Procedure for Initial Examiner Applications

1. Purpose

The purpose of this procedure is to ensure a standardized and compliant process for handling initial Examiner applications within the Danish Civil Aviation Authority (Trafikstyrelsen), including all legal, administrative, training, and certification requirements.

2. Scope

This procedure applies to all Inspectors, Senior Examiners, and administrative personnel involved in the processing, training, assessment, and issuance of initial Examiner certificates.

3. Responsibilities

3.1 Examiner Coordinator

The Examiner Coordinator is responsible for:

  • Approving the Inspector or Senior Examiner conducting practical training.
  • Approving any deviations from the standard separation between training and assessment activities.
  • Ensuring oversight and compliance with applicable regulations and internal procedures.

3.2 Inspectors and Senior Examiners

Inspectors and Senior Examiners are responsible for:

  • Conducting practical Examiner training in accordance with applicable regulations.
  • Completing Examiner assessments of competence.
  • Ensuring all required documentation is completed and submitted.

3.3 Examiner Applicant

The Examiner applicant is responsible for:

  • Submitting the required application documentation.
  • Booking aircraft or simulators required for training.
  • Covering all associated training and certification costs.

4. Procedure

4.1 Receipt of Application

Initial Examiner applications shall be submitted using the “Examiner Application Form” available on the Examiners intranet.

Upon receipt, the application and all associated documentation shall be saved in the EMPIC system under the applicant’s personal file.

4.2 Examiner Seminar Requirement

Practical Examiner training shall not commence until the applicant has successfully completed an approved Examiner seminar.

Trafikstyrelsen accepts Examiner seminars conducted in:

  • Denmark
  • Norway
  • Sweden

Documentation confirming completion of the seminar shall be retained in EMPIC or Workzone.

4.3 Practical Training

Practical training may only be conducted by:

  • Inspectors
  • Senior Examiners
  • Approved Examiner training organizations specifically approved by Trafikstyrelsen

The Examiner Coordinator shall approve the person conducting the training on a case-by-case basis.

Where possible, the Inspector or Senior Examiner conducting the training should hold the same Examiner privileges as those sought by the applicant.

4.4 Separation Between Training and Assessment

As a general principle, personnel involved in the practical training of an Examiner applicant shall not conduct the subsequent Assessment of Competence.

In exceptional cases, the Examiner Coordinator may approve deviations from this principle where:

  • It is operationally impractical to appoint another qualified person; or
  • The use of another Examiner or Inspector would result in unreasonable costs.

Such cases shall be limited to a maximum of 25% of all Examiner assessments and shall be monitored through the oversight programme.

4.5 Planning and Conduct of Training

The Examiner applicant shall:

  • Arrange booking of the aircraft or simulator used for training.
  • Provide appropriately qualified pilots to act as role players (“dummies”).

All planning and coordination related to the training shall be conducted via email to ensure traceability and avoid misunderstandings.

4.6 Costs and Fees

Prior to commencement of practical training, the applicant shall be informed of all applicable costs and fees.

The applicant is responsible for covering all expenses related to:

  • Aircraft or simulator rental
  • Role players (“dummies”)
  • Transportation
  • Accommodation
  • Examiner certificate issuance fee

Applicable fees are specified in the current fee note.

4.7 Training Requirements

The minimum training requirements are as follows:

Examiner Privilege

Minimum Training profiles

FE / FIE

2

All other Examiner certificates

4

In addition, a minimum of two training profiles shall be completed for each privilege applied for.

Example:

An FE(A) applicant applying for:

  • LAPL privileges
  • PPL privileges
  • CPL privileges

shall complete a minimum of six training profiles.

Two training profiles may be combined into a single flight where appropriate, particularly where two Examiner applicants conduct training together.

4.8 Instrument Privileges

Where instrument privileges are included in the application, at least two training profiles shall be conducted in an appropriate simulator representing the relevant aircraft type or class.

If no simulator exists for the aircraft type or class, an equivalent simulator may be accepted.

4.9 Assessment of Competence

Following successful completion of practical training and the progress test, the applicant shall complete an Examiner Assessment of Competence.

The assessment shall be conducted by:

  • A Senior Examiner; or
  • An Inspector

Preferably, the assessor should hold privileges for the relevant aircraft type. However, the Examiner Coordinator may waive this preference where appropriate according to the approved ALTMOC.

The assessment shall be documented using the “Examiner Assessment of Competence” form available on the Examiners intranet.

4.10 Documentation and Record Keeping

Upon successful completion of the Assessment of Competence, all documentation shall be saved in EMPIC under the applicant’s personal file.

This includes:

  • Application form
  • Seminar documentation
  • Training documentation
  • Assessment documentation
  • Any related correspondence

4.11 Examiner Database Registration

Following approval, the Examiner shall be registered in the Examiner Access database.

The database shall contain all relevant Examiner information, entered manually using the abbreviations specified on the Examiner certificate.

The “Personal Details” section shall only be completed upon request from the applicant.

4.12 Issuance of Examiner Certificate

Once the database has been updated:

  • The Examiner certificate and accompanying letter shall be prepared using the templates:
    • “Examiner Certificate”
    • “Examiner Brev”
  • The documents shall be printed, stamped, and signed by the issuing Inspector.

All personal details shall be cross-checked against T-sys prior to issuance.

Note that after introduction of EMPIC, the certificate and letter shall be issued via this system, however until further the Access database must be kept current according to above procedure.

4.13 Registration of Fees

As the final step, the following information shall be entered into “Examiner gebyrer ikke registreret”:

  • Examiner details
  • Date of Assessment of Competence

This ensures that the Examiner certificate issuance fee is invoiced to the applicant.

This procedure is expected to change after introduction of EMPIC.

 

5. Records

All records generated under this procedure shall be stored in EMPIC in accordance with Trafikstyrelsen’s document retention requirements.

6. References

  • Applicable EASA Regulations
  • Examiner Handbook
  • Current Fee Note
  • Internal Trafikstyrelsen Procedures
  • EMPIC Record Management Procedures