American Virtual Operating Handbook
A comprehensive resource detailing our company's history, mission, values, organizational structure, and key operational policies. This book serves as a central reference for all corporate-related information, providing insights into our strategic goals, corporate governance, and employee guidelines.

Cover Page

American Virtual
Airline Operations Handbook
Revision 5.7
December 2025
AAVA exists as a whole to be a community of virtual aviation enthusiasts who enjoy flight simulation using the varied versions of Microsoft Flight Simulator, Prepar3d, and X-Plane. All published virtual flight information (including charts, airport diagrams, flight schedules, etc.) is for the use of AAVA pilots in their simulation experience and is not to be substituted for use in real-world aviation.
AAVA is in no way associated with American Airlines Group Inc., its subsidiaries, or affiliates. The AAVA website is not for any commercial purpose. AAVA is a non-profit entity and does not generate any revenue. American Virtual publicly accessible website cannot accept or allow consumers to purchase actual airline tickets.

Corporate Introduction

Overview of American Virtual

Brief history and establishment
Mission and vision statements
Core values

Preface
Date: December 2025
From: President Sean Jackson, American Virtual Airlines (AAVA)
To: All American Virtual Members
Subject: Airline Operations Handbook 5.7
Introduction
The staff and management of American Virtual Airlines (AAVA) remain committed to enhancing the experience of flight simulation enthusiasts by providing a realistic representation of American Airlines operations. We recognize that our pilots fly for a variety of reasons. Many participate to further develop a hobby, while others—including the numerous real-world pilots within our community—may wish to refine and practice their professional skills.
Regardless of motivation, we pledge to provide our pilots with the resources and support needed to get the most out of their experience with AAVA.
This manual is designed to communicate the policies and procedures that govern the day-to-day operations of the organization. Every effort has been made to ensure that it contains useful and applicable information relevant to the many facets of AAVA. If any policy is unclear, or if a specific issue is not addressed, please contact your Vice President of Operations for further assistance.
Due to the diverse nature of our operations, this manual cannot address every unique situation that may arise. Ultimately, your success as a virtual pilot will depend on a combination of acceptable practices, sound judgment, and common sense.
Applicability
The policies and procedures outlined in this manual apply to all AAVA personnel. Acceptance into the organization and use of its systems signify your agreement to review and abide by the guidelines contained herein.
The Chief Operating Officer is responsible for maintaining this manual. Any changes must be approved by the President/CEO prior to implementation.
Cancellation
This document supersedes and cancels the Airline Operations Handbook, Version 5.6.2.2 (Released October 2024).
Sean Jackson 
President | American Virtual

Organizational Structure

Corporate Governance

Board of Directors
Executive Team

Legal Information & Disclosures
1.0 Legal Information & Disclosures
1.1 Real World Affiliation and Copyrights
American Virtual Airlines (AAVA) is a virtual airline. The organization is not a real-world airline, nor does it operate physical offices at any “Headquarters” or “Hub” locations. AAVA does not hire individuals for real-world employment in any capacity. The organization exists solely as a community of virtual aviation enthusiasts who participate in flight simulation using various platforms, including Microsoft Flight Simulator, Prepar3D, and X-Plane.
All published virtual flight information—such as charts, airport diagrams, flight schedules, and related materials—is intended exclusively for use by AAVA pilots within their simulation experience and must not be used as a substitute for real-world aviation resources or real-world flight operations.
AAVA’s purpose is to provide entertainment and educational opportunities to its voluntary members. Any similarities between AAVA operations or documentation and those of actual airlines are coincidental and are not intended to violate any copyrights, trademarks, or other protected intellectual property. All American Airlines logos and trademarks displayed on the AAVA website remain the property of American Airlines.
AAVA is not affiliated with, endorsed by, or associated in any way with American Airlines Group Inc., its subsidiaries, or its affiliates. The AAVA website is not used for any commercial purpose. AAVA is a non-profit entity and does not generate revenue. The publicly accessible AAVA website does not provide the ability to purchase real airline tickets, nor does it contain booking systems or schedules that could reasonably be interpreted as real-world commercial offerings. Individuals wishing to purchase American Airlines tickets should research pricing, itineraries, and availability through legitimate American Airlines channels.
1.2 AAVA Copyright Statement
No part of the AAVA website design or layout may be reproduced or transmitted in any form or by any means, whether electronic or mechanical. This includes, but is not limited to, photocopying, recording, reproduction, or electronic storage. Any such action constitutes a copyright infringement and theft of intellectual property owned exclusively by American Virtual.
The AAVA website clearly disclaims any affiliation with or endorsement by American Airlines and is not a commercial website. We do not use American Airlines trademarks in a manner that suggests ownership, sponsorship, or endorsement by American Airlines or any related entity.

