External Portal Step-by-Step Guide - Initial Certification

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Initial Certification
Purpose

This document describes the External Portal Registration process for Applicants requesting a 14
CFR Certificate. This process description utilizes the Safety Assurance System (SAS) and is
referred to as the Step-by-Step Guide-Initial Certification. This Step-by-Step Guide also includes a
“Job Aid” with instructions for setting up a FAA “MyAccess” credential. This credential is used to
access the SAS External Portal.
This Step-by-Step Guide is the primary reference document for describing the SAS automation
steps used to document an initial certification project and is not considered a regulatory or
policy document. Q-Card references are displayed in the page header of certain steps to
provide amplified descriptions of the SAS automation steps. The latest versions of this Step-byStep Guide and referenced Q-Cards are found in the SAS External Portal Information Guide
accessed from the SAS External Portal Login page (sas.faa.gov).

Scope

This process applies to:
•

•

Non FAA users with internet access who are requesting access to a certification project
through the SAS External Portal. The SAS automation does not validate the association
between the applicant for a certificate and the individual requesting SAS External Portal
access. Each FAA office is responsible for developing procedures for authorizing and
managing these External User IDs to ensure that only valid representatives of the
applicant are registered for the SAS External Portal.
Note: The Applicant must develop a method to notify the responsible FAA office
when a user should no longer have access to the SAS External Portal.
FAA CFR part 121, 135, 141, 142, 145 (except Non-U.S. Repair Stations applying for FAA
certification under the provisions of a Bilateral Aviation Safety Agreement), and 147
Applicants using the SAS External Portal.

i

Revision History
Rev

REVISION HISTORY
Description of Change

Effective
Date

0
1

1. Original

08/08/2017

1. Step 1, corrected hyperlink for SAS External Portal.
2. Revision to TOC.
3. Corrected Step 1 and Step 2 sequence.

08/24/2017

2

1. Minor revision to Title Page, Step 1, 3 and the addition of an
Appendix.

10/27/2017

3

1.
2.
3.
4.

10/15/2018

4

1. Updated Steps 4 thru 9. Removed Step 10 from Notice.
2. Removed Notice from Step 10.
3. Added Step 2 appendix note.

03/01/2019

5

1. Updated to SAS v3.5 automation.
2. Establishing an FAA User Name/ID account is now accomplished
prior to signing up for SAS External Portal access.
3. Added instructions to Appendix for setting up Internet Explorer
mode in Microsoft Edge to access the FAA Provisioning Portal (FAA
User Name/ID account).
4. Numerous formatting and clarification changes.

03/25/2022

6

1. Updated the Purpose statement.
2. Amended Appendix “B” – Instructions for configuring MS Edge to IE
compatibility mode.

05/26/2022

7

1. Updated to SAS v3.6.1 automation.
2. Removed FAA Provisioning Portal access credential references and
added FAA MyAccess references.
3. Added Appendix “B” – FAA MyAccess credential Job Aid/Help Guide.
4. Moved “Instructions for configuring MS Edge to IE compatibility mode”
to Appendix “C” (“EXC\” account users only).

09/23/2022

8

1. SAS v4.0 automation.
2. Removed remaining “FAA Provisioning Portal” references.
3. Removed Appendix “C” – “Instructions for configuring MS Edge to IE
compatibility mode” (“EXC\” account users only).

06/01/2023

9

1. Removed “Regenerate DCT” button references and added “Generate
DCTs” button references.

01/17/2024

Removed reference to AUG in Purpose.
Updated Step to match updated FAA Version of this checklist.
Updated Appendix Additional User process Step.
Updated Step 10 to match FAA Version of this checklist.

ii

Table of Contents

Purpose.......................................................................................................................................... i
Scope ............................................................................................................................................. i
Revision History .............................................................................................................................ii
Table of Contents ......................................................................................................................... iii
Introduction.................................................................................................................................. iv
Background ................................................................................................................................... iv
SAS External Portal Registration Process .................................................................................. 1
Entering Preapplication Information ............................................................................................ 2
Navigating the External Portal ...................................................................................................... 5
Viewing Certification Request Information................................................................................... 6
Submitting the part 145 Repair Station Application-Form 8310-3 ................................................ 7
Submitting a Schedule of Events (SOE) ......................................................................................... 8
Document Management............................................................................................................... 9
Configuration Data ..................................................................................................................... 11
Generating/Performing Data Collection Tools (DCTs)................................................................. 12
Updating and Resubmitting DCT(s) ............................................................................................. 15
Appendix “A” .............................................................................................................................. 16
Additional User Registration Process .......................................................................................... 16
Appendix “B” .............................................................................................................................. 18
FAA MyAccess account/credential Job Aid – Help Guide ............................................................ 18

iii

Introduction

1. This document is designed as a checklist for CFR Parts when certification is conducted in
SAS and should be utilized in a step by step method.
2. Complete each step before moving forward unless otherwise directed by the checklist.
3. Each BOLD bullet requires an action to be completed.
4. For FAA MyAccess support, SAS automation or login issues contact the FAA MyIT
Helpdesk using the “Help Desk Information” link under the “SAS Information” button on
the SAS External Portal Information Guide click here .

