Flight Operations Manual

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Table of Contents
Page

Amendments .. 04
Introduction. 05
Definitions 06
Organisation
Structure... 07
Nominated Personnel 08
Responsibility and duties.. 09
Pilot... 09
Assistant Pilot.. 11
Spotter......12
Wardens13
Technical Description. 14
Areas of Operation.. 15
Operating limitations and conditions 15
Operational Control
Supervision of SUA operations. 16
Accident prevention and Flight Safety.16
Flight Team Composition...16
Operation of multiple types of UAV.. 17
Qualification Requirements... 17
Crew Health. 17
Logs and Records...17
Operating Procedures
Flight Planning / Preparation
Determination of Intended tasks....18
Operating Site Location and Assessment18
Risk Management19
Communications..19
Pre-notification. .20
Site Permission .20
Weather .20
Preparation and Serviceability of Equipment and SUA .20
On site Procedures and Pre-Flight Checks
Site Survey... 21
Selection of Operating Area and Alternate........21
Crew Briefing...21
Cordon Procedure.. 22
Communications. 22
Weather Checks. 22
Refuelling. 22
Loading of Equipment 22
Preparation and Correct Assembly of SUA 23
Pre-Flight Checks on SUA and Equipment 24

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 Page

Flight Procedures
Start25
Take-off. 25
In Flight. 25
Landing. 25
Shutdown. 25
Post Flight Actions
Record Keeping...26
Debrief...26
Post-Flight Maintenance.26
Emergency Procedures
Malfunctions. 27
Designated Land Area Compromised..27
Fire.27
Loss of Control / Flyway. 27
Change in Weather. 28
Illness/Health Issue. 28
Loss of Motor Power...28
Loss of GPS Signal.28
Airspace Encroachment.28
Reporting Incidents.30
Training....32
Appendices
Appendix A Planning Checklist....33
Appendix B Pre-Flight Checklist ...35
Appendix C Flight Procedures......36
Appendix D Post Flight Checklist.37
Appendix E Insurance Details...38
Appendix F Permission for Commercial Operation . ....39
Appendix G - Air Law .. ...41
Appendix H Flight Log....43
Appendix I Accountable person/manager signature.....44

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Amendments

Version Date Changes Amended by Signed

Number
Ver 0.2 28/07/2016 First Draft Andrew
Gardener
Ver 0.3 30/08/2016 Revised Draft Andrew
Gardener
Ver 0.4 27/10/2016 Insurance Policy Updated, Changes Andrew
column added to Amendments table Gardener
Ver 0.5 10/11/2016 Added Appendix H to record flight Andrew
information Gardener
Ver 0.6 15/11/2016 Page added for the signature of Andrew
accountable person/manager Gardener
Ver 1.0 20/01/2017 Added CAA Permission Certificate Andrew
Gardener

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Introduction

Purpose:
The purpose of this document is to list and detail the instructions and actions needed
to undertake a safe UAV (Unmanned Aerial Vehicle) flight. For the remainder of this
document all reference to the unmanned aerial vehicle will be written as UAV (except
in the case of legal articles). Please note that all acronyms that relate to the UAV will
be listed on the Definitions page. This operations manual contains information and
the steps needed to safely plan, check, fly and land the UAV. It also contains
information about what to do in case of an emergency. This manual has been
designed to apply to all the personnel and staff that will be involved in the safe
operation of the UAV.

Scope:

Epping Forest District Council (EFDC) will be operating a UAV weighing less than
20kg. EFDC will use the UAV to:

Monitor Land, Sites and Flood Zones

Survey Roofs, Land and Buildings
Collect Topographic Images
Capture Video

The operational procedures and instructions laid out in this manual must be adhered
to at all times by all personnel involved in the flight and use of the UAV. The
Accountable Manager must sign off on all uses and activities involving the UAV at
the Planning Stage (see Appendix A).

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Definitions

AMSL Above Mean Sea Level

ANO Air Navigation Order
AOO Area Of Operations
ATC Air Traffic Control
CA Congested Area
CAA Civil Aviation Authority
CRM Crew Recourse Management
EFDC Epping Forest District Council
GAZ Gazetteer
GCS Ground Control Station
GIS Geographic Information Systems
GPS Global Positioning System
HOTH House on the Hill
ICT Information Communication Technology
METAR Meteorological Terminal Aviation Report
NAA National Aviation Authority
NOTAM Notice To Airman
NQE National Qualified Entitles
OAT Outside Air Temperature
PFCO Permission for Commercial Operation
PIC Pilot (Person) in Charge (Command)
SUA Small Unmanned Aircraft
SUAS Small Unmanned Aircraft System
TAF Terminal Aerodrome Forecast
UAS Unmanned Aerial System
UAV Unmanned Aerial Vehicle
VLOS Visual Line of Sight
VHF Very High Frequency

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Organisation

Structure of Organisation and Management Lines:

All jobs will come via the GIS team. At this stage a pilot will be assigned to
investigate the request to see if it is something that can be undertaken safely. If the
job cannot be undertaken then the requestor will be notified. If the request is safe to
undertake then the operation will be entered into the electronic booking system
(based on our existing email system). If at any point a flight needs to be escalated
(due to concerns, time constraints etc.) then the ICT Operations Manager will be
involved. If a decision cant be reached at this stage the final say will rest with the
Assistant Director of ICT. Please note that only the pilots are qualified to give the go
ahead to fly. If they believe that a flight could not be completed safely then the
decision not to fly cannot be overturned.

David Newton
Assistant Director
(ICT)

Steve Bacon
ICT Operations Manager
(Service)

Rob Purse
Senior Business Analyst
(GIS Manager)

Pilot/Assistant Pilot Pilot/Assistant Pilot

Andrew Gardener Dan Chapman
(GIS Officer) (GIS Technician)

Requestor

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Nominated Personnel and Qualifications

The pilot and assistant pilot will have training by a UK National Qualified Entity
(NQEs) which will allow the organisation to apply to the CAA for approved to
undertake aerial work. The pilot is also required to have no less than 6 hours of
practical flight experience before undertaking any work for Epping Forest District
Council. The pilot will be responsible for making all judgement calls and therefore
must be qualified to a degree that these can be made confidently. Below is a chart
showing lines of communication and their roles. All lines of contact will go through
the Spotter/Assistant pilot in order to allow the pilot flying the UAV to concentrate on
a safe flight.

