Circular No. 25/2022/TT-BGTVT detailing regulations on ensuring special aircraft flights

CIRCULAR

Detailed regulations on flight support operations for special aircraft and special cargo compartments

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Pursuant to the Civil Aviation Law of Vietnam dated June 29, 2006 and the Law Amending and Supplementing Certain Articles of the Civil Aviation Law of Vietnam dated November 21, 2014;

Pursuant to Decree No. 96/2021/NĐ-CP dated November 2, 2021 of the Government on flight support operations for special aircraft and special cargo compartments;

BASED ON THE DECREE NO. 56/2022/ND-CP dated August 24, 2022 of THE GOVERNMENT stipulating the functions, tasks, powers, and organizational structure of THE MINISTRY OF TRANSPORT;

PURSUANT TO THE PROPOSAL OF THE DIRECTOR OF THE TRANSPORT DEPARTMENT AND THE DIRECTOR OF THE VIETNAM CIVIL AVIATION ADMINISTRATION;

The Minister of Transport hereby promulgates this Circular detailing regulations on flight support operations for special aircraft and special cargo compartments.

PART I

GENERAL PROVISIONS

Article 1. Scope of Application

This Circular stipulates standards for aircraft, aviation personnel; management, implementation, control procedures, and other necessary support operations serving domestic special aircraft and special cargo compartment flights conducted by Vietnamese airlines, as well as procedures for foreign special aircraft flights.

Article 2. Applicability

This Circular applies to organizations and individuals involved in supporting domestic special aircraft and special cargo compartment flights and foreign special aircraft flights within Vietnamese airspace and air traffic control areas managed by Vietnam.

Article 3. Definitions and Abbreviations

In this Circular, the following terms and abbreviations shall be understood as follows:

1. Life-Limited Parts (LLP) refers to parts specified in the aircraft type design documentation and engine documentation, maintenance manuals ensuring airworthiness of the aircraft, or maintenance manuals when working up to time or cycle limits that must be replaced.

2. Deferred Malfunction Allowable (ADD) refers to malfunctions of the aircraft, aircraft systems, or equipment installed on the aircraft that do not require immediate rectification within a period defined in maintenance manuals, minimum equipment lists, configuration deviation lists, and do not affect the airworthiness standards of the aircraft.

3. Original Minimum Equipment List (MMEL) is a document approved by the national aviation authority from the aircraft manufacturer or design organization. The MMEL may include operational conditions, limitations, or specific procedures.

4. Minimum Equipment List (MEL) is a document included in the operational documentation system established by the aircraft operator based on fully complying with or more strictly adhering to the requirements of the MMEL.

5. Maintenance Message refers to information about malfunctions of aircraft equipment and engines monitored and displayed by the onboard central maintenance computer system.

6. Special Aircraft and Cargo Compartment Passenger refers to individuals served on special aircraft and cargo compartment flights; official members and accompanying delegations determined by the competent authority announcing the special aircraft and cargo compartment flights.

7. Clear Record is understood as the aviation personnel's record including the judicial record issued by the competent authority upon hiring to work in civil aviation enterprises and personal records containing all relevant details clearly and specifically about the individual's background. Annually, the head of the organization providing support for special aircraft and cargo compartment flights is responsible for reviewing and evaluating the records of aviation personnel serving these flights.

8. ATS (Air Traffic Service) is air traffic service.

9. NOTAM (Notice to Airmen) is an aviation notice.

Chapter II

STANDARDS FOR AIRCRAFT, AIRCRAFT OPERATIONS, AVIATION PERSONNEL, EQUIPMENT AND FACILITIES SERVING SPECIAL AIRCRAFT AND CARGO COMPARTMENT FLIGHTS

Section 1 Standards for Aircraft and Aircraft Operations

Article 4. Standards for Vietnamese Air Carriers Operating State Transport Flights

1. Possess a valid aircraft operation certificate issued by the Civil Aviation Administration of Vietnam; have the capacity and scope of operations approved in the certificate that are appropriate to the assigned state transport flight mission.

2. Have at least five years of experience operating commercial flights; have a safety management program and reliability program for aircraft operation and technical maintenance that fully meet all aviation safety requirements stipulated in Circular 01/2011/TT-BGTVT dated January 27, 2011, issued by the Minister of Transport on Civil Aviation Safety Regulations in the field of aircraft and aircraft operations.

Article 5. Standards for Aircraft Operating State Transport Flights

1. Registered with Vietnamese nationality and operated by a Vietnamese air carrier in compliance with the provisions of Article 4 of this Circular.

2. Belong to the category of aircraft with two or more engines.

3. At the time of operating state transport flights, must satisfy the following requirements:

a) For critical systems of the aircraft including propulsion systems, power supply, fire detection and extinguishing, hydraulic and aircraft control systems, there should be no recurring faults (similar faults occurring within three days of operation or seven consecutive flights on the same system or equipment), or faults not yet thoroughly rectified, or faults allowed to be deferred according to the Minimum Equipment List (MEL) documentation, except for fault notifications deemed by the manufacturer to be false alarms or not requiring rectification.

b) For other systems of the aircraft, in cases where fault deferral is applied based on operational and maintenance documentation, it is necessary to ensure sufficient redundancy so that the aircraft can continue its flight if additional faults occur during the state transport flight.

c) Be equipped with emergency and safety devices in a ready-to-operate condition.

4. For equipment with a lifespan on the aircraft body, the remaining service life of the equipment must not be less than 1,000 takeoffs and landings or 10% of the total lifespan (as defined by the manufacturer in terms of time, hours flown, or number of takeoffs and landings) whichever comes later.

5. Must have at least two lie-flat seats or comfortable seats for rest for passengers on state transport flights lasting four hours or longer.

6. Must be configured to meet diplomatic protocol requirements when necessary.

7. Must be approved in writing by the head of the air carrier operating state transport flights for the aircraft of the carrier to operate state transport flights.

Article 6. Standards for Aircraft Engines Operating State Transport Flights

1. For critical systems of the aircraft engine including engine control systems, fire detection and extinguishing, and engine performance parameter display systems, there should be no recurring faults (similar faults occurring within three days of operation or seven consecutive flights on the same system or equipment), or faults not yet thoroughly rectified, or faults allowed to be deferred according to the Minimum Equipment List (MEL) documentation, except for fault notifications deemed by the manufacturer to be false alarms or not requiring rectification.

