This page provides detailed explanations on who has the obligation to report to HCAA, what is to be reported by the organizations, and how it should be reported.
- Who shall report to HCAA?
- How an organization can obtain an account in the ECCAIRS2 platform?
- What should be reported to HCAA?
- How to report to HCAA?
- Protection of information sources.
Any organization can report to HCAA on a voluntary basis.
Organizations for mandatory occurrence reporting
- Operators of aeroplanes or helicopters authorized to conduct commercial air transport;
- Holders of a production organization approval issued under Commission regulation (EU) 748/2012;
- Organizations approved under Commission Regulation (EU) 1321/2014 Part 145;
- Organizations approved under Commission Regulation (EU) 1321/2014 Part CAO and standalone Part CAMO ;
- Approved Training Organizations approved under Commission Regulation (EU) No 1178/2011;
- Air Navigation Service providers;
- Operators of certified aerodromes;
- Ground handlers;
- Operators of airfields, certified heliports, and certified water aerodromes;
- Declared training organizations;
- General Aviation.
(More info about reporting responsibilities of organizations can be found in reporting responsibilities matrix which is prepared by EASA. It is noted that the above table also shows organizations (on the left-hand area) approved by EASA and organizations outside the European Union (on the right-hand area)).
According to article 4 (6) of EU 376/2014, the following natural persons shall report the occurrences through the system established by the organization which employs, contracts, or uses the services of the reporter or, failing that, through the system established by the Member State (ECCAIRS2) of the establishment of their organization, or by the State which issued, validated or converted the pilot's license, or through the system established in by the Agency (EASA) (ECCAIRS2):
- the pilot in command, or, in cases where the pilot in command is unable to report the occurrence, any other crew member next in the chain of command of an aircraft registered in a Member State or an aircraft registered outside the Union but used by an operator for which a Member State ensures oversight of operations or an operator established in the Union;
- a person engaged in designing, manufacturing, continuous airworthiness monitoring, maintaining, or modifying an aircraft, or any equipment or part thereof, under the oversight of a Member State or of the Agency;
- a person who signs an airworthiness review certificate, or a release to service in respect of an aircraft or any equipment or part thereof, under the oversight of a Member State or of the Agency;
- a person who performs a function that requires him or her to be authorized by a Member State as a staff member of an air traffic service provider entrusted with responsibilities related to air navigation services or as a flight information service officer;
- a person who performs a function connected with the safety management of an airport to which Regulation (EC) No 1008/2008 of the European Parliament and of the Council (1) applies;
- a person who performs a function connected with the installation, modification, maintenance, repair, overhaul, flight-checking, or inspection of air navigation facilities for which a Member State ensures the oversight;
- a person who performs a function connected with the ground handling of aircraft, including fuelling, loadsheet preparation, loading, de-icing, and towing at an airport covered by Regulation (EC) No 1008/2008.
To be eligible for an account on the ECCAIRS2 platform, an organization must declare its "administrators" and "users" of the organization.
HCAA defines on the ECCAIRS2 platform the “administrator” of each organization and then the administrator of the organization defines the “users” of the system. For the appointment of an administrator, the organization knows at email@example.com the following information:
Required information for the definition of an administrator in ECCAIRS2:
1. Name of the organization in Latin characters,
2. "User" name (administrator username) (the "user" name in Latin characters will be used to enter the administrator in the application),
3. E-mail address (at the e-mail address you provide you will receive relevant information about the report from the system).
Additional information to facilitate communication:
1. Name of the administrator,
2. Position held by the administrator in the organization,
3. Contact details (postal address, working telephones & mobile, e-mail).
It is pointed out that with the beginning of the process of reporting safety incidents through the ECCAIRS2 platform, any other information process to former units of CAA ceases.
For any information or clarification do not hesitate to contact via the email address firstname.lastname@example.org and at phones: +30 210 3541344 or 347.