Pilot/Assistant Pilot
Andrew Gardener or
Dan Chapman

Spotter
To be appointed
before or on the day.
If not assistant pilot

Spotter to liaise with

Warden/Marshals the public if
Allocated on the day if Warden/Marshals are
required not required

Public/Spectators

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Responsibilities and duties

All requests for Aerial and UAV work will come through the Geographic Information
Systems (GIS) team who will assign it to a Pilot in Charge (either Andrew Gardener
or Dan Chapman).

Pilot in Charge

Planning Stage:
The Pilot in Charge (PIC) will take the initial request for UAV activity and
complete the planning form (Appendix A) and enter the request onto the
House On The Hill (HOTH) system.
The PIC will then make a decision based on the planning form to see if a flight
is suitable and safe to progress to the next stage.
If unsuitable the PIC will reply to the requestor explaining why the flight cant
be undertaken.
If a safe flight can be conducted then the PIC will contact the requestor to
organise a suitable date to fly dependant on weather, ground conditions and
other obstacles not present at the planning stage.
Check NOTAMs in the area for the required period
Issue a NOTAM for the flight if required.
Check relevant Aviation Charts

Pre-Flight Stage:
The PIC will check the weather and wind speed to make sure they are still
within acceptable tolerances and note them on the pre-flights checklist
(Appendix B).
The PIC will make sure all batteries are fully charged prior to the flight.
The UAV will be inspected to make sure there are no visible faults with the
UAV, propellers, batteries and other accessories.
The PIC will make sure that the UAV, batteries and accessories are safely
loaded into its protective case ready for transport.
The PIC will load the case into the transport vehicle and travel with it to the
destination.
Once on site the PIC will brief the crew on the details of the flight.
The PIC will walk the area (with the Assistant Pilot/Spotter) to check for
potential hazards which werent visible/obvious at the planning stage.
The PIC will then make the final decision as to whether the flying conditions
are within acceptable tolerances (after completing Appendix B).
The PIC will designate the take-off location.
The PIC will then designate secondary/emergency landing site.
If needed the PIC will mark out or supervise the marking of the 30m
perimeter.
The UAV will be assembled by the PIC and placed in the designated take-off
location if safe to do so.
The PIC will have the final say on whether or not a flight can be undertaken
safely and if it will go ahead or not.

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Flight Stage:
The PIC will make sure that the immediate area is clear of hazards before
taking off.
The PIC will follow the flight procedures to ensure a safe flight (Appendix B).
If the requestor wishes to alter the task while the UAV is in flight the PIC must
first land. The task will then be discussed to see what is required and if there
will be additional hazards associated with the change. If there are additional
hazards then these must be noted on Appendix B.
If there are any changes to the weather, ground conditions or potential
hazards then the PIC will decide whether or not to continue the flight.
The PIC will make sure that the landing site is clear from hazards before
landing the UAV.

Post Flight Stage:

After the flight the PIC will dis-assemble the UAV, checking for any damage or
wear and tear and logging it in Appendix D.
The PIC will place the UAV and any accessories back into the carry case.
The PIC will brief the crew/public/contractor on the details of the flight and log
any incidents into Appendix D.
In the case of any accidents or collisions the PIC will make full notes in
Appendix D and may need to report the occurrence (see Reporting Incidents).
The PIC will load the case into the vehicle and travel with it back to the office
or next destination.

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Assistant Pilot

The Assistant Pilot must have full training if they are to have any interaction with the
UAV. If they do not have accredited training then they can only be used as a spotter
and must not get involved in the flying of the UAV

Planning Stage:
The Assistant Pilot can be involved in the planning stage if deemed necessary
or beneficial by the PIC.
If the PIC decides to involve the Assistant Pilot then they can:
Check the weather and ground conditions for the day of the flight.
Check Aviation Charts.
Check NOTAMS.
Complete the Planning checklist (Appendix A).
Can check for potential hazards and raise them with the PIC.
(The PIC will be expected to check for hazards regardless of whether
the Assistant Pilot has already checked).

Pre-Flight Stage:
At the request of the PIC the Assistant Pilot can:
Make sure that the batteries have been placed on charge.
Make sure that the accessories and UAV parts are accounted for.
Take the UAV case to the vehicle the PIC is travelling in.
When on site the Assistant Pilot/Spotter can check the current wind speed
using an Anemometer.
They will walk the site with the PIC and raise any possible hazards.
Can suggest take-off location and emergency landing sites (however only the
PIC can designate them).
Help in erecting a cordon/perimeter required.
Will work in conjunction with the pilot to compete the pre-flight checklist
(Appendix B).

Flight Stage:
The Assistant Pilot will be responsible for observing the surrounding area
(both land and sky) and inform the pilot of any potential hazards or risks.
Will conduct any wardens/marshals as necessary.
Will act as a point of contact between the pilot and the crew/public/contractor.
To take control of piloting the UAV in the event that the pilot is incapacitated
or unable to control the UAV safely (only a fully trained and qualified Assistant
Pilot shall be allowed to take control of the UAV if necessary).
To monitor wind speeds when UAV is in flight.

Post Flight Stage:

The Assistant Pilot will be debriefed by the PIC
Can move the carry case with UAV to the vehicle the PIC is traveling in.
Can help the PIC to complete the Post Flight Checklist (Appendix D).

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Spotter

The Spotter will be used if an assistant pilot is not available.

Planning Stage:
N/A

Pre-Flight Stage:
When on site the Spotter can check the current wind speed using an
Anemometer.
They will walk the site with the PIC and raise any possible hazards.
Help in erecting a cordon/perimeter if required.
Will work in conjunction with the pilot to compete the pre-flight checklist
(Appendix B).

