Program Modules – Business Aircraft Scheduler Certificate Program

NBAA’s Business Aircraft Scheduler Certificate Program focuses on nine key areas related to the scheduling function.

• Module 1: Business Aviation Basics
• Module 2: Mission Control
• Module 3: Global Regulations
• Module 4: Technology
• Module 5: Crew Scheduling
• Module 6: Safety & Security
• Module 7: Finance, Legal & Tax Responsibilities
• Module 8: Pre-trip Logistics
• Module 9: Real-time Trip Support

Each of these asynchronous learning modules will provide introductory-level training. Successful candidates will pass the final examination, which assesses the candidate’s knowledge and skills for each program objective.

Module 1: Business Aviation Basics

This module sets the stage for business aviation, defining key roles, regulations, acronyms and other considerations for a beginner scheduler.

• Define business aviation
• Key roles, including schedulers, customers, passengers and crew
• Aircraft and airports
• Federal Aviation Regulations
• Phonetic alphabet and commonly used acronyms

Module 2: Mission Control

This module relates to the process of implementing the critical processes and relationships necessary for executing a highly efficient scheduling function within a flight department, including developing and fostering integral partnerships internally and externally; creating and maintaining a scheduling SOP; and sustaining currency in professional knowledge and training.

• Chain of command
• Internal relationship building with key departments and personnel, including maintenance, pilots, flight attendants, etc.
• Scheduling standard operating procedures (SOPs), including elements such as trip request processes, personnel, bumping, charter requirements, etc.
• Department website creation, including training for new passengers and admins
• Communication with principles, executive admins and other key contacts
• In-house training and tours for executive admins, essential departments (accounting, legal, IT), etc.
• External relationship building
• Scheduler resources
• Communication best practices of critical domestic and international flight department operational messages

Module 3: Global Regulations

This module relates to the laws and regulations that affect a business aviation flight operation and clarifies the specific role the business aviation scheduler plays in successfully navigating and complying with regulatory requirements.

• U.S. regulations
• International regulations; specifically Canada, Mexico and Europe
• Customs and Border Protection
• International authorities
• Cabotage
• Carriage of elected officials
• Crew and passenger “global entry” program participation tracking

Module 4: Technology

This module provides information regarding the recommended procedures for a business aviation scheduler to determine the most effective technology and software products for their operation, as well as how to utilize and synchronize them for maximum operational efficiency.

• Trip planning software and selection process
• Initial technology contract and renewal
• Coordination with other tools (risk assessment, fuel, catering, etc.)
• Internal training
• Scheduler resources
• Technology developments and future potential benefits

Module 5: Crew Scheduling

This module relates to the business aircraft schedulers’ responsibilities in coordinating flight crews and crew scheduling, while managing the complexities of duty rest, time off, training, multiple aircraft types, etc.

• Missions
• Training
• Time off – vacation, monthly personal days off, etc.
• Immunizations
• Document management (training, licenses, passport, visas, medicals, etc.)
• Flight crew duty assignments
• Standby crews or aircraft
• Responsibility for monitoring crew currency; scheduling crew recurrent or initial training
• Coordination of required crew commercial travel for trip positioning purposes or training

Module 6: Safety & Security

This module provides information regarding safety management systems; emergency training and procedures; and hazardous materials. A strong understanding of these components, plus a collaborative partnership within your operation, can ensure safe and secure trip execution, while also supporting a greater commitment to business aviation safety standards at your flight department level and beyond.

• Emergency response procedures (ERP)
• Safety management system (SMS)
• International Standard for Business Aircraft Operations (IS-BAO)
• Executive and passenger emergency training
• Passenger safety briefings
• Passenger and guest health questionnaire (COVID-19)
• Hazardous materials
• Vetting supplemental lift
• Scheduler safety roles and responsibilities

Module 7: Finance, Legal & Tax Responsibilities

This module relates to the financial and legal responsibilities of a business aircraft scheduler to include an understanding of state, federal, and international tax laws, as well as best practices for successfully meeting the regulatory and legal requirements pertaining to each scheduled trip.

• Internal reports
• Follow-up (vendors, executives, etc.)
• Invoice reconciliation
• Internal Revenue Service (IRS)
• Federal excise taxes (FET)
• Securities and Exchange Commission (SEC)
• Fuel considerations: discount programs, tankering options

Module 8: Pre-trip Logistics

This module relates to the pre-departure trip scheduling responsibilities separate from in-flight operations, such as airport/FBO selection, catering, transportation, international handling and risk assessment.

• Risk analysis (airport suitability)
• Final trip review with executive admin or Lead passenger
• Temporary flight restrictions (TFR)
• Catering
• FBO (fuel, hangar reservations, deicing, hours of operation, curfews)
• Crew lodging
• Ground transportation
• Passenger scheduling (profile forms, document collection, first-time passenger procedures, etc)
• International handling (Customs, APIS, slots, prior approval, military airport, curfews, health checks, etc)
• Pre-flight briefs
• On-call scheduler

Module 9: Real-time Trip Support

This module relates to trip scheduling responsibilities pertaining directly to the actual execution of a scheduled trip to include best practices for handling weather, maintenance, and real-time scheduling changes.

• Flight following procedures
• Weather and maintenance considerations
• Plan B (Use another aircraft, bump another trip, charter on standby)
• Integrating required aircraft maintenance dates into aircraft schedule
• Post-flight debrief
• Post-flight record keeping