According to article 4 (1) of EU 376/2014, any occurrences which may represent a significant risk to aviation safety and that fall into the following categories shall be reported:
- occurrences related to the operation of the aircraft (detailed classification in ANNEX I of EU 2015/1018);
- occurrences related to technical conditions, maintenance, and repair of aircraft (detailed classification in ANNEX II of EU 2015/1018);
- occurrences related to air navigation services and facilities (detailed classification in ANNEX III of EU 2015/1018);
- occurrences related to aerodromes and ground services (detailed classification in ANNEX IV of EU 2015/1018);
- occurrences related to aircraft other than complex motor-powered aircraft, including sailplanes and lighter-than-air-air vehicles (detailed classification in ANNEX IV of EU 2015/1018)
In cases where incidents are required to be reported to other bodies besides HCAA (eg AAIASB, the body responsible for the design of the aircraft), they are still submitted in accordance with instructions of the bodies.
(Report to AAIASB at the electronic address: https://aaiasb.gr/el/anafora.html).
The mandatory report for reporting occurrences or an unsafe condition can be made:
- Through the ECCAIRS2 platform (https://aviationreporting.eu/),
- Via e-mail to email@example.com,
- By anonymous or registered mail to the Hellenic Civil Aviation Authority,
1. ECCAIRS2 (European Aviation Safety Reporting Portal)
ECCAIRS (European Co-ordination Center for Accident and Incident Reporting Systems) is a digital platform integrated for European National Aviation Authorities (NAA’s) and Safety Investigation Authorities (SIA’s).
The mission of ECCAIRS is to provide a digital platform enabling the implementation of the provisions defined in EU regulation 376/2014.
ECCAIRS is supporting the Hellenic Civil Aviation Authority in collecting, sharing, and analyzing their safety information with the ultimate goal to improve aviation safety.
The European Aviation Safety Reporting Portal provides common reporting forms for organizations and individuals to report to their competent authority, including the Agency (EASA), using a common and simple interface.
- In order to report to HCAA select the Greek flag (https://e2.aviationreporting.eu/reporting/organisation)
(Select the EASA Logo flag to make a report to the Agency (EASA)).
The report can be submitted as:
“I report on my personal behalf” (https://e2.aviationreporting.eu/reporting/personal), or
“I report on behalf of my Organisation” (https://e2.aviationreporting.eu/reporting/organisation)
The European Aviation Reporting Portal provides:
- On-line reporting via a web interface
- Off-line reporting using a pdf form that may be downloaded from the portal and, once completed, shall be uploaded to the same portal.
In the portal, there are five reporting forms (ATM/ANS, Flight Operations, Technical, Aerodrome, and General Aviation).
Organizations should choose the most adequate form for the type of occurrence which is being reported to the Agency (e.g., DOA, POA, and EASA-145 would use the Technical form, while the ATO would use the Flight Operations form).
Organizations depending on their reporting system can make reports with Ε5Χ files.
A natural person shall report the occurrences through the system established by the organization which employs, contracts, or uses the services.
Report on my personal behalf:
An occurrence can be submitted to HCAA by any individual reporter on a voluntary basis. Nevertheless, before reporting to HCAA in this way, please make sure that you have submitted a mandatory occurrence report to your operator/company.
If a natural person does not want to use ECCAIRS2, then he can attach a report in pdf format which can be downloaded
and email it to firstname.lastname@example.org
3. By anonymous or registered mail to the Hellenic Civil Aviation Authority
If the natural persons want to keep their anonymity, they can send an anonymous email to email@example.com or firstname.lastname@example.org, trying to include as much information as needed, in order for HCAA analysts to have the ability to upload the occurrence in HCAA’s national occurrence database and to perform a safety risk analysis.
Access to data, dissemination, and protection of information sources
In compliance with Regulation (EU) 2018/1725, Articles 72 and 73 of Regulation (EC) No 2018/1139 , and Articles 15 and 16 of the Regulation (EU) No 376/2014, HCAA commits itself to the highest possible level of confidentiality allowed for all the data contained in occurrence reports and other related documents received according HCAA’s Governor confidentiality statement.