Flight Stage:
The Spotter will be responsible for observing the surrounding area (both land
and sky) and inform the pilot of any potential hazards or risks.
Will conduct any wardens/marshals as necessary.
Will act as a point of contact between the pilot and the crew/public/contractor.
To monitor wind speeds when UAV is in flight.

Post Flight Stage:

The Spotter will be debriefed by the PIC
If needed can assist the PIC to complete the Post Flight Checklist (Appendix
D).

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Wardens/Marshalls (if required)

Planning Stage:
N/A

Pre-Flight Stage:
Can make suggestions as to potential hazards when walking the site.
Help in erecting a cordon/perimeter if it is deemed necessary.
Will be briefed on the operation.

Flight Stage:
Will work in conjunction with the Assistant Pilot/Spotter to make sure that the
landing and emergency landing areas are kept clear of any potential hazards.
Will control and manage traffic if needed.
Will work with assistant pilot/spotter to observe surroundings for potential
hazards that may appear when the UAV is in flight.
Will contain/monitor any public interest in the operation.
Will liaise with the Assistant Pilot/Spotter if the PIC needs to be notified of any
changes to the area.

Post Flight Stage:

Will be debriefed by the PIC.
Will aid in the removal of the cordon/perimeter

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UAV Technical Specs

Aircraft

Weight (including battery and

1280 g
propellers)
Diagonal Size (Excluding
350 mm
Propellers)
Max Ascent Speed 5 m/s
Max Descent Speed 3 m/s
Vertical:
+/- 0.1 m (when Vision Positioning is active) or
Hover Accuracy +/- 0.5 m
Horizontal:
+/- 1.5 m
Max Speed 16 m/s (ATTI mode, no wind)
Operating Temperature 0C to 40C
GPS Mode GPS/GLONASS
Approx. 23 minutes
Max Flight Time
Remote Controller

Operating Frequency 2.400 GHz-2.483 GHz

Up to 5 km or 3.1 miles (unobstructed, free of interference)
Max Transmission when FCC compliant
Distance Up to 3.5 km or 2.1 miles (unobstructed, free of interference)
when CE compliant
Operating Temperature 32 to 104 F ( 0 to 40 C )
Battery 6000 mAh LiPo 2S
Transmitter Power FCC: 20 dBm
(EIRP) CE: 16 dBm
1.2 A @7.4 V
Operating Voltage
Intelligent Flight Battery

Capacity 4480 mAh

Voltage 15.2 V
Battery Type LiPo 4S
Energy 68 Wh
Net Weight 365 g
Operating Temperature 14 to 104 F ( -10 to 40 C )
Max Charging Power 100 W

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Area of Operation

The councils area of operations will cover a variety of different urban and rural areas
within Epping Forest District. The extents of the district are as follows:

Max Y 219028 Min Y 190047 Max X 564656 Min X -534658

Operating Limitations and Conditions

Limitations that will affect the operations of the UAV will be dependent on the
location and weather.

Areas where a safe take-off position and secondary landing areas cannot be secured
(such as areas that are too enclosed by trees or buildings) will limit the availability of
the UAV. Also areas where the public cannot be controlled sufficiently may limit the
use of the UAV

The maximum operating conditions for the Councils Phantom 3 is in temperatures

between -10 to 40 C and in wind speeds of no more than 10m/s. In lower
temperatures special attention will need to be paid to the speed the battery is
draining. Rain and snow and lightning are also weather conditions that the UAV will
not be flown in.

See Appendix G for CAA permissions relating to Air law and responsibilities.

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Operational Control

Supervision of SUA operations

Before a flight is undertaken a flight plan will be drawn up and agreed upon by all
parties. For most requests there will be multiple members of staff accompanying the
pilot when using the UAV (from the requestor to assistant pilot, spotter and
wardens). This ensures the drone is being operated within the rules of operation laid
out in this manual. Flight logs are automatically recorded by the software when using
the UAV and as such if any queries arise they will be able to compare them to the
flight plan. In the event that a member of the public wishes to complain then they will
be directed to the councils official complaints procedure which can be found at the
below website.

http://www.eppingforestdc.gov.uk/index.php/contact-us/compliments-complaints

Accident prevention and Flight Safety programme

Any near misses, accidents, injuries (caused by the UAV or suffered on site) must be
recorded in the Post Flight Check List (Appendix D). Accidents involving the UAV
(including near misses) must be reported to the CAA (see reporting incidents). A
reportable occurrence is described as 'any incident which endangers or which, if not
corrected, would endanger an aircraft, its occupants or any other person. Any issue
must be documented to see if the error was caused by software, hardware or the
pilot. Once determined what was at fault safeguards will be put in place, processes
altered and recorded in the operations manual and the UAV will be repaired if
damaged, in order to minimise the chance of a repeat occurrence.

Flight Team Composition

The flight team will always consist of a pilot (either Dan Chapman or Andrew
Gardener) and at the very least the requestor (who will act as a spotter). Ideally the
team would consist of the Pilot, assistant pilot (who can work as a spotter) and the
requestor (who would work as a warden). After the flight has been completed the
data captured will be processed by the GIS team and presented in a medium agreed
upon by the requestor

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Operation of Multiple Types of SUSA

Currently the Council only owns and operates DJI Phantom 3s. If in the future the
council decide to purchase new and different SUSAs than the operation manual and
training will be updated to reflect the new model

Qualification Requirements

The Pilot will have to have passed training by a NQE which will provide proof of
competency. This will allow the council to apply to the CAA for permission for
commercial operation. Both will be rated and insured for use with the UAV.

Crew Health

Drugs and Alcohol No crew member shall fly or be involved in the use of the UAV
if under the influence of drugs or alcohol. Being under the effects of alcohol or drugs,
either medical or illegal, can impair judgement, decrease reaction time and
concentration which will increase the risk of accidents. Any crew member thought to
be under the influence will be asked to leave the site immediately.

Illness/Medical Restrictions Illness and medical conditions can also have an

impact on the safety of the flight. If a crew member is suffering from a medical
condition, illness or is on medication that impairs their judgement or reaction time,
will be asked to either leave the site or wait at a safe distance for the flight to finish.

