Ivao Rules / Regulations

NETWORK RULES AND REGULATIONS

1 MISSION STATEMENT

1.1 – The mission of IVAO ( The International Virtual Aviation Organisation ) is to provide an environment for a realistic Flight and Air Traffic Control simulation via the internet, utilizing IVAN ( International Virtual Aviation Network ) without charging money and available to anyone who agrees with the membership requirements.

1.2 – The main goals are to provide:

A highly realistic simulation experience whilst maintaining a fun and friendly atmosphere.
Supply the required internet services
Information and training in real life procedures for both Pilots and Air Traffic Controllers.
1.3 – When simulating real world aviation in the IVAO environment, we will avoid, at any price, to simulate or to become involved in real world ethnical, political and religious conflicts and problems. We also will not allow the simulation of any form of aggression or war. IVAO is an entertaining and educational network where every world citizen, without any exception, is welcome to join the fun and pursue there virtual aviation experience.

2 PRIVACY STATEMENT

2.1 – IVAO collects and stores personally identifiable information. These are your first and last name, your email address and IP address used during registration.

2.1.1 – While online, the following data is collected and stored on your personal profile page and is visible to certain persons only: Forename and Surname used online, date and time of connections, IP address used for the connection and other information about your conduct online not directly referred to personal data. In addition, Supervisors and Administrators can see PC name, Public and Private IP Address and MAC address when online, but this data is not stored in our database.

2.1.2 – Personal data that is stored in our database can be viewed by IVAO Supervisors and IVAO Administrators. Forenames and Surnames used during registration are visible to all the IVAO registered users in the Public database. Date of birth, when provided on the profile by the user, is visible by IVAO Supervisors and IVAO Administrators only.

2.2.1 – IVAO collects and uses your personal information to operate the network and to deliver the services you have requested.

2.2.2 – IVAO shall, under the conditions of the Belgian Act, permit individuals to exercise their access rights and obtain the correction or deletion of their personal data.

2.3 – IVAO does not sell, rent or lease its user lists to third parties. The logistics department ensures that the data collected in our databases is protected as much as possible from attack. There may be occasions where sophisticated hacks may be carried out that we cannot protect from. If this is the case, appropriate actions will be taken including informing members whose data may have been compromised.

2.4 – IVAO will disclose your personal information, without notice, if required to do so by law or in the good faith belief that such action is necessary to conform to the edicts of the law.

2.5 – As a member of IVAO, notices are mailed to all members in the form of NOTAM’s via email. In this manner, important information concerning revisions to the rules and regulations, Executive staff changes, awards issued by Headquarters, and specific announcements related to departmental activities are communicated to our members. Likewise, we encourage our members to visit the IVAO forums where additional information and topics can be found concerning divisions, general membership, and departments. If a member does not want to receive NOTAM’s, then the member can request their name be removed from the NOTAM mailing list.

3 TERMS OF USE

3.1 – The IVAO network is offered to you free of charge conditioned on your acceptance of the IVAO rules and regulations published on our website. Your use of the network constitutes your agreement to all IVAO rules and requirements. IVAO reserves the right to change the rules and requirements without notice. You are responsible for regularly reviewing these rules and regulations.

3.3 – It is not allowed to restrict or inhibit any other user from using and enjoying the network services except in the way and with the manners described in the Rules and Regulations. For further information, a list of actions that could lead to a suspension of an account can be found here.

3.3 – It is not allowed to restrict or inhibit any other user from using and enjoying the network services.

3.4 – IVAO makes no warranty that any IVAO service will be uninterrupted, timely, secure or error-free.

3.5 – Membership with IVAO is considered a privilege and a honour. If in the opinion of Executive, a member does not meet the requirements or abuses the Rules and Regulations, then Executive will make the sole determination of their membership status, up to and including termination of their membership account.

3.6 – IVAO strives to maintain a secure network environment. Users who are found attempting to access data which they are not authorized to access, disseminating information which they are not authorized to disclose, or tampering with/altering of data related to the IVAO network may face sanctions up to and including a referral for criminal prosecution.

4 GENERAL RULES & REGULATIONS

4.1 – REGISTRATION

4.1.1 – The use of IVAO and IVAN services is reserved for registered users.

4.1.2 – Anyone wishing to join IVAO may register at http://www.ivao.aero to become a “normal member.” A normal member will receive a user ID and password to connect to the network.

4.1.3a – Each individual person is only allowed to have one registered account.

4.1.3b – Each organization is allowed to have one registered account subject to regulations detailed in 4.7.

4.1.4 – Membership registration must contain the member’s real first and last name. A false user name will result in the account being removed.

4.1.5 – To remain as an active member of IVAO, members must logon as a pilot or ATC at least once every three (3) months. Observer connections do not count towards this requirement. Accounts with no activity will be removed after nine (9) months from the date of registration. If a member’s account becomes inactive or has been removed, the member may contact the members department and request re-activation.

4.1.6 – Upon initial registration, members will be asked to choose a division that they wish to join. A member may request a division transfer at any time, however all transfers are subject of approval by the members prospective division and the Membership Department.

4.1.7 – Upon registration, you must provide a valid, working e-mail address to be used for communications about the IVAO network. It is the member’s responsibility to make sure that the address on file is valid at all times.

4.1.8 – The minimum age for IVAO members is 13 years. Members have to confirm -upon registration- that they are 13 years or older when joining IVAO.

4.2 – APPROVED SOFTWARE

4.2.1 – Only approved software is permitted for connecting to the network and for voice communications.

4.2.2 – Approved software can be downloaded from http://www.ivao.aero/softdev/

4.2.3 – Online traffic can be monitored using approved software.

4.2.4 – For voice communications between pilots and ATCs, approved software is used.

4.3 – CONNECTING

4.3.1 – When connecting to the network as pilot, ATC, or observer, members must use their real first and last name which must be the same as name used in the registration process. Nicknames or fake names are not allowed. Staff members may connect using their approved staff callsign, when performing their staff function.

4.3.2 – Members are required to use their registered account when connecting to the network regardless of location. Sharing of accounts or password is prohibited.