Background

1. It is not required that a new Applicant for a certificate to complete the online training
course for the SAS External Portal (# FAA27100205), however, it is recommended that
the Applicant complete the course before requesting SAS External Portal access.
2. The latest Step-by-Step Guides, Q-Cards and other SAS External Portal resources are
found on the SAS External Portal Information website:
https://www.faa.gov/sasdeployment/sas-external-portal-information-guide .
3. The SAS External Portal User Guide (SAS online automation description) can be accessed
after logging into the SAS External Portal and selecting the question button (?) located in
the top right corner of each SAS page.
4. The Preapplication entry section of this checklist is for informational/example purposes
only. Preapplication entry sections will vary by CFR part. This checklist does not include
the Applicant List process. For questions concerning the FAA Applicant List, contact your
FAA office POC.
5. The Appendix “A” section of this Step-by-Step Guide describes the process of
registering additional individuals for access to an already submitted SAS
Preapplication (submitted through the External Portal or entered by an FAA office).

PLEASE NOTE: Non-FAA users must select “Sign up for SAS” for EACH CH/A [Certificate
Holder or Applicant (SAS Preapplication)] they wish to access through the SAS External
Portal. One FAA “MyAccess” account can be granted access to multiple CH/As. Once External
Portal access is obtained to a CH/A, an additional CH/A External Portal registration request
can be submitted. An individual should not have multiple access requests in process at the
same time.
For current External Portal users who last accessed their CH/A through the SAS External
Portal using their legacy Provisioning Portal (“EXC\first.last name”) account, Select the blue
“Login with MyAccess” button and create a FAA MyAccess account (see Appendix “B”) if they
do not already have one. When creating the new MyAccess account, it is imperative the
external user uses the same email address that they used in their legacy “EXC\” account to
ensure continued access to their CH/A(s) through the SAS External Portal. Also note, the
External Portal has a 180-day inactivity lockout. Contact your local FAA Flight Standards office
to reactivate before switching from the legacy “EXC\first.last name” access credential to the
FAA “MyAccess” credential.

iv

Step 1
Q-Card Q9-01 (Option 1)
Applicant

SAS External Portal Registration Process
Process Note:

The FAA MyAccess credential process is the first process to complete
after selecting the “Sign up for SAS” link on the SAS External Portal login
webpage. If you already have a FAA MyAccess account/credential, enter
your account email address. If you do not have a FAA MyAccess
account/credential, follow the instructions for creating a MyAccess
credential in the Job Aid/Help Guide found in Appendix “B”.

Process Note:

Do not use the blue “Login with MyAccess” button when requesting
initial access to a CH/A. Select the “Sign up for SAS” link.

•
•
•
•
•
•

•

Navigate to https://sas.faa.gov
o Review SAS External Portal Information Guide, i.e. Step by Step Guides
and Q-Cards (“click here” links under SAS Login box)
Complete Safety Assurance System (SAS) External Portal Training
Navigate to https://sas.faa.gov
Select “Sign up for SAS” link.
Read the text and select the “Initial Inquiry” checkbox
Select radio button for “New Applicant for Certification: Select this option if
this is for an applicant that has not already submitted their initial certification
application or not an existing certificate holder.”
NOTE: See Appendix “A” for the access request process to an already submitted
SAS initial certification application – obtaining External Portal access for
additional Applicant personnel.
Select “Next” button

Process Note:

If you have already completed the FAA MyAccess account creation
process, enter your MyAccess credential email address. An individual
MyAccess account/credential can be granted access to more than one
Certificate Holder or Applicant/certification project (CH/A). If you do not
have a FAA MyAccess account, select the red account creation button
and follow the prompts. The FAA MyAccess job aid/help guide
instructions are found in Appendix “B” .

Process Note:

Users should contact the FAA MyIT Helpdesk ([email protected]) for any
issues or questions about creating and maintaining the FAA MyAccess
account.

•
•

Enter your FAA MyAccess account email address or create a MyAccess account if
you do not already have one
Select “Next” button

Return to TOC

1

Step 2
Q-Card Q9-01 (Option 1) and Q9-04
Applicant

Entering Preapplication Information
Process Note:

After creating a new FAA MyAccess account and selecting an
“authenticator”, you may have to start again at Step 1 and enter your
newly created MyAccess account email address if the option described in
the next bullet below does not appear in the SAS automation. Do not use
the “Login with MyAccess” button when requesting initial access to a
CH/A. Select the “Sign up for SAS” link.

Process Note:

Enter data manually into the following registration fields. Do not
“paste” data or use the web browser’s autofill feature.

•
•
•

Select radio button for “I want to submit a Preapplication Information for a
new certificate application”
Select “Next”
Type your company name in the “Company Name” field of the “My Contact
Information” form
o The Company Name field is limited to 50 characters (including spaces and
punctuation) in the automation.
o Stop at 50th character and add full company name to the “Description”
box in Section 1E of the SAS Preapplication and in the attached
application document(s)-PASI, LOI, etc.

Process Note:

To complete this form, the local FSDO will need to be located. For
assistance with the FSDO identification select the ? icon.

Note:

After determining the appropriate FSDO, close the browser to return to
SAS.
•

Select FSDO from type ahead search drop-down menu

Process Note:

FSDOs can be searched by identifier, or by city. CFR part 121 Applicants
will select FAA office “C410”.

