Procedure for Renewal of Examiner Certificates

1. Purpose

The purpose of this procedure is to ensure a standardized and compliant process for the renewal of Examiner certificates within the Danish Civil Aviation Authority (Trafikstyrelsen), including all legal, administrative, and operational requirements.

2. Scope

This procedure applies to all Inspectors, Senior Examiners, and administrative personnel involved in the processing and approval of Examiner certificate renewals.

3. Responsibilities

3.1 Examiner Coordinator

The Examiner Coordinator is responsible for:

  • Appointing the Inspector or Senior Examiner conducting the Assessment of Competence.
  • Ensuring compliance with applicable regulations and internal procedures.
  • Approving any deviations from standard practices where applicable.

3.2 Inspectors and Senior Examiners

Inspectors and Senior Examiners are responsible for:

  • Conducting Examiner Assessments of Competence.
  • Verifying compliance with prior experience requirements.
  • Ensuring all documentation is completed correctly.

3.3 Examiner Applicant

The Examiner applicant is responsible for:

  • Submitting the required application documentation.
  • Ensuring compliance with renewal requirements.
  • Covering all applicable costs and fees.

4. Procedure

4.1 Receipt of Application

Applications for renewal of Examiner certificates 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 Renewal Requirements

In order to renew an Examiner certificate, the following requirements shall be fulfilled:

  • Attendance at an approved Examiner seminar
  • Successful completion of an Examiner Assessment of Competence
  • Compliance with prior experience requirements

4.3 Examiner Seminar Requirement

The Examiner applicant shall attend an approved Examiner seminar before the Assessment of Competence is scheduled.

Trafikstyrelsen accepts Examiner seminars conducted in:

  • Denmark
  • Norway
  • Sweden

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

4.4 Assessment of Competence

The Assessment of Competence should preferably be conducted during supervision of the applicant performing an actual check, test, or assessment within the privileges held.

Where this is not operationally feasible, the assessment may be conducted as a simulated or “dummy” flight.

The Examiner Coordinator shall appoint either:

  • A Senior Examiner; or
  • An Inspector

to conduct the assessment.

Where possible, the appointed assessor should hold the same Examiner privileges as those being renewed. However, this is not a formal requirement.

4.5 Planning of Assessment

The planning and coordination of the Assessment of Competence may be conducted either by Trafikstyrelsen or directly between the assessor and the applicant.

All planning and coordination should be documented via email to ensure traceability and avoid misunderstandings.

4.6 Costs and Fees

Prior to scheduling the Assessment of Competence, 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 Conduct of Assessment

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

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

4.8 Verification of Renewal Privileges

Prior to renewal, it shall be verified which Examiner privileges may be renewed.

The applicant shall have conducted a minimum of six checks, tests, or assessments during the validity period for each Examiner privilege held, including but not limited to:

  • FE
  • FIE
  • TRE

If the Examiner privileges have been expired for less than one year, all privileges may be renewed, provided the experience requirement of six checks, tests, or assessments per privilege during the validity period has been fulfilled.

Where the experience requirement has not been fulfilled for one or more privileges, and the Assessment of Competence has not been conducted for those privileges, the privileges shall lapse and may not be renewed.

4.9 Verification of Licence and Instructional Privileges

It shall be verified that the applicant holds:

  • A valid licence, rating, or certificate corresponding to the Examiner privileges held; and
  • Valid instructional privileges associated with those privileges.

4.10 Examiner Database Update

Following successful completion of the renewal process, the Examiner information shall be updated in the Examiner database and in EMPIC.

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.

4.11 Issuance of Renewed 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.

4.12 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