4.3.3 Members must not have more than ONE connection to the network at any given time. Exceptions are stated in the next point.

4.3.4 – Staff members are allowed to have temporarily two simultaneous connections to the network provided it is to perform a valid staff task. The reasons for the multiple connections must be clearly stated in the flight plan remarks section or ATIS. Valid staff tasks include software development or training/exam sessions. Supervisors may also have a double connection in order to temporarily perform a supervisor function provided no other supervisors are available to assist. Organizational account holders shall be permitted multiple connections as outlined in 4.7.

4.4 – ON-LINE

4.4.1a – Divisions located in a country without an approved ICAO language must use English.

4.4.1b – Divisions with an approved ICAO language must use English as the primary language. The official ICAO language may also be used as a secondary language provided both the ATC and pilot speak the language, however, the ATC must still be able to control in English.

4.4.1c – ICAO languages are English, Spanish, French, Arabic, Russian, and Chinese.

4.4.2 – Communication between Pilots and ATC may be in text, voice or both.

4.4.3a – Abusive and/or offensive communications, whether public or private and regardless of transmission means, which create an intimidating, hostile, or offensive environment will not be tolerated.

4.4.3b – IVAO believes that the protection of our children is a first priority. Users who are found to have engaged in any of the following conduct with minors, defined as users under the age of 18, may face sanctions up to an including a referral for criminal prosecution:

Unwanted sexually explicit communications/interactions, including, but not limited to, sexual propositions, “grooming” behaviour, innuendos, etc.
Dissemination/transmission of harmful information, including, but not limited to, pornographic images, pornographic websites, etc.
Furthermore, reasonable attempts for parental notification of minor victims shall be made. Parental notification for minor suspects may be considered.
4.4.4 – Usage of the network, e.g. text messages, is limited to information and material concerning IVAO. Usage of the network to communicate information and material other than IVAO information, e.g. VA publicity, is prohibited and is subject to a suspension of membership privileges.

4.4.5 – On the IVAO network Hi-jacking, war simulation and all other forms of aggression are not allowed.

4.4.6 – Members are expected to behave in a friendly and respectful manner. Please be patient with new pilots and controllers.

4.4.7 – You are expected to be at your computer while online as a pilot or controller. Short breaks lasting no longer than 20 minutes are permitted. ATC shall provide service at all times. Under exceptional circumstances, an absence of maximum 5 minutes can be allowed if traffic permits.

4.4.8 – Users not responding to communications with ATC or to Supervisor’s calls 20 minutes after the first attempt of communication will be disconnected from the network. This period of time could be reduced depending on the particular circumstances of the situation. In addition, a suspension of membership privileges could be issued and/or the flight/ATC hours of the day up until the suspension moment can be deleted.

4.4.10 – Within your ability, try to maintain an “as real as possible” attitude. New members are encouraged to add “newbie” to the remarks section of their flight plan or in the ATIS section as appropriate.

4.4.11 – Within your capabilities, try to execute the simulation “as real as possible”.

4.4.12 – Users must follow the instructions of supervisors and administrators to ensure everyone can enjoy the simulation.

4.5 – SUSPENSIONS

4.5.1 – During the period of an account suspension, the user will be unable to connect to the network.

4.5.2 – Suspensions are issued by Supervisors or Administrators, but are subject to review by Executive.

4.5.3 – Click here if you want to check the suspensions’ table. Suspension durations for infractions which are not predetermined from the Suspension Table are reviewed by Executive.

4.5.4 – In addition, Executive can issue a ban from the forum should circumstances warrant.

4.5.5 – Only the IVAO forums are official forums

4.6 RATINGS FOR CONTROLLERS AND PILOTS

4.6.1 – Ratings for pilots and controller shall be classified as “Basic Ratings”, “Advanced Ratings”, and “High-Level Ratings”, by the Training Department.

4.6.2 – Practical examination requirements for controllers and pilots to achieve “Advanced Ratings” shall be described as “Unit Requirements” and “Pilot Requirements” within the Training Department website.

4.6.2.1 – For training and exams the member must be member of an active Division. ATC or pilot training and exams are not possible in non active divisions.

4.6.3 – Ratings for Senior ATC Instructor (SAI) and Senior Flight Instructor (SFI) require the member to fulfill additional instructional responsibilities as defined by the Training Department. The Training Department reserves the right to downgrade a member if the additional requirements are not met. The ratings of Chief ATC Instructor (CAI) and Chief Pilot Instructor (CPI) are ratings reserved for past and present Training Directors and/or Training Assistant Directors. These ratings are designated by the Executive and as such, members can not apply for these ratings.

4.6.4 – Organization accounts shall have ratings fixed at the FS3 pilot level and OBS ATC level. The ATC level may be increased by the Training Director upon a show of cause. These accounts shall be ineligible for exams.

4.7 – ORGANIZATIONAL ACCOUNTS

4.7.1 – Organizational Accounts shall be granted to organizations who apply and meet the criteria for such account.

4.7.1.1 – Application for an Organizational Account shall be done via e-mail to the Membership Department. The application shall contain, at minimum, the legal and trade name of the organization, physical location (ordinary place of business), the nature of the organization including services provided, legal/taxation status (e.g. non-profit, corporation, etc), and how they wish to utilize IVAO services.

4.7.1.2 – Organizations shall provide contact information for at least two individuals considered to be managers. This information shall be made available to supervisory staff.

4.7.1.3 – Organizations agree that they shall not profit from the use of the IVAO services. (e.g. An organization which charges a fee to its clients for instruction time or use of equipment may do so, however, is prohibited from charging an additional fee for the use of any IVAO service.)

4.7.1.4 – The name listed on the account shall be the registered name of the company or organization.

4.7.1.5 – Organizations agree to promote IVAO through the use of a visible IVAO logo and URL on their website. IVAO agrees to promote the organization through the affiliate program.

4.7.1.6 – Virtual Airlines are not eligible for an Organizational Account.

4.7.2 – Managers of the organization shall be held responsible for client conduct while utilizing IVAO services.

