Take or leave this, but here's my general thought process on how to handle the “fuel call,” especially if it’s on a recorded line. Keep in mind I’m not inherently predisposed to deny the Captain’s request. I could be wrong, of course! But I would like a stated explanation as to why for the record.
PIC: “ Hi Kev, I was looking for an extra xxxx lbs of fuel.”
ME: “OK, we’ll take a look at it, but just for my own reference is there something I might have missed in my flight planning?”
At the outset, smooth over any concerns PIC might have about your initial attitude and concede that you may have made a mistake or overlooked something somewhere. This may be difficult if you are hell bent on being a manager someday.
As we know, some pilots have a minimum landing fuel preference (not according to fuel policy). I don’t know who they are nor do I know if there’s a uniform value for a fleet where Captains get together at the Tiki Bar and agree to spread this shadow number to be consistent across the board.
When PIC states what might be an arbitrary value of fuel in pounds, I get cracking on the flight plan and see how much additional fuel will be as a function of TIME (while of course looking at the burn differential). I mostly only bring up the burn differential if it’s an absurd request.
So when a value in pounds is presented, I’ll let PIC know how much time that is. If I’m somewhat in disagreement with the value, if landing in Lexington with an hour-twenty worth of extra fuel for example, state that value. Depending on the airport, I’ll probably also state the traffic volume at ETA and discuss the likelihood of holding. This tactic has more effect at Lexington than, say, LGA. Then I might haggle the fuel value down to something I think is more reasonable.
In this example, at this point, you’ve clearly done your job with diligence and professional respect. You’ve presented information and alternatives. You’ve done your job.
If PIC wants to stick with the magic number in case ATC makes the plane fly at 5000 FT, or because there’s no airfield nearby the destination within 10 minutes’ flying time, or because “it’s Christmas (yes, this really happened),” then you’re out of options to reason with someone who happens to be flying the plane and is anticipating the absolute worst case scenario.
So, if you’re looking to impress management by taking a delay while you and the PIC are at an impasse as to how the flight may be safely conducted by withholding fuel from your desk, I’d invite you to get out of the judgment industry. You won’t be positively impressing anybody other than yourself.
Fortunately, at my shop, there’s an area where I can put in the value of Pilot requested fuel if I change the block value. And when I create a new release, I have to put a remark as to why the release changed. Then, I’ll diplomatically word the pilot’s request. If I’m in agreement with the reasoning, I will add something like “Dispatcher In Full Agreement.”
There are a lot of variables and “choose your own adventure” scenarios of course, but at the very least – in any context - do what you can to get a full explanation. State your reasoning, state the information you have available to you, and try to compromise. If you disagree with the pilot, let your questions and information imply that disagreement. Be willing to empathize with the scenario from the pilot’s seat, and if he/she seems completely ridiculous, call the fuel truck anyway.
Then write a letter to the chief pilot when you get a chance and explain your side of the situation. Copy your manager to CYA and show you made every effort to present your case, and you’re done.