Flight training records: what CAP 1298 and ORA.GEN.220 expect
UK flight training organisations must keep training records that are traceable, protected from alteration, and retained after a course completes. For a Declared Training Organisation the CAA sets this out in CAP 1298; for an Approved Training Organisation it falls under ORA.GEN.220 and ORA.ATO.120. In practice that means every lesson recorded with what was covered, the grade and who signed it, corrections that append rather than overwrite, and a retention period that outlives the course.
What CAP 1298 asks of the school
- Each student’s training is recorded and stays traceable to the instructor who delivered and signed it.
- Records are protected from unauthorised alteration; a correction is evidenced, not silently overwritten.
- Records are retained for the period after course completion the organisation is subject to.
- The organisation can produce a named student’s full training history on request.
FlyerOS helps you operate your approved or declared procedures. It does not itself confer certification or approval, and it is not legal or regulatory advice. The authority named here is the current reference; always work from the regulation itself.
How FlyerOS supports it
Signed and bound to the record
Each lesson is signed by an identified person, and the signature binds to the record itself, not to a printout that can be swapped later.
Corrections append, never overwrite
An amendment carries who made it, when and why; the original stands beside it, so the history is intact and any alteration is visible.
Retention handled for you
Records are held for as long as the account is active and thereafter as you direct, reconciled with the retention a training organisation is subject to.
A student’s history in one query
Produce a named student’s full training record, scoped and read-only, as an evidence pack rather than a fortnight of reconstruction.
Questions schools ask
- Does FlyerOS make my school CAP 1298 compliant?
- No software can. FlyerOS helps you operate your declared or approved procedures by keeping training records signed, versioned and append-only. It does not itself confer any approval or declaration; that stays between your organisation and the CAA.
- How long are training records kept?
- For as long as your account is active and thereafter as you direct, reconciled with the retention period a training organisation is subject to after a course completes. Deletion and return follow the data processing agreement.
- Can a grade be changed after a lesson is signed?
- Only by appending a correction that records who changed it, when and why. The original is never overwritten, so an inspector sees both the original entry and the amendment.
- Can we export our training records if we leave?
- Yes, in full and in usable formats, at no cost, including after you leave. Your regulator expects you to hold those records and FlyerOS does not stand between you and them.