4.7.3 – Organizational Accounts shall be listed as members of the division in which their primary place of business is located.

4.7.3.1 – Organizational Accounts may apply for Guest Controller Approval (GCA) to any division subject to the requirements in place.

4.7.4 – Organizational Accounts are not considered to be an individual and, therefore, are ineligible as staff, ineligible for any awards, and can not be associated with a virtual airline.

4.7.5 – Organizational Accounts may have multiple connections to the network not to exceed the number of authorized connections per the individual agreement. This number shall be available in the staff comments of the account profile.

5 CONTROLLERS

5.1 – BEFORE CONNECTING

5.1.1 – Controllers must have basic knowledge of the aviation communication procedures.

5.1.2 – Controllers must be familiar with the procedures of the airspace they want to control, if not, an IVAO supervisor or administrator could ask them to leave the position

5.1.3 – Controllers must use approved software and be familiar with it.

5.1.4 – If you are newbie or unfamiliar with the airspace, you should connect as an “Observer” and study the material for that airspace which can be found in our database or on the website of the division the airspace belongs to.

5.1.5 – As an Observer you are not allowed to use the “valid” callsign extensions of _CTR, _FSS, _APP, _DEP, _TWR, _GND, _DEL. You must use the extension _OBS instead. You are also not allowed to communicate on any text or voice frequency in use by pilots and regular ATC.

5.1.6 – At certain airports FRA’s (Facility Rating Assignments) are in effect. This means that on certain Airports ATC must have a specific rating in order to be allowed to take a position. Example of a FRA could be: “The xxxx_APP position may only be taken by Advanced ATC Trainee or higher.” This means that if you have the rating of ATC Trainee you are allowed to log-in as _DEL, _GND and _TWR on that particular Airport, you are however not allowed to log-in as _APP and _CTR. If applicable you will find information about FRA’s on the main webpage of the Division the Airport belongs to. Active FRA’s can also be checked here

5.1.7 – Divisions may require members of foreign divisions to obtain a Guest Controller Approval before providing ATC services. Divisions shall announce their participation and publish their requirements on the division’s web site.

5.1.8 – Before connecting, check “Who is on line?” (link) or use the approved software included in 4.2.2. It is suggested, but not mandatory, to take the highest available position you are able and allowed to handle.

5.1.9 – Use only valid extensions, these are CTR, APP, DEP, TWR GND, DEL, FSS.

5.1.10 – Prepare your ATIS before connecting to the network and fill it as soon as practicable after that and before assuming any traffic. The ATIS information should comply with the information provided in the real ATC unit as far as possible.

5.1.11 – ATCs are encouraged to use the scheduling system available in the ATC Operations Department website. Scheduled positions have priority over members logging in a position without having reserved the facility before. However, the booked position will only be reserved during 15 minutes after the scheduled time.

5.2 – CONNECTING

5.2.1 – Do not connect unless you are sure that you can stay controlling for at least 30 minutes

5.3 – ON-LINE

5.3.1 – Controllers may only provide a service within their area of responsibility as published.

5.3.2 – When a controller logs on a position underlying a member’s airspace, (Example – CTR controller providing coverage to a sector when an APP controller logs on) the member shall hand off all traffic in the underlying airspace as soon as practical.

5.3.3 – Controllers should only use frequencies, callsigns and other information as they are published in the IVAO-database. This information should be kept up to date by the divisions concerned. Any errors that may be found should be reported to the division staff. It remains the responsibility of the Division HQ to determine if the errors will be changed.

5.3.4 – Never use the Emergency (also known as GUARD) frequency of 121.500 for anything other than an emergency situation. Informing members an ATC position is online and asking a pilot to contact a specific ATC frequency do not constitute an emergency.

5.3.5 – If trying to contact a pilot, controllers should make use of the Force Act and private chat functions of the controlling software. GUARD should not be used. If a pilot does not respond using the two methods mentioned, they are unlikely to respond to any GUARD message.

5.3.6 – Handoffs of aircraft between controllers should be done using the transfer feature in the controlling software. Transfers may first be coordinated via private chat or using the IVAO Intercom.

5.3.7 – Controllers shall not attempt to take control of an aircraft who is under the control of another controller by informing the pilot to contact via force acting, guard or private message. Coordination must be initiated between both controllers to solve the situation.

6 PILOTS

6.1 – BEFORE CONNECTING

6.1.1 – As a minimum, pilots must be able to take off and land at an airport.

6.1.2 – Pilots must be able to comply with basic air traffic control instructions such as being instructed to turn onto a particular heading or being given a level to climb or descend to.

6.1.3 – Pilot users must connect only with the approved software and have a basic understanding of how to use it.

6.1.4 – Pilot users shall not connect to the network while positioned on a runway or taxiway as this may cause conflicts with other aircraft.

6.1.5 – Pilot callsigns should be either three letters (ICAO) with numbers/letters to represent Commercial Carriers, e.g. NWA1014 “Northwest Airlines Flight 1014” or represent a typical country registration, e.g. Germany DAAYA, where the “-” is not used. In the case of a military flight, callsigns are country specific and the country military callsigns should be consulted. For more information on typical callsigns by country, please go to this link: http://en.wikipedia.org/wiki/Aircraft_registration.

6.2 – CONNECTING

6.2.1 – For the enjoyment of all members, it is strongly recommended that you connect as a pilot user only if you intend to complete your entire flight. Exceptions are given to “long haul” flights where a pilot user may chose to only complete a portion of a flight and return later to complete the remaining portion. In this case, pilot users are encouraged to disconnect and reconnect while over the ocean where the possibility of a conflict is minimal. This rule does not apply to any tour which has its own rules.

6.2.1a – If disconnecting during a flight to connect at a later time (as described in 6.2.1) , the user should check to see if any ATC is online in the vicinity. If ATC is online, the user should inform the controller the position they wish to connect in before doing so.

6.3 – ON-LINE

6.3.1 – Pilot users must have transponder activated whilst in the air.

6.3.2 – Prior to each flight, all pilot users are required to file a flight plan through the approved pilot software.