Corporate Leadership Structure
2.0 Corporate Leadership Structure
The AAVA corporate leadership structure is designed to make clear the responsibilities of each staff member. A fully developed administrative website management system allows us to have a smaller executive team fully committed to developing an excellent pilot experience.
The AAVA Human Resources department is currently predicting continued organizational growth, so new/modified staff positions will likely be created as we are continually re-evaluating the level and quality of service provided to our pilots.
Our corporate leadership team does not subscribe to the idea that the responsibilities of management simply revolve around administrative upkeep; we believe that our responsibility is to serve the needs of our pilots. Each staff member strives to provide excellent service through intelligent leadership and focus on operating within a sound virtual business model.
The current corporate leadership structure is comprised of three divisions:
• Administration
• Operations
• Human Resources
There are currently five management levels:
• President
• Chief Executive Officer
• Chief Operating Officer
• Vice President
2.1 Corporate Structure
Executive Management Team
• President
• Chief Executive Officer (CEO)
• Chief Operating Officer (COO)
Operations Management
• Vice President of Operations (VP)
• Chief Training & Development Officer (CTDO)
• Director of Events (DEC)
• Event Operations Officers (EOO)
Administration & Human Resources Support
• Chief Human Resources Officer(CHRO)
• Vice President of Public Relations (VP)
2.1.1 Executive Management Division:
President: The President & Chairman is responsible for the overall development and oversight of American Virtual. He/she leads the Executive Management Team, guiding the creation and implementation of policies, procedures, and strategic goals across the company. The President & Chairman ensures that corporate initiatives are successfully executed for long-term success.
They establish and adjust the organizational leadership structure as needed, delegating authority across the company and ensuring that all staff have the resources required to succeed. Regular communication with the Executive Management Team is essential to align strategic goals with daily operations.
The President & Chairman has ultimate authority over hiring, suspending, promoting, and terminating senior personnel, as well as resolving personnel issues. Their leadership fosters a culture of accountability, innovation, and performance.
Staff who report to the President (in some cases, may be the same person):
• Chief Executive Officer (CEO)
• Chief Operating Officer (COO)
• Chief Human Resources Officer (CHRO)
• Chief Training & Development Officer (CTDO)
Directly responsible for the continuing development and administrative oversight of the organization. He/she leads the Executive Management Team that is charged with developing policies and procedures, and is responsible for strategic planning of goals, objectives, and operations within the entire enterprise. Through their influence and leadership, the CEO also is responsible for overseeing the implementation and ensuring long-­­term success of the decisions and programs developed by corporate leadership.
The CEO establishes and maintains the corporate leadership structure (modifying it as organizational needs evolve) and delegates authority to all staff members. He/she communicates with members of the Executive Management Team to ensure that AAVA staff members are carrying out their responsibilities as outlined within this manual. In doing so, the CEO is responsible for providing the tools and resources necessary for staff to succeed in their duties.
The CEO maintains the overall responsibility and authority to hire, suspend, demote, and terminate personnel (staff and pilots) and is authorized to hear and determine a course of action on all personnel complaints.
2.1.2 Operations Division:
The Chief Operating Officer (COO) is appointed by the CEO and is responsible for managing of day-­­to-­­day operations (Events, Schedules, Route Development, Fleet, and Hub Operations) of the organization. He/she is a member of the executive management team and assists with the development and achievement of all organizational goals.
The COO's primary function is to ensure that the airline runs smoothly. He makes executive decisions regarding matters such as the purchase of additional modules from suppliers, or the creation of new modules as needed to support the organization. Is intimately aware of all functions of the airline crew center and has authority to make changes to the crew center as functionally needed.
Specific Responsibilities include:
• Overseeing the day-to-day operations of the organization, including Hub Operations, Event Operations, schedules, route development, and fleet management.
• Providing executive oversight of Hub Operations and Event Operations through the Vice President of Operations.
• Establishing operational priorities, approving major initiatives, and ensuring compliance with organizational policies and directives.
• Coordinating with the Vice President of Operations to ensure events, group flights, and other operational initiatives are planned and executed in accordance with organizational objectives.
• Maintaining executive authority over operational decisions, personnel assignments, and organizational initiatives within the Operations Division, subject to CEO authority.
Staff who report to the COO:
• Vice President of Operations (VP)
• Chief Training & Development Officer (CTDO)
The Vice President of Operations (VP Ops), appointed by the CEO or COO, is responsible for overseeing the entire Hub Operations and Event Operations division. The VP Ops provides direction and oversight to Hub Managers, Assistant Hub Managers, and Event Operations Officers, ensuring that operational activities, events, and organizational initiatives are conducted in accordance with company policies and directives.
The VP Ops reports directly to the Chief Operating Officer and is responsible for implementing operational priorities established by executive leadership. In coordination with Human Resources and the COO, the VP Ops may participate in the selection, management, performance evaluation, and removal of personnel within their assigned divisions.
Key responsibilities include:
Overseeing Hub Operations and Event Operations to ensure compliance with organizational policies, procedures, and directives.
Providing direction and support to Hub Managers, Assistant Hub Managers, the Director of Events, and Event Operations Officers.
Organizing and conducting staff meetings to communicate operational priorities, address concerns, and evaluate departmental performance.
Coordinating with the Director of Events and Event Operations Officers to develop, schedule, and execute organizational events and group flights.
Coordinating with the Vice President of Public Relations on event announcements, promotional activities, and other communications requiring departmental support.
Monitoring hub activity, pilot engagement, and event participation, identifying opportunities for improvement.
Assisting Hub Operations personnel with issues related to flight operations, airline procedures, and organizational requirements.
Collaborating with executive management and Human Resources to resolve pilot conflicts, personnel concerns, and violations of organizational policies.
Providing regular operational updates to the Chief Operating Officer and escalating matters requiring executive review or approval.
Staff who report to the VP-Ops:
• Hub Managers
• Director of Events
• Event Operations Officers
Event Operations Officers (EOO)
Event Operations Officers are responsible for planning, coordinating, and executing American Virtual's organized events, group flights, and other assigned operational initiatives.
EOOs report to the Vice President of Operations. When a Director of Events is appointed, the Director will assume direct oversight of Event Operations Officers while remaining under the authority of the VP-Ops.
Key responsibilities include:
Developing and coordinating events, group flights, and special operational activities.
Preparing event proposals, including routes, schedules, aircraft requirements, and other relevant operational details.
Coordinating with the Vice President of Public Relations to ensure approved events and organizational activities are appropriately announced and promoted.
Working with Public Relations to ensure approved events are properly announced and promoted.
Supporting pilots during events and addressing operational questions or concerns.
Monitoring event participation and providing updates to Operations leadership.
Supporting organization-wide competitions and other initiatives assigned by the VP-Ops.
Chief Training & Development Officer (CTDO)
The Chief Training & Development Officer is responsible for planning, directing, and coordinating programs designed to enhance the knowledge and skills of American Virtual pilots. The CTDO oversees the Training Department, including Training Coordinators and the development and administration of training programs.
Training may be delivered through instructional videos, self-guided courses, online applications, or collaborative instruction involving experienced pilots and instructors. The CTDO ensures that training materials, methods, systems, and resources remain appropriate, accurate, and relevant to the organization's operational standards.
The CTDO works with Operations leadership and other departments to identify training needs, develop appropriate instructional programs, and ensure training objectives align with the organization's goals.
Staff who report to the CTDO:
• Training Coordinators
2.1.2.1 Staff Compensation and Accountability:
To support the operational demands placed on leadership roles within AAVA, a structured Staff Compensation and Accountability system has been implemented. This system is designed to align expectations with tangible recognition, while ensuring consistency, transparency, and accountability across all hub operations and support functions.
