AERONAUTICAL INFORMATION

CIRCULAR AND AIP

SUPPLEMENT
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Aeronautical Information Circular and AIP

Supplement
C-GUIDE0842

Version 3

Effective 19 October 2023

Prepared: AIS Quality and Service Improvement Specialist

Endorsed: AIS QA Safety & Service Improvement Mgr

Approved: Aeronautical Information Services (AIS) Mgr

Ensure document is current before use

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Change summary
Version Date Change description

1 13 May 2022 Initial issue

2 06 February 2023 Annual review and inclusion of additional information for SUP/AIC
originators

3 19 October 2023 • General editorial changes.

• Section 6.4 – Publication time frames updated.
• Section 8 – Cancelling AIC or SUP updated.
• Definitions table updated.
This document was created using Generic Document Template C-TEMP0047 Version 11.

Table of contents
1 PURPOSE ................................................................................................................................... 3
2 SCOPE ........................................................................................................................................ 3
3 PROPONENT RESPONSIBILITES ............................................................................................ 3
3.1 AIC and SUP proponents ............................................................................................................ 3
4 SUP ............................................................................................................................................. 3
4.1 Examples .................................................................................................................................... 3
5 AIC .............................................................................................................................................. 4
5.1 Examples .................................................................................................................................... 4
6 PUBLICATION ............................................................................................................................ 4
6.1 Notice requirements – SUP ........................................................................................................ 4
6.2 Notice requirements – AIC .......................................................................................................... 5
6.3 Formatting ................................................................................................................................... 5
6.4 Publication time frames ............................................................................................................... 6
7 CHANGES TO AIC AND SUP .................................................................................................... 7
8 CANCELLING AIC OR SUP ...................................................................................................... 7
9 EMAIL DISTRIBUTION LIST...................................................................................................... 7
10 CONTACTING AIS SERVICE DELIVERY ................................................................................. 7
11 DEFINITIONS ............................................................................................................................. 8
12 References ................................................................................................................................. 8
Appendix A AIC or SUP layout ..................................................................................................................... 9
A.1 Legend ...................................................................................................................................... 10

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1 PURPOSE
This guide is designed to assist internal Airservices and other external stakeholders in
the preparation and submission of Aeronautical Information Circulars (AIC) and AIP
Supplements (SUP).

2 SCOPE
This guide is limited to providing general information about AIC and SUP and is not
intended to replace any of the formal change management procedures as documented
in ATS-DPS-0027 (for aerodromes with an ERSA FAC), ATS-DPS-0006 (for CASR
Part 173 organisations) or the change processes within Airservices.

3 PROPONENT RESPONSIBILITES
Aeronautical Information Services (AIS) Service Delivery is responsible for the
formatting and publication of AIC and SUP only, the proponent remains responsible for
the accuracy and currency of all information published within the AIC and SUP. The
Proponent is also responsible for ensuring the draft document is submitted to AIS
Service Delivery to meet the required timelines as outlined in Section 6.

3.1 AIC and SUP proponents

AIC and SUP can be originated by the following people/groups only:
• Airservices – all AIC and SUP must go through the Change Request Centre
(CRC), detailed information about this process can be found in C-PROC0413
(Airservices internal link).
• Airport - must be submitted from the Aeronautical Data Originator (ADO) for that
location.
• Defence/military – SUP for temporary activity (military exercises) can be originated
from various proponents, all permanent changes are to come from RAAF AIS.
• Events with airspace changes – most requests are to come from CASA, contact
AIS Service Delivery, via email: aim.editorial@airservicesaustralia.com, if unsure
on specific requirements.

4 SUP
SUP contain temporary changes of long duration (three months and longer) and
information of short duration which consists of extensive text and/or graphics,
supplementing the permanent information contained in the AIP.

4.1 Examples
• Changes/corrections to the IAIP
• Military exercises
• Events with airspace changes, e.g., air shows, large motor races etc
• Airport works resulting in permanent or temporary changes to the IAIP

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5 AIC
AIC contain explanatory or advisory information concerning technical, legislative, or
administrative matters, as well as information on the long-term forecast of major
changes in legislation, regulations, procedures, or facilities liable to affect flight safety.

5.1 Examples
• Administrative information
• Future changes
• Airport works that do not change the information published in the IAIP

6 PUBLICATION

6.1 Notice requirements – SUP

Note: AIRAC dates are published in AIP GEN 3.1 and are available online.