6.3.3 – If you are a new or inexperienced user, it is recommended that you place a remark indicating this in your flight plan so air traffic controllers know to provide you with extra assistance if required.

6.3.4 – In areas without air traffic control, pilot users must monitor “UNICOM” 122.800 on their communications radio.

6.3.5 – In areas without air traffic control, pilot users should check for air traffic control on a regular basis and contact the appropriate air traffic control station when requested to do so.

6.3.6 – Never use the Emergency (also known as GUARD) frequency of 121.500 for anything other than an emergency situation.

6.3.7 – Pilots should always readback and follow ATC instructions unless doing so could endanger the operation of the aircraft.

6.3.8 – Simulation of a radio failure (i.e. squawking 7600) is not cause to ignore ATC instructions in case of a conflict or requests from supervisors.

6.3.9 – All flights must be flown in real time (1x sim rate, no acceleration allowed)

6.4 – SPECIAL OPERATIONS

6.4.1 – Coast Guard operations, search and rescue missions, and military aircraft are examples of “Special Operations”. As Special Operations are a part of real-world aviation, they are also a part of the simulation, however, certain aspects of special operations are prohibited on the network including simulation of terrorism and acts of war. Although armed conflicts do exist in the real-world, we do not allow the simulation of any form of aggression or violence on the network. For further information regaring our policy, please see the rules and regulations for the special operations.

6.4.2 – Read the Special Operations Rules and Regulations.

7 VOICE COMMUNICATIONS

7.1 – The use of voice communications is recommended due to the heightened sense of realism, however, there are numerous reasons why members do not use voice communications. As such, voice and text are both equally acceptable forms of communications and ATC services can not be refused to a pilot using text communications. At the discretion of the controller, communications by text may be more efficient depending upon work load, language skills, or typing ability.

7.2 – Only approved voice software is permitted for voice communications.

7.3 – Password protected channels are not allowed.

7.4 – The use of IVAO voice servers is only allowed when you are also connected to IVAN with approved software. IVAO voice servers may be used for IVAO meetings without being connected to IVAN.

7.5 – As an exception, channels may be opened by registered virtual airlines as “company channels,” by special operations groups for coordination purposes, and by staff members for staff meetings. Member virtual airlines are allowed to create a “registered” company channel on the nearest teamspeak server to the airline’s division of registry. The channel shall be created in the format ICAO_CC where ICAO stands for the three letter ICAO code of the airline. As an example, Netherline VA = NHL_CC, Topic = http://www.netherline.nl, Description = (VA may include a short description here).

7.6 – ATC Services shall use their ICAO identifier of their airspace and position for their call sign as the voice channel and own connection, e.g. EBBR_APP or KDFW_TWR. The use of a frequency, e.g. 112.80 or 113.10, as a TeamSpeak voice channel for ATC Services, is prohibited.

7.7 – Users may create teamspeak channels on the cc.ts.ivao.aero server. However, users shall not create channels which are “registered”, change the “max users” option, or “password” protect them. These options are reserved for supervisors, administrators, staff members, or as noted in the following rules.

7.8 – Deleting Staff Channels is prohibited.

7.9 – Pilots shall use the same call sign as they are connected with their Pilot Client.

7.10 – Playing of music and/or other broadcasting of sound not related to the simulation, is not allowed and will result in a suspension of 48 hours.

7.11 – Voice server administrators, at their discretion, may “ban” a member who has violated a rule in this section. The length of the “ban” shall be determined by Executive.

7.12 – For training purposes “ debriefing ” channels are not allowed to be password protected. However the “Max Users” can be restricted.

7.13 – When taking an ATC position your are allowed to create a “Registered” channel (Keep in mind that when another member taking over your ATC position to grant him your Channel Admin rights).

7.14 – Above all, be nice, speak clearly, and have patience with new members.

7.15 – Recording and/or broadcasting of online sessions including all communications is permitted if noted in the remarks section of a pilot’s flight plan or the ATIS section of a controller. The user must cease recording and/or broadcasting if any participant of the session raises any objection. Public Relations may approve broadcasting of events with advance notice. Users authorised by Public Relations for these events are exempt from this policy.

8 DIVISION RULES & REGULATIONS

8.1 – GENERAL

8.1.1 – Every country is eligible for one IVAO Division. The division callsign will be in the format of IVAO-XX where XX represents the country ISO code.

8.1.1.1 – Divisions may encompass more than one country as defined in 8.3

8.1.2 – There exist two types: Divisions and Mini-Divisions.

8.1.3 – The final right to create, regulate or close divisions lies with the Executive.

8.1.4 – Divisional Directors and Assistant Directors are appointed by the Executive. Divisional staff may be appointed by the Divisional Director / Assistant Director. IVAO Executive reserves the right to deny any divisional staff appointments.

8.1.5 – Every division shall have an active Director and Webmaster at all times.

8.1.6 – Divisions may be required to work with the Executive to provide updates and reports as and when requested.

8.1.7 – Period of validity for Mini-Divisions:

8.1.7.1 – One of the main objectives of a Mini-Division is to become a Division. In this context, at the date of the anniversary of the Mini-Division, and after the evaluation of the status of the Mini-Division by the Executive, the Executive will be able to proceed as follows:

close the Mini-Division, or
replace the original staff team, or
extend the current staff for an additional period of one year after evaluation.
8.2. – DIVISION CREATION

There are no specific numerical requirements to create a division. Proposals to create a new division will be judged on a case-by-case merit. The proposing DIR and any initial staff must meet the general IVAO staff requirements as detailed in other sections of the R&R. In order to commence creating a new division, the proposed division director should prepare a detailed proposal document, to be presented to the Executive on why your region should be a division. We would expect to see evidence and thought related to:

Things that have already been done to engage and develop the region.
Evidence that you can attract a sustainable and workable number of members for your plans
A roadmap for division formation and development (proposed staff positions, events, tours and training plans)
Details on how you will acquire and provide the relevant technical details/knowledge (website, local procedures, resources/sector-files etc)
A realistic assessment of the main challenges, and how you could overcome them
A marketing/advertising plan to grow the authentic local user base, not to just attract overseas members to temporarily switch.
A list of the proposed staff with the CV of each one of them where the staff position is clearly identifiable.
The Executive will then pose any questions allowing for clarification if needed. The Executive will then approve or deny this request, and allow creation to continue. A short monthly progress report will be required to be submitted to the Executive for the first 12 months. The WM of the new Division will be required to send a copy of the whole website in a compressed format to the LD/LAD. This file is required to be updated any time a major change is made to the website.