Staff roles within AAVA require a significant investment of time and effort beyond normal pilot activity. Responsibilities such as event planning, pilot engagement, operational coordination, and administrative oversight often reduce the amount of time staff are able to dedicate to personal flying. This system exists to provide fair and consistent compensation for that time, while reinforcing the expectations associated with each role.
Compensation Structure
Eligible staff roles are assigned a monthly flight hour stipend based on their position within the organization. These stipends are applied automatically on a monthly basis through the administrative system.
The current structure is as follows:
Hub Managers (HM): 12 hours per month
Assistant Hub Managers (AHM): 8 hours per month
Event Officers: 8 hours per month
Specialty Roles: 8 hours per month
A maximum cap of 20 hours per month per individual is enforced across all roles to maintain balance and prevent overlap or abuse.
In addition to monthly stipends, certain roles may receive advancement-based hour adjustments when required to align rank with position responsibilities. These adjustments are granted at the discretion of executive leadership and are tracked within the system.
System Tracking and Control
All staff-related hour adjustments, including monthly stipends, advancement grants, and manual adjustments, are recorded through a centralized ledger system within the administrative panel. This ensures full visibility, consistency, and auditability of all transactions.
Authorized administrators retain the ability to reverse or adjust entries as necessary to maintain accuracy and enforce policy.
Performance and Accountability
Monthly stipends are directly tied to active participation and fulfillment of role responsibilities. Staff members are expected to remain engaged, communicative, and actively contributing to their assigned areas of responsibility.
Failure to meet expectations may result in the withholding of monthly stipends and, if necessary, further review of role assignment.
This system is not intended to function as a passive benefit, but rather as a structured mechanism to support and reinforce consistent leadership performance across the organization.
Role Alignment and Eligibility
Only staff members formally assigned and tagged within the Staff Permissions system are eligible for automated stipends. Roles not designated within the system are managed manually at the discretion of executive leadership.
It is the responsibility of Operations leadership to ensure that all staff members are properly assigned, aligned, and maintained within the system to reflect their active role.
2.1.2.1.1 Staff Performance Expectations
All staff members receiving role-based compensation are expected to actively fulfill the responsibilities associated with their position. The monthly stipend is contingent upon consistent participation and contribution to the organization.
At a minimum, staff members are expected to:
Maintain an active presence within their assigned hub or functional area
Engage with pilots through communication, support, and general visibility
Participate in or support VA-wide initiatives, events, or operational objectives
Execute the core responsibilities associated with their assigned role
Hub Managers and Assistant Hub Managers are additionally expected to:
Drive engagement within their hub through consistent communication and activity
Support and mentor pilots within their hub
Ensure alignment with organizational directives and operational standards
Coordinate with Operations leadership as required
Event Officers and Specialty roles are expected to:
Actively perform the duties associated with their assigned function
Contribute to the overall operation and engagement of the VA through their area of responsibility
Maintain communication with leadership regarding progress, needs, or issues
Failure to meet these expectations may result in the withholding of the monthly stipend for the applicable period. Continued inactivity or lack of participation may result in removal from the assigned role at the discretion of Operations leadership.
This standard is in place to ensure that all compensated staff positions remain active, engaged, and aligned with the operational goals of AAVA.
2.1.3 Human Resources Division:
Chief Human Resources Officer (CHRO)
The Chief Human Resources Officer (CHRO) is responsible for overseeing all Human Resources functions within American Virtual. The CHRO ensures the development, implementation, and enforcement of personnel policies and procedures in accordance with organizational standards and objectives.
Key responsibilities include:
Overseeing Human Resources operations, including pilot applications, leaves of absence (LOAs), hub transfers, personnel records, and membership status changes.
Administering personnel actions, including activity warnings, disciplinary matters, suspensions, and terminations in accordance with established policies.
Managing the conflict resolution process and addressing complaints, personnel concerns, and violations of organizational policies, including the Code of Conduct.
Coordinating with Operations leadership regarding personnel matters, staff appointments, and actions requiring Human Resources involvement.
Working with the Chief Training & Development Officer (CTDO) to support new pilot onboarding and coordinate training and development needs.
Ensuring personnel actions taken by organizational leadership are properly documented and consistent with established policies.
Providing oversight and direction to the Vice President of Public Relations (VP-PR).
Additionally, the CHRO collaborates with the Chief Training and Development Officer, supervising the onboarding of new Pilots and ensuring that all training and development needs are met. The CHRO works closely with Operations teams to ensure proper documentation and compliance with actions taken by senior leadership, including VPs and Directors.
Staff who report to the CHRO:
• Vice President of Public Relations (VP-PR)
Vice President of Public Relations (VP-PR)
The Vice President of Public Relations reports directly to the Chief Human Resources Officer (CHRO) and is responsible for managing American Virtual's internal and external communications, public image, promotional activities, and corporate brand identity.
Key responsibilities include:
Maintaining internal and external organizational communications.
Managing public announcements, press releases, and external publicity for American Virtual and its activities.
Researching and implementing creative approaches to promote American Virtual and increase organizational visibility.
Developing, implementing, and maintaining the organization's corporate branding, including graphical identity and communication standards.
Identifying potential partnerships with other virtual airlines and virtual aviation organizations, including VATSIM groups, and developing partnership proposals for the CEO's consideration.
Coordinating with Operations leadership to support the promotion of organizational events and initiatives.
Performing additional duties assigned by the Chief Human Resources Officer.
2.2 Staff Vacancies
Vacant staff positions may be announced through the Careers section of the American Virtual website and other official communication channels as determined by organizational leadership. Vacancies may also be advertised through external virtual aviation communities when appropriate.
• A post in the news section on the dashboard will be made.
• A posting for the position will be placed in the "Vacancies" section of the Crew Center.
Applicants must submit their applications through the designated recruitment process. The Chief Human Resources Officer (CHRO) is responsible for coordinating recruitment activities, reviewing applications, and forwarding qualified candidates to the appropriate hiring manager.
The hiring manager is responsible for evaluating candidates and conducting interviews through Discord or another approved communication method. The hiring manager will coordinate the proposed selection with the CHRO and appropriate executive leadership before an appointment is finalized.
All staff appointments require approval from the appropriate organizational authority in accordance with the established leadership structure.
Following approval, Human Resources will coordinate the appointment, required system permissions, and onboarding with the appropriate department leadership. Staff appointments may be announced through official communication channels in coordination with Public Relations, when appropriate.
2.3 Domicile (Hub) Operations:
American Virtual operates a hub-based structure modeled after American Airlines and its subsidiaries. Pilots are assigned to a designated domicile and may request transfers to another hub in accordance with established organizational policies and availability.
Our hub structure provides pilots with opportunities to participate in domestic and international flight operations while supporting organized hub activities, events, and competitions.
American Virtual's current hubs include:
• Charlotte/Douglas International Airport (KCLT), Charlotte, North Carolina
• Chicago – O’Hare International Airport (KORD), Chicago, Illinois
• Dallas/Fort Worth International Airport (KDFW), Dallas, Texas
• Los Angeles International Airport (KLAX), Los Angeles, California
• Miami International Airport (KMIA), Miami, Florida
• New York’s John F Kennedy International (KJFK), Queens, New York
• New York’s LaGuardia Airport (KLGA), Queens, New York
• Philadelphia International Airport (KPHL), Philadelphia, Pennsylvania
• Phoenix Sky Harbor International Airport (KPHX), Phoenix, Arizona
• San Diego International Airport (KSAN), San Diego, California (Training Hub)
• Tulsa International Airport (KTUL), Tulsa, Oklahoma (Retirement Hub)
• Washington’s Regan National (KDCA), Arlington, Virginia