2. For other systems of the aircraft engine, in cases where fault deferral is applied based on operational and maintenance documentation, it is necessary to ensure sufficient redundancy so that the aircraft can continue its flight if additional faults occur during the state transport flight.

3. For equipment with a lifespan on the aircraft engine, the remaining service life of the equipment must not be less than 1,000 takeoffs and landings or 10% of the total lifespan (as defined by the manufacturer in terms of time, hours flown, or number of takeoffs and landings) whichever comes later.

4. Must be approved in writing by the head of the air carrier operating state transport flights for the engine to be used for the carrier's aircraft operating state transport flights.

Article 7. Separation between special aircraft and other aircraft and separation between special aircraft

1. Within the airport area, the separation of special aircraft from other aircraft on the ground within the operational area must comply with the operational limitations specified in Article 28 of this Circular.

2. In the approach control area, the form of overtaking special aircraft on the same route or track shall not be applied. The minimum separation value between special aircraft and other aircraft in the approach control area shall be implemented as follows:

a) For separation using ATS surveillance equipment: the separation value shall be increased by two times compared to the minimum separation value published and applied by the Civil Aviation Authority of Vietnam according to the provisions of Article 37 of Circular No. 19/2017/TT-BGTVT dated June 6, 2017 of the Minister of Transport on management and ensuring flight operations (hereinafter referred to as Circular No. 19/2017/TT-BGTVT).

b) Other forms of separation shall be implemented in accordance with the provisions of Article 36 of Circular No. 19/2017/TT-BGTVT.

3. In the en-route control area, the separation between special aircraft and other aircraft must ensure the following requirements:

a) Air traffic control shall not change the cruising altitude of special aircraft from their planned flight routes, except for security reasons;

b) Special aircraft shall not be required to change speed;

c) The minimum separation value between special aircraft and other aircraft in the en-route control area shall be implemented in accordance with points a and b of Clause 2 of this Article.

4. The separation between special aircraft shall be carried out in accordance with the provisions of Clauses 1, 2, and 3 of this Article.

Section 2

Standards for equipment and facilities serving special aircraft and aviation security equipment

Article 8. Standards for equipment and facilities serving special aircraft

1. Equipment and facilities serving special aircraft (including spare equipment) must comply with the provisions of Article 34 of Circular No. 29/2021/TT-BGTVT dated November 30, 2021 of the Minister of Transport detailing the management and operation of civil airports in Vietnam; they must be technically inspected and assembled in the area serving special aircraft at least 30 minutes before the service time of special aircraft.

2. Equipment and facilities serving special aircraft (including spare equipment) must ensure that no malfunction occurs within seven days prior to the service time of special aircraft.

3. There must be one fire truck and one ambulance ready to operate at the fire station throughout the period of service for special aircraft.

Article 9. Standards for metal detectors and X-ray machines

1. Must meet technical requirements as stipulated in the Vietnamese Aviation Security Program and Quality Control.

2. They must be checked by aviation security forces at the airport to ensure operation according to the manufacturer's specifications at least 30 minutes before the service time of special aircraft.

Section 3

Standards for aviation personnel

Article 10. Standards for pilots of Vietnam's special aircraft and cargo aircraft

1. For pilots holding Vietnamese citizenship:

a) Hold a valid pilot license issued by the Civil Aviation Authority of Vietnam for the type of aircraft and category suitable for the planned special aircraft or cargo aircraft flight of Vietnam;

b) For the commander of a special aircraft flight: accumulate a minimum of 5,000 flight hours (including at least 1,500 hours in the captain position) when the flight duration exceeds two hours, and a minimum of 4,000 hours (including at least 1,000 hours in the captain position) when the flight duration is less than two hours; accumulate a minimum of 500 hours in the captain position on the type of aircraft performing the special aircraft flight when the flight duration exceeds two hours, and a minimum of 300 hours in the captain position when the flight duration is less than two hours;

c) For co-pilots: accumulate a minimum of 3,000 flight hours when the average flight duration of the aircraft type exceeds two hours; accumulate a minimum of 2,000 flight hours when the average flight duration of the aircraft type is less than two hours;

d) For new aircraft types, within one year from the date of operation, if there is a requirement to perform a special aircraft flight of Vietnam, the aircraft operator shall be responsible for assessing the pilot's capability based on meeting the accumulated flight hour requirements set out in Points b and c of Clause 1 of this Article for the type of aircraft previously operated for special aircraft flights of Vietnam, and report to the Civil Aviation Authority of Vietnam for supervision;

đ) Demonstrate a sense of responsibility and good organizational discipline, with a clear record;

e) During their service, not have been disciplined due to violations that threaten safety at level D or higher within 24 months prior to the date of performing the special aircraft flight mission;

g) Be authorized in writing by the head of the airline implementing the special aircraft flight of Vietnam to perform the special aircraft flight of Vietnam.

2. For pilots holding foreign citizenship: (only allowed to perform cargo aircraft flights, with over 2,000 hours of flight experience on the type of aircraft performing the cargo aircraft flight)

a) Must have a labor contract of at least 24 months with a Vietnamese airline contracted to implement the cargo aircraft flight of Vietnam up to the time of selection for serving the cargo aircraft flight of Vietnam; in cases where the use of a new aircraft type newly operated in Vietnam for less than 24 months is required, a pilot of the new aircraft type may be used with a labor contract of at least three months;

b) Hold a valid pilot license issued by the Civil Aviation Authority of Vietnam for the type of aircraft and category suitable for the type of aircraft performing the cargo aircraft flight of Vietnam;

c) Demonstrate a sense of responsibility and good organizational discipline, with a clear record;

d) During their service, not have been disciplined due to violations that threaten safety at level D or higher within 24 months prior to the date of performing the cargo aircraft flight mission;

đ) Perform the cargo aircraft flight of Vietnam alongside a Vietnamese pilot;

e) Be authorized in writing by the head of the airline implementing the cargo aircraft flight of Vietnam to perform the cargo aircraft flight of Vietnam.

Article 11. Standards for flight attendants serving on Vietnam's special aircraft and special cabin flights

1. Must be a Vietnamese citizen.

2. Must meet health standards as prescribed in Circular Joint No. 18/2012/TTLT-BYT-BGTVT dated November 5, 2012, which stipulates the health standards for aviation staff and conditions for medical facilities conducting health examinations for aviation staff.