8.2.1 – A division can have the following staff positions:

8.2.1.1 – Division:

Division Director (XX-DIR)
Division Assistant Director (XX-ADIR)
Flight Operations Coordinator (XX-FOC)
Flight Operations Assistant Coordinator (XX-FOAC)
ATC Operations Coordinator (XX-AOC)
ATC Operations Assistant Coordinator (XX-AOAC)
Special Operations Coordinator (XX-SOC)
Special Operations Assistant Coordinator (XX-SOAC)
Training Coordinator (XX-TC)
Training Assistant Coordinator (XX-TAC)
Events Coordinator (XX-EC)
Events Assistant Coordinator (XX-EAC)
Membership Coordinator (XX-MC)
Membership Assistant Coordinator (XX-MAC)
Webmaster (XX-WM)
Assistant Webmaster (XX-AWM)
Public Relations Coordinator (XX-PRC)
Public Relations Assistant Coordinator (XX-PRAC)
FIR Chiefs (if more than one FIR in the division) (XXXX-CH/ACH)
Divisions may also request assistants for busy departments (eg Events – XX-EA1) at the discretion of the Executive and department director.
8.2.1.2 – Mini-Division:

Director (XX-DIR)
Training Coordinator (XX-TC)
Training Advisors (XX-TA)
Events Coordinator (XX-EC)
Webmaster (XX-WM)
8.2.1.3 – The responsibilities for each divisional staff position shall be provided by the Executive.

8.2.2 – All division staff members must comply with the IVAO staff requirements which can be reviewed in the R&R.

8.2.3 – Members can only be staff in one division, unless approved by Executive.

8.2.4 – The division coordinators must work in full cooperation with the corresponding departments at IVAO Executive and in other divisions.

8.2.5 – Divisions shall provide a website for their members. The website shall:

Contain: local ATC procedures, charts (where available), sectorfiles and resources.
Provide background information about IVAO and its services, including a clear link to the IVAO main site and the Rules and Regulations.
A page clearly indicating staff positions and relevant contact details.
The IVAO logo has to be visible in the home page of the website.
Links to “Join IVAO!” page and official forum must be clearly identifiable.
The website may be in a local language, however, the basic information including charts, local procedures and resources must be available in an English version.
The website must comply with the IVAO Intellectual Property Policy, and therefore shall not contain any copyrighted material, e.g. charts, diagrams, pictures or sectorfiles, without permission from the owner.
The use of popup windows, banners and any other forms of advertising may not be used. The website must be of reasonable quality, and be view-able in all modern browsers.
IVAO Logistics may be able to provide templates to use. Websites submitted become property of IVAO. After approval by the Executive, a redirect URL (http://xx.ivao.aero) will be provided.
The Div WM/DIR must send the original website files and provide updates as and when major changes are made (or on a quarterly basis) to the logistics department in a compressed file (ZIP or RAR).
Divisions may be required to meet certain corporate branding requirements as dictated by the Executive and Public Relations department.
A training section must be present and contain the following items and be approved by the Training Department:
Give a clear procedure about the Training and exams in the Mini Division (how to obtain training/ exams etc.)
Provide links to the relevant rating requirements and documentation on IVAO
Give references to the training material of IVAO (books, Sector files, IVAC/IVAP etc)
Issue additional training material of the Mini Division with the specific procedures for the country (where different from the ICAO standards)
Have a reference Email/Contact form where the member can ask for assistance
8.2.6 – The division DIR will be responsible for the contents of the division website.

8.2.7 – If divisions source data (routes, waypoints, airports) to display on their website, they should also ensure that the IVAO database is updated accordingly in cooperation with the ATC Operations Departments.

8.2.9 – The only forum that may be used is the official IVAO Forum: http://forum.ivao.aero The only mailing list that may be used is the official IVAO Mailing List from the IVAO staff tools.

8.2.10 – Divisions must organise and coordinate events and training for the users within their division. These events and training sessions should not only be published on the division website but should also be advertised throughout the Flightsimming community.

8.2.11 – Theoretical and practical training should be in-line with the standards set by the HQ Training Department. Tests within divisions will be done by local examiners. Theoretical tests will be in the English language in order to prove a basic knowledge of the international “ATC” language.

8.2.12 – Divisions must not have their own theoretical and practical exam system unless permitted by the IVAO Training Department. All theoretical and practical exams must be done through the systems supplied by IVAO.

8.2.13 – Division staff must set an example to division members by behaving correctly at all times as described within the IVAO Rules and Regulations.

8.2.14 – A division’s priorities should always be on providing the training, knowledge and resources to allow members to simulate realistic ATC and Pilot activities within the region. Therefore the training and membership department should be a major priority in all divisions. This should be closely followed by engaging members in order to grow the user-base in that region, and provide a more enjoyable experience. This includes providing ‘extras’ such as tours, events and community activities.

8.3. – MULTI-COUNTRY DIVISIONS

IVAO recognizes that due to changes in membership numbers or a common cultural tie, it may be advantageous for multiple countries to form a single division.

8.3.1 – All rules applicable to divisions under 8.2 also apply to divisions created under this section.

8.3.2 – A poll of the membership conducted by forum or similar means at the direction of Executive shall take place to ensure agreement on the part of the membership of any active divisions and/or mini-divisions.

8.3.3 – A unique ISO code must be chosen and assigned to the region, however, it may be permitted to use an ISO code currently assigned to a member country. This code shall be assigned by Executive in agreement with the Logistics Department.

8.3.4 – The maximum number of countries for consolidation will be determined by the Executive Council.

8.3.5 – Superseded.