Membership & Community

Joining American Virtual

Membership requirements and process
Pilot ranking system


Community Engagement

Forums and social media presence
Events and group flights

Membership, Ranking, Pilot Requirements
3.0 Membership
American Virtual Airlines (AAVA) welcomes applicants with varying levels of virtual aviation experience. Although previous virtual airline experience is not required, applicants are expected to have a basic understanding of flight operations, navigation, and the flight simulation software they intend to use.
All new pilots must successfully complete the required entrance examination as part of the application process. Training materials are provided to assist applicants in preparing for the examination.
Membership is free and available to individuals thirteen (13) years of age or older. Applicants under the age of thirteen will not be accepted. Any applicant or member found to have intentionally falsified their age may be permanently removed from the organization.
Applicants must provide accurate and truthful information during registration. AAVA reserves the right to reject applications containing false, misleading, or incomplete information.
All members must maintain a valid email address and keep their contact information current within the Crew Center. Email is an official communication method used for organizational announcements, membership notifications, and other administrative matters. Members who fail to maintain valid contact information may be subject to administrative action, including membership removal.
All pilots must maintain a Discord account in good standing and remain members of the official AAVA Discord server. Discord serves as a primary communication platform for organizational announcements, hub operations, staff communications, and pilot engagement. Failure to comply with this requirement may result in administrative action in accordance with Section 12 of this handbook.
AAVA reserves the right to accept or decline membership applications in accordance with organizational policies and applicable law.
3.1 Application Guidelines
Prospective pilots must complete and submit an application through the official American Virtual website using the designated membership registration process.
Applicants are responsible for providing complete and accurate information and complying with all applicable membership requirements, policies, and instructions outlined in this handbook.
Applications may be reviewed by Human Resources before membership is approved. Submission of an application does not guarantee acceptance.
3.2 Transfer of Hours
American Virtual permits new members to request credit for previously accumulated flight hours from one (1) virtual airline or from the VATSIM network. Hours may not be combined from multiple sources.
Transfer credits are calculated as follows:
Previous virtual airline: Forty percent (40%) of verified flight hours, up to a maximum credit of 300 hours.
VATSIM: One hundred percent (100%) of verified flight hours, up to a maximum credit of 300 hours.
All transferred hours must be verifiable. Applicants requesting credit from another virtual airline must provide a valid link to an active pilot roster or flight history showing their name and accumulated hours. If the previous virtual airline is no longer operating and the hours cannot be verified, transfer credit will not be granted.
Applicants requesting VATSIM credit must provide a valid VATSIM identification number for verification.
Transfer requests should be submitted during the initial membership application. Requests submitted after acceptance must be made within thirty (30) days of the original application date. Requests received after this period will not be approved.
Pilots requesting transfer credit after acceptance should contact their Hub Manager. All requests are subject to verification by Human Resources before hours are credited.
Approved transfer hours count toward a pilot's total credited flight hours and applicable CAT ratings for aircraft eligibility. Transferred hours do not count toward American Virtual achievement badges.
3.3 Rehires & Inactivity
Requests for reinstatement following voluntary departure or removal for inactivity are administered by the Human Resources Division.
Members who voluntarily leave American Virtual without disciplinary action may request restoration of their existing account through the established account recovery process, subject to verification of their previous membership status.
Members removed for failure to meet minimum flight activity requirements or comply with Leave of Absence procedures must reapply through the standard membership application process. Human Resources may contact returning applicants to confirm their understanding of current membership and activity requirements.
Reinstatement is not guaranteed. The Chief Human Resources Officer (CHRO), in coordination with executive leadership, retains discretion over reinstatement decisions in accordance with this policy.
All reinstated members are subject to current membership requirements, applicable training requirements, and the minimum flight activity standards established in this handbook.
3.3.1 Returning Pilot Conditions
Pilots returning to AAVA after being archived due to inactivity may be subject to the following conditions.
3.3.2 Flight Hour Restoration
If an account was deactivated due to inactivity, a returning pilot may be eligible to have up to fifty percent (50%) of their previously accrued flight hours restored.
Restoration of flight hours is not guaranteed. Executive staff may restore any amount of prior flight hours, up to a maximum of fifty percent (50%), at their sole discretion.
3.3.3 Training Requalification
Returning pilots shall be required to complete AAVA Academy training requirements, including any required coursework, qualification flights, or check rides before being assigned to a mainline hub.
This determination will be made by Human Resources in coordination with the Training Department.
3.3.4 Prize Eligibility Waiting Period
Pilots returning from inactivity will be ineligible to receive prizes, awards, or competition winnings, including but not limited to the annual Hub Ops competitions, promotional contests, or other events offering material prizes, for a period of 180 days after being assigned to a mainline hub.
This policy exists to maintain fairness for pilots who have maintained continuous activity within the organization.
3.3.5 Rank Adjustment
Returning pilots may have their rank adjusted based on restored flight hours, training requirements, and current operational standards.
Rank determination will be made by Human Resources and executive staff upon reinstatement and may differ from the member’s previously held rank.
3.3.6 Hub Assignment
Returning pilots will be temporarily assigned to the Academy training hub (KSAN) upon reinstatement until any required training, requalification flights, or check rides have been completed.
Hub assignment following reinstatement will be determined by Human Resources and Operations leadership.
3.3.7 Multiple Inactivity Events
If a pilot account has been archived due to inactivity two (2) times, reinstatement for a third time will require approval from both the Chief Operating Officer (COO) and Chief Executive Officer (CEO).
If a pilot is reinstated for a third time and subsequently becomes inactive again, the pilot will receive a ban from rejoining the organization for a period of not less than one (1) year from the date their account was archived.
Reinstatement following this period will require executive review and approval and is not guaranteed.
Repeated inactivity may also result in loss of previously restored flight hours, rank adjustments, or additional training requirements as determined by executive staff.
3.3.8 Executive Authority
Executive leadership reserves the right to interpret and enforce this policy at their discretion when deemed necessary for the operational integrity of the organization.
3.3.9 Duplicate or Alternate Accounts
Members are permitted to maintain only one active AAVA pilot account.
Creation of duplicate, alternate, or replacement accounts in order to bypass inactivity policies, disciplinary action, training requirements, or other organizational policies is strictly prohibited. Executive staff may merge, suspend, or permanently remove duplicate accounts when identified.
Any member found to have created or used an alternate account for the purpose of circumventing these policies may have all associated accounts permanently removed from the organization at the discretion of executive leadership.
3.3.10 Event Withdrawal & Competition Integrity
Pilots may not intentionally resign, request archival, or otherwise remove themselves from the organization in order to avoid event rules, competition requirements, failed flight reports, or disciplinary review.
If a member leaves the organization while participating in an official AAVA event, competition, or challenge, the pilot may be disqualified from the event and may be subject to additional reinstatement restrictions upon return.
Executive leadership reserves the right to determine whether a departure was intended to circumvent event rules or competitive standings.
3.3.11 Account History Preservation
A pilot’s disciplinary history, training status, event participation history, and prior administrative actions will remain associated with the member’s account upon reinstatement.
Reinstatement to the organization does not erase prior warnings, training deficiencies, failed check rides, event penalties, or administrative actions previously issued by AAVA staff.