•
•
•
•
•

Finish filling in the “My Contact Information” form
Select “Next”
Verify the information
Select “Next”
Select the applicable CFR part from the “Type of Certificate Applied For” field
drop down selection menu

Return to TOC

2

Step 2 (continued)
Q-Card Q9-01 (Option 1) and Q9-04
Applicant

Entering Preapplication Information (cont.)
Process Note:
•

•

Section 1 will auto-populate based on earlier information.

Finish filling in the SAS Preapplication form
o Information needed/provided will vary depending on CFR part
o Ensure all fields with a red asterisk (required) have entries.
Select “Next”

Process Note:

External users should contact the applicable FSDO/CMO/IFO if they have
questions regarding their submissions.

Process Note:

Enter any additional/optional comments in the Section 1E “Description”
box.

Process Note:

Attach a signed copy of the applicable form(s) – FAA Form 8400-6 (PASI),
Letter of Intent (LOI) and any other Preapplication documents depending
on CFR part. These initial documents will reside in SAS Document
Management.

Process Note:

The signed and attached application document(s) are the “legal”
documents. The entered SAS Preapplication information is used to start
the SAS automation process.

Process Note:

Links to the attached documents will appear under the “Attach
Document” button.

•
•

Enter Name and title of person signing required application document
Select “Submit”

Process Note:

A Confirmation screen will appear stating “Your Preapplication
Information has been submitted and an email has been sent to your
account”.

Process Note:

After SAS External Portal access has been granted by the FAA office, you
will receive an email stating you can now access the CH/A through the
SAS External Portal.

NOTE: If changes are needed after initial submittal, DO NOT CREATE / SUBMIT ANOTHER SAS
PREAPPLICATION. Have the FAA office return your submitted SAS Preapplication for edit and
resubmit.
Return to TOC
3

Step 2 (continued)
Q-Card Q9-01 (Option 1) and Q9-04
Applicant

Entering Preapplication Information (cont.)
Process Note:

After the Applicant submits the SAS Preapplication, the External Portal
Registration request and the SAS Preapplication are associated but are
processed separately. The Applicant will receive notifications from each
process – SAS External Portal registration process and the SAS
Preapplication acceptance process.

Process Note:

External users have the ability to register for access to additional CH/As.
External users need only complete the FAA MyAccess
account/credential creation process one time. Users will need to select
“Sign Up for SAS” for each CH/A they wish to be associated with. Users
must wait until the first submittal is approved before they begin
another one – one request “in progress” at a time.

Process Note:

Additional applicant personnel can request access to the submitted SAS
Preapplication after notification has been received that the certification
project has started (“In Progress” status). Additional users please see
Appendix "A" for the process to obtain SAS External Portal access to a
previously submitted SAS Preapplication.

Process Note:

If changes are needed after initial submittal, DO NOT CREATE / SUBMIT
ANOTHER SAS PREAPPLICATION. Contact the FAA office to have them
return your submitted PreApp for edit and resubmit. Submitting
duplicates for the same certificate application well generate SAS
automation errors.

Return to TOC

4

Step 3
Q-Card Q9-07
Applicant

Navigating the External Portal
Process Note:

The following process steps are for familiarization purposes only.

Process Note:

Applicants who log into the SAS External Portal will have very limited
automation functionality (SAS Messaging and Notifications) until the
certification project has been started (“In Progress” status) by an FAA
Office. After the certification project has begun, certification project data
cannot be submitted to the FAA until after a Certification Project
Manager (CPM) has been assigned to the certification project.

Process Note

A Chromium web browser is required to access the SAS External Portal.
Google Chrome or MS Edge are preferred.

To log into the SAS External Portal (sas.faa.gov):
•

Process Note:

Select the “Login with MyAccess” button
o Enter FAA “MyAccess” account email address
o Select “Next” button
o Enter MyAccess password if requested
o Enter Authentication code if requested using Google or Okta
authenticator apps only
o Read the System Use Notice and other info
This process will take you to the SAS Homepage Screen or the CH/A
selection screen if access is granted to multiple CH/As. Select desired
CH/A and select next.
o SAS Menu is located the left side of the screen, and is accessed by
selecting the blue bar labeled “SAS Menu”. It is used to navigate between
the SAS Modules
o Notifications tile displays auto-generated SAS notifications to inform
users of updates to work items or change to their data.
o Messages tile displays any direct communications between the FAA and
the External User.
o Broadcasts tile is used to communicate news of general SAS interest such
as system downtime and other announcements.

Process Note:

The ? Icon in the upper right corner of the screen provides access to the
SAS External Portal User Guide. This is a resource for information about
the SAS External Portal automation functionality only.

Return to TOC
5

Step 4
Applicant

Viewing Certification Request Information
Process Note:

The following process steps are for familiarization purposes.

Process Note:

Certification request information is available for view in the SAS External
Portal.

From the SAS Menu:
•

Select ”Certification Request”
o Certification Request tab: The Certification Request tab allows the
Applicant to review their Certification Information and Applicant
Information. The Withdraw and Generate DCTs buttons are displayed on
this tab depending on project status.
o Certification Item Summary tab: The Certification Item Summary tab lists
the SAS Modules and can be used to navigate between them.