6.1.1 56 days’ notice

Where a SUP is promulgating major changes, it must be published a minimum of 56
days prior to its effective date – this effective date must also be a AIRAC date.
Circumstances requiring 56 days’ notice include:
• New aerodromes for international IFR operations.
• New runways for IFR operations at international aerodromes. And/or if there are
substantial changes to the information contained in the IAIP:
• Limits (horizontal and vertical), regulations and procedures applicable to:
• Flight Information Regions,
• Control areas,
• Control zones,
• Advisory areas,
• ATS routes,
• Permanent Danger, Prohibited and Restricted Areas (including type and
periods of activity when known) and ADIZ, and
• Permanent areas or routes or portions thereof where the possibility of
interception exists.
• Positions, frequencies, call signs, identifiers, known irregularities and maintenance
periods of radio navigation aids, and communication and surveillance facilities.
• Holding and approach procedures, arrival and departure procedures, noise
abatement procedures and any other pertinent ATS procedures.
• Transition levels, transition altitudes and minimum sector altitudes.
• Meteorological facilities (including broadcasts) and procedures.
• Runways and stop ways.
• Taxiways and aprons.
• Aerodrome ground operating procedures (including low visibility procedures).

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• Approach and runway lighting.

• Aerodrome operating minima.
• Position, height, and lighting of navigational obstacles.
• Hours of service of aerodromes, facilities, and services.
• Any change mentioned above that impacts the entire Australian FIR or if
cross-border coordination is required.

6.1.2 28 days’ notice

All other SUP must be published a minimum of 28 days prior to its effective date and
where possible become effective on an AIRAC date.

6.2 Notice requirements – AIC

AIC do not have any formal requirements and can be published with minimal notice
and not on an AIRAC day, however consideration should be given to the time taken to
draft and publish the AIC by AIS Service Delivery.

6.3 Formatting
AIC and SUP are formatted for publishing by the AIS Service Delivery team.
Proponents of AIC and SUP must include the following information in a Microsoft Word
document (further information is available in Appendix A):
• Effective and cancellation dates (in UTC)
• A contact email address for questions/enquiries – a phone number can also be
published if supplied
• Title of the document, including location, dates, and key activity
• Introduction – including the purpose of the document
• Operational information
Note: If this information is not supplied and further communication with a proponent
is required, this may delay the publication of the AIC or SUP.

6.3.1 AIC and SUP template

Due to the software used by AIS Service Delivery to publish AIC and SUP, a template
for proponent use is not required. An example of an AIC/SUP is published in
Appendix A highlighting the information listed above.

6.3.2 Images
Any images required to be published in an AIC or SUP must be in a recognised image
format: JPEG, SVG or PNG. The images must be of a high enough resolution for
publication. To meet this requirement, screen shots (or snips) and images converted
from other formats such as PDF should be avoided. Generally, images should be at
least 1MB in size.

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6.3.3 Text
AIS Service Delivery will format and amend text to ensure it is consistent with the AIP
and other AIC and SUP published. To reduce the number of changes required,
proponents should consider:
• Abbreviations must be avoided when they are not in common usage, or the
intended recipients are not specialists familiar with the term. When a non-standard
abbreviation is used, spell the word or term in full in the first usage with its
abbreviation in brackets, e.g., Light Detecting and Radar (LIDAR). All following
references can then be the abbreviation.
• References to other documents, including IAIP publications. Ensure the publication
that is/will be effective during the effective time of the AIC or SUP is used as a
reference. The most common source of references is the AIP Book, so attention
should be paid to the effective date of the version being used as a reference.
• When using hyperlinks to websites, ensure the supplied address is correct prior to
submitting a draft document.

6.3.4 Trigger NOTAM

When an AIC or SUP is published on the Airservices website, AIS Service Delivery will
also issue a Trigger NOTAM. This NOTAM will become effective at the effective time of
the AIC or SUP and be available for 14 days from this date unless the duration of the
AIC or SUP is shorter than 14 days. In this case, the NOTAM will cancel at the
cancellation time published in the AIC or SUP.
Trigger NOTAM cannot be extended past 14 days and any subsequent NOTAM will be
the responsibility of the AIC or SUP proponent.

6.4 Publication time frames

To ensure the AIC or SUP is published to meet the requirements in Section 6, AIS
should receive the draft document no later than 7 days prior to the effective date. Once
drafted, the AIC or SUP will be sent back to the proponent for approval for publication.
Once this approval has been received, AIS Service Delivery will send the document for
publication on the Airservices website. The time this takes is dependent on workload
and availability of the web services team.
Note: AIC and SUP will only be published between 9AM and 3PM (Canberra time),
Monday-Friday.

