SCENARIO
Pilot uses the pilot briefing line to file an IFR flight plan and immediately requests clearance from Farmington to Springfield.
Your friendly pilot briefer files him from FMN to SGF, then calls Denver Center. Denver gives him the clearance and the pilot hangs up and departs right away.
What is wrong with this scenario? The briefer was in New Mexico but the pilot was calling from Missouri and going to Kentucky!
This type of mistake has already caused some scary separation errors.
Though the scenario above is fictional, it is representative of incidents which are occurring frequently across the country. The problem began with the advent of cell phones and is not just limited to errors in understanding between pilots and flight service. There have been several instances where DUATs flight plans were filed with the wrong identifiers as well. Understandable when you know that there is a place called Springfield in 47 states and about 24 Farmingtons.
Responsibility for filing an accurate flight plan and attaining the correct clearance falls on the shoulders of both the pilot and the ATC specialist serving him. Always remember to give the briefer either the Identifier of the airport you are departing, or if you do not know it, give them the name of the airport and the State it resides in so we can look it up.
Implementation of the nationwide phone tree separates the duties of specialists working preflight from those responsible for relaying clearances from the Center. There are two separate phone numbers to be used. The old 1-800-WXBRIEF is still the primary number for preflight briefing and filing, but it could route you to someone who does not have the ability to contact the ARTCC you are departing from.
To get a clearance by phone, call 1-888-766-8267. The voice which answers asks you what state you are in. Unlike the other number you will be routed to a specialist who handles that state and can get your clearance. You may have to be on hold if someone else is getting their clearance – but you will reach the right person.
Another concern revolves around clearance readbacks. When Flight Service calls the ARTCC for a clearance, we read it back to them for accuracy. Pilots should read a clearance back for the same reason.
I have been giving clearances for 24 years and you would be surprised how much is mistaken. Crackly cell phones with wind whistling through them are partially to blame, trying to take a clearance with planes running up in the background or kids and dogs wailing can distract both the pilot and the one relaying the clearance!
To reduce errors, when you call for clearance using either the phone or the radio, give the state as well as the airport, and let the briefer know how soon you will be ready to depart – for example: “N12345 requesting IFR clearance from Farmington, Missouri to Springfield, Kentucky, we can be airborne in ten minutes”
Most ARTCC’s will not give a void time longer than 20 minutes maximum for airports without towers because from the moment the clearance is given, that airspace is locked up. No other aircraft can be given a clearance into or out of the area until your squawk has been identified and radio contact has been established.
Some ARTCC’s will give the clearance, but then say HOLD FOR RELEASE. Remember that even though you have been given all the elements of the clearance, you are not allowed to depart until you have been released. This is more practical when getting a clearance from Radio rather than over the phone.
Making major flight plan changes as you are getting the clearance is discouraged. Adjusting your final altitude is easy, but if you have decided to change the route or destination – you really need to refile prior to getting a clearance. Flight Service does not have your flight plan – it has already transmitted to the Center. The other option is to take off and once you are in contact with the Center, give them the changes directly.
For the most part, clearance errors can be eliminated as long as everyone communicates clearly and pays attention to details.
Rose Marie Kern has worked in ATC for over 25 years. If you’d like to ask Rose a question send her an email at author@rosemariekern.com
