A Checklist For Freelance Instruction
One of the most sought-after pieces of information I am often asked for is “how do I go about freelance instruction?” It’s a big question, so here is a summation of considerations that I always go through before accepting a new client.
But first, a quick review of what freelancing is. Freelance instruction is when a licensed Class 3 or higher flight instructor provides direct instruction to a customer without being a part of a Flight Training Unit (FTU). The plane is acquired by the customer and can never be offered by the flight instructor (otherwise they would essentially be running an FTU). Normally, an FTU collects the hourly rate from the customer, and then pays the flight instructor a lower hourly wage. Therefore, a flight instructor is usually excited to become a Class 3 and freelance – because they get to keep the entire hourly rate.
But what are the things that need to be considered?
Am I allowed to do this instruction? CAR 425.21 defines the minimum requirements to teach a particular licence or rating. You may be a Class 3, but you may not have enough multi engine hours to teach a multi rating, for example. CAR 406.03 defines when freelance instruction may take place. For example, if the student is working towards a PPL, and the airplane is not owned by themselves or a family member, the training must be done by an FTU. The same CAR also explains when TC must be notified that you are doing freelance instruction (though I always report every situation to TC as a courtesy). Adam Shehata does a great job of explaining this, and terms like “arm’s length” in his regulatory article.
Am I familiar enough with my role? You wouldn’t go to a surgeon to have your knee repaired, have the procedure botched, and then be happy to learn that it was their first knee surgery. As a professional, you must act within the scope of your training, experience, and qualifications – you’re expected to know what you don’t know. If someone asks you for instruction on a type of airplane you’ve never flown, it would be expected that you read the POH (and any other manuals such as weather radar, glass cockpit guide, etc), prepare your memory items, and receive a checkout first. Having the aircraft bounce, fly off the runway, and crash off the side of a highway only to have you say you’ve never taught on-type before will not go over well unless you’ve done your own due diligence. Newer freelancers should always search for a mentor.
Am I happy with the aircraft we will use? Some aircraft only have one set of rudder pedals for example. Others are under an owner maintenance program, and most will certainly not be on a commercial maintenance program. I have had students that wanted IFR instruction but hadn’t updated their GPS database in years. I’ve found an aircraft that had it’s ELT expired (and that one WAS commercially registered). You need to do your research first and make sure the aircraft is in fact airworthy before accepting it. Also, do a cursory inspection yourself for obvious defects. Additionally, search CAWIS and check the journey log to make sure the Airworthiness Directives (ADs) are up to date (ADs are an owner responsibility, so I often find them incomplete). It usually takes a week or two before you can start flying freelance because of the issues you will undoubtably find. This will give you the necessary time to complete the other steps in this article.
What is the insurance situation? Most private aircraft are woefully underinsured for liability. That can leave you as the PIC on the hook for millions of dollars. But don’t just check the amount of insurance on the proof of insurance page. You need to read the WHOLE policy (that’s right, all 30 pages or so). Why? You want to know what the exclusions are and because you are probably covered in one of two ways – and you need to know which. The policy may list your student and “any holder of a DOT flight instructor rating when flying with a named pilot” (that’s you when flying with the student, but not if you want to practice by yourself); the other type of policy doesn’t have this generic statement and YOU MUST be listed as a named pilot yourself (this will involve filling out an application with your flight time, licences, etc). I can guarantee that 9/10 customers won’t have investigated these details without you prompting them.
Do I have a contract and liability disclaimer? A disclaimer can help with the insurance issue above, and a contract is just a good idea in any business relationship. It’s a place to set rates, terms of payment, inclusions/exclusions, safety policies for the training, etc. As a side note, if you work at an FTU and are freelancing “on the side” you are best to get a document signed by yourself, the client, and the FTU clarifying the relationship (or lack thereof) between the parties and permission to conduct the freelance work (you could have your employment terminated by an FTU for conducting unauthorized outside instruction; so be sure to document the approval).
