INSTRUCTIONS FOR REPORTING AN AIRCRAFT ACCIDENT OR SERIOUS INCIDENT

Aircraft Accident and Incident Investigation Committee of the Republic of North Macedonia (AAIIC/KINSIV)

1. Purpose

These instructions provide guidance on how to notify the Aircraft Accident and Incident Investigation Committee of the Republic of North Macedonia (AAIIC/KINSIV) of an aircraft accident or serious incident.

The notification process is intended to ensure that the Committee receives timely information, enabling it to assess the occurrence, initiate the necessary investigation activities and take appropriate measures to preserve evidence.

Notifications shall be made in accordance with the applicable national legislation of the Republic of North Macedonia, including the Aviation Act and Regulation No. 67/23, and the relevant provisions of ICAO Annex 13 — Aircraft Accident and Incident Investigation, particularly Chapter 4, Notification.

The sole objective of an aircraft accident or incident investigation is the prevention of future accidents and incidents, not the apportionment of blame or liability.

2. Who should submit a notification?

Any person or organization that becomes aware of an aircraft accident or serious incident should ensure that the occurrence is promptly reported to the competent authorities.

Depending on the circumstances, the initial notification may be submitted by:

Aircraft operators and their designated representatives.

Pilots, flight crew members or other aviation personnel.

Air traffic services providers.

Aerodrome operators and airport authorities.

Search and rescue services, emergency services and police authorities.

Other persons or organizations possessing relevant information about the occurrence.

The person or organization submitting the notification should provide the information available at the time without delaying the initial notification while attempting to obtain additional details.

3. When should a notification be submitted?

Notify AAIIC/KINSIV immediately or as soon as practicable after becoming aware of an aircraft accident or serious incident.

Prompt notification is essential because delays may result in the loss, deterioration, movement or contamination of evidence at the occurrence site.

Do not delay notification because some information is missing or has not yet been confirmed. Additional information may be submitted as it becomes available.

Where immediate notification by telephone is necessary, the online form should be completed or the relevant information provided as soon as practicable thereafter.

4. How to submit a notification

To notify AAIIC/KINSIV through this website, follow these steps:

Step 1 — Complete the notification form

Enter all information that is readily available in the Initial Notification Form — Accident / Serious Incident.

Step 2 — Identify the occurrence

Select whether the occurrence is an aircraft accident or a serious incident. Provide the date, time, location and available aircraft identification details.

Step 3 — Provide information about the occurrence

Describe briefly what happened, the phase of flight, the known consequences, the extent of aircraft damage and any known injuries or fatalities.

Step 4 — Report immediate hazards

Indicate whether there is fire, fuel leakage, dangerous goods, hazardous materials, damaged batteries or another continuing risk. Provide information about site security and any measures taken to protect evidence.

Step 5 — Provide contact details

Enter the name, position, organization and contact details of the person submitting the notification. Include a telephone number through which the person can be reached without delay.

Step 6 — Submit the form

Submit the completed form using the website’s submission function. If the website is unavailable, use the telephone or email contacts provided below.

Step 7 — Provide additional information

If further information becomes available after submission, promptly communicate the updates to AAIIC/KINSIV, quoting the occurrence reference if one has been assigned.

5. Information to be provided

The notification form is organized into the following sections:

Notification details: Notification reference, date and time of notification, notifying organization, contact person and communication details.

Occurrence classification and timing: Accident or serious incident classification, date and time, location, geographical coordinates, aerodrome and phase of flight.

Aircraft and operation: Aircraft manufacturer, model, registration, serial number, owner, operator, flight number, departure, destination, type of operation and maximum mass, if known.

Persons on board and injuries: Number of crew, passengers and other persons involved, fatalities, serious injuries and available nationality information.

Description, damage and immediate hazards: Brief description of the occurrence, aircraft and third-party damage, dangerous goods, fire, fuel spills and site security.

Notifier declaration and follow-up: Name and position of the notifier, submission details and follow-up contact information.

Provide accurate information to the best of your knowledge. Distinguish confirmed facts from preliminary information or estimates.