3. Must hold a valid flight crew license issued by the Civil Aviation Authority of Vietnam for the type of aircraft and position, suitable for the planned special aircraft and special cabin flights of Vietnam.

4. Must have accumulated at least 700 hours of flight attendant experience, including at least 100 hours on the type of aircraft to be used for Vietnam's special aircraft flights. For new aircraft types, within one year from the date of operation, if there is a requirement to perform Vietnam's special aircraft flights, the aircraft operator must assess the flight attendant's capability based on having accumulated at least 700 hours of total experience and at least 100 hours of flight time on the type of aircraft previously operated for Vietnam's special aircraft flights, and report to the Civil Aviation Authority of Vietnam for supervision.

5. Must demonstrate a sense of responsibility and good organizational discipline, with a clear record.

6. During their employment period, must not have committed any violations that resulted in disciplinary action at or above the level of reprimand within twelve months prior to the selection date for serving on special aircraft flights.

7. Must be authorized in writing by the head of the airline operating Vietnam's special aircraft flights to serve on such flights.

Article 12. Standards for technical maintenance personnel serving on Vietnam's special aircraft flights

1. Must be a Vietnamese or foreign citizen. In cases where the technical maintenance personnel are foreign citizens, the Vietnamese airline must also assign one additional Vietnamese technical maintenance personnel.

2. Must hold a certificate confirming completion of B1, B2 maintenance levels for the type of aircraft they will accompany.

3. Must demonstrate a sense of responsibility and good organizational discipline, with a clear record.

4. During their employment period, must not have been disciplined due to violations causing safety threats at or above level D within twelve months prior to the selection date for serving on Vietnam's special aircraft flights.

5. Must be authorized in writing by the head of the airline operating Vietnam's special aircraft flights to serve on such flights.

6. For new aircraft types, within one year from the date of operation, if there is a requirement to perform special aircraft flights, the aircraft operator must assess the technical maintenance personnel's capability based on meeting the requirements set out in Clauses 1, 2, 3, 4, and 5 of this Article for the type of aircraft previously operated for Vietnam's special aircraft flights, and report to the Civil Aviation Authority of Vietnam for supervision.

Article 13. Standards for air traffic controllers

1. Must hold a valid air traffic controller license.

2. Must have at least three consecutive years of experience managing flight operations at air navigation service providers up to the date of serving on special aircraft flights.

3. Must demonstrate a sense of responsibility and good organizational discipline, with a clear record.

4. During their employment period, must not have committed any violations causing flight safety threats (no occurrence of flight operation incidents at or above level D directly caused by the air traffic controller) within twelve months prior to the date of performing special aircraft and special cabin flights.

5. Must be authorized in writing by the head of the enterprise providing flight operation support services to serve on special aircraft and special cabin flights.

Article 14. Standards for ground staff serving charter flights, operators controlling aircraft and equipment serving charter flights at airports

Clause 1. Hold valid certificates appropriate to the type of aircraft and position, issued by aviation authorities.

Clause 2. Have at least 12 consecutive months of work experience up to the time of serving charter flights at the assigned position; specifically, fueling equipment operators must have at least 24 consecutive months of work experience up to the time of serving charter flights.

3. Must demonstrate a sense of responsibility and good organizational discipline, with a clear record.

Clause 4. During their employment period, not be subject to disciplinary actions at or above the level of reprimand within 12 months prior to the time of serving charter flights, charter cargo compartments.

Clause 5. Be officially authorized in writing by the head of the enterprise to serve charter flights, charter cargo compartments.

Article 15. Standards for ground staff serving charter flights performing load balancing and cargo handling operations for Vietnam's outbound charter flights

1. Must be a Vietnamese citizen.

Clause 2. Hold valid certificates for load balancing and cargo handling appropriate to the type of charter aircraft; valid certificates for dangerous goods, aviation security, and aircraft parking safety.

Clause 3. Have at least five consecutive years of work experience at the load balancing and cargo handling positions up to the time of executing charter flights, including at least one year of work experience with the type of aircraft executing the charter flight.

Clause 4. Demonstrate a sense of responsibility and good organizational discipline, with clear background.

Clause 5. During their employment period, not be subject to disciplinary actions at or above the level of reprimand within 12 months prior to the time of selection to serve charter flights.

Clause 6. Be officially authorized in writing by the head of the enterprise to serve charter flights.

Article 16. Standards for aviation security controllers

Clause 1. Hold valid aviation security personnel permits issued by the Civil Aviation Administration of Vietnam.

Clause 2. Demonstrate a sense of responsibility and good organizational discipline, with clear background.

Clause 3. During their employment period, not be subject to disciplinary actions at or above the level of reprimand within 12 months prior to the time of selection to serve charter flights, charter cargo compartments.

Clause 4. For security screening personnel, have at least two consecutive years of direct screening duty experience up to the time of serving charter flights, charter cargo compartments.

Clause 5. Be officially authorized in writing by the head of the enterprise to serve charter flights, charter cargo compartments.

Article 17. Standards for air traffic control and flight operation staff

Clause 1. Hold valid air traffic control and flight operation permits issued by the Civil Aviation Administration of Vietnam.

Clause 2. Have at least five consecutive years of work experience at the air traffic control and flight operation positions up to the time of serving charter flights, charter cargo compartments.

3. Must demonstrate a sense of responsibility and good organizational discipline, with a clear record.

Clause 4. During their employment period, not be subject to disciplinary actions at or above the level of reprimand within 12 months prior to the time of selection to serve charter flights.

Clause 5. Be officially authorized in writing by the head of the enterprise to serve charter flights.

Chapter III

IMPLEMENTATION OF SERVICES FOR CHARTER FLIGHTS AND CHARTER CARGO COMPARTMENTS

Section 1 Acceptance and Implementation of Special Aircraft Flights

Article 18. Acceptance and Implementation of Tasks for Ensuring Special Aircraft Flights of Vietnam

1. Immediately upon receiving the notification of special aircraft flights of Vietnam and information on changes and supplements to the notification of special aircraft flights of Vietnam from the competent authority notifying such flights, the Civil Aviation Authority of Vietnam shall be responsible for disseminating the notification of special aircraft flights of Vietnam to the following agencies and units:

a) Civil Aviation Port Authorities;

b) The Vietnamese airline contracted to perform the special aircraft flight;

c) Vietnam Air Traffic Management Corporation, Air Traffic Flow Management Center;

d) The airport operator at the airport where the special aircraft takes off and lands.

