Record Keeping

escapepilot

escapepilot

Well-Known Member
I'm updating my student files for the new year and am interested to hear what records other instructors keep (besides the ones required by 61.89). I know the training needs to be well documented just in case there is every an issue where a lawyer is involved. Are my logbook records of the training flights sufficient? I've heard of guys that document everything that was done during the training flight and then has the student sign it. That seems like overkill. What to you guys do?
 
Required.

I used to do carbon copy files of everything that was done on each flight signed by both of us and stuffed into a folder. Now, the required documentation is on an Excel spredsheet saved on my desktop, put onto my logbook pro backup CD and e-mailed to my wife along with my logbook backup.

I figure if something happens to all 3 sources, I'm probably more screwed than just the FAA coming after me.

-mini
 
I keep as little records as legally possible. All of my 141 students have their student folders and the part 61 students have their logbooks.
 
I also kept the bare minimum. For signoffs I put them in a google spreadsheet, then emailed a backup to myself, and also printed out a paper copy of the whole file.
 
I keep the mins as well. It's nice to work with a 141 school because everything is documented in their folders. But as for 61, I would just have everything written down in their logbook, no need for complete overkill. As for the records I keep, I make copies of any endorsements I sign, as well as 8710s and so on, and I put them in a file. For my logbook, I just write the name of the student and the lesson number we did.
 
I'm a part 61 independent instructor and I keep a 1/2" binder on each student. Why? Because I'm a professional, people pay me fairly well and they line up to fly with me.
1. I have a lesson sheet with the maneuvers we did, and a block checked if it was introduced, a continuation, or completed to standards. This is a reminder for me- the log book has room for maneuvers, but not enough room for comments on them. It's not enough to just write down that pilot has been trained in a maneuver, they need to show ability to complete it to standards. In addition I email students a more thorough debrief with comments on what needs to be improved, what went well, and additional home work. This goes in the same section behind the maneuver sheet and is as much for me as it is for the student. Next time I fly with them, I review this information so I know what needs to be worked on, what we need to discuss prior to flying, etc.
2. Another section has quizzes, such as the pre-solo written, stage exams that I assign, or quizzes from other sources (such as AOPA ASF quizzes). If you don't have copies of these, they might as well have never been done in the eyes of the FAA and the lawyers.
3. Another section for completion certificates for on-line courses I assign, such as AOPA ASF courses.
4. A personal data section. Contains contact information, a copy of pilot certificates, medical, proof of citizenship if required.
Again, I mainly do this for the students. There is a record of what I've done with them so I can review it prior to flying with them. One of the most unprofessional things an instructor can do is to show up not knowing what to do with a student, or not remembering what needs to be worked on or improved. Or, if the student needs to fly with another instructor I can hand the other instructor the folder and they know exactly what I've done. If the student moves or changes instructors, they can have a copy of everything in the folder.
But I also do this because I've sat in on NTSB hearings for friends who were killed. One thing I learned from this is that if a student wrecks an airplane, I will be called in and will be asked detailed questions on the training given. A lack of records is a good way to get noticed by lawyers... if there are no records, there is no proof you did something. And yes, I've had an experienced aviation lawyer (a member of our IAC chapter), look at the records and he concurs that detailed records makes me a more difficult target in the eyes of lawyers.
 
Thanks, everyone, for the input. I've decided on a simpler form of Blackhawk's methods. I went to the FARs and made a list in Word of every requirement that needs to be met for solo (FAR 61.87d) and one for the private pilot (FAR 61.109). Next to each item, I left room to write in the date that competence was demonstrated. I managed to get each list onto one page. This will allow me to keep track of each student's progress and will also have a date that competence was demonstrated just in case its ever needed.

My current office is my truck since the airport I fly out of doesn't have an FBO and there isn't room for an instructor to even rent an office so I have to keep my materials down to the essentials. For anyone else that has the same issue, a milk crate for reference books and a file box for hanging folders for student records seems to be working out.
 
Hey guys... a little on topic.. just looking fora little more advice.. I plan to start training marines in the IFS program within the week or so... what records are required of me to keep of them? since they come and go so quickly.. I'm not sure how that whole thing works.. I believe it's part 141 since we use the 141 syllabi to train...

Thanks
 
They are no different than any normal joe because it is falling under FAR 61/141 while you train them.

We used to have the AF guys before they all moved out to COS for that training.
edit: or pueblo, somewhere in CO anyway.

you can use a 141 syllabus, doesn't mean they will actually finish or be enrolled.
 
Blackhawk said:
I'm a part 61 independent instructor and I keep a 1/2" binder on each student. Why? Because I'm a professional, people pay me fairly well and they line up to fly with me.
1. I have a lesson sheet with the maneuvers we did, and a block checked if it was introduced, a continuation, or completed to standards. This is a reminder for me- the log book has room for maneuvers, but not enough room for comments on them. It's not enough to just write down that pilot has been trained in a maneuver, they need to show ability to complete it to standards. In addition I email students a more thorough debrief with comments on what needs to be improved, what went well, and additional home work. This goes in the same section behind the maneuver sheet and is as much for me as it is for the student. Next time I fly with them, I review this information so I know what needs to be worked on, what we need to discuss prior to flying, etc.
2. Another section has quizzes, such as the pre-solo written, stage exams that I assign, or quizzes from other sources (such as AOPA ASF quizzes). If you don't have copies of these, they might as well have never been done in the eyes of the FAA and the lawyers.
3. Another section for completion certificates for on-line courses I assign, such as AOPA ASF courses.
4. A personal data section. Contains contact information, a copy of pilot certificates, medical, proof of citizenship if required.
Again, I mainly do this for the students. There is a record of what I've done with them so I can review it prior to flying with them. One of the most unprofessional things an instructor can do is to show up not knowing what to do with a student, or not remembering what needs to be worked on or improved. Or, if the student needs to fly with another instructor I can hand the other instructor the folder and they know exactly what I've done. If the student moves or changes instructors, they can have a copy of everything in the folder.
But I also do this because I've sat in on NTSB hearings for friends who were killed. One thing I learned from this is that if a student wrecks an airplane, I will be called in and will be asked detailed questions on the training given. A lack of records is a good way to get noticed by lawyers... if there are no records, there is no proof you did something. And yes, I've had an experienced aviation lawyer (a member of our IAC chapter), look at the records and he concurs that detailed records makes me a more difficult target in the eyes of lawyers.
Click to expand...

You forgot to mention what you do with the blood samples. I keep mine in water bottles.....any suggestions?:p
 
BrewMaster said:
You forgot to mention what you do with the blood samples. I keep mine in water bottles.....any suggestions?:p
Click to expand...
Yeah, it sounds like over kill until you sit in on a NTSB hearing and watch the lawyers scribble while the CFI is in the hot seat answering questions. The more vague the answers, the more clueless the CFI seems to be, the more the lawyers scribble.
 
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