Fatigue Fatigue will also negatively affect the concentration and reaction time of
the pilot and crew members. If the pilot feels too tired he must abort the flight or have
the qualified assistant pilot take over.

Logs and Records

Records will be kept for each flight. These will be stored as individual project which
will contain the original request, flight plans, a completed Planning Checklist
(Appendix A), a completed Pre-Flight Checklist (Appendix B), a completed Post
Flight Checklist (Appendix D), the logs from the drone, incident reports (if one had to
be raised) as well as the data captured using the UAV.

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Operating Procedures

Flight Planning / Preparation

Determination of the intended tasks and feasibility

The first step will be to receive details of the flight. This will contain a map of the
area, details of what is required from the flight as well as any known potential risks.
This will allow us to see if we can conduct the flight safely (Appendix A). The initial
information will be supplied by the requestor however the assessment will be
completed by the pilot(s). Below are the categories to consider when choosing a site
of operation. Appendix A must be complete by the pilot before the flight is agreed.

Operating site location and assessment

Type of airspace: Identify the type of airspace (e.g. controlled

airspace) and see if there are specific provisions or permissions that
are needed in order to fly.
Other aircraft operations: Check to see if there are any other aircraft
operations within the immediate vicinity such as local aerodromes, sky
diving sites etc.
Hazards: Use OS maps, aerial photography and aeronautical charts to
check for possible nearby hazards (e.g. high-intensity radio, industrial
sites, live firing, military bases etc.)
Local Bylaws: If flying outside our district check to see if there are any
local bylaws which would restrict or limit the use of the UAV
Obstructions: Using Aerial Photography, Google maps and Street
View, check to see if there are any obstructions near and around the
flight area such as Trees, wires, masts and buildings.
Extraordinary restrictions: Using aeronautical charts and NOTAMs
check to see if there are any restrictions around objects such as
nuclear stations, military bases, prisons etc.
Habitation and recreational activities: Check to see if the flight area
is used for any recreational activities (such as dog walking, ball games,
play areas etc.)
Public Access: Is there any public access to the site and surrounding
areas? What is the likelihood of encountering a member of the public?
Permissions: Is it our own land or do we need permission from the
land owners?
Operating Site and Alternative Sites: Identify the operating site and
any possible alternative sites should the primary site be compromised
or not fit for purpose when on site.
Weather conditions: Check the weather forecast for the date of the
planned event to see if they are within the UAVs tolerances. This will
be checked using www.weather.com as this site allows for a 15 day
forecast and is used by google.com.

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Risk Management

Once we have received the initial request and checked the supplied information (see
Appendix A) we must consult aeronautical charts, OS maps, Aerial Photography and
Google Maps/Earth to check for any aerial works or restrictions, public gatherings,
electricity lines and any other objects that could have an impact on a safe flight. We
will identify any hazards and assess the probability of them leading to an undesirable
outcome using the risk matrix below. Anything with an extreme outcome will be
considered an unacceptable risk and high and medium outcomes must be analysed
to see how to lower the likelihood of it happening and the severity of the impact.

Risk management will be assessed prior to the operation and recorded in Appendix
A by the pilot. During the planning stages the pilot will identify the possible hazards
the site and flight could encounter (including buildings, trees, wires unsafe terrain
etc.). These will be compared to the risk matrix below to see if the flight can go
ahead. For instance if there were electricity pylons with wires running directly
overhead the likelihood of impact with these wires would be most likely with the
impact being Major level. However a pond or body of water on the outskirts of the
area of operation would only have an unlikely to very unlikely chance of it affecting
the flight and any impact caused by it would be minor to nearly none.

Likelihood/ Nearly Minor Moderate Major Disaster

Impact None
Almost Medium High High Extreme Extreme
Certain
Most Medium Medium High High Extreme
Likely
Possible Low Medium Medium High Extreme

Unlikely Low Medium Medium Medium High

Very Unlikely Low Low Medium Medium High

Communications

Prior to arriving on site mobile phones must be charged in order to ensure there is
enough battery for the duration of the operation. Contact numbers must be recorded
on Appendix A and distributed/easily available to the pilot, assistant pilot, spotter and
wardens. Where possible check to see if there is coverage available as some flights
will take place in rural areas where the signal can be poor. When on site
communications will be handled verbally between the participants. Outside the
immediate team all contact will be handled by mobile phones (with all relevant
contact numbers be stored in Appendix A).

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Pre-notification

In certain instances it will be necessary to notify any nearby Aerodrome and aircraft
operating sites or the local police of any operations that we are undertaking. If the
flight is being conducted in or near Aerodrome traffic then notification must be given
before the event to ensure that the flight wont have an impact on the operations of
said Aerodrome. Also it may be necessary to inform the local police of any
operations in built up urban areas (depending on the job and location).

Site Permissions and Prep

Once the initial investigations have shown that the flight can be performed safely we
will then go about getting the relevant permissions and informing local residence.
This can include permissions from the land owner if required, notifying residence
through letter drops that a UAV flight will be taking place (giving the time and date),
updating our website to show these flights (in order to be transparent in our use of
the UAV). Also a weather check will need to be done to confirm that it will be suitable
to fly on the day. A check of the UAV will be done in order to confirm its
serviceability. If needed a NOTAM will be issued and airports and aerodromes may
need to be notified if we are flying close to their airspace. If flying in a congested
area the police may need to be notified as a precautionary measure if we deem it
necessary. All relevant contact numbers will be added to Appendix A.

Weather

Weather No flight shall be undertaken if the weather exceeds the safety guidelines
of the UAV. The UAV shall not be flown in the rain, either heavy or light, snow, smog,
hail, lightning, tornadoes or hurricanes. The flight may also be aborted if there is
significant chance of any of the previous mentioned weather conditions occurring
during the flight. The Pilot will decide when on location if a flight will go ahead and
this decision will be final.

Wind No flight shall be undertaken when wind speeds exceed the safety figure set
by the UAV manufacturer. The DJI Phantom 3 must not be flown in wind speeds
exceeding 22 mph. This will be measured when on site using an Anemometer.

