Approval Request Procedure
The approval request process is a coordination method used when an upstream controller needs their downstream colleague to accept a plan that does not fall under silent approval. Silent approval means that a plan is considered accepted unless there’s an explicit objection. The upstream controller must maintain responsibility for the aircraft until the request is approved or an alternative plan is agreed upon.
This procedure is mainly used in two scenarios: first, when the flight time to the boundary is short, making it impossible to pass information in the agreed time frame, and second, when a deviation from established procedures is necessary. The accepting controller needs enough time to review and assess the situation before creating a safe plan.
The applicability of this procedure is outlined in letters of agreement between neighboring Air Traffic Service (ATS) units or local instructions, such as operations manuals. These documents specify the situations where the procedure applies, along with relevant parameters. For instance, a change in flight level at the control transfer point may require an approval request if done less than a specified number of minutes before reaching that point.
There are three main scenarios that necessitate an approval request:
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If the flight time from the departure aerodrome to the boundary of an adjacent control area is shorter than the time needed to transmit the required information (like an estimate), the upstream unit should hold the departure until coordination is successfully completed.
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If an aircraft is already in flight and the time to the boundary is less than a specified minimum, the upstream unit should keep the aircraft within its area of responsibility until the request to enter the next unit’s airspace is approved.
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If a change in the current flight plan is needed—whether due to a pilot’s request or the upstream controller’s initiative—that affects the downstream ATS unit. Examples include:
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Changing the coordinated flight level shortly before the boundary, as defined in the letter of agreement or local procedure.
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Deviating from the flight level allocation scheme by transferring an aircraft at an opposite level or higher/lower than the standard procedure.
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Clearing a flight to proceed directly to a point in the downstream unit’s area of responsibility.
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Transferring control of an aircraft while it is being vectored, instead of flying on its own navigation.
Failing to recognize the need for an approval request as an upstream controller can lead to unwanted results, such as increased workload for the downstream controller due to sudden changes in the situation, loss of separation, or even airspace infringements, like entering a military zone.
Phraseology Examples
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Upstream controller: Approval request IVB995 estimated departure from Nearville at 1120.
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Downstream controller (accept): IVB995 request approved, FL 150 or below.
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Downstream controller (reject): IVB995 unable due to restricted area, expect approval at 1130.
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Upstream controller: Approval request DVK1208 FL 380 (note: eastbound levels are to be used according to the letter of agreement).
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Downstream controller (accept): DVK1208 request approved.
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Downstream controller (reject): DVK1208 unable due to traffic, request FL 370 or FL 390.