2. The agencies and units specified in Clause 1 of this Article shall be responsible for implementing, recording, and fully storing all information regarding the performance of tasks in accordance with the legal provisions on recordkeeping.

Article 19. Acceptance and Implementation of Foreign Special Aircraft Flights Entering, Departing from, and Flying within the Territory of Vietnam

1. Immediately upon receiving the notification of foreign special aircraft flights and information on changes and supplements to the notification of foreign special aircraft flights from the competent authority notifying such flights, the Civil Aviation Authority of Vietnam shall be responsible for disseminating the notification of foreign special aircraft flights to the following agencies and units:

a) Civil Aviation Port Authorities;

b) Vietnam Air Traffic Management Corporation, Air Traffic Flow Management Center;

c) Airport enterprises, airport operators at the airports where the special aircraft takes off and lands.

2. The agencies and units specified in Clause 1 of this Article shall be responsible for implementing, recording, and fully storing all information regarding the performance of tasks in accordance with the legal provisions on recordkeeping.

Section 2

Procedures for Preparing Aircraft, Flight Plans, and Security and Safety Assurance for Special Aircraft Flights

Article 20. Determination of Aircraft and Flight Routes

1. The Vietnamese airline contracted to perform the special aircraft flight shall develop a service plan for the special aircraft, including: determining the main and backup aircraft according to the standards prescribed in Articles 5 and 6 of this Circular; flight routes; list of countries and territories requiring permission to fly over; arrival and departure points of countries and territories; details related to operation and technical assurance; notify the Consular Department of the Ministry of Foreign Affairs and the Civil Aviation Authority of Vietnam for monitoring and supervision as follows:

a) For domestic special aircraft flights of Vietnam: at least two days before the planned date of implementation; for international special aircraft flights of Vietnam: at least seven days before the planned date of implementation;

b) For domestic special cargo flights of Vietnam: at least twelve hours before the planned time of takeoff; for international special cargo flights of Vietnam: at least two days before the planned date of implementation.

2. The Vietnamese airline contracted to perform special aircraft and cargo flights must issue a service procedure for the special aircraft to implement and notify the Civil Aviation Authority of Vietnam immediately after the procedure is approved or modified.

3. The Vietnamese airline performing special aircraft and cargo flights of Vietnam must fully carry out all necessary maintenance and repair work based on approved maintenance data to address all malfunctions on essential aircraft systems; ensure that the selected aircraft and engines for the special aircraft flight do not have malfunction warnings except for false malfunction notifications or those that do not require immediate rectification according to the manufacturer's opinion.

Article 21. Confirmation of the technical condition of aircraft for official flights of Vietnam

1. In addition to complying with regulations on confirmation of completion of maintenance, maintenance personnel and the head of the airline serving official flights of Vietnam must sign to confirm that the aircraft meets the standards required for flight in the Official Flight Logbook.

2. In cases where the Vietnamese airline is contracted to perform official flights without its own maintenance personnel to carry out the tasks specified in Clause 1 of this Article, the Vietnamese airline must use maintenance personnel from a maintenance service provider approved by the Civil Aviation Administration of Vietnam that meets the standards set forth in Article 12 of this Circular.

Article 22. Leading and coordinating to ensure safety and security of official flights

1. The Vietnamese airline performing official flights shall be responsible for coordinating with relevant agencies and units involved in official flight services to ensure safety, security, and flight schedules for official aircraft throughout the process; closely coordinate with the competent authority to notify official flights, the State Guest Reception Agency under the Ministry of Foreign Affairs, the Civil Aviation Administration of Vietnam, and the advance mission unit to develop plans for services at foreign airports.

2. The Vietnamese airline performing official flights and official cargo flights shall lead and maintain order on the official aircraft when there are accompanying persons and other individuals on board the official flight, along with those served by the official flight.

3. The Vietnamese airline performing official flights and official cargo flights shall be responsible for coordinating with relevant agencies and units involved in official flight services to ensure safety and security for goods, luggage, documents, and assets of the official delegation.

4. The Vietnamese airline performing official flights shall be responsible for coordinating with the Security Guard Command of the Ministry of Public Security to ensure security for the official aircraft, passengers, luggage, and goods of the official delegation abroad in accordance with the Security Guard Law 2017.

5. For official cargo flights, the Vietnamese airline shall be responsible for coordinating with relevant agencies and units involved in official cargo flight services to implement measures to ensure security and safety for official cargo passengers; it shall not transport passengers who are suspects, defendants, convicts, deportees, extraditees, individuals refused entry but unwilling to return home, individuals arrested pursuant to arrest warrants, individuals lacking capacity to control their behavior, and dangerous goods according to aviation security and safety regulations on official cargo flights.

6. The Vietnamese airline shall be responsible for arranging seats on the aircraft according to the requirements of the competent authority notifying the official flight.

7. The Vietnamese airline accepting orders to perform international official flights shall be responsible for coordinating with the agencies stipulated in Article 5 of Decree No. 96/2021/NĐ-CP dated November 2, 2021 of the Government regarding official flight support work, organizing an assessment of the ability to receive, ensure security, and safety of the proposed landing airport abroad, and organizing a working group to implement security and safety measures for the official flight.

8. Air service providers at airports serving official flights and official cargo flights shall establish procedures for serving official flights and official cargo flights and cooperate with airport operators and airlines to create favorable conditions for ensuring official flight operations.

Article 23. Management of the List of Aircraft, Aircraft Engines for State Aircraft and Crew Lists, Aircraft Maintenance Technicians for State Aircraft Flights of Vietnam

1. The Vietnamese airline conducting state aircraft and charter flights shall establish, manage, and notify in writing to the Civil Aviation Administration of Vietnam and relevant Airports Authorities the following:

a) The list of aircraft and engines installed on Vietnamese state aircraft and charter aircraft that meet the requirements and standards stipulated in Articles 5 and 6 of this Circular;

b) The list of flight crews and aircraft maintenance technicians authorized to conduct Vietnamese state aircraft flights that meet the requirements and standards stipulated in Articles 10, 11, 12, and 21 of this Circular.

2. The Vietnamese airline conducting state aircraft and charter flights shall notify in writing to the Civil Aviation Administration of Vietnam and relevant Airports Authorities the list of airline staff, flight crews, cabin attendants, aircraft maintenance technicians, cargo loading assistants, weight and balance personnel, and passenger service dispatchers for state aircraft and charter flights before passengers are boarded onto the aircraft.