Process Note:

The “Return to Certification Summary” button is available at the bottom
left on the blue SAS Menu bar while navigating the Certification Project
from within the Certification Item Summary tab.

Process Note:

The Return to Certification Summary button will return the user to the
Certification Item Summary tab main page for this certification project.
o Meetings tab: The Meetings tab allows the Applicant to electronically
document meetings held with the FAA during the initial certification
process outside the Schedule of Events.

Return to TOC

6

Step 5 (optional)
Applicant for CFR part 145 Repair Station only

Submitting the part 145 Repair Station Application-Form
8310-3
Process Note:

The AUTOMATED Application for Repair Station Certificate and/or Rating
(FAA Form 8310-3) in the SAS automation does not currently meet 14 CFR
Part 145 requirements as there is no place for an applicant’s signature.
Therefore, filling in the automated 8310-3 is OPTIONAL until further
notice. The applicant must still sign and submit a completed 8310-3 and
the signed form should be scanned and uploaded into SAS, with the
original copy remaining in the FAA Office Certification File.

From the SAS menu:
• Expand “Configuration”
• Select “Repair Station Form 8310-3”
• Select “Create 8310-3”
Process Note:

This will open a new tab for Form 8310-3.

• Fill out all of the required fields marked with an asterisk
• Select “Submit”
Process note:

A pop-up Message box will display stating; Submitting data on the 8310-3
form does not update your configuration data in vitals automatically.
Vitals data is the system of record.

• Select “OK”
Process note:

NOTE:

A pop-up Confirmation box will display stating; your application for the
Repair Station Certificate and / or Rating has been submitted.
Applicants may perform Steps 6 through 9 in any order.

Return to TOC

7

Step 6
Applicant

Submitting a Schedule of Events (SOE)
Process Note:

Applicants must submit a Schedule of Events (SOE) to the FAA to set a
timeline for the certification process.

Note:

The SOE cannot be submitted in the SAS External Portal until the FAA
assigns a CPM to the project.
From the SAS Menu:
•
•
•
•
•

Select “Schedule of Events”
Enter Data in the Event Status and Original Proposed Date (Appl) fields
Request a date to be scheduled for the event
Select “Save” when finished adding all the events and dates
Select “Submit to FAA” to send to FAA

Process Note:

The SOE options include:
o Reset
o Save
o Submit to FAA

Process Note:

There are five event status options:
1.
2.
3.
4.
5.

Process Note:

There are six SOE statuses:
1.
2.
3.
4.
5.
6.

NOTE:

Planned: Applicant has entered a date for the event
Revised: The event date has been revised
Baselined: The event date has been accepted
Complete: Event is completed
N/A: The event does not pertain to the Applicant

Draft: Applicant has saved but not submitted the form
Submitted: Applicant has submitted the form to the FAA for review
In Review: FAA is reviewing the form
Returned: FAA has returned the form to the Applicant for modification
Accepted: FAA has accepted all dates on the form
Completed: All events on the form are complete

Applicants may perform Steps 6 through 9 in any order.

Return to TOC

8

Step 7
Applicant

Document Management
Process Note:

The FAA cannot view documents until they are uploaded.

Note:

Two folders are provided for the Applicant to upload documents, “Formal
Application” and “Other Certification”.

From the SAS Menu:
•

Select “Document Management”
o Formal Application: Where documents that are included in the Formal
Application are uploaded. (Initial Certification)
 Applicant uploads documents required for the formal application.
(Initial certification)
 Applicants must upload documents individually.
 Files are not submitted individually, but can only be submitted
when all required documents are uploaded.
 Submit Documents button will only become active after all
required files are present.
 The Applicant and the FAA may transfer documents between each
other, but all documents must be submitted as a group.
o Other Certification: Applicant uploads supporting certification
documents that are not listed as part of the Formal Application Folder.
(Initial Certification)
 Applicant can upload these documents individually, but all
documents must be submitted as a group
o Configuration Changes: Items in this folder are automatically uploaded
from SAS Module One, Configuration Module 1 (Read Only)
o Data Collection: Items in this folder are automatically uploaded from SAS
Module Four, Data Collection Module 4. (Read Only)

To upload a required document;
•
•
•
•
•
•
•
•

Select the “Formal Application” folder
Select “Upload” next to desired document category
Select “Browse”
Select the file to upload
Select “Open”
o The selected file is visible in the Select Document field
Select “Upload”
o The uploaded file is now visible under File Name
Select “Submit Documents”
Select “OK”

Return to TOC

9

Step 7 (continued)
Applicant

Document Management (cont.)
Process Note:

The completed and signed 8310-3 Form, Application for Repair Station
Certificate and/or Rating, may be uploaded at this time, if available.

Process Note:

All required documents must be submitted at the same time. The
“Submitted Documents” button will only become “Active” after the
applicant uploads all required documents.

To upload a document into the “Other Certification” folder;
•
•
•
•
•

Select the “Other Certification” folder.
Select “Attach Document”.
Select “Browse”.
Select the file to upload.
Select “Open”.
o The selected file is visible in the Select Document field.

•
•

Select “Select Document Category”.
Select “Upload”.
o The uploaded file is now visible under File Name.

•
•

Select “Submit Documents”.
Select “OK”.