3.3.12 Identity Verification
Executive staff may request verification of a member’s identity, prior account history, or previous membership status if there is reason to believe a pilot has created a duplicate account or is attempting to circumvent AAVA policy.
Failure to comply with such requests may result in denial of reinstatement, account suspension, or removal from the organization.
3.3.13 Reinstatement Waiting Period
Executive staff may impose a mandatory waiting period prior to reinstatement when a member has repeatedly entered inactive status, voluntarily departed without notice, or otherwise demonstrated a pattern of unreliable participation.
Such waiting periods will be determined at the discretion of executive leadership and do not guarantee future reinstatement.
3.4 Multiple Virtual Airlines
American Virtual recognizes that members may wish to participate in aviation activities and aircraft operations not currently offered by AAVA. Members are permitted to maintain memberships with other virtual airlines, provided they continue to meet all AAVA flight activity requirements and comply with organizational policies.
To prevent conflicts of interest, AAVA Corporate Leadership personnel may participate in other virtual airlines as pilots but shall not hold staff positions within those organizations.
Pilots are strictly prohibited from submitting the same flight report (PIREP) to multiple virtual airlines or similar organizations.
3.4.1 Pilot Adherence to Standards
Pilots shall not record the same flight hours or submit PIREPs for the same flight to more than one virtual airline, flying club, or similar organization.
This prohibition applies regardless of whether the flight is eligible for credit with multiple organizations.
For example, a pilot who completes a flight between Boston and Washington, D.C., and is a member of both American Virtual and another virtual airline, may submit the flight to either organization, but not both.
Violations may result in disciplinary action, up to and including termination, at the discretion of Human Resources.
3.4.2 "Flying Club" vs. "Virtual Airline"
Pilots shall not record the same flight hours or submit PIREPs for the same flight to more than one virtual airline, flying club, or similar organization.
This prohibition applies regardless of whether the flight is eligible for credit with multiple organizations.
For example, a pilot who completes a flight between Boston and Washington, D.C., and is a member of both American Virtual and another virtual airline, may submit the flight to either organization, but not both.
Violations may result in disciplinary action, up to and including termination, at the discretion of Human Resources.
3.4.3 Appeal Process for Violations (If applicable)
A pilot who believes a violation of Section 3.4 was unintentional or incorrectly determined may submit an appeal to Human Resources within seven (7) days of receiving the disciplinary notice.
The appeal must include a written explanation and any supporting documentation relevant to the alleged violation.
Human Resources shall review the appeal and communicate a final decision within fourteen (14) days.
3.5 Initial PIREP and Minimum Flight Requirements
All new members are required to submit their first Pilot Report (PIREP) within fourteen (14) days of joining American Virtual. New members who fail to submit their initial PIREP within this period will have their accounts deleted.
To maintain active membership, pilots must complete and report at least one flight every thirty (30) days.
Pilots who fail to meet this requirement will receive a termination warning and have an additional fifteen (15) days to submit a PIREP. Failure to submit a PIREP within forty-five (45) days of their last reported flight will result in automatic retirement from AAVA.
Pilots who anticipate being unable to meet the minimum flight requirements may request a Leave of Absence (LOA) in accordance with the procedures outlined below.
3.5.1 Leave of Absence (LOA) Requests
All new members are required to submit their first Pilot Report (PIREP) within fourteen (14) days of joining American Virtual. New members who fail to submit their initial PIREP within this period will have their accounts deleted.
To maintain active membership, pilots must complete and report at least one flight every thirty (30) days.
Pilots who fail to meet this requirement will receive a termination warning and have an additional fifteen (15) days to submit a PIREP. Failure to submit a PIREP within forty-five (45) days of their last reported flight will result in automatic retirement from AAVA.
Pilots who anticipate being unable to meet the minimum flight requirements may request a Leave of Absence (LOA) in accordance with the procedures outlined below.
3.5.2 Request Guidelines
Pilots must have completed at least ninety (90) days of membership from their original onboarding date before becoming eligible to request a Leave of Absence.
LOA requests shall be submitted through the pilot's profile in the Crew Center and must include the anticipated duration of the absence and a brief explanation for the request.
Once an LOA begins, the pilot must remain on leave for a minimum of seven (7) days before requesting reinstatement to active status.
3.5.3 Duration & Approval Process
Leave of Absence requests must be submitted for a minimum of fifteen (15) days and may not exceed ninety (90) days.
Extensions beyond the initial ninety-day period are not automatically permitted and may be considered on a case-by-case basis.
Approval of all LOA requests and extensions remains at the sole discretion of the Chief Human Resources Officer (CHRO).
A decision regarding an LOA request shall be communicated to the pilot by email within forty-eight (48) hours of submission.
3.5.4 Returning from LOA
Upon completion of an approved Leave of Absence, pilots will be returned to active membership status, provided they meet the applicable requirements established in Section 3.3, Rehires & Inactivity.
Pilots returning from an LOA must resume compliance with minimum flight activity requirements and submit a PIREP within fourteen (14) days of returning to active status.
Failure to meet these requirements may result in administrative action in accordance with the membership inactivity policy.
3.6 Pilot Profile
All pilots are responsible for maintaining accurate and current contact information in their Crew Center profiles.
If an official AAVA email is returned as undeliverable, the pilot may be subject to membership suspension until valid contact information is provided.
Continued failure to maintain a valid email address may result in membership termination.
3.7 Membership Suspension
Failure to comply with American Virtual's policies, procedures, or Code of Conduct may result in membership suspension.
Members receiving a suspension notice shall follow the instructions provided in that notice and may contact the Chief Human Resources Officer (CHRO) for clarification or review.
Human Resources is responsible for documenting membership suspensions and coordinating with Operations leadership when appropriate.
3.8 Terminating Membership
American Virtual Corporate Leadership may terminate a member's membership when required by organizational policies, as a result of disciplinary action, or when necessary to protect the integrity, safety, and overall experience of the organization.
Human Resources shall document all membership terminations and update the member's status accordingly.
3.9 Ranking System
AAVA uses a ranking system to keep the simulation interesting, a source of motivation and provides another step for pilots to reach in their careers. New pilots joining AAVA will start off as a First Officer and will be able to work toward the highest rank. Pilots will be restricted to specific aircraft based on their rank. The ranking system is not designed to mirror any real- world ranking system but strives to foster participation and growth providing new privileges once higher ranks are obtained.
A visual chart of the ranking structure is provided on the following page for proper review and understanding:
3.10 Promotions
The AAVA website automatically promotes members to the next ranking when they have satisfied the hours requirement for that rank.
3.11 Virtual Salary/Pay
AAVA utilizes a system of virtual pay to pilots that increases as the pilot is promoted to higher ranks. This pay is used to cover jump seat costs and to purchase items in the pilot shop.
*Note that this pay has no real value at this time, outside of AAVA and is used exclusively for simulation purposes.
3.12 Resignation
AAVA recognizes that real-world circumstances may prevent participation. Members may resign their membership at any time by notifying the Vice President of Operations via e-mail or Discord direct message to the official Vice President of Operations account (as listed on the AAVA Discord server and/or AAVA Staff Directory). If resignation is submitted via Discord, the Vice President of Operations will document the resignation and notify Human Resources (CHRO) for official processing and recordkeeping. If a member resigns voluntarily and is not currently under disciplinary action, they remain eligible for rehire in the future at AAVA’s discretion.
3.13 Conflict Resolution
If a member should find him/herself in conflict with another member of the organization or a member of Corporate Leadership, the member should utilize the following chain to resolve the situation:
1. Hub Manager
2. Vice President of Operations
3. Chief Human Resources Officer
4. Chief Operating Officer
5. Chief Executive Officer
6. President
 