8.3.6 – The Division Director and Assistant Director must both have residence in one of the participating countries.

8.3.7 – The website of the division shall include all relevant information for all member countries.

8.3.8 – None of the preceding rules shall prohibit dissolution of the combined division and recreation of each division as a separate entity.

9 STAFF MEMBERS

9.1 – APPLICATION REQUIREMENTS

To apply for a staff position at IVAO a user must meet the following requirements at the time of application:

9.1.1 – Staff member appointments shall adhere to the following restrictions:

Divisional staff should be at least 18 years old, however, can be appointed at age 16 (with the exception of the ADIR) provided that the division director accepts full responsibility for their actions.
Department advisers and managers shall be at least 18 years of age. Waivers can be granted by the Executive for applicants whom they believe are suitably skilled and mature to fulfill the role.
Supervisors and Divisional Directors shall be at least 21 years of age. Waivers can be granted by the Executive for applicants under 21 whom they believe are suitably skilled and mature to fulfill the role.
Executive Staff and Department Directors/Assistant Directors shall be at least 21 years old. Waivers can be granted by the Board of Governors for applicants under 21 whom they believe are suitably skilled and mature to fulfill the role.
9.1.2 – Prospective staff members must be an active IVAO member for at least 6 months prior to appointment.

9.1.3 – Prospective staff members must have at least Aerodrome Controller or Private Pilot rating except the following:

MC/MAC require minimum Advanced ATC Trainee or Advanced Flight Student rating
DevOps and Public Relations staff require no minimum rating
9.1.4 – Prospective staff members must have sufficient knowledge for the desired staff position. Depending on the position to man, a staff member must have extremely good knowledge of approved software, flight simulators, Xplane and/or real world flying/ATC

9.1.5 – Staff members must be able to devote at least 5 hours per week to their position. Enforcement of this provision will be by Executive, the Department responsible and Division HQ. As an example, the Training Department can review the Training Coordinator, Training Assistant Coordinator, or Training Advisors and propose a course of action to Executive up to and including dismissal.

9.1.6 – New divisional staff members shall be “On Trial” for at least 1 month. Senior Staff and Divsional Director/Assistant Directors shall be “On Trial” for at least 2 months. If a divisional staff member is moving from one position to another, the “On Trial” period may be waived.

9.1.7 – A Division Director/Assistant Director shall hold at least a Aerodrome Controller and Private Pilot rating, shall be a resident of the country in which the division represents, and shall be required to pass an interview with a member of Executive. Only one staff member, either DIR or ADIR, is required to be a resident.

9.1.8 – IVAO recognizes that, in some exceptional situations, it may be of benefit to the organization to waive certain rules governing the formation and staffing of new divisions for a period to be determined by Executive but not exceeding two (2) years, to enable an active IVAO division to develop a division in a country where IVAO is not currently represented. It is a condition of such approval that interim-staff will resign their positions when Executive believes that the new division is capable for all practical purposes of self regulation and operation.

9.1.9 – Staff members must be able to speak and read/write at least one official language of the country represented.

9.1.10 – The Training Director/Training Assistant Director reserve the right to monitor and evaluate Training Staff during practical exams and, if required, take appropriate action.

9.2 – GENERAL

9.2.1 – Staff members are automatically subscribed to IVAO staff mailing lists and are required to check the IVAO forum on a regular basis.

9.2.2 – Staff members must use their IVAO E-mail account when sending IVAO related E-mails. Instructions for setting up your e-mail program can be found here

9.2.3 – Staff members must have a good working knowledge of the information available on the IVAO website and therefore are encouraged to browse the website on a frequent basis.

9.2.4 – Staff members are prohibited from being staff members of any competing organization.

9.2.5 – Staff members, as a general rule, should not hold more than one operational position within the following departments: Members, Events, Training, and Operations. The division director shall assess and approve any staff members holding more than one operational staff position at the divisional level for a limited time in order to accomplish the priorities set forth in 8.2. Executive assessment and approval is required in the case of a senior staff member holding more than one operational positioin. In either case, a person may hold no more than four staff positions. Server Administrator positions do not count towards this quota.

9.2.6 – Staff members are directed to follow IVAO policies which are set forth by the Board of Governors.

9.2.7 – Staff members are required to attend regular staff meetings.

9.2.8 – Staff members are required to disclose their date of birth via their user profile prior to staff appointment.

9.3 – ON-LINE CONDUCT

9.3.1 – When connecting to the network without the intention of acting as a pilot or air traffic controller, staff members are encouraged to use their IVAO Staff callsign.

9.3.2 – Staff members are required to maintain an online presence not only on the IVAO network but also in flight simulator related forums and newsgroups to assist and promote our community. In particular, division directors, assistant directors, and operational staff members should maintain a regular presence on the network. Lack of activity from staff members for a period of three months can lead to removal from the staff position.

9.4 – SUPERVISORS

9.4.1 – To be considered for Supervisor appointment, the candidate must be an IVAO staff member at the time of application with at least 200 hours logged on IVAO and hold a Approach Controller AND Senior Private Pilot ratings. Supervisor applications can be requested for Divisional Staff by the Division HQ, or for Senior Staff by Executive which does not mean that the process for upgrading will be initiated. This will be decided by the Executive as the rating of Supervisor has to be considered like a privilege and not like a right.

9.4.2 – Superseded

9.4.3 – All supervisory candidates must pass an oral interview with a member of Executive or with the Membership Director/Assistant Director prior to being considered by Executive for Supervisor status. This interview will assess the candidate’s English language ability, decision making ability, and knowledge of IVAO rules and regulations.

9.4.4 – The table below shows a guideline for the number of SUPs by Division and should not be considered as a quota as such. Given that the tasks of Supervisors are not related with a specific Division but with IVAO worldwide, the Executive could consider other circumstances such as geographical situation or online activity at certain hours in order to balance the total number of Supervisors.

Divisions with 40-100 members 1 SUP
Divisions with 101-200 members 2 SUP
Divisions with 201-500 members 4 SUP
Divisions with more than 500 members 5 SUP
10 SPECIAL OPERATIONS

10.1 – The Special Operations department has been established to regulate the use of the IVAO network for non civil aviation including, but not limited to, police, search and rescue, military and paramilitary activities..