Section 3 Procedures for Managing and Operating State Aircraft

Article 24. Notification of Aeronautical Information

1. Units under the Vietnam Air Traffic Management Corporation shall be responsible for:

a) The Air Traffic Flow Management Center shall notify related units about the plan for state aircraft flights and any related amendments and supplements;

b) The Aeronautical Information Unit shall issue NOTAMs regarding restrictions at airports when it receives the plan for state aircraft flights from the Air Traffic Flow Management Center, including amended and supplementary plans.

2. When the actual takeoff or landing time of a state aircraft differs from the planned time in the air traffic control plan by more than 10 minutes, the following actions shall be taken:

a) For arrival flights: The regional air traffic management company shall promptly notify the airport operator and the Air Traffic Flow Management Center; the Air Traffic Flow Management Center shall promptly notify the Aeronautical Information Unit to issue revised NOTAMs; the airport operator shall promptly notify the Airport Authority and the aircraft operator;

b) For departure flights: The Vietnamese airline shall promptly notify the airport operator; the airport operator shall promptly notify the Airport Authority, the regional air traffic management company, and the Air Traffic Flow Management Center; the Air Traffic Flow Management Center shall promptly notify the Aeronautical Information Unit to issue NOTAMs regarding this matter;

c) Units involved in state aircraft support services shall implement their support tasks according to the adjusted plan based on their functions and responsibilities.

Article 25. Principles of Priority in Air Traffic Control for State Aircraft and Charter Flights When Multiple Aircraft Are Operating Simultaneously

1. During takeoff: Aircraft performing state aircraft and charter missions have priority to take off after combat aircraft.

2. During landing: State aircraft and charter aircraft have priority to land after emergency landing aircraft and aircraft with insufficient fuel to safely hold or divert to alternate airports.

Section 4 Procedures for Operating Airports to Serve Special Aircraft Flights

Article 26. Designated Areas for Serving Special Aircraft Flights

1. The parking area and designated parking positions for special aircraft must be surrounded by protective walkways and ensure security, safety, solemnity, and convenience for welcoming and seeing off special aircraft guests.

2. Airport operators and operators of airport facilities specified in the airport operation manual and facility operation manuals shall establish procedures for operating the parking areas, parking positions, taxiways, and passenger terminals serving special aircraft flights at airports under their management.

3. Airport operators shall take the lead in coordinating with air service providers at airports to determine areas and procedures for serving cargo and baggage of special aircraft delegations in the airport operation manual, ensuring convenience, speed, and compliance with relevant aviation security and safety regulations.

Article 27. Inspection of Runways, Taxiways, Aircraft Parking Areas, and Equipment Systems for Special Aircraft Operations

1. Airport operators must conduct inspections of runways, taxiways, and aircraft parking areas to ensure safe conditions for special aircraft operations. Any inspection and rectification work (if necessary) must be completed ten minutes before the scheduled takeoff or landing time of the special aircraft.

2. Air traffic service providers shall cooperate with airport operators to compile a list, content, and implement technical condition checks on primary and backup equipment systems essential for flight operations. These inspections must be completed between ninety and one hundred eighty minutes prior to the scheduled takeoff or landing time of the special aircraft.

3. The inspection activities stipulated in Clauses 1 and 2 of this Article must be documented and stored in relevant units' records.

Article 28. Restrictions on Airport Operations During Special Aircraft Activities

1. Restrictions on airport operations during special aircraft arrivals shall be implemented as follows:

a) Five minutes before the aircraft lands, the designated runway for special aircraft shall be reserved; once the aircraft has landed and vacated the runway, normal operations resume.

b) Thirty minutes before the aircraft lands, the designated parking position for special aircraft shall be reserved according to the plan.

2. Restrictions on airport operations during special aircraft departures shall be implemented as follows:

a) The aircraft parking position shall be protected and isolated from the moment the special aircraft arrives to prepare for departure.

b) Five minutes before the special aircraft takes the runway, the air traffic control center reserves the runway for the special aircraft. After the special aircraft takes off, normal operations resume on that runway. For airports with multiple runways, other runways not planned for special aircraft operations may continue normal operations according to parallel runway usage regulations.

3. When the special aircraft moves on taxiways, the distance ahead and behind the special aircraft on the parking apron must be maintained at five hundred meters for people, vehicles, and other aircraft.

4. Airport operators are responsible for promptly informing individuals and vehicle operators in areas related to special aircraft operations via radio or telephone about operational restrictions due to special aircraft activities.

5. Upon receiving operational restriction notifications, individuals and vehicles not serving special aircraft operations in areas related to such activities must comply with the operational restriction requirements set forth in the airport operation manual.

6. The provisions of Clauses 1, 2, 3, and 4 of this Article do not apply in cases of emergency at the airport.

Section 5 Provisions on Air Security Assurance

Article 29. Cards and Permits for Air Security Control Issued to Persons and Means Serving Special Aircraft and Special Cargo Compartments Flights

1. The issuance, management, and use of cards and permits for air security control issued to persons and means serving special aircraft flights shall be carried out in accordance with Circular No. 13/2019/TT-BGTVT dated March 29, 2019, of the Minister of Transport detailing the Aviation Security Program and Quality Control of Vietnam's Aviation Security; and Circular No. 41/2020/TT-BGTVT dated December 31, 2020, of the Minister of Transport amending and supplementing certain articles of Circular No. 13/2019/TT-BGTVT dated March 29, 2019, of the Minister of Transport detailing the Aviation Security Program and Quality Control of Vietnam's Aviation Security.

2. The head of units participating in serving special aircraft and special cargo compartments flights shall prepare a list of personnel regularly serving such flights and request the Civil Aviation Authority of Vietnam and the Civil Aviation Regional Office to issue long-term air security control cards, specifying the regular duties of the card applicants serving special aircraft and special cargo compartments flights.

3. The head of units managing means regularly participating in serving special aircraft and special cargo compartments flights shall prepare a list of means and request the Civil Aviation Regional Office to issue long-term air security control permits, specifying the functions of the means for special aircraft and special cargo compartments flights.

4. The head of units participating in serving special aircraft and special cargo compartments flights shall prepare a list of personnel and means and request the Civil Aviation Regional Office to issue short-term air security control cards and permits according to regulations.

