Incident and Occurrence Reporting

Introduction

As a drone pilot operating under European Union Aviation Safety Agency (EASA) regulations, understanding incident and occurrence reporting is critical for ensuring safety and compliance. Reporting incidents and occurrences isn’t just about following rules—it’s about fostering a safer operational environment for all drone pilots, manned aviation, and the general public. This lesson will guide you through what constitutes an incident or occurrence, mandatory reporting requirements, how to file a report, reporting timelines, and how learning from incidents improves safety practices.

Whether you’re flying recreationally in the Open category or conducting complex operations in the Specific category, incident reporting plays a vital role in maintaining the integrity of the aviation ecosystem.

What Constitutes an Incident or Occurrence

EASA defines an occurrence as any safety-related event that could compromise the safety of aviation operations, even if no actual harm or damage occurs. Incidents are a subset of occurrences and refer to events where operational safety is affected but do not meet the definition of an accident (such as the loss of life or significant damage).

Examples of Occurrences:

• Near-Misses: A drone coming dangerously close to manned aircraft or other drones.
• Loss of Control: Temporary or partial loss of control over the drone due to technical or operational issues.
• Equipment Malfunctions: Failures of critical components, such as propulsion systems or communication links.
• Unauthorized Operations: Flying in restricted airspace without proper authorization.
• Human Errors: Mistakes during flight operations, such as incorrect programming or mishandling of controls.

Regulatory Reference:

Occurrences are defined under Regulation (EU) 2019/947 Art. 19, which emphasizes the importance of reporting safety-related events to mitigate risks.

Mandatory Reporting Requirements

EASA regulations require mandatory reporting of certain types of occurrences to ensure that risks are identified and addressed promptly. This reporting obligation applies to:

• Drone operators and remote pilots.
• Organizations responsible for UAS operations.
• Any person involved in UAS operations who identifies a safety-related event.

When Reporting is Mandatory:

• In the Open Category: Report occurrences involving near-misses with manned aircraft, serious injuries to people, or significant property damage.
• In the Specific Category: Report any event that violates the conditions of the operational authorization or standard scenario requirements.
• In the Certified Category: Report all occurrences that could compromise the safety of the operation, as per the same standards applied to manned aviation.

Regulatory Reference:

Mandatory reporting is outlined in Regulation (EU) 376/2014, supplemented by Regulation (EU) 2019/947 Art. 19.

How to File an Occurrence Report

Filing an occurrence report is a straightforward but essential process. EASA provides specific guidelines for submitting reports, ensuring all necessary details are captured to facilitate investigation and analysis.

Steps to File a Report:

1. Identify the Occurrence: Clearly define the event, including the time, location, and nature of the occurrence.
2. Gather Supporting Evidence: Collect relevant data, such as telemetry logs, video footage, and witness accounts.
3. Use the Correct Reporting Platform: Most Member States have online platforms for aviation occurrence reporting. Check your national aviation authority’s website for the appropriate system.
4. Provide Detailed Information: Include:
   • Description of the event.
   • Type of drone and operational category.
   • Environmental conditions (e.g., weather, visibility).
   • Actions taken during the event.
5. Submit the Report: Ensure the report is filed within the required timeline (see below).

Example Platforms:

• ECCAIRS 2: The European Coordination Centre for Accident and Incident Reporting Systems.
• National Aviation Authority Portals: Platforms vary by country (e.g., France’s BEA portal or Germany’s BFU system).

Reporting Timelines

Timely reporting is crucial for effective safety management and risk mitigation. EASA specifies reporting timelines to ensure incidents are addressed promptly.

Deadlines for Reporting:

• Immediate Reporting: For critical occurrences involving near-misses or significant safety threats, report as soon as possible, ideally within 72 hours.
• Routine Reporting: For non-critical occurrences, reports should be filed within 10 working days.
• Follow-Up Reports: If new information becomes available after the initial report, submit an updated report promptly.

Regulatory Reference:

Reporting timelines are detailed in Regulation (EU) 2019/947 Art. 19 and Regulation (EU) 376/2014 Art. 5.

Learning from Incidents

Incident reporting isn’t just about compliance—it’s a powerful tool for improving safety across the aviation community. By analyzing reported occurrences, authorities and operators can identify trends, mitigate risks, and prevent future incidents.

Benefits of Incident Reporting:

• Enhanced Operational Practices: Learning from past occurrences helps refine procedures and training.
• Improved Equipment Design: Manufacturers use data from incidents to improve drone reliability and safety features.
• Community-Wide Safety: Sharing lessons learned builds a culture of safety among drone pilots and operators.

Example:

A reported loss of communication link with a drone in urban airspace led to revised operational procedures for flying in areas with high radio interference. This change reduced similar occurrences by 40% over the following year.

Key Takeaways

• Occurrences Include Safety-Related Events: Near-misses, equipment malfunctions, human errors, and unauthorized operations must be reported.
• Mandatory Reporting is Critical: It applies to all drone operators and remote pilots under EASA regulations (Reg 2019/947 Art. 19).
• Follow Reporting Protocols: Use national platforms and provide detailed information within specified timelines.
• Timely Reporting Saves Lives: Critical occurrences should be reported immediately, non-critical ones within 10 working days.
• Learning Improves Safety: Incident data helps refine practices, improve equipment, and foster a safer aviation community.

By embracing incident reporting as a vital part of your responsibilities as a drone pilot, you contribute to a safer and more efficient aviation system. Stay proactive, report occurrences diligently, and use lessons learned to elevate your operational standards.

This lesson prepares you to handle the reporting of incidents effectively. In the next lesson, we’ll explore how to conduct risk assessments for drone operations, ensuring safety before an occurrence ever happens.