10.2 – Single individuals flying a police, resque or military aircraft complying with the ICAO-rules for the normal civil procedures are not performing “Special Operations” and are therefore free to do as they like as long as they obey the standard IVAO User Rules and Regulations.

10.3 – Special Operations Events

10.3.1 – Only organized divisions may create organized Special Operations Events (also known as Missions or Exercises). 10.3.2 – Events can be categorized as “basic” or “advanced” events.

10.3.2.1 – Basic events include Formation Flights, Refueling Maneuvers, Search and Rescue Missions, Carrier Practice, Low Level Flights, AWACS Operations and Basic Flight Maneuvers. 10.3.2.2 – Advanced events include Combat Air Patrols, Practice Intercepts, and Advanced Combat Maneuvers. 10.3.2.3 – The responsibility for classifying an event shall lie solely with the SOD.

10.3.3 – Any division wishing to create such an event shall draft a detailed proposal to the SO-HQ following a template provided by SO-HQ.

10.3.3.1 – At a minimum, the proposal shall include a mission plan, air traffic control needs, and a plan to separate participants from non-participants.

10.3.3.2 – Any special operations task may be requested so long as it does not simulate any real- world conflict. Simulation of attacks on civilian targets or assets shall not be permitted.

10.3.3.3 – Upon approval, a member of SO-HQ shall be delegated as a liaison to the event.

10.3.3.3.1 – The liaison shall be responsible for approving any changes to the event.

10.3.3.3.2 – The liaison shall be responsible for attending and monitoring any advanced event.

10.3.4 – Only one advanced event shall be permitted per division per calendar year.

10.3.5 – Invitation for international participation is required.

10.4 – Before you start any kind of special operations we want to draw your attention to this quote from the IVAO Mission Statement:

While simulation real world aviation “as real as it gets” we will avoid, at any price, to simulate or become involved in real world ethnical-, political- and religious conflicts and problems. We also will not allow the simulation of any form of agression or war. IVAO is an entertaining and educational network where every world-citizen, without any exception, is welcome to join the fun.

10.5 In order to keep the “spirit of IVAO”, all attacks or any kind of aggression are prohibited on the IVAO network. Any simulated combat exercises shall only be permitted through the procedures established under 10.3 in a controlled environment. Our network is established for flight and ATC simulation, not for war simulation.

10.6 – Definitions

CAP (Combat Air Patrol): A flight over a designated area or waypoint. The pilot is holding his position and he is on standby for further instructions such as intercept, escort, etc.

PLs (Practice Intercepts): Target identification and maneuvers in close proximity. BFM (Basic Fighter Maneuvers): Including formation flights, identification flights, reconnaissance flights, etc.

ACM (Advanced Combat Maneuvers): Including task group flights, interception & escort flights, scrambles, simulated targeting, etc.

11 FOLLOW ME CAR & OTHER VEHICLES

11.1 – The Division shall determine which airports, if any, where FMC’s are allowed. This shall be as shown in the Facility Rating Assignment System (FRAS).

11.2 – A TWR must be manned before the FM car(s) can be used.

11.3 – Double connections or TWR’s connecting with FM Services too, is not allowed and will be suspended for two (2) days.

11.4 – FMC Services shall be used in a correct coordination with ATC and with his/her approval.

11.5 – Speed Restrictions: Runways MAX 60 MPH (100 Km/h), Taxiways MAX 30 MPH (50 Km/h), and Gate Areas MAX 20 MPH (25 Km/h).

11.6 – Racing or anything that constitutes reckless operations of a vehicle, will result in a suspension for a minimum of seven (7) days.

11.7 – The FM car drive must be familiar with the airport procedures, have their lights on at all times, have a minimum ATC rating of Aerodrome Controller (ADC) , and adhere to the same Rules and Regulations for ATC procedures, where applicable.

11.8 – The call sign of the FM car shall be the ICAO of the airport and FMx, for example: Brussels, EBBRFM1 . . . if a second one EBBRFM2, and so on.

11.9 – Other land type vehicles or water craft, e.g boats, ships, and etc, are prohibited.

12 FACILITY RATING ASSIGNMENT SYSTEM

12.1 – INTRODUCTION

12.1.1 – The number of registered IVAO-users is increased to over 25.000, and we have several hundreds of users online every day. The efforts of the training department and the introduction of the exams have caused a giant leap in both ATC- and Pilots quality within our community. We think now is the time to increase the overall online quality by careful introducing and implementing the “Facility Rating Assignments System” (FRA’s). Careful because we have mixed interests. On the one hand we like to improve the overall quality of IVAO, on the other hand we do not want to discourage new and unexperienced users by raising the treshold too much. Taking the above into consideration we have compiled the following quidelines for FRA’s

12.2 – GENERAL

12.2.1 – FRA’s should mainly be applied to International and/or “main”-airports, thus leaving regional airports available to new and/or unexperieneced users for learning- and training purposes.

12.2.2 – These are a Guidelines about how FRA’s could be implemented for ATC-positions.

Users with an ATC-rating of Student 1 should only be allowed on Delivery- Ground- and Tower positions on regional airports.
Users with a ATC-rating of Student 2 should be allowed on all positions on regional airports, or on Delivery-, Ground- and Tower positions in main airports.
Users with a ATC-rating of Student 3 should be allowed on all positions on all airports, including International and “main”-airports.
12.2.3 – These restrictions do not mean that f.i. a Student 1 is not allowed to “act” as an Approach controller when there is no Approach available, he is however not allowed to “connect” to a _APP position. Thus leaving the _APP position available for more experienced users logging in at a later time.

12.2.4 – These are a Guidelines about how FRA’s should be implemented for Pilots.