5. The location for issuing short-term cards and permits must be outside the area serving special aircraft.

6. Officers and soldiers of the Guard Command - Ministry of Public Security when performing tasks to serve and ensure security for special aircraft and special cargo compartments flights are permitted to use cards or pins issued by the Guard Command - Ministry of Public Security to operate in restricted areas and must notify the Civil Aviation Authority of Vietnam about the card or pin models for implementation by relevant units. In cases where guard officers or soldiers accompany protected individuals carrying weapons or support equipment, they shall comply with the relevant regulations.

7. When there are international events organized in Vietnam involving special aircraft flights, personnel directly involved in serving at airports are permitted to use cards issued by the Guard Command - Ministry of Public Security to operate in restricted areas and must notify the Civil Aviation Authority of Vietnam about the card models and lists of card issuances for implementation by relevant units.

Article 30. Ensuring Security and Safety for Fuel and Refueling Operations for Special Aircraft and Special Cargo Compartments Flights of Vietnam

1. Vietnamese airlines conducting special aircraft and special cargo compartments flights shall inspect and supervise the assurance of fuel quality and safety during refueling operations for special aircraft and special cargo compartments flights of Vietnam in accordance with Circular No. 04/2018/TT-BGTVT dated January 23, 2018, of the Minister of Transport on technical assurance of aviation fuel (hereinafter referred to as Circular No. 04/2018/TT-BGTVT dated January 23, 2018).

2. Units providing fuel services for special aircraft flights in Vietnam must ensure that fuel trucks refueling special aircraft and special cargo compartments flights of Vietnam have been inspected and guaranteed to be in good technical condition; they must be approved by the unit heads using the means in the list of means serving special aircraft flights of Vietnam.

3. Fuel before being loaded onto special aircraft and special cargo compartments flights of Vietnam must have quality confirmations meeting the requirements stipulated in Circular No. 04/2018/TT-BGTVT dated January 23, 2018. Quality confirmations of fuel must be signed by the unit head or authorized person of the fuel supplier and the person responsible for the testing laboratory, and must still be within their validity period.

4. Remaining fuel on the aircraft before refueling must be checked for quality by the Vietnamese airline conducting the special aircraft flight according to aircraft maintenance documentation; remaining fuel not meeting requirements must be removed from the aircraft, and the fuel tanks must be processed according to regulations before new fuel is loaded to ensure that the newly loaded fuel does not affect or change its quality according to standards.

5. Security checks of refueling vehicles, drivers, and other personnel accompanying the refueling vehicle (if any) of the unit refueling special aircraft and special cargo compartments flights of Vietnam before entering the airport area in Vietnam:

a) After receiving fuel at the warehouse, the refueling truck must be sealed at the discharge and intake ports. If the refueling truck transporting fuel for special aircraft and special cargo compartments flights of Vietnam passes through non-restricted areas, one additional truck must follow to provide protection, accompanied by an air security controller from the refueling unit; the refueling truck must be equipped with cameras and installed with tracking devices;

b) Airport and airfield security controllers are responsible for checking all personnel accompanying the refueling vehicle and the refueling vehicle itself, ensuring that the discharge and intake ports of the refueling vehicle remain sealed before entering restricted areas;

c) The refueling unit must strictly follow the procedures for checking the refueling truck and the procedures for controlling fuel quality before commencing refueling operations.

6. Security and safety inspections and supervision before and during the refueling process for special aircraft and special cargo compartments flights of Vietnam:

a) The refueling of special aircraft and special cargo compartments at Vietnam shall be carried out under the direct supervision of the inspection team with the following components: representative of the Port Authority; representative of the technical preparation team for special aircraft and special cargo compartments of Vietnam; representative of the Vietnamese airline operating the special aircraft and special cargo compartments; representative of the airport operator; representative of the aviation security unit at the airport; representative of the fueling unit for special aircraft and special cargo compartments of Vietnam; there shall be a record made by the representative of the Port Authority.

b) The refueling of aircraft abroad shall be carried out under the direct supervision of the inspection team with the following components: representative of the technical preparation team for special aircraft; specialized security personnel of the Vietnamese airline accompanying the special aircraft flight (if any).

The inspection team is responsible for: checking the legality of fuel quality confirmations; inspecting the sealing of fueling vehicle discharge and intake ports; supervising the entire fueling process; supervising the sampling and sealing of samples after fueling; supervising the visual inspection of aviation fuel before and during the fueling process for cases where fueling is conducted in Vietnam.

7. Sampling, storing fuel samples, and retaining fuel quality test certificates in Vietnam:

a) Prior to fueling, the airline conducting the special aircraft or special cargo compartment flight must take a minimum sample volume of 01 liter of remaining fuel on the aircraft and fuel in the fueling vehicle, seal and store the fuel samples; the storage equipment must meet the current standards of Vietnam or international standards for aviation fuel.

b) Each sample must clearly indicate: container type, flight number, aircraft registration number being fueled, fueling vehicle license plate, sampling time, sampler's name, sampling date, sealer's name and signature, and have a Sampling Record signed by the sampler and supervisor.

c) Fuel quality confirmations, fuel samples for special aircraft and special cargo compartments must be retained by the fuel supplier and the airport operator until the special aircraft and special cargo compartments of Vietnam safely land at their destination airport.

8. For foreign special aircraft flights, the security and safety of fuel for special aircraft and special cargo compartments shall be implemented according to the provisions of this Article.

Article 31. Ensuring food safety for meals served on special aircraft and special cargo compartments

1. Vietnamese airlines and catering service enterprises licensed by the Civil Aviation Administration of Vietnam are responsible for ensuring food safety for meals served on special aircraft and special cargo compartments departing from Vietnam; sealing and retaining meal samples for special aircraft and special cargo compartments for at least 24 hours, starting from when the meals are loaded onto the special aircraft and special cargo compartments.

2. Security inspection forces of meal processing enterprises are responsible for coordinating with the airline conducting the special aircraft flight to visually inspect meals served on special aircraft departing from Vietnam prior to loading them into serving containers, securing the serving containers, and arranging security personnel to escort the meals from the processing facility to the aircraft.

3. Vietnamese airlines conducting special aircraft and special cargo compartments flights coordinate with the Escort Command of the Ministry of Public Security to conduct testing of food and beverages provided for escorted individuals, and water provided for escorted individuals when traveling abroad.

4. The flight crew may only accept sealed security serving containers for special aircraft and special cargo compartments passengers onboard the aircraft.