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7 CHANGES TO AIC AND SUP

Once published, an AIC or SUP cannot be amended. If changes are required, a new
document must be published with a new AIC or SUP number. All changes must be
advised to AIS Service Delivery with a new, marked-up draft that clearly shows all
amendments. A new Trigger NOTAM will also be issued when the replacement
document is published.
Note: AIS Service Delivery will not accept changes to AIC or SUP over the phone,
they must be sent via email. Also, any Airservices AIC or SUP that have
originally been submitted through CRC can only be changed through an
additional CRC process.
The replacement AIC or SUP will include as standard in the introduction this note:
“This AIC or SUP cancels and replaces AIC or SUP HXX/XX, with changes made in
para…”

8 CANCELLING AIC OR SUP

Where AIC or SUP are published with a self-cancellation date, it will be automatically
cancelled by AIS Service Delivery. SUP for incorporation into the IAIP will also be
cancelled by AIS Service Delivery on the effective date of the publication in which they
are incorporated. Where AIC or SUP have an expected cancellation date, AIS Service
Delivery will contact the proponent approximately 1 month prior to this date to check
the status. For AIC or SUP with no cancellation date, AIS Service Delivery will contact
the proponent approximately every 6 months to check the status.
If an AIC or SUP must be cancelled prior to the published cancellation date and without
a replacement being issued, AIS Service Delivery will cancel the AIC or SUP and issue
a NOTAM notifying industry of the cancellation.
Note: AIC and SUP with a cancellation date outside of 9AM-3PM (Canberra time),
Monday to Friday will be cancelled the next business day. If cancellation is
required outside of business hours, the proponent is to contact the NOTAM
Office for a NOTAM to be issued outlining the requirement.

9 EMAIL DISTRIBUTION LIST

AIS Service Delivery maintains an email distribution list for notification of when AIC and
SUP are published. This list is also notified when AIC or SUP are cancelled prior to
their expected cancellation date without a replacement being issued.

10 CONTACTING AIS SERVICE DELIVERY

For further information regarding the AIC and SUP process, contact AIS Service
Delivery via email: aim.editorial@airservicesaustralia.com.

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11 DEFINITIONS
Within this document, the following definitions apply:
Term Definition

ADIZ Air Defence Identification Zone

ADO Aeronautical Data Originator

AIC Aeronautical Information Circular

AIP Aeronautical Information Package/Publication

AIRAC Aeronautical Information Regulation and Control

AIS Aeronautical Information Services

ATS Air Traffic Services

CASR Civil Aviation Safety Regulation

CRC Change Request Centre

DPS Data Product Specification

ERSA En Route Supplement Australia

FAC Facility – aerodrome entry in the ERSA

FIR Flight Information Region

GEN General – section of the AIP Book

IAIP Integrated Aeronautical Information Package

IFR Instrument Flight Rules

SUP Supplement

UTC Coordinated Universal Time

12 References
Title Number

AIP Book GEN 3.1

Data Product Specification – CASR Part 173 Certified ATS-DPS-0006

Instrument Procedure Design Organisations

Data Product Specification – Aerodromes, Aircraft Landing ATS-DPS-0027

Areas and Helicopter Landing Sites with ERSA FAC

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Appendix A AIC or SUP layout

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A.1 Legend
Note: Highlighted items are to be supplied by the proponent, see also Section 6.3.
1. Indication of document being an AIC or SUP.
2. AIRAC – applicable when the document becomes effective on an AIRAC date.
3. AIC or SUP number – assigned by AIS Service Delivery.
4. Effective date, always published in UTC.
5. AIS Service Delivery contact email.
6. Proponent contact information, an email contact must be provided, a phone
number is optional but will be published if supplied.
7. Title – giving a clear indication of the purpose of the document and location where
applicable, including YCODE if aerodrome specific.
8. Introduction – concise description of the contents of the document, the location(s)
applicable to the document and who the document will impact.
9. Operational Information – detailed explanation including changes to the IAIP where
applicable and other content necessary for users to understand the scope of what
is being published.
10. Cancellation – when a SUP is changing the content of the IAIP, indicate the
publication(s) being changed and the expected date they will be incorporated.
When the document is not changing the IAIP provide a date when the document
should be removed from the website.
11. Distribution – AIC and SUP are only distributed on the Airservices website.
12. Appendices – supplementary information to the AIC or SUP.
13. Date that the AIC or SUP is published on the Airservices website, this is replicated
on all pages of the document – excluding appendices.
14. Date that the AIC or SUP becomes effective, this is replicated on all pages of the
documents – excluding appendices.

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