Am I familiar enough with my responsibilities? In exchange for those extra dollars per flight hour, the freelance instructor has given up their organizational safety net. Are you familiar enough with the CARs, FIG, POH, and FTM that you won’t miss anything (does that C172 need a taxi light for a night flight)? Do you know who will provide you with flight following (and do THEY know what to do if you don’t come back on time)? Have you considered weather minimums and other policies that FTUs normally create as an added layer of safety? Are you comfortable preparing licence/rating applications? The list goes on and on…
What is my plan for training and record-keeping? You need to have a syllabus to train the student. While you might be able to use the one in the FIG for PPL, or use one you previously utilized for a night rating, a lot of freelance instruction is “one-offs” like an insurance check-on-type (COT), a flight review, etc. You should be prepared to write a syllabus to follow and make the appropriate comments and evaluations after each flight in a Pilot Training Record. In some cases, this can be as simple as creating a lesson plan as a Word Document and then entering comments and evaluations – but there will certainly be more paperwork for the instructor to complete than with a student at an FTU. I highly recommend doing this digitally or making photocopies upon completion. That way you can keep a copy, give one to the student, and forward one to their insurance company (for insurance required COTs) – it’s a record of your professional due diligence should the pilot be involved in an accident later. And of course, don’t forget to advise TC when training concludes under CAR 406.03.
Am I a good fit for the student? Does this aircraft owner not snag things and/or have repairs made? Do they expect you just to sit there quietly as a “safety pilot” while they log time and expect you to sign them off at the end? Do they take the aircraft flying solo without your permission when they have no licence? You are putting your licence, and your home/savings/future on the line during freelance (see numbers 4 and 5 above), so be sure you are on the same page and never be afraid to “fire” a student.
If the above seems like a lot of work, it is. Personally, for me, if there is not going to be at least 5-10 hours minimum of flying I find it’s not worth my time unless I am already familiar with the aircraft and/or pilot (or an appropriate administration fee is involved). My goal with the above is not to dissuade anyone from doing freelance instruction (I’ve done a lot of it over the years); rather to highlight areas where I’ve seen instructors get themselves into trouble. Of course, if you want to learn more about some of the above topics, you can always attend a Flight Instructor Refresher Course or Flight Instructor Upgrade Course.
Finally, one option that is often overlooked is that you can fly the student’s aircraft THROUGH an FTU. That means the student flies their airplane, but the flight is signed out on the FTU daily flight sheet and the client pays the FTU directly. This provides increased insurance, an operational safety net, and removes several burdens from the instructor (the CFI will investigate maintenance, insurance, etc). Of course, the instructor won’t be keeping that full hourly rate anymore… but I hope you now have a better understanding of what the FTU is doing in exchange for their cut of the profits.
Most importantly though, I hope the above gives you a good foundation for a rewarding, enjoyable, and safe freelance experience!
A Checklist for Freelance Instruction:
Personally qualified / rated (CARs 425.21)
Eligible for freelance instruction (CARs 406.03)
Transport Canada notified of the training
Personally current and experienced, if not:
Review POH and any additional manuals
Determine and complete memory items
Complete Check on Type with rated pilot
Aircraft equipment/configuration satisfactory
Aircraft maintenance up to date:
Annual or other inspection
Airworthiness Directives current (CAWIS)
Personal inspection of aircraft for obvious defects
Review insurance and keep a copy:
Suitable liability
Correct pilots named or blanket coverage
Training services contract and liability disclaimer in place
Consider any special procedures that may be req’d (e.g. flight following, weather limits)
Evaluate relationship with student, set expectations/policies as required
Approval from FTU in place (if employed by an FTU)
Create training syllabus and training record
Review necessary references (e.g. FIG, FTM, POH, CARs)
Forward copy to insurance company and studentpost-course
Advise Transport Canada once training concludes
Did I miss anything you like to address during freelance training? Do you have more questions that weren’t answered? Let me know in the comments below!