Process Note:

There are five document statuses in the Formal Application and Other
Certification folders:
1. Uploaded: This document has been uploaded.
2. Submitted: The Applicant has submitted the form to the FAA for review.
3. Returned: The document has been reviewed by the FAA and returned for
correction.
4. Accepted for Review: The document has been accepted for review/full
design assessment.
5. Designed Affirmed: The Design Assessment has been successful. All
documents are acceptable / approvable.

Process Note:
NOTICE:

A Warning will appear anytime there is a failure to upload.
Applicants may perform Steps 6 through 9 in any order.

Return to TOC

10

Configuration Data

Step 8
Q-Card Q9-08
Applicant

Process Note:

The Configuration Data for an Applicant will vary depending on the
Applicant’s 14 CFR part, however, the site navigation is the same for all
14 CFR parts. For more information on what data goes into the SAS Vitals
fields and tables, select the “Vitals Fields Description” link at the top-right
corner of the SAS Vitals page. Then select the applicable CFR part.

Process Note:

To ensure the proper data collections tools (DCTs) are generated
(scoping), the SAS Configuration Data / Operating Profile must be
accurate and up to date.
Note: For assistance with setting up SAS Configuration Data,
contact your FAA Certification Project Manager (CPM).

From the SAS Menu:
•
Process Note:

Select “Configuration Data”
All the “OPSS Authorizing Documents” paragraphs for a particular CFR
part are displayed by default:
o The grayed-out checked boxes represent the required paragraphs for the CFR
part
o The checked box represents a proposed paragraph
o The unchecked box represents an paragraph that is not issued and is not
currently proposed

•
•
Process Note:

Place a checkbox next to proposed paragraph(s)
Select “Save” when the selections are complete
“Reset” will return OPSS to most recently saved update for the Applicant.

•
•

Select “Vitals” sub- tab
Update .fields as appropriate
o To quickly navigate within the Vitals data, use the bookmark buttons on the
left side of the SAS Vitals page.
NOTE: SAS Vitals Company personnel/employee count section fields
cannot be blank. A value of “0” must be added for each field with no
personnel.
o Ensure all required fields (red asterisk) are completed

•

Select “Save” to save input data

NOTICE:

Applicants may perform Steps 6 through 9 in any order.

Return to TOC

11

Step 9
Q-Card Q9-09
Applicant

Generating/Performing Data Collection Tools (DCTs)
Process Note:

It is recommended to coordinate with your FAA certification office prior
to generating Applicant ED DCTs. The Applicant must verify accuracy of
SAS Configuration Data prior to generating the Element Design (ED) DCTs
to ensure proper scoping. Once generated, the ED DCTs and/or Custom
DCTs (generated by the CPM) are completed and submitted to the FAA.
NOTE: After initial Applicant ED DCT generation, Applicant ED DCTs
must be regenerated to update “scoping” when the Applicant’s SAS
Operating Profile is changed. All Applicant ED DCTs must be in either
Not Started, In Progress, Returned or Final status to enable the
“Generate DCTs” button on the Certification Request tab.

Process Note:

The Certification Project Manager (CPM) must be assigned before DCTs
can be submitted to FAA.

From the SAS Menu:
•
•
Process Note:
•
Process Note:

Select “Certification Request”
Select “Generate DCTs”
An information pop-up window will appear.
Select “OK”
Anytime Configuration Data / Operational Profile changes after initial DCT
generation, the Applicant must regenerate DCTs to include any updates
by selecting the “Generate DCTs” button on the Certification Request tab.

When you regenerate DCTs:
•
•
•
•

Any new DCTs now required as a result of your configuration data change are
added to your list of DCTs.
Any DCTs no longer needed as a result of your configuration data change are
removed from your list of DCTs.
Existing DCTs that are not impacted by the change to your configuration data
remain in place. Previously answered questions in the DCT retain their answers.
Existing DCTs with individual questions impacted by the change to your
configuration data remain in place. Impacted questions within the DCT are
added or removed and have their answers removed as appropriate. Previously
answered questions in the DCT not impacted by the change retain their answers.

Return to TOC
12

Step 9 (continued)
Q-Card Q9-09
Applicant

Generating/Performing Data Collection Tools (DCTs) (Cont.)
From the SAS Menu:
•

Process Note:

Select “Data Collection Tools”

The Select DCT screen displays all of the DCTs that are available to
complete and submit to the FAA.

To view a DCT, Select hyperlink of Label or Title of desired DCT.
Process Note:

This displays the Prepare DCT screen.

Note:

The user can print the DCT by selecting the Review and Print DCT on the
DCT- to- Go panel.
•

Process Note:
•
•
•

Select “Continue” to begin entering data
This displays the Enter Common Data Fields tab.
Enter Start Date, End Date, and any applicable information. All attached
documents will be available for review in Document Management
Select “Save”
Select “Perform DCT” tab

Process Note:

This displays the Question and Answer screen.

Process Note:

The Perform DCT tab allows for:
o List View
o Question Detail View
o Full View

•
Process Note:
•

To answer, Select “Question”
There are four types of responses.
Select a response for each question
o Positive, (green +) any positive response will require a Design/Manual
Reference be entered
o Negative, (red -), will require the applicant to enter response details and a
supporting comment
o N/A, question does not apply to the applicant’s scope of operations
o Flagged, the applicant can remind themselves to collect more data to answer
the question, or more follow-up information is required

13

Step 9 (continued)
Q-Card Q9-09
Applicant

Generating/Performing Data Collection Tools (DCTs) (cont.)
Process Note:
•

For a “Negative” answer or “N/A”.

