D7DIRAUXINST 3770.1A PROCEDURES FOR PROCESSING AVIATION FORMS AND DOCUMENTS
30 NOV 2020
DIRECTOR OF AUXILIARY INSTRUCTION 3770.1A
Subj: PROCEDURES FOR PROCESSING AVIATION FORMS AND DOCUMENTS
Ref: (a) Auxiliary Aviation Program, COMDTINST 16798.1
(b) Auxiliary Operations Policy Manual, COMDTINST M16798.3E
(c) Electronic Signatures and Management of Electronically Signed Records, COMDTINST 5200.5
(d) Auxiliary Manual, COMDTINST M16790.IG
(e) USCG AUXDATA II Facility Offer-For-Use Approval Processes
1. PURPOSE. This instruction sets forth the procedures and the responsibilities of Auxiliary members and individuals in the aviation Chain Of Leadership and Management (COLM), for the submission and maintenance of required forms substantiating documentation for aviation facilities and personnel.
2. ACTION. All personnel in the aviation program in District 7 shall follow these procedures in the submission of ANSC7005 and 7015 forms and the associated documentation that substantiates the data in the forms.
3. DIRECTIVE AFFECTED. D7DIRAUXINST 3770.1 dtd 24 February 2015 is superseded.
4. DISCUSSION. The foundational document for Auxiliary aviation in the modern era is reference (a). It explicitly calls for an Assistant District Staff Officer - Aviation Administration Management (ADSO-AVM) for “managing all aspects of the district Auxiliary aviation administrative support.” Since District 7 has four Air Stations and is substantially larger than any other District/Region, the District Commodore has authorized separate ADSO-AVMs for facilities (AVMF), personnel (AVMP), and materiel (AVMM). They report administratively to the District Staff Officer – Aviation (DSO-AV), but are responsible to the Director of Auxiliary (DIRAUX) via the Director's Administrative Assistant-Aviation Management (DAA-AVM) for ensuring that forms presented are correct in all regards and that the forms and substantiating documents are stored and kept current.
5. PROCEDURES. The procedures to be followed are described in enclosures (1), (2), and (3). There are six levels of action, each controlled by a critical participant. These are: the ADSO-AV-ACC, the Member, the Examiner, the ADSO-AVM (either -AVMF or -AVMP), the DSO-AV, and the DAAAVM.
a. The ADSO-AV-AAC is the gatekeeper for initiation of ANSC7005s and 7015s; none of which should be submitted to the Examiner without the AAC's explicit or implicit approval. AACs are further expected to coach and train all facility owners and Examiners in their AOR regarding the proper way to complete the forms and provide required substantiating D7DIRAUXINST 3770.1A 2 documentation, and to monitor the spreadsheets or other tabular displays in the D7 AuxAir website to ensure their facilities and personnel maintain currency.
b. The Member is held ultimately responsible for correctly completing the ANSC7005 or 7015 form and accumulating and forwarding digital copies (useable scans or photos) of the required source material and supporting documentssubstantiating the data entered in the forms.
c. The Examiner is responsible for ensuring the thoroughness, accuracy, and suitability of the information and/or material presented by the Member. In accordance with reference (b), Annex 2, paragraph D.2, the following may serve as Examiners:
(1) For a Facility 7005 form, the air facility Examiner must be an Instructor Pilot (IP); a Flight Examiner (FE); or an Aircraft Commander (AC); who is specially designated in writing by the DIRAUX or the Air Station Commander.
(2) For a Pilot 7015 form involving a flight check, the Examiner must be an Auxiliary Flight Examiner (FE) or a designated USCG (not Auxiliary) Aircraft Commander. For all other 7015s, the Examiner must be an Instructor Pilot (IP), an FE, or an air facility examiner designated in writing.
d. The ADSO-AVMF or ADSO-AVMP is responsible for reviewing the Examiner's work and uploading the forms and required substantiating documents to the D7 AuxAir website following the specified naming standards in enclosure (1). The ADSO-AVMs are specifically delegated the responsibility for configuration and quality control of all submissions. The ADSO-AVMs will maintain and update spreadsheets or other tabular displays in the D7 AuxAir website that capture critical dates and other information needed for management awareness of the status of facilities and personnel.
e. The DSO-AV holds the ultimate responsibility for the supervision of the ADSO-AVMs. The DSO-AV will sign the 7005/7015 form in Section VI to indicate satisfaction with the work of the ADSO-AVMs, will monitor the entire process, and coordinate regularly with the DAA-AVM. The DSO-AV will initiate corrective management action in the case of undue processing delays or if any submissions begin to exhibit tendencies toward incompleteness and/or sloppiness.
f. The DAA-AVM is an Assistant to the DIRAUX and is responsible for verification and approval of the submitted forms and packages. This person is responsible for notifying the member in the case of approval, or for notifying the cognizant ADSO-AVM of the nature of all discrepancies. The DAA-AVM has access for adding/changing the necessary fields in AUXDATA. [There is also a DAA-Certifications, involved only in removing a member from REYR.]
6. ENVIRONMENTAL ASPECT AND IMPACT CONSIDERATIONS. Environmental considerations were examined in the development of this instruction and have been determined to be not applicable. D7DIRAUXINST 3770.1A 3
7. FORMS/REPORTS. This instruction is applicable to all ANSC 7005 and ANSC 7015 forms. The most up to date forms can be found online at .
J. W. Briggs
Commander, United States Coast Guard
Director of Auxiliary
Seventh Coast Guard District
Encl: (1) File Naming Conventions, Formats, and General Directions
(2) Aircraft Facility Inspection and Offer (and re-Offer) of Use (7005) Processing
(3) Pilot/Air Crew Qualification (7015) Processing