Article 32. Ensuring security and public order at the public areas of airports when there are special aircraft or special cargo flights

1. The airport operator shall direct the Air Security Control Force at the airport to coordinate with local police to establish checkpoints on entry and exit routes and in the public areas of the airport.

2. Airports with special aircraft or special cargo flights shall arrange air security personnel, appropriate equipment, and support tools together with local police forces to organize patrols, inspections, and maintenance of order in the public areas of the airport throughout the preparation and service for the special aircraft; detect, prevent, and promptly handle actions that threaten the security and safety of the special aircraft or special cargo flights.

Article 33. Exemption from air security checks

1. Exempt from air security checks for individuals and carry-on baggage of those served on special aircraft or special cargo flights as stipulated in Article 4 of Decree No. 96/2021/NĐ-CP dated November 2, 2021 of the Government on ensuring special aircraft or special cargo flights.

2. The air security control force shall be responsible for coordinating with units under the General Command of Guard Forces - Ministry of Public Security in checking the list of individuals exempted from air security checks.

Article 34. Ensuring security for Vietnam's special aircraft or special cargo flights

1. The airport operator shall direct the Air Security Control Force at the airport to deploy sufficient security personnel and equipment; conduct inspections, supervision, and control of people and vehicles entering and exiting, and activities within the area serving special aircraft or special cargo flights; luggage and goods when brought into the area serving special aircraft or special cargo flights; except for cases specified in Clause 1 of Article 33 of this Circular; prevent, detect, and stop actions threatening the security and safety of special aircraft or special cargo flights; deploy air security personnel to guard, supervise, and protect special aircraft or special cargo flights from the time the aircraft is positioned for operation until the completion of the service for special aircraft or special cargo flights. In cases where special aircraft or special cargo flights undergo maintenance or repair at a maintenance facility, the air security control force of the maintenance facility shall be responsible for controlling people, objects, and vehicles boarding the aircraft.

2. In cases where special aircraft are parked overnight, the airline must seal the aircraft doors and hand them over to the air security control force at the airport; the handover process must be documented and stored in the working files of the air security control force at the airport; the parking area must have adequate lighting and be guarded or monitored by technical means to detect and prevent unauthorized access by people or vehicles. Stairs, airstair tubes, conveyor belts, and other service equipment must be removed from the aircraft.

3. The airport operator shall direct the Air Security Control Force at the airport to coordinate with units under the General Command of Guard Forces - Ministry of Public Security to inspect and supervise air security for the aircraft, people, luggage, and goods of special aircraft or special cargo flights.

4. Items served on special aircraft or special cargo flights must be subject to air security checks using X-ray machines or visual inspections and continuous security surveillance until they are loaded onto the aircraft; upon unloading, items must be checked and verified uniformly regarding quantity and type.

5. Vietnamese airlines conducting special aircraft or special cargo flights shall cooperate with the General Command of Guard Forces - Ministry of Public Security and related organizations to implement appropriate security inspection and supervision work for the aircraft, people, luggage, and goods of special aircraft when abroad.

Article 35. Security Assurance for Foreign Special Aircraft Flights Entering and Leaving Vietnam

1. For foreign special aircraft flights entering and leaving Vietnam, the Air Transport Security Force shall be responsible for conducting a comprehensive security check on all persons, baggage, and cargo of the special aircraft delegation at the airport; coordinating with the security force of the special aircraft delegation to escort checked baggage and cargo from the security checkpoint to the special aircraft.

2. If there is a diplomatic note sent by the Civil Aviation Administration of Vietnam or the main welcoming and seeing-off agency of Vietnam, or if the Ministry of Foreign Affairs requests in writing to waive air transport security checks, the Civil Aviation Administration of Vietnam shall issue a document requesting the air transport security forces at the airport to implement the contents of the diplomatic note or letter of request regarding the persons, baggage, and cargo of the special aircraft delegation and to deploy the Civil Aviation Authority to conduct inspections and supervision.

3. The content of the letter or diplomatic note requesting the waiver of air transport security checks for special aircraft flights must include the following information: Type of aircraft, flight number, time, and location of takeoff and landing, and the commitment statement "We commit to fully assume responsibility for the aviation security and safety of the special aircraft flight."

4. The content of the letter or diplomatic note requesting the waiver of air transport security checks for special aircraft flights must include the following information: Type of aircraft, flight number, time, and location of takeoff and landing, and the commitment statement "We commit to requesting that individuals exempted from air transport security checks not carry any prohibited items onto the aircraft according to Vietnamese law and to assume responsibility for this commitment."

5. When requested by authorized state agencies or agreed upon with the foreign representative agency, the airport operator has the responsibility to coordinate with the assigned Vietnamese and foreign agencies in charge of serving foreign special aircraft, and the General Command of Escort Services - Ministry of Public Security to implement enhanced security measures for the special aircraft, special aircraft personnel, baggage, and cargo in the airport area.

Article 36. Standards and Procedures for Serving Foreign Special Aircraft Flights Entering and Leaving Vietnam

The standards and procedures for serving Vietnamese special aircraft flights apply to foreign special aircraft flights entering and leaving Vietnam, except for the provisions set forth in Articles 4, 5, 6, 10, 11, 12, 15, 17, 18, 20, 21, 22, 23, 30, 31, and Clause 5 of Article 34 of this Circular.

Chapter IV

RESPONSIBILITIES OF RELATED AGENCIES, UNITS, AND INDIVIDUALS

Article 37. Responsibilities of the Civil Aviation Administration of Vietnam

1. Receiving and implementing notifications of special aircraft and special cargo flights of Vietnam and foreign special aircraft flights.

2. Directing and supervising civil aviation agencies and units to implement special aircraft and special cargo flights, implementing measures to ensure security and safety for special aircraft and special cargo flights; implementing documents on waiving security checks for cases stipulated in Clause 2 of Article 35 of this Circular; urging and monitoring the preparation work for serving special aircraft and special cargo flights; coordinating to handle abnormal situations during the implementation of special aircraft and special cargo missions.

3. Implementing the issuance of long-term air transport security control cards for personnel regularly serving special aircraft and special cargo flights in accordance with regulations; deploying notices of sample cards or pins for officers and soldiers of the General Command of Escort Services - Ministry of Public Security when performing service and security duties for special aircraft and special cargo flights; sample cards and lists of those directly participating in international events at airports who are permitted to use cards issued by the General Command of Escort Services - Ministry of Public Security.

