Ironically, the regulations do not require pilots to utilize a traditional logbook; rather you merely need to keep sufficient records for the purposes of tracking currency, demonstrating eligibility for ratings or certificates, and documenting endorsements. Once you become a flight instructor, additional rules turn logging flight time into an administrative burden. Whether you are a newly minted flight instructor or a long-time flight instructor, it is a good idea to ensure you are in compliance with the FAA’s record keeping requirements.
Depending on the situation, applicable record keeping requirements are found in 14 CFR §§ 61.189, 61.423, and 61.51. The Transportation Security Administration (TSA) also has a regulation on point, 49 CFR § 1552.15.
Beginning with 14 CFR 61.189, if you provide flight or ground training, you must do the following:
Similar to the general rule, there is no requirement for how the record is kept; it can be paper, electronic or both. As a practical matter, the records should be kept in a consistent manner that is readily accessible. With digital records, save a backup copy; and with paper records, keep a scanned copy.
After providing flight training, 61.51(h) provides the information to be logged in the student’s logbook. And don’t forget to sign the student logbook with your certificate number, expiration date or recent experience end date.
If you are a flight instructor with a sport pilot rating, the record keeping requirements are set forth in 14 CFR § 61.423. The first part of the regulation mirrors the requirements of 14 CFR § 61.189. There are, however, additional record keeping requirement pertaining to endorsements issued to fly or provide flight training in additional categories or class, operate in Class B, C, and D (and any other airport that has a control tower), and operate light sport aircraft with maximum level flight speeds both less than or equal to 87 knots and greater than 87 knots. Similarly, these records must be maintained for three years.
In addition to the FAA recordkeeping requirements, flight instructors must also adhere to TSA requirements under 49 CFR part 1552. Here, the first question is whether you are instructing the student in any of the following: recreational, sport, or private pilot certificates or instrument, multiengine or type ratings, or recurrent training for type ratings. If so, you must first establish the individual is a U.S. citizen or national by examining the individual’s government-issued documentation. The records used to verify citizenship can be found in § 1552.7(a)(1) and on the FTSP Portal. If the individual is not a U.S. citizen or national, then you must inform TSA and provide the information found in 49 CFR 1552.51.
To prove you verified citizenship, 49 CFR 1552.15 requires that you keep a copy of the documents you used to verify citizenship for five years. Alternatively, you can make an endorsement in both the student’s logbook and the instructor’s records or logbook that citizenship was verified. For more details regarding TSA compliance please refer to AOPA’s Guide to TSA’s Flight Training Security Program Rule.
The consequences of non-compliant recordkeeping can be severe including certificate action for fraudulent or intentional false entries, TSA penalties or loss of training privileges, loss of income, and potential legal liability. Having a checklist style system in place will help you stay on top of the various requirements, allowing you to focus on what matters most—your students. In doing so, you can bring back the thrill of logging time, taking pride in each lesson recorded and every milestone your students achieve.