Preparation and serviceability of equipment and SUA

Before the flight the UAV will be checked for any damage, wear and warping to the
frame, propellers, battery and accessories. The batteries will be charged and stored
in the protective carry case. Any outstanding repairs or replacements due to previous
flights must first be carried out before the UAV can be cleared for flight.

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On Site Procedures and Pre-Flight Checks
Site Survey

Before a flight is undertaken an on-site hazard inspection must be undertaken in

order to ensure there are no risks and hazards which were not prevalent during the
initial planning stages. These will be noted in Appendix B. Using the previously
completed Appendix A the pilot and crew will walk the immediate area identifying any
possible hazards which werent picked up in the planning stage. As with the hazards
in the planning stage, any new hazards will be compared against the risk matrix to
see if the flight is still safe to undertake. Where it is possible, steps will be suggested
to help minimise the impact of the new hazard (such as changing take off position).

Selection of operating area and alternate

Landing Zones Prior to the flight a suitable take-off and landing area must be
selected. This includes a secondary landing site for use in an emergency or if the
primary landing site is compromised. The primary and secondary sites must be 50
metres away from any vehicle, building or person not under your control. Particular
note must be paid to the area the UAV will be taking off from as well as the return to
home location. A take-off and landing zone will not be used if the ground is too small,
is too closely surrounded by potential obstacles, if the surface is water logged, too
muddy or too dense in vegetation and if there is a slope which could affect the
landing of the UAV. The ideal surface is dry, flat, hard and not surrounded by
vegetation, buildings or other potential hazards. Also no objects must overhang the
site as this would cause serious issues when using the return to home feature.

Ground Risks When on site an assessment must be done to highlight potential

risks. These can include nearby power pylons, water sources, uneven ground, large
trees and buildings etc. Any object that could impact on the safety of the flight must
be noted and analysed in order to find ways to minimise its impact e.g. to find a
different landing and take-off site (Appendix B).

Crew Briefing

After the walk to identify hazards and the selection of the take-off landing zones the
pilot will brief the crew on the operation that they undertaking. The pilot will explain
the flight which he intends to do and what he will capture. He will make sure that
each of the crew members there knows and is happy with their tasks, responsibilities
and duties before take-off. The pilot will also go through the emergency procedures
and lines of communication.

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Cordon Procedure

When on site if required the area of interest and landing zones will be cordoned off
which will help mitigate the risk caused by persons not under your control. Due to the
nature of some of the flights it will not be possible to cordon off the entire area. In this
instance the spotter and wardens/marshals (if available) will monitor the
surroundings and inform the pilot of any potential hazards encroaching on the flight
zone. A cordon must be implemented when there is a strong chance of a member of
public walking onto the site. In rural areas this is less of an issue but in urban areas
(especially larger towns) a cordon must be erected in order to keep the public
walking onto the operation area. Wardens will be used to try and keep the public
from entering however a physical barrier will help control the area (if the cordon is
breached please see Emergency Actions).

Communications

Communications between pilot and public must be avoided if possible (see chart on
page 7 for lines of communication). Contacts for the local police, land owner, and
any local air operations must also be to hand in case of a flyaway (to be noted in
Appendix A). As stated on page 17, communication between crew will be verbal with
charged phones being used to contact ATC and local authorities in the case of an
emergency. Mobile reception shall be checked at the planning stage however if there
is no coverage at the site then the nearest site with coverage will be listed in
Appendix A in case of an emergency. All numbers will be listed on Appendix A which
the pilot and crew will have on site.

Weather Checks

The weather will be checked on the day of the flight as well as when the pilot arrives
on site. If at any time the pilot feels that the weather could jeopardise the safety of
the flight he has the right to cancel/abort the operation.

Refuelling

Batteries will need to be fully charged and checked before leaving for the flight as
there may be no place to charge them when on site. During the flight the pilot will
monitor the level of the battery. If the battery drops below 5 minutes of charge
remaining (less than 25%) then the pilot will start the procedure to bring the UAV
back to the designated landing zone. Once the UAV has landed the pilot will proceed
to remove the battery and replace it with a fully charged one. When the pilot is ready
to resume the operation they will follow the same checks and procedures to ensure a
safe take off and flight.

Loading of Equipment

The pilot or assistant pilot will be the only two crew members who will pack, load and
unpack the UAV. When at the site the UAV and its protective case shall be stored
next to the pilot or assistant pilot or hidden within the transport. The UAV consists of
the main body of which the camera is permanently fixed to. The propellers, propeller
guards (optional) battery and controller need to be unpacked and assembled (see

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preparation and correct assembly section below) when on site. These items are
packed and transported in the same protective case as the main UAV body. Only the
pilot and assistant pilot will load the equipment onto the UAV.

Preparation and correct assembly of the SUA

Unpack and set up the UAV in accordance to the manufacturers instructions.

Prepare the remote controller by adjusting the antennas so they are vertical and
parallel to one another. Next attach your mobile device to the controller. Before
attaching the battery take the UAV to the landing area (if not already there). Place
the UAV on the ground in a flat area and remove the gimbal clamp from the camera.
As per the manufacturers instructions follow the below steps in the order listed:

1. Make sure to toggle the Flight Mode Switch on the UAVs remote controller to
the right (P mode). P mode stands for Positioning mode. Next is A mode
which is for ATTI mode and finally F mode for Function mode (see notes on
page 14 about flight modes).

2. Turn on the remote controller by pressing the power button once, releasing it,
and then pushing and holding for two seconds.

3. Insert the Intelligent Flight Battery into the UAV. Turn on the battery by
pressing the power button once, releasing it, and then pressing and holding
the button for two seconds.

4. Next ensure that the LED on the remote control is green. This indicates that
the remote controller is ready to be used.

5. Connect your mobile device to the Remote Controller using the USB cable
and launch the DJI Pilot App (or any other Pilot apps that have been tested in
a controlled area prior to the flight e.g. Pix4D).

6. In the DJI Pilot App, tap Camera. Ensure the UAV is ready to fly by
completing the onscreen checklist. Beginner mode is enabled by default. This
can be disabled in the settings page of the DJI Pilot App.

