Section 5. Other Correspondence
4-5-1. LETTERS OF
PROCEDURES
a. Facility
air traffic managers must prepare letters of procedure for stating
specific terms regarding the release by the using agency of restricted
areas as defined in 14 CFR Part 73.
b. Prepare
and handle letters of procedure as follows:
1. Coordinate
with the using agency procedures for the joint-use of a restricted area.
(See 14 CFR Section 73.15.)
2. After
coordination, send two copies of the proposed document to the Service Area
office.
3. The
Service Area office must review and approve or delegate the authority for
approval to the facility air traffic manager. Forward to Service Area
office for approval any joint-use letter that proposes procedures
considered a substantial departure from the recommended format.
4. Upon
receipt of approval from the Service Area office, the facility air traffic
manager must prepare the final letter, incorporating Service Area office
guidance, sign (along with the appropriate using agency authority), and
establish an effective date allowing at least 30 days for any rulemaking
actions necessitated by subpara 5 below, and the cartography and the
distribution requirements.
5. An FAA facility must be
designated in 14 CFR Part 73 as the controlling agency of any joint-use
restricted area. When an ATC requirement exists in a joint-use restricted
area, rulemaking action is also necessary to designate restricted areas as
controlled airspace below 14,500 MSL.
6. The
document must contain an effective date.
7. Send two
copies to each of the participating facilities or agencies; one copy
directly to the Service Area office.
4-5-2. LETTERS TO AIRMEN
a. Facility
air traffic managers may issue letters to airmen to publicize new or
revised services, anticipated interruptions of service, procedural
changes, and other items of interest to users.
b. The
Letter To Airmen must adhere to the following:
1. The
Letter To Airmen must be originated in LTA Manager and disseminated via
the AIM NOTAM website.
2. The
Letter To Airmen is informational in nature and must not contain words
which imply mandatory instructions. The words “must” and “shall” are not
to be used in a Letter To Airmen.
3. Chart
attachments must be used in lieu of narrative descriptions to the extent
possible.
4. The
signed original Letter To Airmen must be maintained by the originating
facility.
5. Each
Letter To Airmen must contain an effective date (UTC) and a cancellation
date (UTC) and must not remain in effect beyond the date the information
contained in the letter becomes obsolete or more than 24 months,
whichever occurs first.
6. Issue
a new Letter To Airmen for the same subject prior to the end of the
24-month period only if the information contained requires continued
publication. (See FIG 4-5-1.)
4-5-3. DISPOSITION
OF VOLCANIC ACTIVITY REPORTING (VAR) FORMS
Should a controller
receive a completed volcanic activity report (VAR) form during a pilot
briefing, the controller is directed to forward the form to the
supervisor/CIC on duty. The supervisor/CIC must mail or fax the completed
form to the Smithsonian Institute as specified at the bottom of the form
within 24 hours of receipt.
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