Article 38. Responsibilities of the Civil Aviation Port Authority

1. Receive special aircraft and special cargo compartment tasks from the Civil Aviation Administration of Vietnam.

2. Organize the implementation of work to ensure flights for special aircraft and special cargo compartments to relevant state management agencies and air service providers operating at airports assigned with special aircraft and special cargo compartment tasks; coordinate with related agencies and organizations to fulfill special aircraft and special cargo compartment security and service tasks.

3. Directly supervise the implementation of special aircraft and special cargo compartment tasks, compliance with technical standards, security, and safety requirements for special aircraft and special cargo compartment flights conducted by organizations and individuals under its management responsibility.

Article 39. Responsibilities of Airport Operators at Airports Where Special Aircraft Take Off and Land

1. Develop procedures for serving special aircraft and special cargo compartment flights in airport operation manuals and report to the Civil Aviation Administration of Vietnam.

2. Determine parking areas, aircraft positions, and passenger houses for serving special aircraft and special cargo compartment flights; take the lead and coordinate with air service providers at the airport to organize services for domestic special aircraft and foreign special aircraft flights; arrange security guards for special aircraft and coordinate with them on guard duties.

3. Inspect runways, taxiways, and aircraft parking areas; retain fuel quality certification and special aircraft fuel samples until the special aircraft safely lands at the destination airport.

4. Announce operational limitations at the airport when there are special aircraft operations; promptly notify relevant agencies and units as stipulated in Clause 2, Article 24 of this Circular if the actual takeoff or landing time of the special aircraft differs from the planned time by more than 10 minutes.

5. Lead the provision of fire prevention and explosion protection safety for special aircraft and special cargo compartments, passengers served by domestic and foreign special aircraft flights, high-level delegations accompanying foreign special aircraft arriving in and departing from Vietnam, and their luggage and cargo within the airport area; coordinate with relevant parties to ensure special aircraft and special cargo compartment security.

6. Create favorable conditions for special aircraft service and preparation teams to ensure the schedule for special aircraft takeoffs and landings.

7. Coordinate the organization of appropriate welcoming and farewell ceremonies in accordance with the nature of the special aircraft mission, meeting the requirements of authorized agencies.

8. For foreign special aircraft flights, airport operators shall coordinate with responsible agencies of the Ministry of Foreign Affairs and the Ministry of Public Security to provide enhanced security for foreign special aircraft and passengers served by such flights within the Vietnamese airport area, upon request from the foreign side.

9. Ensure security for special aircraft, special aircraft passengers, and cargo and baggage of special aircraft passenger groups within the airport area.

Article 40. Responsibilities of Vietnamese Air Carriers

1. Accepting and implementing tasks to ensure special aircraft flights.

2. Developing service plans for special aircraft, including: identifying the aircraft and backup aircraft for special missions, flight routes, lists of countries requesting permission to fly through, land in, enter, and exit, details related to operation and technical assurance, and reporting to the Civil Aviation Administration of Vietnam.

3. Organizing the implementation of urgent special aircraft missions according to regulations applicable to aircraft, engines, and crews for special aircraft flights that are notified outside the prescribed time limits as stipulated in Clause 3 of Article 7 and Clause 3 of Article 10 of Decree No. 96/2021/NĐ-CP dated November 2, 2021 of the Government on ensuring special aircraft flights, and reporting to the Civil Aviation Administration of Vietnam as quickly as possible.

4. Applying for flight permits for domestic special aircraft flights conducted by the carrier in accordance with current regulations. Coordinating with the Consular Department of the Ministry of Foreign Affairs to apply for flight permits for international special aircraft flights.

5. Establishing procedures for serving, seating arrangements, and selecting passengers when serving special aircraft passengers together with regular passengers, and notifying the Central Party Office, National Assembly Office, and Office.

6. Leading coordination with relevant agencies and units to ensure safety, security, and flight schedules for Vietnamese special aircraft throughout the mission; closely coordinating with the Central Party Office, National Assembly Office, and Office.

7. Leading coordination with relevant agencies and units to provide thorough and safe services for special aircraft passengers, meeting the requirements of authorized agencies; leading the maintenance of order and security on board the special aircraft when there are accompanying personnel and other individuals flying with the passenger.

8. Coordinating to ensure safety and security for the luggage, cargo, documents, and property of the special aircraft passenger group.

9. Coordinating with the Security Guard Command of the Ministry of Public Security to ensure security for the special aircraft, special aircraft passengers, luggage, and cargo of the special aircraft passenger group abroad.

10. For special cargo flights, Vietnamese air carriers are responsible for coordinating with relevant agencies and units to implement effective measures to minimize risks to the security and safety of special cargo passengers; not transporting special passengers as regulated for ensuring aviation security on special cargo flights.

Article 41. Responsibilities of Service Providers Ensuring Flight Operations

1. Coordinating flight management agreements with the flight management agency and military airspace management agency.

2. Coordinating the implementation of regulations regarding restrictions on operations at airports.

3. Ensuring separation between special aircraft and other aircraft, flight corridors, and communication methods during the management of special aircraft flights.

4. Ensuring continuous operation of flight management equipment throughout the management of special aircraft flights.

5. Inspecting systems and equipment ensuring flight operations for special aircraft and special cargo flights.

6. Being prepared to handle unusual situations.

Article 42. Responsibilities of organizations and individuals involved

1. Fully comply with regulations on ensuring special aircraft flights at airports.

2. Cooperate to implement the requirements of responsible agencies and units in the work of ensuring special aircraft flights.

Chapter V

IMPLEMENTING PROVISIONS

Article 43. Effective Date

1. This Circular takes effect from December 15, 2022.

2. This Circular replaces Circular No. 28/2010/TT-BGTVT dated September 13, 2010, issued by the Minister of Transport detailing the work of ensuring special aircraft flights, and Circular No. 53/2015/TT-BGTVT dated September 24, 2015, issued by the Minister of Transport amending and supplementing certain provisions of Circular No. 28/2010/TT-BGTVT dated September 13, 2010, detailing the work of ensuring special aircraft flights.

3. In cases where the referenced documents in this Circular are amended, supplemented, or replaced, the provisions of those amended, supplemented, or replacing documents shall be applied.

Article 44. Responsibility for Implementation

The Director of the Ministry's Office, the Inspector General of the Ministry, Heads of Departments, the Director of the Civil Aviation Administration of Vietnam, Heads of agencies, organizations, and individuals involved are responsible for implementing this Circular./.