7. Calibrate the compass by tapping the Aircraft Status Bar in the app and
selecting Calibrate. Then follow the on-screen instructions.

8. Attach the propeller with a black nut onto the motors with a black dot and spin
them counter-clockwise to secure. Attach the propellers with a grey nut to the
motors without a black dot and spin them clockwise to secure.

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Flight Modes

P Mode (Positioning): P-Mode works best when the GPS signal is strong. Depending
on the signal strength there are 3 different states of P-mode
P-GPS: Aircraft is using GPS for positioning
P-OPTI: GPS strength is insufficient. The Aircraft is using Vision Positioning
System for positioning.
P-ATTI: Neither GPS nor Vision Positioning is available. Aircraft is using its
barometer for positioning, so only altitude can be stabilized.

A Mode (Attitude): GPS and Vision Positioning are not used for stabilization. The
aircraft only uses its barometer. The aircraft can still automatically return to the
Home Point if the control signal is lost and the Home point was recorded
successfully

F Mode (Function): Intelligent Orientation Control (IOC) is activated in this mode.

Note: When not in P mode the Phantom 3 will only maintain altitude, not position,
and will drift with wind or user input.

Return to home is not available in F mode.

Pre-flight checks on SUA and equipment

During assembly the pilot will make sure that none of the accessories are too stiff or
too loose when being attached to the UAV (such as propellers and batteries). Once
the UAV has been assembled the pilot will give the device one final check before the
flight to confirm that there are no defects that were missed or that were caused
during transit. Only when the pilot feels that the device is airworthy will the flight go
ahead.

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Flight Procedures
Start

Once all the pre-flight checks have been completed (see Appendix B) check that the
GPS has been picked up. The DJI Pilot App will show a green Safe to Fly (GPS) in
the status bar or Safe to Fly (non-GPS) if flying indoors. Before take-off a return to
home point will be set (if flying outside). To set a Home Point, go to the DJI Pilot App
and click the H on the left of the screen. There will be two options. The first is to set
the aircrafts current position as the home point. The second option is to set the pilots
location as the home point. Choose your preferred option.

Take-off

Before take-off the Pilot will check that the area is clear and notify any crew/public
that the UAV is about to take-off. There are two ways to take off. The first is by using
the DJU Pilot app on the mobile device. This is known as Auto Take-off and can be
accomplished by tapping and then sliding the prompts on screen. The aircraft will
automatically take off and hover at 1.2 metres. The second option is a manual take
off. Start the motors by pulling both control sticks to the bottom inside (or outside
corners). Release the sticks once the motors start. Slowly push the left stick (throttle
stick) up to take off.

In Flight

The Pilot will concentrate on conducting a safe flight to capture the required data.
They will also be monitoring the battery level and possible hazards in the air in the
vicinity of the drone. The Assistant Pilot/Spotter will monitor the ground and the wider
area in the air while keeping the landing zones secure and free of obstacles. The
wardens/marshals will also aid the spotter in keeping the landing zones free while
controlling any public.

Landing

After the required data has been captured (or if the battery is starting to run low) the
pilot will be required to land the UAV safely. As with take-off there are two methods
to land the UAV. The first option is to use the Return to Home button on either the
Remote Control or the DJI Pilot App. This will cause the UAV to ascend to 20 metres
and will then head towards to the set home point. You can still take control of the
UAV during the return to home process. The UAV will hover over the ground before
landing. The second method is manually land the UAV. First pilot the device back to
the landing area. To land, gently pull the left stick (throttle stick) down to lower the
aircraft until it touches the ground. Then pull both sticks to the bottom inside corners
to stop the motors.

Shutdown

Once the UAV has landed the pilot will approach the device and turn off the power
before removing the battery. Only then can the remote control unit can be turned off.

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Post Flight Actions

Record Keeping

Once a flight has been completed the time of flight must be logged. This will include
the start and end times of the flight and the duration. Also any incidents must be
noted and logged (or reported depending on the severity of the incident). The UAV
will be inspected and any maintenance that is required must be recorded.

Debrief

After the flight the crew will be debriefed on the aspects of the flight and how it went.
If there were any minor incidents or occurrences this would be a good time to notify
the crew and discuss how to prevent similar events from happening in the future (in
the event of a major incident please see the emergency actions page).

Post-flight Maintenance

After the UAV has safely landed, powered down and the battery removed the crew
will then be able to inspect the UAV for signs of wear and tear or damage. If any is
found it must be recorded and the appropriate steps need to be taken in order to
replace or repair the existing parts. After any maintenance the UAV must be tested in
a safe area to confirm that it is air worthy.

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Emergency Procedures

Malfunctions

If any malfunction is detected on the UAV or with the controller then steps must be
taken to immediately land the device safely at one of the designated landing sites. If
there is a malfunction with one of the rotors and the device is unable to make it back
to the designated landing site then all necessary actions must be taken to land the
UAV safely away from any persons or property in order to minimise injury and
property damage. A catastrophic malfunction must be recorded.

Designated Landing Area Compromised

In the event that the designated landing area is compromised the pilot will land the
UAV at the secondary site. If both sites are compromised the assistant pilot/spotter
will try to clear the obstruction to allow the pilot to safely land. If the pilot is working
alone or the spotters and wardens are unable to secure the site the pilot must move
the UAV to a safe area (and if possible to safely land) while the obstruction is being
dealt with.

Fire

In the event of smoke or fire coming from the UAV the pilot must immediately return
to the landing zone to assess the cause and severity of the incident. In the case of
damage or fire to the battery a fire blanket must be used to cover the UAV and
control the fire. Do not try to remove the battery or try to extinguish the fire yourself.
The Phantom 3 uses lithium batteries that can continue to burn even when
submerged in water. Therefore a fire blanket must be used to contain the fire. If the
pilot feels that the fire is getting out of control then the fire brigade may need to be
called.