6. Important instructions for completing the form

Complete all fields for which information is readily available.

Enter “UNK” where information is unknown.

If a field is not applicable, indicate “N/A” where appropriate.

Specify whether the occurrence time is UTC or local time.

Provide latitude and longitude when available, particularly for occurrences outside an aerodrome.

Use the aircraft registration and flight identification details whenever known.

Provide the number of persons on board, fatalities and serious injuries, based on the information available.

Describe the occurrence objectively and briefly. Avoid assumptions about causes or responsibility.

Identify known dangerous goods or other hazards that may affect responders or investigators.

Attach relevant documents or photographs if available and safe and lawful to provide.

The absence of complete information must not delay the initial notification.

7. Preservation of evidence and safety of the occurrence site

Following an accident or serious incident, the safety of survivors, responders and the public takes priority.

Where it is safe and lawful to do so, persons at the scene should take reasonable measures to protect evidence and prevent unauthorized access.

Unless necessary for rescue, firefighting, hazard control or other urgent safety reasons, avoid moving aircraft wreckage, components, instruments, recording devices or other potential evidence before the competent investigation authority has assessed the situation.

Where movement is necessary, record the original position and circumstances whenever practicable.

Preserve available flight data, cockpit voice recordings, air traffic services recordings, flight plans, operational documents, photographs and other potentially relevant records. Do not delete, overwrite, alter or dispose of relevant information.

Notify AAIIC/KINSIV promptly of any continuing hazards, access restrictions or circumstances that may affect the preservation of evidence.

8. Notification to other authorities

Submitting the online notification to AAIIC/KINSIV does not replace any separate reporting obligations applicable to the aircraft operator, air traffic services provider, aerodrome operator or other responsible person or organization.

Where required, the relevant authorities, including the Civil Aviation Agency, air traffic services, police, emergency services and search and rescue services, must also be notified through the applicable channels.

In accordance with ICAO Annex 13, Chapter 4, the State responsible for notification must forward the relevant occurrence notification to the States concerned and to ICAO when applicable, using the most suitable and quickest means available and with a minimum of delay. Such international notifications are the responsibility of the competent authority and must not be assumed to have been completed merely because an online form was submitted.

9. What happens after submission?

After receiving the notification, AAIIC/KINSIV may:

Review the information received and seek clarification or additional information.

Contact the notifier, aircraft operator or other relevant organizations.

Assess the occurrence and determine the appropriate investigation response under the applicable legislation.

Coordinate with relevant national authorities and, where applicable, the authorities of other States.

Arrange for investigators to attend the occurrence site when required.

Request the preservation and provision of relevant records, evidence and technical information.

Submission of a notification does not, by itself, confirm that a formal investigation has been opened or that the occurrence has been classified definitively. These matters are determined by AAIIC/KINSIV in accordance with the applicable requirements.

10. Emergency and alternative notification contacts

If immediate notification is required, or if the online form cannot be accessed, contact AAIIC/KINSIV directly.

Aircraft Accident and Incident Investigation Committee (AAIIC/KINSIV)

Office telephone: +389 2 6091 090

24-hour contact: +389 70 247 566

24-hour contact: +389 70 400 553

Email: info@kinsiv.mk

Website: https://www.kinsiv.mk

When contacting the Committee, provide your name, a telephone number for follow-up, the approximate time and location of the occurrence, the aircraft identification if known, and a brief description of what happened.

11. Legal and regulatory references

These instructions should be read together with the applicable versions of:

The Aviation Act of the Republic of North Macedonia.

Regulation No. 67/23, published in the Official Gazette of the Republic of North Macedonia No. 67/23 of 27 March 2023, concerning the investigation, reporting and recording of aircraft accidents, serious incidents, incidents and occurrences.

ICAO Annex 13 — Aircraft Accident and Incident Investigation, particularly Chapter 4, Notification.

Other applicable national regulations and AAIIC operational procedures.

Important: These website instructions are intended to facilitate prompt notification. They do not replace the applicable legislation, ICAO provisions or formal instructions issued by AAIIC/KINSIV.