Members are expected to enter the conflict resolution process in accordance with the following chain of communication (this is based on who the member conflicts with).
3.14 Hub Assignments
Upon registration, all pilots will be assigned to the hub of their choice or, in rare cases, to a hub of our choice based on operational needs. Pilots are welcome to transfer to any hub they choose, provided they remain at each hub for a minimum of thirty (30) calendar days. All hub transfers are at the discretion of the Chief Human Resources Officer.

Code of Conduct & Community Engagement
4.0 Code of Conduct
To support our goal of providing the most realistic and enjoyable virtual aviation experience for every pilot, American Virtual (AAVA) has established a General Code of Conduct. This code sets the minimum standards of behavior required of all members. Its purpose is not to limit or restrict member activities, but to ensure that AAVA remains a safe, friendly, and enjoyable environment for everyone.
Submission of a pilot application and acceptance into the organization signifies your agreement to read, review, and comply with all components of the Code of Conduct. Failure to follow any section may result in disciplinary action, up to and including termination.
This code is not all-inclusive. No set of rules can address every possible situation. Members are expected to use good judgment and common sense in all circumstances. If a member conducts themselves in a disruptive or inappropriate manner, disciplinary action will be taken in accordance with the guidelines outlined in this document.
4.1 Our Core Values
Above all, AAVA is committed to building and maintaining an excellent reputation within the virtual aviation community, grounded in three core principles: Professionalism, Integrity, and Trust.
Professionalism:
We will uphold a professional atmosphere across all platforms, including our website, forums, and communication channels. Our operations will be conducted efficiently, respectfully, and in a business-like manner.
Integrity:
We will represent ourselves with honesty and provide truthful, reliable information regarding our operations and organizational goals. We will always maintain respect for others and conduct ourselves ethically in all interactions.
Trust:
We will strive to operate an organization that the community can rely on. Likewise, we will extend trust to our members and the community without prejudice, fostering a supportive and respectful environment.
4.2 Code of Conduct Contents
We recognize that differences of opinion will occur, and we encourage respectful discussion within the community. However, the following behaviors are classified as unacceptable. Participation in any of the activities listed below constitutes a violation of the AAVA Code of Conduct.
Members may not, under any circumstances:
Use foul, abusive, or otherwise inappropriate language toward any member of the AAVA community through any form of communication (including forums, email, Discord, or other platforms)
Defame, abuse, harass, stalk, threaten, or otherwise violate the legal rights of others
Publish, post, upload, distribute, or disseminate inappropriate, profane, defamatory, infringing, obscene, indecent, or unlawful content in any AAVA venue (including pornographic or sexually explicit material)
Upload files containing software or material protected by intellectual property laws (or rights of privacy or publicity) without proper authorization or consent
Upload files containing viruses, corrupted data, or similar software designed to damage or interfere with another member’s computer or system
Restrict, inhibit, or interfere with another member’s ability to utilize and enjoy AAVA communication services
Harvest or otherwise collect personal or identifiable information about others (including email addresses) without their explicit consent
Violate any applicable U.S. or local laws or regulations
Engage in recruiting, advertising, or solicitation on behalf of another virtual airline or competing virtual aviation organization within AAVA-controlled platforms or communication channels, including direct or indirect messaging, unless expressly authorized by AAVA Executive Staff. This includes responding to inquiries, initiating conversations, or redirecting members to external virtual aviation organizations for the purpose of recruitment.
Hacking, or attempting to hack, any AAVA online system will result in immediate termination of membership.
4.2.1 Forums
The forums are a place for friendly discussion, debate, and making new friends. They are not the place for inappropriate or aggressive arguments of any sort. Any persons found to be engaging in aggressive arguments on the forum will be subject to receipt of a code of conduct violation.
4.2.2 Discord
All members of the organization are welcome and encouraged to participate on Discord. While engaging in chats and discussions, you are expected to treat all members with respect. We support open conversation and free expression, including personal viewpoints, but members must recognize when a topic is inappropriate, escalating, or no longer suitable for the environment.
Comments that are derogatory toward any group—including, but not limited to, those based on race, sexual orientation, political or religious affiliation, gender, or nationality—will not be tolerated. Harassment, name-calling, excessive channel switching, spamming, or other disruptive behavior is strictly prohibited. Always aim to be positive, friendly, and helpful. Contribute to the community—do not detract from it.
If a conversation involves only a small group of members, please move to another channel. In general, each channel should maintain a single main conversation to avoid confusion and disruption.
Members who fail to follow Discord rules may be warned, removed from a channel, or temporarily banned from the server. The duration of any ban will depend on the severity of the offense. Abuse of Server Administrator (SA) privileges will result in immediate suspension.
Members using Discord must display their Pilot ID and the name registered with American Virtual as their Discord nickname (Example: AAL123 John Smith). Personal nicknames or names not registered with American Virtual are not permitted. Any member not in compliance will have their nickname changed to meet requirements or may be removed from the server. All actions taken will be documented in the pilot’s personnel file.
4.3 Disciplinary Procedures
If any member intentionally violates any section of the AAVA Operations Manual or Code of Conduct, the following disciplinary actions will occur:
First Offense --- A verbal warning will be issued by the member’s Vice President of Operations. The VP will notify Human Resources of the action taken, and the incident will be documented in the member’s personnel file.
Second Offense --- A 14-day account suspension will be issued by the Chief Human Resources Officer. A written letter of reprimand will be provided to the member outlining the repeat violation and explaining the consequences of a third offense.
Third Offense --- The member will be automatically suspended from the website, forums, Discord server, ACARS, and all other company-related resources pending review by the Disciplinary Board.
Disciplinary Board Review
The Disciplinary Board, appointed by the CEO and rotated regularly, will meet within one week of the offense. The board will request the presence of the member on Discord in a private room. The board will interview the member and consider any mitigating circumstances related to the violation.
Once the interview is complete, the board will determine the appropriate consequences, if any, and forward its recommendations to the Chief Operations Officer and Chief Executive Officer for review. The CEO will issue a final decision within 24 hours.
The CEO has the authority to impose any level of punishment up to and including termination. While the CEO will consider the board's recommendations, the final decision rests solely with the CEO. Once a decision has been made, the CEO will notify the Chief Human Resources Officer, who will contact the member to communicate the final outcome and implement the disciplinary action.
Member Participation
If the member wishes to defend themselves or present evidence or testimony, they must meet with the Disciplinary Board on Discord. Email correspondence is not permitted.
If the member waives the right to an interview, they are acknowledging acceptance of whatever disciplinary action is imposed and understand that they will not be able to appeal the final decision.