Loss of Control / Flyaway

Loss of control can be caused by malfunctions with the UAV or controller. If the UAV
is behaving erratically the pilot needs to land in one of the designated areas as soon
as possible. If the UAV is unable to make it to the designated landing zones then the
pilot must endeavour to land the unit in the closest available area in order to mitigate
the risk posed to persons in the area.
In the event of a flyaway the first course of action is to make sure that the UAV is
using the GPS and use the return to home button. In the event that the UAV is no
longer receiving updates and course corrections from the controller unit you must
note the time of the loss of control, the heading it was on and the remaining battery
time. Make sure to contact the police and local air traffic control with this information.

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Change in Weather

During the flight the weather must be monitored at all times. If the pilot feels that rain
or snow is imminent then he will take steps to return the UAV to the designated
landing zone. If caught in the rain or snow the pilot must endeavour to return the
UAV as quickly and safely as possible to the designated area.

Illness/Health Issues of Crew

In the event a crew member starts to suffer from a health issue then the pilot must
make sure that he has safely landed the UAV before going to assist. If the pilot
becomes unwell then he must stop the flight and land the UAV. If the pilot is
incapacitated then the qualified assistant pilot will activate the return to home
function.

Loss of Motor Power

In the case of a loss to motor power there may be little that can be done to recover
the UAV. In this case the pilot will try and maintain control to the best of his ability
and try to land the UAV in the nearest designated zone.

Loss of GPS Signal

If the UAV loses GPS signal the pilot will switch to OPTI or ATTI mode and regain
control of the aircraft. He will then land the UAV at the nearest possible designated
landing zone and inspect the UAV and the controller.

Airspace Encroachment

Spotters and wardens must also keep a close eye on the airspace around the UAV
checking for any possible encroachment. The pilot will be monitoring the airspace
directly around UAV but wont be able to monitor anything behind him. In case of an
encroachment by another aircraft the spotter will inform the pilot verbally if he is
unaware. The pilot will need to decide if the UAV can be safely landed in time before
the encroaching aircraft reaches it. If there is not enough time to land then the pilot
will proceed to manoeuvre the UAV out of the flight path of the aircraft before
proceeding to land and report the incident. If a collision is imminent then the UAV will
ascend or descend to avoid the aircraft. The pilot will then land the UAV and report
and record the incident (see flow chart).

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Airspace Encroachment Flow Chart

Airplane spotted in the

vicinity of operating area

Inform Pilot If the aircraft changes

direction

No

Is encroachment Continue to monitor

into operating aircraft
area likely?

Can the UAV be Yes Proceed to land in one of

Report and record
landed safely in the designated zones
time? incident

Yes

No

Is a collision
No Move UAV out of aircrafts
immanent? flightpath

Yes

Proceed to land in one of

Ascend or descend to Report and record
the designated zones
avoid a collision incident

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Reporting Incidents

If there is an incident during the operation that needs to be reported and recorded
make sure to follow the online procedure found on the CAAs website (see the below
link).

https://www.caa.co.uk/Our-work/Make-a-report-or-complaint/

Below are the definitions listed in CAP 722 with regards to Accidents, Serious
Incidents and Reportable Occurrences. I have also added the points of contact listed
in CAP 722.

Definitions

7.3 The current UK definitions of 'Accident' and 'Serious Incident' originate from
Regulation (EU) No. 996/2010, which in turn are directly linked to the ICAO Annex 13
definitions.
7.4 An Accident is defined as: An occurrence associated with the operation of an
aircraft which, in the case of a manned aircraft, takes place between the time any person
boards the aircraft with the intention of flight until such time as all such persons have
disembarked or, in the case of an unmanned aircraft, takes place between the time the
aircraft is ready to move with the purpose of flight until such time it comes to rest at the
end of the flight and the primary propulsion system is shut down, in which:
a) a person is fatally or seriously injured as a result of:
being in the aircraft, or,
direct contact with any part of the aircraft, including parts which have become
detached from the aircraft, or,
direct exposure to jet blast, except when the injuries are from natural causes, self-
inflicted or inflicted by other persons, or when the injuries are to stowaways hiding
outside the areas normally available to the passengers and crew; or

b) the aircraft sustains damage or structural failure which adversely affects the structural
strength, performance or flight characteristics of the aircraft, and would normally require
major repair or replacement of the affected component, except for engine failure or
damage, when the damage is limited to a single engine (including its cowlings or
accessories), to propellers, wing tips, antennas, probes, vanes, tires, brakes, wheels,
fairings, panels, landing gear doors, windscreens, the aircraft skin (such as small dents
or puncture holes) or minor damages to main rotor blades, tail rotor blades, landing gear,
and those resulting from hail or bird strike (including holes in the radome); or
c) the aircraft is missing or is completely inaccessible.

7.5 A Serious Incident is defined as: 'An incident involving circumstances indicating
that there was a high probability of an accident and associated with the operation of an
aircraft which, in the case of a manned aircraft, takes place between the time any person
boards the aircraft with the intention of flight until such time as all such persons have
disembarked or, in the case of an unmanned aircraft, takes place between the time the
aircraft is ready to move with the purpose of flight until such time it comes to rest at the
end of the flight and the primary propulsion system is shut down.'

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NOTE: The difference between an accident and a serious incident lies only in the result.

7.6 A Reportable Occurrence is defined as: 'Any incident which endangers or which, if
not corrected, would endanger an aircraft, its occupants or any other person.'
Article 7.11 of CAP 722 gives the below examples of what could be considered a
reportable occurrence.

Loss of control/datalink where that loss resulted in an event that was potentially
prejudicial to the safety of other airspace users or third parties.
Navigation failures;
Pilot station configuration changes/errors:
between Pilot Stations;
transfer to/from launch control / mission control stations;
display failures.
Crew Resource Management (CRM) failures/confusion;
Structural damage/heavy landings;
Flight programming errors (e.g. incorrect speed programmed);
Any incident that injures a third party.