Select “Response Details”
o Select the checkboxes for all the response details that apply to this question
under “Select All Those that Apply”
o After selecting response details, enter required supporting comments in the
“Supporting Comment” field

•

Select “OK” to return to the “Perform DCT” tab

•

Select “Check DCT” tab

Note:

If there are DCT discrepancies present, icons for each of the three review
reasons on the “Check DCT” tab can be corrected.
o Blue Flag, Flagged for comment. A flagged question does not count as an
incomplete question, but the flag must be cleared and the question
answered before the DCT can be submitted.
 Select “Clear Flag”
o Yellow Box, the question is Blank
o Answer the question

o Red “Required” Box, Missing required fields
o Fill in the missing required field
Process Note:
When there are missing questions and/or missing required fields, the DCT
will not appear on the “Submit DCT” tab.
•
•
•

Select “Submit DCT” Tab
Select checkbox(s) of the DCT(s) to submit to the FAA
o Select all DCTs for submission to the FAA using a single checkbox in the
header row of the DCT list grid
Select “Submit to FAA”

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14

Step 10
Applicant

Updating and Resubmitting DCT(s)
Process Note:

If the FAA returns a DCT to the applicant, the applicant must update the
DCT and resubmit to the FAA.

Note:

A Notification will appear in the Notifications tile alerting the Applicant of
the returned DCT.
From the SAS Menu:
•
•
•

Process Note:

Select “Data Collection Tools”
Select title of returned DCT
Select The question with the Data Review (DR) marked “Y”
The Data Reviewer (DR) selections can be filtered utilizing the filter icon;
SAS automation has a filter feature to easily identify which questions
have data reviewer comments.
o “N”, no comments
o “Y”, has comments

•
Process Note:

•
•
•
•

Select the question you wish to review
The applicant will utilize the same process they followed when submitting
the original DCT. After the Data Reviewer Comments have been
addressed.
Select “Submit DCT” Tab
Select checkbox(s) of the DCT(s) to submit to the FAA
Select all DCTs for submission to the FAA using a single checkbox in the header
row of the DCT list grid
Select “Submit to FAA”

Reminder:

After initial Applicant ED DCT generation, Applicant ED DCTs must be
regenerated (select “Generate DCTs” button) to update “scoping” when the
Applicant’s SAS Operating Profile is changed. All Applicant ED DCTs must be in
either Not Started, In Progress, Returned or Final status to enable the “Generate
DCTs” button on the Certification Request tab.

Process Note:

The Applicant will receive a SAS Notification through the External Portal
when the FAA Certification Project Manager (CPM) has activated the
certificate in SAS. The SAS Notification itself is not approval to operate under
the new certificate and is not used in lieu of the issuance of OpSpecs/T-Specs
or other approval/acceptance documents as required by Regulations and/or
FAA Policy.

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15

Appendix “A”

Additional User Registration Process
Process Note:

The certification project must be started (“In Progress”) to enable the
additional user registration process in SAS.

Process Note:

The FAA MyAccess credential process is the first process to complete
after selecting the “Sign up for SAS” link on the SAS External Portal login
webpage. If you already have a FAA MyAccess credential, enter your
credential email address. If you do not have a FAA MyAccess credential,
follow the instructions for creating a MyAccess credential in the Job
Aid/Help Guide found in Appendix “B”.

•
•
•
•
•
•
•

Navigate to https://sas.faa.gov
o Review SAS External Portal Information Guide, i.e. Step by Step Guides
and Q-Cards (“click here” links under SAS Login box)
Complete Safety Assurance System (SAS) External Portal Training
Navigate to https://sas.faa.gov
Select “Sign up for SAS” link
Read text and select the “Initial Inquiry” checkbox
Select radio button for “Existing Applicant for Certification: Select this option if
the access is for an applicant that has already submitted their initial
certification application and is not an existing certificate holder.”
Select “Next” button

Process Note:

If you already have been through the FAA MyAccess credential creation
process, enter your credential email address. An individual’s MyAccess
credential can be granted access to more than one Certificate Holder or
Applicant/certification project (CH/A). If you do not have an FAA
MyAccess credential, select the credential creation (red) button and
follow the prompts. The FAA MyAccess job aid instructions are found in
Appendix “B”.

Process Note:

Users should contact the FAA MyIT Helpdesk ([email protected]) for any
issues with or questions about creating and maintaining the FAA
MyAccess credential.

•
Process Note:

Enter your FAA MyAccess email address or create an MyAccess credential if you
do not already have one
After creating a new FAA MyAccess account and selecting an
“authenticator”, you may have to start again at the first bullet above and
enter your newly created MyAccess account email address if the option
described in the next bullet below does not appear in the SAS
automation. Do not use the “Login with MyAccess” button when
requesting initial access to a CH/A. Select the “Sign up for SAS” link.

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16

Appendix “A” (cont.)

Additional User Registration Process
Process Note:
•
•
•
•
•
CAUTION:

Enter data manually into the following registration fields. Do not
“paste” data or use the web browser’s autofill feature.

