Confidential Report
Voluntary Confidential Reporting System (VCRS) – User Guide
Purpose of the System
The Voluntary Confidential Reporting System (VCRS) is established to enhance aviation safety by collecting information on actual or potential safety hazards and occurrences that may not be captured through mandatory reporting systems.
This system supports a proactive safety culture by enabling aviation personnel and stakeholders to report concerns without fear of punitive action.
- All reports are treated as strictly confidential
- The identity of the reporter is protected and not disclosed, unless:
- Required by law
- The reporter provides consent
Non-Punitive Policy
- Reports submitted in good faith will not result in disciplinary or enforcement action
- The system is designed to improve safety, not assign blame
Just Culture Approach
- Focus on:
- Systems
- Procedures
- Human factors
- Not on individual punishment
Who Can Report
Any individual involved in aviation activities, including:
- Air Traffic Controllers (ATCOs)
- Pilots and flight crew
- Aircraft maintenance personnel
- Ground handling staff
- Aerodrome personnel
- Passengers or observers of safety concerns
What Should Be Reported
The system covers safety-related occurrences, hazards, or deficiencies, including but not limited to:
Flight Operations
- Departure, en-route, approach, landing issues
- Near mid-air collisions
Air Traffic Management
- ATC procedures or operational issues
- Communication breakdowns
- Navigation aid or surveillance system issues
Aerodrome & Ground Operations
- Runway/taxiway conditions
- Ground movement hazards
- Fueling or servicing issues
Maintenance & Technical
- Maintenance errors or procedural gaps
- Equipment/system malfunctions
Human Factors
- Fatigue-related risks
- Procedural deviations
- Situational awareness issues
These categories align with ICAO-recommended voluntary reporting scope.
Reporting Requirements
To ensure effective analysis:
- Reports must not be anonymous
- Reporter must provide:
- Information must be:
- Accurate
- Submitted in good faith
- Sufficiently detailed for assessment
How to Submit a Report
Reports can be submitted through:
- Online reporting form www.aaib.gov.mn
- Email: aaib@aaib.gov.mn
- Telephone hotline: +976-95953399
- Use of Reported Information
Information collected will be used to:
- Identify safety trends and systemic risks
- Support safety recommendations
- Improve procedures, training, and regulations
Important:
- Reports are de-identified before analysis or publication
- Data is used strictly for safety improvement purposes
- Relationship with Mandatory Reporting
The VCRS:
- Does NOT replace mandatory reporting obligations
- Is a supplementary system to capture additional safety data
- Limitations of the System
The system will not be used for:
- Personal complaints unrelated to safety
- Disciplinary or legal disputes
- Intentional false or misleading reports
- Safety Commitment Statement
The AAIB is committed to:
- Promoting a transparent and just safety culture
- Protecting reporters
- Ensuring that reported information leads to measurable safety improvements