Points of Contact

Accident / Serious Incident:

Air Accidents Investigation Branch
Farnborough House
Berkshire Copse Road
Aldershot
HANTS
GU11 2HH
24 hour Accident/Incident reporting line: +44 (0) 1252 512299
(Administration/general enquiries)
Tel: +44 (0) 1252 510300
Fax: +44 (0) 1252 376999
E-mail: [email protected]

Mandatory Occurrence Reporting:

Safety Data
Civil Aviation Authority
Aviation House
Gatwick Airport South
West Sussex
RH6 0YR
Tel: +44 (0) 1293 573220
Fax: +44 (0) 1293 573972
E-mail: [email protected]

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Training
All staff that intend to pilot the UAV must first pass an NQE course to demonstrate
their competency in air law and to prove they are able to control the UAV.

As part of their continuous professional development pilots must then undertake at

least 3 hours of flight time a year. Legislation must be reviewed every 6 months to
make sure that the council and the pilots are up to date with any additions, changes
and relaxations of the law.

If any procedures are changed or altered then the operations manual must be
updated to reflect this. Revised copies will be supplied to all relevant staff/crew and
must be reviewed before they will be allowed to undertake any UAV work.

If the council procures a new make or type of drone then the pilots must undertake
further training to make sure they are able to demonstrate their competency at
piloting and controlling the new UAV.

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Appendices
Appendix A: Planning Checklist

Location of flight
Estimated Time of flight
Estimated Landing Time
Job Details

PRE FLIGHT SURVEY

Job Number Site/Address
Date Requestor
Contact No. Contact Email

Pilot Spotter
Warden/Marshal Map of Area

ACTION NOTES
Type of Airspace

Nearest ATC

NOTAMS

Weather Forecast

Possible Wind Speeds

Possible Temperature

Threats

Emergency Landing Sites

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Nearest Urban Areas

Details of Emergency Services

Required Permissions

Parking

Other Aircraft Operations

Obstructions

Areas of Recreation

Public Access

CONTACT NUMBERS

Signed off by Accountable Manager

Name: Date: Signature:

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Appendix B: Pre Flight Checklist

WEATHER CHECKS
Wind speed
Temperature
Visibility
Precipitation

HAZARDS
NOTAM Check http://notaminfo.com/ukmap for NOTAMs
Flight area Check area for potential obstacles, people and animals

LOCATION ON SITE CHECK

Landing site Area large enough? Ground Flat? No Hazards?
Alternative landing sites Search the planned flight area for alternative landing and take-off
sites
Set Perimeter Set a perimeter of 30M from take-off zone if possible

INSPECTION
Props Check for damage and warping to the propellers
UAV Check UAV for cracks, dents, warping and other signs of damage
Battery Check Batteries are charged and not faulty

ON SITE HAZARD INSPECTION

HAZARD ACTION COMMENTS

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Appendix C: Flight Procedures

PRE TAKE OFF

Remote Control Adjust antennas so they are vertical and parallel to one another
Mobile Device Attach mobile device to controller cradle
UAV Take the UAV to the Landing/Take-off Area
UAV Remove the gimbal clamp from the UAV
Remote Control Toggle flight Mode to P
Remote Control Power on the Remote Control
UAV Insert Battery into the UAV
UAV Turn on the UAV
Remote Control Ensure the LED on the Remote Control is green
Remote Control Connect your remote control to your mobile device via USB
Mobile Device Launch Required Application
UAV Attach propellers
Mobile Device Check device has GPS signal (DJI App Safe to Fly (GPS))
Mobile Device Set Return to Home point

POST TAKE OFF

Hover Set the hover on the UAV
LED Check LED indications
Level Check the UAV is stable and level

POST LANDING
Vehicle Power Switch off UAV
Propellers Inspect for wear
Log Book Fill in required information to the log book

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Appendix D: Post Flight Checklist
DEBRIEF
ISSUES COMMENTS

MAINTENANCE LOG
ISSUES COMMENTS

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Appendix E: Insurance Details

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Appendix F: PFCO (Permission for Commercial Operation)

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40 | P a g e
Appendix G: CAA Permissions

Air law and responsibilities

Cap 393 Article 166

166 Small unmanned aircraft

(1) A person must not cause or permit any article or animal (whether or not attached
to a parachute) to be dropped from a small unmanned aircraft so as to endanger
persons or property.
(2) The person in charge of a small unmanned aircraft may only fly the aircraft if
reasonably satisfied that the flight can safely be made.
(3) The person in charge of a small unmanned aircraft must maintain direct, unaided
visual contact with the aircraft sufficient to monitor its flight path in relation to other
aircraft, persons, vehicles, vessels and structures for the purpose of avoiding
collisions.
(5) The person in charge of a small unmanned aircraft must not fly the aircraft for the
purposes of aerial work except in accordance with a permission granted by the CAA.

Cap 393 Article 167

167 Small unmanned surveillance aircraft

(1) The person in charge of a small unmanned surveillance aircraft must not fly the
aircraft in any of the circumstances described in paragraph (2) except in accordance
with a permission issued by the CAA.
(2) The circumstances referred to in paragraph (1) are: (a) over or within 150 metres
of any congested area;

(b) over or within 150 metres of an organised open-air assembly of more than 1,000
persons;
(c) within 50 metres of any vessel, vehicle or structure which is not under the control
of the person in charge of the aircraft; or
(d) subject to paragraphs (3) and (4), within 50 metres of any person.

(3) Subject to paragraph (4), during take-off or landing, a small unmanned

surveillance aircraft must not be flown within 30 metres of any person.
(4) Paragraphs (2)(d) and (3) do not apply to the person in charge of the small
unmanned surveillance aircraft or a person under the control of the person in charge
of the aircraft.
(5) In this article a small unmanned surveillance aircraft means a small unmanned
aircraft which is equipped to undertake any form of surveillance or data acquisition.

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Cap 722

Standard Permissions

3.25 The standard CAA permission for SUA/SUSA in the 7 kg or less category
allows flight in congested areas to within 50 metres of persons, structures etc. (or
within 30 metres if the persons are under the control of the person in charge of the
aircraft). This category of SUA/SUSA cannot fly within 150 metres of open-air
assemblies of 1,000 people or more where only a standard permission has been
granted.

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Appendix H: Flight Log

Date Total Flight Location Pilot

Time

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Appendix I: Accountable Person/Manager Signature

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