Select “Next” button
Select radio button for “My company’s Preapplication Information has already
been submitted”
Select “Next” button
Type your company name in the Company type ahead search field of the “My
Contact Information” form
Select your company name from the drop down menu to populate field
Ensure the correct Company Name (by designator and/or CFR part) is
selected to prevent automation errors.

•
•
•
•

Finish filling in the “My Contact Information” form, including phone number
Select “Next”
Verify the entered information is correct
Select “Submit”

Process Note:

A Confirmation screen will appear stating “Your application for
registration has been submitted”.

Process Note:

External users may register for access to additional Certificate Holders or
Applicants (CH/As) in SAS. External users will need to complete the “Sign
Up for SAS” process for each CH/A they wish to have access to. An
external user must wait until after they have External Portal access to a
requested CH/A before requesting access to an additional CH/A. External
users complete the FAA MyAccess credential creation process only once.

Process Note:

After access has been granted by the FAA office, you will receive an email
stating you can now access the CH/A through the SAS External Portal.

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17

Appendix “B”

FAA MyAccess account/credential Job Aid – Help Guide
FAA “MyAccess” is the SAS External Portal (EP) access credential. FAA MyAccess can be use
with any "modern" (chromium) web browser.
Requesting initial access to a Certificate Holder/Applicant (CH/A) through the SAS External
Portal: All SAS EP signups (select “Sign up for SAS” link at sas.faa.gov) must set up a MyAccess
credential if one has not already been created. To retain SAS EP access to other
certificates/cert projects you may have already had access to using the “EXC\first.last name”
credential, see the email address info in bold in the next paragraph. Once users have
successfully completed the one-time MyAccess account creation process, they will be taken to
the SAS EP registration web page (“option 1, 2 or 3” page) to complete the SAS EP registration
process per the applicable Step-by-Step Guide. After initial MyAccess account creation, there
may be instances when the user may need to start again by selecting the “Sign up for SAS” link
at sas.faa.gov and enter their newly created MyAccess account email address.
External Portal Users who last accessed their CH/A through the SAS External Portal using
their legacy FAA (AVS) Provisioning Portal ("EXC\first.last name" account) credential must
create a MyAccess credential account by selecting the blue “Login with MyAccess” button
(except when requesting initial access to a CH/A-see paragraph above) on the SAS EP LogIn
page (sas.faa.gov) and completing the MyAccess account creation process as described in the
following Job Aid/ Help Guide. It is imperative you use your current FAA (AVS) Provisioning
Portal (“EXC\”) account email address when creating a new MyAccess account. The email
addresses must be an exact match to successfully convert to the MyAccess credential and
maintain SAS EP access to the CH/A. Also note, the SAS External Portal has a 180-day inactivity
lockout. Contact your local FAA Flight Standards office to reactivate before attempting to
switch from the legacy “EXC\first.last name” credential to the FAA MyAccess credential.
Please Note: Users who access the FAA WebOPSS website will need to retain their FAA (AVS)
Provisioning Portal "exc\" account to access the WebOPSS website. FAA MyAccess is currently
not used as an access credential for FAA WebOPSS. For any WebOPSS access questions contact
your FAA Office or WebOPSS POC.
The following Appendix “B” pages provide instructions on how to create a new FAA
“MyAccess” account used to access the SAS External Portal. As part of this process, either the
free “Okta Verify” authenticator app or the free “Google Authenticator” app will need to be
downloaded to your device from your App Store. Other authenticator apps will not work with
FAA MyAccess. For any questions or for any assistance with the actual FAA MyAccess
process, please contact the FAA MyIT Helpdesk ([email protected]) as indicated in the Job
Aid/Help Guide.

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18

MyAccess External User
Registration

e e al iation
ini t ation

Job Aid Contents
External User Registration Overview............................... 1
External User Registration with Identity Verification...... 1
Last 4 Digits of SSN Verification.................................... 2
Occupancy Verification ................................................... 3
Government Issued ID Verification................................. 5
Tips & Tricks .................................................................. 6
Technical Support ........................................................... 7

External User Registration Overview
An “External User” is a person who is not a credentialed
federal user in possession of a Personal Identity
Verification (PIV) card or a Common Access Card
(CAC), and requires access via the Internet to an FAA
application. Based upon the security level of the
application, external users registering with MyAccess
may only be required to provide name and email
address or may be required to verify their identity by
providing personal identifiable information (PII) such as a
government issued ID or combination of other
identifiable attributes such as last 4 digits, home address,
and mobile number. If requested, any collected PII will be
used to verify the individual’s identity and then destroyed.
Upon successful registration, external users will be
prompted to complete account setup by establishing a
password and a second factor authentication method
such as a one-time password sent to a phone or an
authentication app. With proper authorization, this
account may be used to access multiple FAA
applications.

If you arrived at this registration form from a particular
application, the referring application name will be
preselcted under “You are registering for the access to
the application” dropdown field. In the example above,
the user is trying to register for ‘Pilot Record Database
(PRD)’ application. In any case, if drop down field for
“You are registering for the access to the application”
does not have any preselcted value, then the user is
required to select respective application for which they are
trying to register.

External User Registration with Identity
Verification
1. Review the disclaimers before proceeding with the
form.

