to each other is possible.

2.6. Although permitted according to ICAO DOC 4444 (in some circumstances such as pointing with the finger for transfer of identification), this non-verbal and informal communication may be harder to monitor or see and hear as an instructor and thus may cause problems while monitoring a trainee on agreements that may (or may not) be made about the handling of the air traffic.

Definition of adjacent positions

2.7. Questions may arise about what the definition of working on adjacent positions is. Since airspaces, division of sectors, responsibilities and working positions vary from place to place, it is not easy or possible to determine a fixed definition for all situations. However, for the purpose of this paper, three different scenarios in which trainees can encounter each other during on-the-job training can be given. In general, working physically next to each other can be considered as adjacent positions.

2.7.1. Trainees working on adjacent airspace but not physically sitting next to each other.

In this scenario, adjacent airspaces are controlled at different locations. Examples of these situations could be the airspaces of two countries adjacent to each other controlled by different control centres, or a tower controller and an approach controller not working in the same room or location.

Although trainees are working on adjacent airspaces in these kinds of situations, it is very well possible that one does not know if a trainee is working on the other airspace or not. Informal communication is less likely because the communication is taking place via telephone, intercom, or digital coordination. Physical non-verbal communication is not possible. This scenario can normally not be considered as working on adjacent position.

2.7.2. Trainees physically working beside each other, but on adjacent airspace.

Trainees are working physically beside each other at the same location, but not working on the same airspace or in a different area of responsibility. Examples are a runway controller and a ground controller working at the same tower physically next to each other, or two area control sectors which are adjacent airspaces or sectors but physically located next to each other.

Because the trainees are physically working near each other, informal communication is possible between the trainees. Because of this, it can be considered as adjacent positions.

2.7.3. Trainees jointly working in the same airspace or within the same sector.

In this scenario, trainees are working physically beside each other in the same airspace or sector. An example is two trainees working on an area control sector, of which one is an executive controller and the other a planner.

Just like the examples in 2.7.2, this can be considered as adjacent positions.

Possible problems and risks during simultaneous training sessions

2.8. Since trainees are still in the process of learning to become an air traffic controller, it is possible that, for example, trainees may not yet have enough capacity to detect and absorb mistakes made by other controllers. They may also make more mistakes or misjudgements compared to a more experienced controller because they are still learning the job. During these training sessions, the OJTI is the one responsible for ensuring that those misjudgements are corrected and will teach the trainee how to deal with the traffic situation in the correct manner. However, other controllers working on adjacent positions may also detect those mistakes and inform or help the trainee. In situations where simultaneous ATC training sessions take place on adjacent positions, both trainees are still in the learning process, and it is possible that the trainees will not detect a mistake or misjudgement made by the other trainee. Apart from the responsibility of the instructor, this might increase the chance of mistakes staying undetected and thus lowering the chance of resolving them.

2.9. On-the-job training, whether it is a single session or during simultaneous sessions, will introduce the risk of safety occurrences. These risks should always be taken into consideration by the OJTI, who is ultimately responsible during on-the-job training.

2.10. Risks during training sessions could be, for example, the distraction of OJTI(s) which can lead to insufficient monitoring and supervising of the trainee(s). Another example could be an incorrect assumption of a traffic situation by a trainee which will result in inadequate (or no) communication, or action to solve this situation taken too late or not at all.

2.11. Trainees may or may not be at the same stage of the OJT. A very inexperienced trainee may cause an increased workload for the trainee working on the adjacent position. This could be valuable training experience for a more experienced trainee since they will likely have to work with trainees at some point after becoming a fully qualified controller.

2.12. However, this increased workload could not be beneficial for a trainee with a lower level of experience because it might disrupt the learning process. Therefore, the level of experience of all trainees working simultaneously should be kept in mind by the OJTI(s) and supervisors. In such a case, a sector or position should be chosen that is suitable for the trainee.

Guidelines and considerations

2.13. Because of the variation of the way sectors, airspaces and workplaces are set up, it is difficult to demand specific restrictions, and thus the IFATCA policy should stay flexible. It is important that ANSPs are able to assess their own situation and scenarios and create their own policy on trainees working together on adjacent positions.

2.14. Abstaining from training taking place simultaneously on adjacent positions could be a solution to mitigate potential risks and problems in these kinds of training situations. However, apart from this solution, there are also other considerations and guidelines which are listed below, that can help mitigate these risks and should be taken into account by ANSPs while making policy on simultaneous on-the-job training on adjacent positions.

2.14.1. Make sure that the technical quality and functionalities of the workplace facilities and systems are good enough that an instructor is able to closely monitor a trainee and is able to see and hear exactly the same as the trainee. This will increase the possibility that an OJTI is able to detect misunderstandings in the communication between the trainees.

2.14.2. Promote or oblige formal coordination to reduce informal communication between trainees.

2.14.3. Provide extra training and refreshing courses to instructors and trainees which emphasize on simultaneous OJT sessions.

2.14.4. Make sure that simultaneous sessions are marked during a briefing before starting the session.

2.14.5. Consider, while making personnel planning, scheduling trainees at different times and shifts to reduce the chance of trainees working at the same time.

2.14.6. Take the level of experience and in what stage of the training process the trainees are in into account. Don’t allow two inexperienced trainees to work simultaneously but allow trainees almost ready for their final assessment, or one experienced and the other inexperienced, to work simultaneously.

2.14.7. Take the complexity of the position and airspace the trainees are working on into consideration. For example, don’t allow simultaneous sessions on adjacent positions in a very busy or complex sector, but allow it on easier or less busy positions.

2.15. Apart from these considerations and guidelines, it is the responsibility of the instructor (and the supervisor) to determine if a training session should start or continue. This also applies in situations in which simultaneously training takes place on adjacent positions. If necessary, an instructor can terminate the training session anytime, since an OJTI is ultimately responsible for the safety of the sector and the traffic the trainee is working on.

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Conclusions

3.1. When conducting simultaneous OJT sessions on adjacent positions, the following, but not exhaustive, list of subjects should be taken into consideration:

System quality and functionalities;
Communication methods;
Operational briefing and OJTI training;
Trainees’ schedule;
Trainee level of experience; and
Airspace complexity.

3.2. Because of the variation of the way sectors, airspaces and workplaces are set up, it is difficult to determine a fixed definition of adjacent positions for all situations or to demand specific restrictions. However, working physically next to each other can generally be considered as adjacent positions. Because of this, it is necessary to keep the IFATCA policy flexible and assist MAs to motivate ANSPs to assess the local situation(s).

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Recommendations

4.1. It is recommended that the following current IFATCA policy of the TPM, TRNG 9.3.1 ON-THE-JOB TRAINING (OJT):

ATC training shall not take place simultaneously on adjacent positions within the same sector unless the communications, surveillance and supervisory facilities are adequate for the ATC OJTIs to fulfil their responsibilities.

be amended to read:

When conducting ATC OJT on adjacent positions, the following items should be considered to reduce the likelihood and consequences of communication errors:

System quality and functionalities;

Communication methods;

Operational briefing and OJTI training;

Trainees’ schedule;

Trainee level of experience; and

Airspace complexity.

4.2. It is recommended that the guidance material contained in this working paper, including the list proposed in the amended policy, be published on the IFATCA website.

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