At this moment we give no recomendations for Pilots restrictions. In special cases, like Fly-in’s or Exam’s etc, Divisions can decide to activate FRA’s for pilots on certain Airports. Because it can not be expected that Pilots visit the web of every destination they plan to visit, Pilot FRA’s should also be included in the ATIS of that Airport, together with an alternative Airport. Example : “FRA – no FFO at EHAM 18.00 – 20.00 Z (alt. EHRD)” Also see User’s R&R – Pilots – 6.3.6

CTR airspaces and regional Airports cannot be restricted to pilots, independently of their rating.

12.2.5 – FRA’s can be specified in the form of a time-roster. With f.i. little restrictions during hours with low traffic and more restrictions during peak hours. For practical reasons this roster should be a “standard”-table (always the same) available to all users of the division. Exceptions to the roster, f.i. when a fly-in takes place, should be announced by notam e-mail together with the announcement of the fly-in.

12.3 – IMPLEMENTATION

12.3.1 – The Divisions are responsible for FRA’s in their countries.

12.3.2 – Division’s DIR/ADIR will have access to all their country FRAs. FIR Chieffs will have access to their own FIR FRA’s.

12.3.3 – Exception to the guidelines in 12.2.2 can be made when very dense traffic is expected, f.i. during organised fly-ins. In that case f.i. _APP and _CTR could be reserved for C1 controllers. It is a matter of course that this is dependant of the availability of C1 controllers.

12.3.4 – FRA’s have to be clearly announced in the Division’s main page, and it should be explained very well to all users how FRA’s work.

12.3.5 – Division Staff members will have to check that their users follow the established FRA’s. Talk with users not following FRA’s. If there occur any problem, call the assistance of a Supervisor. Supervisors will follow Supervisor Guidelines instructions.

12.3.6 – IVAO HQ reserves the right to modify, add or cancel any FRA’s at discretion, without statements of reasons.

13 VIRTUAL AIRLINES

13.1 – To become a VA affiliated with IVAO, your VA has to be free of charge for the members, and a non profit organization. Your VA will not profit directly or indirectly from using the IVAO network, neither use IVAO name to do publicity of the company.

13.2 – Registered VAs are responsible of the logos and names they submit to the IVAO database. IVAO will not be responsible of copyright violations.

13.3 – Your VA should use its assigned 3 letter code, to be able to use the network services provided, and only IVAO member VAs will have the right to maintain a registered ICAO code. You can chose your own ICAO code during the registration process and it will be assigned to you unless the code is already in use. If the VA you are registering is based on a real airline, then you will be assigned the ICAO code of that real airline unless, of course, there’s already another VA based on the very same real airlines thence using that code. In this case you will have to chose a different one. In case your VA is NOT based on a real airline, it might happen that the code you chose during the registration process becomes the ICAO code of a new born real airline; in this case you will have to change your ICAO code upon request of the FOHQ. Note: the reference for real airlines is ICAO Doc 8585.

13.4 – The registration form must be filled in and submitted by the actual CEO/Owner of the VA and not by another person, even if belonging to the VA-staff.

13.5 – VAs are required to log per week at least Nº of users X 2 hours = Required hours. It does not mean each user must fly 2 hours, it means the total of hours flown by the company must be calculated with this formula. This is the minimum required to maintain their membership status in our Virtual Airlines System..

13.6 – VAs are required to update their membership details when they change (CEO/Owner, Staff list, Pilot list, URL of website, e-mail, etc…). No reply to mails due to not existing mail addresses will lead to the VA removal from the database.

13.7 – Member VAs will link to IVAO using the logo provided to them on registration. The logo MUST be only the logo sent by us.

13.8 – IVAO reserves the right to accept, deny or remove a VA from the database and/or VA’s system without any advise neither explanation if Executive Committee decide it.

13.9 – To become a VA affiliated with IVAO, the company must have at least 10 IVAO active users, and you have to send an email to the email account advised in the Virtual Airlines pages requesting become active in the system.

13.10 – Companies not having activity in the VA system for more than 4 months will be removed from VA system. The company will continue being in the IVAO database but not in the VA system. After 6 months of inactivity the company will be removed from the database.

13.11 Companies not having contact mail or contact person in the database will be removed from the database.

13.12 – The VA’s System is copyrighted by IVAO. Any company active on it can use it freely of charge. IVAO will only support problems with the pages, but will not support problems between the company and its users.

13.13 – A VA can change the CEO/Owner at any time but any new appointed CEO/Owner must always:

be a person at least 18 y/o
hold minimum a PP or ADC rating
have been registered on the IVAO network for at least 6 months, with a clean suspension history in the last 3 months
not be a CEO/Owner of any other VA/SOG (that is any IVAO member can be the CEO/Owner of only 1 VA/SOG at a time)
be active on the IVAO network.
VAs with CEO/Owner whose account is inactive will be removed from the database if a new active CEO is not appointed in a period of 15 days after receiving the warning from the Flight Operation Department.

13.14 – The VA must have and maintain a fully functional website at all time. A VA without a website will be removed from the database. If you are planning a major website maintenance or any other action that will result in the website off-line for several days, please send an e-mail to the Flight Operations Director and/or the Flight Operations Assistant Director informing about the site outage.

13.15 – The VA website must have a pilot roster page and a staff list page always up-to-date and, for those airlines using the IVAO VA- system, those pages must always be synchronized meaning that the pilots roster on the website must shows the same active pilots than the VA-system pilots list and the staff list page on the website must shows the same staff members than the staff list page in the VA-system. If a VA has a CEO/Owner listed in the VA-system (most likely the one who registered the VA) who differs from the one listed in the VA website staff list, the VA will be removed from the database.

13.16 – If the website of the VA is not in English, at least some pages must be in the English language. Mandatory pages in English are: the home page, VA Rules & Regulation page, the pilot roster, the staff list, and the page(s) related to the flight activity of the VA (i.e the statistic page).

13.17 – If the VA is active also on other networks and/or allows pilots to fly off-line, thence not necessarily registered on the IVAO network, the pilot roster page on the website should clearly emphasize those registered on the IVAO network. The pilot roster could be divided in 2 or more sections (IVAO pilots, other network pilots, pilots flying off-line etc.) or show, close to each pilot name or callsign, the logo of the network the pilot belongs to with his Vid.