2. Red asterisks identify all the required information
on the screen.

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On the same form you will enter your first name, last
name, and email address. The email address CAN NOT
be a federal department or agency); it must be a valid
personal email address that you currently have access to.

result in an identity verification failure. The mobile
phone number provided will only be used for
identity verification. It must be registered in you or
your family’s name. After filling out the form click on
Confirm Information.

Select either Last 4 digits of your SSN or Capture
Government issued ID document as a method of identity
verification.
Next on the same screen click, I’ not a robot and select
the options specific to the question asked by reCAPTCHA
and click VERIFY.

Note: If Identity Verification fails due to SSN Match
failure OR due to failure of Mobile Phone as well as
residency validation then the option to verify identity
through Government Issued ID document using
mobile phone will be presented. Proceed with
Government Issued ID Verification (Step 2).

After successful validation, click Submit to proceed.

If Identity Verification fails due to inadequate
Mobile Phone match, then occupancy verification is
presented upon clicking Continue. Proceed with
Occupancy Verification (Step 1).

3. If Last 4 digit of your SSN option is selected,
continue with the Last 4 Digits of SSN Verification
Section.
4. If Capture Government issued ID document
using mobile phone option is selected, continue
with Government Issued ID Verification Section.

Last 4 Digits of SSN Verification

1. In addition to the last 4 digits of your SSN, additional
information such as Residential Address, Mobile
Phone, and Date of Birth is required. You must use
your home address, using your work address will

2. If your identity validation is successful, then the
option to receive one-time pin through either SMS
or Voice is presented.

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4. After successful OTP verification and identity
verification, instructions to complete account
registration will be presented.

3. You will receive a One Time PIN (OTP) on the
mobile phone you provided. Enter the OTP in
Please Enter PIN field and click Confirm
Information.

5. An email will be sent with an Account Activation
link to complete registration process. Click the link
located in the email to complete the remainder of
the registration process for MyAccess.

Occupancy Verification

Note: There are a limited number of attempts available to
confirm the PIN.

1. From Last 4 digits of SSN Verification, if
verification fails due to inadequate Mobile Phone
records then Occupancy Verification is presented
upon clicking the Continue button.

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2. The option to edit and confirm information is
presented.

4. After successful identity verification, instructions to
complete account registration will be presented.
3. Questions relevant to your PII will be presented
with multiple choice answers. Select the
appropriate answer for each question and click
Confirm Information
5. An email will be sent with an Account Activation
link to complete registration process. Click the link
located in the email to complete the remainder of
the registration process for MyAccess.

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3. You must provide a valid Mobile number to receive
a text message to complete the government issued
ID photo capture. Click Continue on Mobile to
receive a text message.

Government Issued ID Verification

1. Selection of Country is required for Government
issued ID verification.

Note: It is recommended to close all browser
session before you begin the government issued
ID photo capture.
4. Click on the URL in the text message to begin the
photo capture. The Capture & Compare page
loads, click on Start to begin the process.

2. Driver’s License, Passport, or Government issued
Identification Card must be selected as one of the
option to perform identity verification.

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5. Click on Capture Using Your Phone Camera to
allow the verification tool to access your phone
camera.

Tips & Tricks
Government issued ID image capture preparation tips:
1. Ensure your camera lens is clean and
unobstructed.
2. If you have a protective case which covers your
camera lens, please remove it before
proceeding.
6. Repeat the process to capture the Back side of the
government issued ID and Facial snapshot (selfie)
Refer Tips & Tricks Section
7. If Quality and Face detection checks are green, click
on Save and Next or else select Retry until notified
of a quality image capture. Select Save and Next.
Notification of successful upload will be presented.

8. Click on Confirm Information. After successful
identity verification, instructions to complete account
registration will be presented.

Image capture process:
1. Lay your government issued ID on a flat surface.
2. Hold your camera 4 to 6 inches straight over
your ID.
3. Follow the onscreen directions to capture your
images.
4. Refer to the following examples for best results.
Acceptable Image
Entire image captured, with all 4 corners, nothing
blocking the image, no blur, and no glare.

Must show all four corners of card
Ensure the full document is in the frame – extra
background is fine, as long as you get all 4 corners.

9. An email will be sent with an Account Activation
link to complete registration process. Click the link
located in the email to complete the remainder of the
registration process for MyAccess.
Page 6

Must not be covered in any way
Ensure there is nothing obstructing the image. Avoid
holding in your hands for this reason.

Must not be blurry
Do not move the camera while taking the picture.
Consider cleaning your phone’s camera lens before
capture.

Must not have glare from direct light
Avoid using a flash when capturing the image. Avoid
harsh overhead lights – natural light is best.

Technical Support
For technical assistance, please contact:
To confirm your identity, you will next take a picture of
yourself. Our solution will use AI to compare your face to
the headshot from your government issued ID, ensuring
that you are who you claim to be, and protect your
account.
1. Remove your glasses, hat, and mask.
2. Ensure your hair is not blocking your face.
3. Hold your camera 7 to 10 inches straight out
from your face.
4. Avoid sharp light on your face – natural light is
best.
5. Hold the camera steady to avoid blur.
6. Ensure your face takes up the majority of the
photo.

MyIT Service Center
Email: [email protected]
Phone: 1-844-FAA-MyIT (322-6948)

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