Why ERP Templates Matter in Aviation 

An Emergency Response Plan (ERP) is a structured framework within an aviation SMS that outlines procedures for managing crises, such as aircraft accidents, serious incidents, or operational disruptions like fires or security threats. The ERP integrates with the four SMS pillars—Safety Policy, Safety Risk Management, Safety Assurance, and Safety Promotion—to ensure a proactive approach to safety.

A key aspect of the ERP is its notification framework, which governs how incidents are communicated to regulators, emergency services, families, and the public.

Using ERP templates from FAA Advisory Circulars (e.g., AC 120-92B), EASA Easy Access Rules (e.g., ORO.GEN.200), and ICAO Doc 9859 provides new safety managers with a standardized, regulator-approved starting point. These templates:

• Ensure alignment with FAA (14 CFR Part 5), EASA (Part 145, Part-ADR), and ICAO (Annex 19) requirements.

• Save time and resources by offering pre-vetted structures.

• Reduce the risk of non-compliance penalties, such as fines or certificate suspension.

• Facilitate audits by providing clear documentation.

This guide details best practices for using these templates to build a notification framework, ensuring your ERP is both compliant and effective.

Best Practices for Using ERP Templates

1. Select the Right Template for Your Operation

Why It Matters: Templates from FAA, EASA, and ICAO are designed for specific operational contexts (e.g., airlines, airports, maintenance organizations). Choosing the appropriate template ensures relevance and compliance.

How to Implement:

• Identify your organization’s scope (e.g., Part 121 operator, Part 145 MRO, or certified aerodrome).

• For FAA compliance, use AC 120-92B (SMS for Aviation Service Providers) for Part 121 or Part 135 operators, which includes ERP guidance.

• For EASA compliance, refer to Easy Access Rules for Air Operations (ORO.GEN.200) for commercial operators or Part 145 for maintenance organizations.

• For ICAO alignment, use Doc 9859 (Safety Management Manual), which provides ERP templates for international operations.

• Customize the template to your operation’s size, risks, and regulatory environment.

Related Emergency Response Plan Articles

• What Emergency Response Plans Are (and Why You Need It)
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Example: A U.S. Part 135 operator used the FAA AC 120-92B ERP template to develop a notification framework for overdue aircraft scenarios. The template’s checklist ensured notifications to the FAA Flight Standards District Office within 2 hours, meeting 14 CFR Part 5 requirements.

Regulatory Alignment:

• FAA: Part 5.27 mandates hazard notifications within 24 hours.

• EASA: ORO.GEN.200 requires crisis event reporting.

• ICAO: Annex 19 emphasizes ERP integration with State Safety Programs (SSPs).

2. Customize Templates to Address Specific Risks

Why It Matters: Templates provide a foundation, but they must be tailored to your organization’s unique hazards, such as aircraft accidents, FOD incidents, or cybersecurity threats, as required by ICAO’s Safety Risk Management pillar.

How to Implement:

• Conduct a hazard identification and risk assessment to prioritize scenarios (e.g., runway excursions, PED fires, or bomb threats).

• Adapt the template’s notification procedures to include specific contacts (e.g., local NTSB office, EASA Competent Authority).

• Incorporate organization-specific roles, such as designating a safety manager or media spokesperson.

• Use digital tools like OmniSMS to integrate risk-based notifications into the ERP.

Example: A European Part 145 MRO customized the EASA Part 145 ERP template to address PED fire risks. The adapted framework required technicians to notify the safety manager within 10 minutes, who then reported to the EASA Competent Authority within 24 hours, aligning with ICAO Doc 9481.

Regulatory Alignment:

• FAA: AC 120-92B emphasizes risk-based SMS processes.

• EASA: Part 145.A.60 requires hazard-specific reporting.

• ICAO: Doc 9859 mandates risk management in ERPs.

3. Establish a Clear Notification Hierarchy

Why It Matters: A defined chain of command ensures timely notifications, avoiding delays that could violate FAA, EASA, or ICAO timelines (e.g., 24 hours for serious incidents under ICAO Annex 13).

How to Implement:

• Use the template’s notification flowchart to map out who notifies whom (e.g., safety manager to FAA, dispatchers to air traffic control).

• Assign primary and backup communicators to ensure continuity.

• Include contact details for regulators, emergency services, and internal stakeholders in the ERP.

• Embed checklists from FAA AC 120-92B or EASA Easy Access Rules to ensure all required data (e.g., incident time, location, crew status) is included.

Example: A Canadian airport used the ICAO Doc 9859 ERP template to create a notification hierarchy for taxiway collisions. After a 2024 incident, the ground crew notified the safety manager, who contacted Transport Canada within 4 hours, using a checklist that ensured compliance with ICAO Annex 14.

Regulatory Alignment:

• FAA: Part 139 requires airport incident notifications.

• EASA: Part-ADR.OPS mandates aerodrome safety reporting.

• ICAO: Annex 13 specifies accident reporting protocols.

4. Train Staff on Template-Based Procedures

Why It Matters: EASA’s “Just Culture” and ICAO’s Safety Promotion pillar emphasize training to ensure employees understand their roles in ERP notifications. Untrained staff can delay or mishandle communications.

How to Implement:

• Develop training programs based on the template’s procedures, focusing on role-specific responsibilities (e.g., pilots for in-flight incidents, ground crew for FOD).

