Approved Training Organizations (ATOs) in the Philippines operate under the Civil Aviation Authority of the Philippines (CAAP) through PCAR Part 3 and ICAO Annex 1. However, recurring non-conformities—especially in documentation, instructional delivery, and internal quality assurance—indicate systemic control gaps. This study proposes a systems-oriented Root Cause Analysis (RCA) framework to strengthen regulatory compliance in aviation training. Using a qualitative multiple-case design (three ATOs, 2021–2023), we analyzed CAAP surveillance reports, Corrective Action Requests (CARs), compliance checklists, and internal audit reports, complemented by key-informant interviews with quality officers, instructors, and managers. Reflexive thematic analysis (NVivo-supported) and clause-level mapping to PCAR Part 3 were integrated with RCA tools (5 Whys, cause-and-effect/Fishbone) to trace observable findings to organizational causes across people, process, tools/technology, and policy. Findings show persistent weaknesses in record-keeping and control (documentation), incomplete implementation of approved syllabi (training delivery), management of instructor authorization/licensing (personnel), and scheduling and execution of internal audits (IQA). These patterns reflect process and governance deficiencies rather than isolated instances of non-compliance. The primary contribution is a six-stage Audit–RCA–CAPA cycle that embeds proactive compliance within IQA: observation → categorization → RCA → CAPA escalation → targeted training/controls → internal validation, with feedback loops for continuous improvement. Policy recommendations focus on clearer audit communications and more developmental CAP evaluations by CAAP. Framing RCA as both an investigative and governance mechanism, the model is transferable to similarly regulated training systems. © 2025, Penerbit UTHM. All rights reserved.
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