• Conduct annual ERP drills using scenarios from the template, such as aircraft accidents or security threats.

• Use e-learning platforms like SMS Pro's Training & Qualifications Manager to deliver scalable training.

• Incorporate template checklists into training materials for consistency.

Example: A U.S. Part 121 operator used the FAA AC 120-92B ERP template to train dispatchers on runway incursion notifications. During a 2023 drill, dispatchers used the template’s checklist to notify the FAA within 1 hour, reducing response time by 25% and meeting 14 CFR Part 5 standards.

Regulatory Alignment:

• FAA: AC 120-92B requires SMS training.

• EASA: Part 145.A.30 mandates personnel competency.

• ICAO: Doc 9859 emphasizes ongoing SMS training.

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5. Ensure Confidentiality in Notification Processes

Why It Matters: Confidential reporting, mandated by FAA’s Aviation Safety Action Program (ASAP) and ICAO Annex 19, encourages employees to report hazards without fear of reprisal, ensuring timely notifications.

How to Implement:

• Adapt the template to include anonymous reporting channels, such as web-based portals or mobile apps.

• Incorporate a code of ethics from FAA AC 120-66B (ASAP) into the ERP to reinforce confidentiality.

• Communicate confidentiality policies through safety briefings and ERP documentation.

• Ensure compliance with data protection regulations (e.g., GDPR for EASA operators).

Example: A U.S. airport adapted the FAA AC 120-92B ERP template to include an anonymous SMS Pro portal. In 2024, a ground handler reported a fuel spill anonymously, triggering a notification to the FAA under Part 139 within 2 hours, preventing a potential fire hazard.

Regulatory Alignment:

• FAA: ASAP (AC 120-66B) requires confidential reporting.

• EASA: Part 145.A.60 promotes non-punitive reporting.

• ICAO: Annex 19 protects safety data and reporters.

6. Test and Update the ERP Regularly

Why It Matters: FAA, EASA, and ICAO require ongoing SMS assurance, including ERP validation through drills and reviews to ensure the notification framework remains effective.

How to Implement:

• Use the template’s drill scenarios (e.g., ICAO Doc 9859’s overdue aircraft case) to conduct annual tabletop exercises.

• Update the ERP based on drill outcomes, regulatory changes (e.g., EASA Part 145 updates in 2023), or new risks like cybersecurity.

• Collect feedback from employees and regulators to refine notification processes.

• Track performance metrics, such as notification time, to measure improvements.

Example: An Australian regional airline used the ICAO Doc 9859 ERP template for a 2024 drill simulating a bird strike. The drill revealed outdated regulator contacts, prompting an ERP update with a digital contact database, reducing notification time to CASA by 50% and ensuring ICAO Annex 19 compliance.

Regulatory Alignment:

• FAA: Part 5.93 requires SMS evaluations.

• EASA: ORO.GEN.200 mandates continuous improvement.

• ICAO: Doc 9859 emphasizes ERP testing.

7. Integrate Family Assistance and Media Communication

Why It Matters: ICAO Doc 9998 and EASA ORO.GEN.200 require family assistance plans, while timely media communication prevents misinformation during high-profile incidents.

How to Implement:

• Adapt the template to include a family assistance plan, detailing how to contact relatives within hours, as per ICAO Doc 9998.

• Designate a media spokesperson and use pre-approved statement templates from FAA AC 120-92B to ensure consistent messaging.

• Coordinate with organizations like IATA’s ERP Forum for best practices.

• Embed media and family notification checklists in the ERP.

Example: A European airline used the EASA ORO.GEN.200 ERP template to manage a 2023 hard landing. The family assistance team, guided by the template, contacted relatives within 3 hours, while the media team issued a press release to counter rumors, aligning with ICAO Doc 9998.

Regulatory Alignment:

• FAA: Part 243 requires passenger manifest information.

• EASA: ORO.GEN.200 includes family support obligations.

• ICAO: Doc 9998 guides family assistance.

Practical Tips for New Safety Managers

• Start Small: For small operators, use simplified templates from FAA AC 120-92B or ICAO Doc 9859 to focus on high-risk scenarios like accidents or ground mishaps.

• Leverage Digital Tools: Tools like SMS Pro can automate template-based notifications, ensuring compliance with tight timelines.

• Engage Regulators: Consult FAA, EASA, or ICAO representatives during SMS audits to validate your ERP’s notification framework.

• Learn from Peers: Study successful ERP implementations, such as Qantas’s SMS or Duncan Aviation’s Level 3 SMS certification.

• Promote a Safety Culture: Encourage hazard reporting by fostering trust, aligning with EASA’s Just Culture principles.

Conclusion

For new aviation safety managers, using ERP templates from FAA Advisory Circulars, EASA Easy Access Rules, and ICAO Doc 9859 is a strategic way to build a compliant and effective notification framework within your SMS. By

1. selecting the right template,
2. customizing it to your risks,
3. establishing clear hierarchies,
4. training staff,
5. ensuring confidentiality,
6. testing regularly, and
7. integrating family and media communication, you can ensure rapid, accurate responses to crises while meeting FAA, EASA, and ICAO standards.

Begin by downloading a relevant template, conducting a risk assessment, and scheduling a drill to test your ERP. With these best practices, you’ll be well-prepared to safeguard lives, protect your organization, and uphold regulatory compliance.