Flight Operations

Scheduling and Routing

How flight schedules are created
Popular routes and destinations


Pilot Training and Standards

Training programs
Performance standards and evaluations

Flight Operations
5.0 Flight Operations
American Virtual (AAVA) does not place undue pressure on its members. We recognize that individuals can only dedicate a limited amount of time to this hobby. To support continued participation while maintaining organizational activity levels, we have established reasonable minimum flight requirements that must be met to remain an active pilot.
Each pilot is required to complete a minimum of one flight every 30 days.
If you fail to meet this requirement, a system-generated warning will be sent to the email address on file. Once placed on a termination warning, you will have fourteen (14) days to submit a flight report, which will be monitored by your Hub Manager. If no flight has been logged after forty-five (45) days, your account will be automatically retired. You will receive a system-generated email notification informing you of this change.
If you know in advance that you will be unable to meet the flight requirement, you must request a Leave of Absence (LOA) through your profile.
We want to work with our pilots to help them remain active; however, it is the pilot’s responsibility to maintain communication with hub management to determine the best path forward.
The submission of fraudulent PIREPs will result in the immediate termination of membership with AAVA.
5.1 Schedule
As our name suggests, American Virtual strives to mirror American Airlines flight operations as realistically as possible. This includes utilizing a real-world, current schedule of flights from American Airlines and its subsidiaries. For flight hours to count, pilots may only operate flights that are listed in the current AAVA schedule. The schedule can be accessed by selecting “Start a Flight” on the main Crew Center page or by choosing “Schedules” or “Live Schedules” from the left menu.
Each quarter, we update our database by pulling live flight information from FlightAware for American Airlines and its direct subsidiaries. While the schedules are accurate at the time they are obtained, they may lose accuracy depending on changes in real-world airline operations.
Using the Schedule Bid page in the Crew Center, you can search for flights that depart from your current location (the last airport where you landed) and add them to your bid list. Once you identify a flight, we strongly recommend selecting “Add to Bid” first to reserve the flight, then creating the “Pilot Brief” via SimBrief to obtain accurate flight information and receive dispatch paperwork, closely mirroring real-world procedures. This briefing will provide specific details regarding your flight, including route, fuel, departure time, maps, weather, and more.
NOTE: Please remember that in order to place a BID or REMOVE a BID, the Pilot needs to be at the departure Airport. If the Pilot isn't at the departure Airport, it will not be possible to remove the BID from the system.
American Virtual does not require you to fly your scheduled flight at the real-world departure time. You are free to complete the flight at any time of day or night based on your personal preference. However, American Virtual does keep track of your "On-Time" percentage. Regardless of the flight you book, ensure that your simulator time coincides with the time generated by SimBrief.
5.2 Jump Seat
To enhance the operation's realism, the system recognizes the last arrival and will only display flights from that airport. Pilots have the option of departing from the airport where they last arrived or purchasing a Jump Seat Ticket for a fee to move to another location.
Purchasing a Jump Seat Ticket allows pilots to leave their last arrived location and be able to bid on a flight leaving from a different airport. The employee rate for Jump Seat Tickets is $0.25/nautical mile, which will be automatically deducted from your earnings. The previous time to get to the new location was 1 second/nautical mile; with the launch of the new Crew Center, this is now instant.
Pilots will not be allowed to purchase a Jump Seat Ticket in the event they have not earned enough money, although in our experience that is extremely unlikely.
If there are no flights available for the pilot's current rank at the arrival location, the pilot will be able to jump seat to a different location free of charge.
5.3 Livery Selection
As our name suggests, we strive to mirror the American Airlines flight operations in as realistic a manner as possible. This includes flying American Airlines branded aircraft (or one of the other Codeshare airlines currently in our schedule).
Pilots incur the risk of the flight report being rejected without warning if a report is found using a livery from an airline not in our schedule, or one that does not correspond to the flight. There are many resources online as well as in our own downloads section to find and retrieve free American Airlines liveries (or subsidiaries and Codeshares), leaving truly little reason for an excuse.
5.4 Codeshares
American Airlines is a member of the oneworld alliance. We partially simulate this relationship through the inclusion of codeshare flights within our schedule. All flight numbers in the AAVA system will begin with AAL (American), CAR (American Cargo), HER (Heritage Schedule), or AAC (American Airlines Charters). However, decoding the flight number will allow you to determine which airline is actually operating the flight.
For your convenience, please refer to the table below:
AALx-2xxx - Mainline American
AAL77xx - GOL (Gol Transportes Aereos)
AAL3xxx-5xxx - American Regional Carriers
AAL84xx - Japan Airlines
AAL6xxx - British Airways
AAL85xx - Air Nostrum
AAL72xx - Royal Jordanian
AAL87xx-88xx - Iberia
AAL73xx - Qantas
AAL89xx - Cathay Pacific
AAL75xx - Alaska Airlines
AAL9xxx - Finnair
With that in mind, the table above is for reference only and there may always be schedule variations or different airline representations. For more information about any specific flight, we recommend checking either FlightAware or flightradar24. Schedules also change very rapidly, sometimes daily. If you happen to find a schedule that exists in the real world, but it is not present in our systems, please use the appropriate Discord channel.
Also, for programming convenience, we always use 9XXX numbers for our "Adventures" schedules.
5.5 Model Selection/Substitutions
All flights in our schedule specify which model is to be flown for the flight. While there are many resources online to download freeware aircraft, we will allow some substitutions to take place. For a model substitution to be valid, the substitution should be within the same family. For example:
Flight calls for a Boeing 737-800 -- Valid substitutions in the 737 family would be (733, 34, 35, 36, etc.)
Flight calls for Airbus 320 -- Valid substitutions in the A320 family would be (319, 320, 321)
Pilots run the risk of the flight report being rejected without warning if the model flown is outside the family of aircraft specified on the schedule. Examples could be:
Flight schedule calls for a 737-800 -- Pilot uses a Boeing 767
Flight schedule calls for an A319 -- Pilot uses a Boeing 737
For added convenience and easier understanding, please follow the substitution chart below:
The Charter Operations module provides its separate fleet; however, the substitution table above applies all the same. Please follow the same chart when creating a Charter flight and choosing your equipment to complete it.
5.6 Flight Routing
AAVA does not allow direct-to-GPS routing. All pilots are required to follow a published flight plan for flight reports to be approved. For added convenience, and to add realism to the experience, we have integrated the SimBrief Dispatch Module into our briefing process. The module provides different sources to access flight plans or an entirely automatic routing for your flight. To access the feature, click on the "Briefing" link after pacing the bid on the flight you selected. The route you elect to fly must always be posted in Stratos flight tracking.
5.7 Flight Procedures
The following provisions apply to all flight operations within American Virtual:
Time acceleration is not permitted. All flights must be flown at 1x simulation speed, regardless of scheduled flight length.
All flights must depart from the published origin airport.
Pilots must adhere to proper FAA cruising altitude procedures. In the United States:
Eastbound IFR flights (heading 000–179 degrees) must cruise at an odd flight level in 2,000-foot increments beginning at FL190 (for example: FL190, FL210, FL230).
Westbound IFR flights (heading 180–359 degrees) must cruise at an even flight level in 2,000-foot increments beginning at FL180 (for example: FL180, FL200, FL220).
Air Traffic Control (ATC) may assign any flight level at any time based on traffic or operational requirements.
Landing performance standards
Landings exceeding the performance review thresholds but remaining within certified limits may be approved, held for review, or rejected at the discretion of the HM/AHM based on the information provided.
Hub Managers and Assistant Hub Managers have the authority to approve or reject a PIREP based on their discretion and the information provided.
PIREP HOLD Status (Operational Restriction)
American Virtual may place a PIREP on HOLD when additional review or pilot response is required (missing information, serious review needed, repeated issues, or integrity review). If a pilot has any PIREP on HOLD, they are temporarily restricted from bidding and filing additional flights until the HOLD is cleared by a Hub Manager (HM) or Assistant Hub Manager (AHM). Pilots must review all PIREP comments and notifications and respond to their HM/AHM as directed.
Maximum landing limits
Any landing that exceeds the maximum certified landing rate of -600 FPM or 2.2 Gs will not be approved.
Examples:
Landing rate -420 FPM and 1.3 Gs: approved
Landing rate -400 FPM and 1.6 Gs: held for review
Landing rate -610 FPM and 1.2 Gs: held for exceeding -600 FPM
Flight diversions due to weather or emergencies are permitted, although they are unlikely and will be evaluated on a case-by-case basis based on the information provided in the pilot report. Diversions must not be abused and should remain rare.
Fuel Planning & Minimum Landing Fuel
Unlimited fuel is NEVER permitted.  Pilots should perform proper fuel planning and adhere to minimum fuel requirements listed below.  Any pilot found adding fuel mid-air or any time after blocks off will be immediately rejected.  Any unlimited fuel options must be turned OFF in your sim settings.
Aircraft must not land below final reserve fuel. For American Virtual standardization, the following minimum landing fuel values apply by aircraft category:
Regional Jets (E170 / E175 / CRJ700 / CRJ900):
Minimum landing fuel: 2,000 lbs.
Narrowbody Aircraft (B737 / A319 / A320 / A321):
Minimum landing fuel: 4,000 lbs.
Airbus A330:
Minimum landing fuel: 7,000 lbs.
Boeing 777:
Minimum landing fuel: 9,000 lbs.
Landing fuel at or above the published minimum will be approved.
Landing fuel within 500 lbs. of the minimum may be placed on HOLD for operational review at the discretion of the HM/AHM.
Landing fuel below the published minimum will result in PIREP HOLD pending rejection unless the diversion or emergency is clearly documented and justified in the pilot report.
Pilots are expected to divert or declare an operational emergency if projected landing fuel will fall below final reserve.
5.8 Breaks During Flight
AAVA defines a break as any simulator pause. Pilots are permitted to take a break(s) during flights and therefore are permitted to leave their computer during the break. The maximum length is 30 minutes. Only one break is authorized for flights of four hours or less. For flights exceeding four hours, breaks are at the pilot's discretion after the fourth hour, but never exceeding 30 minutes per break.
Pilots who fly online using VATSIM shall contact their ATC and request permission to vacate the flight deck before taking their break. If the controller does not grant permission, the pilot must wait for ATC clearance to leave the cockpit.
Note: VATSIM also has a policy regarding being away from the computer during flight. Should a pilot be contacted by a VATSIM supervisor, and the pilot does not respond within 30 minutes, the pilot will be disconnected from their server and suspended for several days.
5.9 Online Flying
Although not required, every pilot is encouraged to join and fly with an online ATC network such as VATSIM or IVAO. Flying online with live ATC coverage will add a new dimension of realism to your experience at AAVA. With VATSIM, you will be working around other aircraft flown by real people from all over the world, following a predefined set of rules extremely similar to the real world.
In addition, AAVA operates and participates in many events on VATSIM. For more information on VATSIM and online flying, consult the forums or contact a member of the corporate leadership team through one of the various communication channels provided.
Whenever you are flying online (and therefore representing AAVA), we require pilots to follow this set of guidelines:
You will need to register for a free new pilot account if flying on VATSIM
You must have an internet connection and a valid copy of FSX, P3D, X-Plane, FS2020, or FS2024
To connect to VATSIM you will need to download the appropriate client software for your simulator. To do so, just follow this link: VATSIM Clients
To communicate with ATC via voice, you will need a working headset and microphone
You must always professionally present yourself, recognizing that, when flying online, you are officially representing AAVA
No foul, vulgar, or racially charged remarks will be tolerated on our platform or while operating on any online network (Compliance with the Code of Conduct is required on VATSIM as well). Any complaint received from anyone at VATSIM will be grounds for immediate termination.
The flight prefix and call sign should be AAL followed by the number of the scheduled flight you have on your bid (i.e. AALXXXX). Your voice call sign is "American"
You do not need to be an aviation expert; However, it is important that:
You are already familiar with your version of Flight Simulator
You are comfortable and familiar with the aircraft you will use online
You have a basic understanding of Air Traffic Control and have read the network manuals and documentation provided by VATSIM
You can fly a SID/STAR properly and follow an IFR flight plan with airways and waypoints
5.9.1 Assistance to Pilots for Online Flying
Contrary to popular belief, online flying is not that difficult. It is meant to add another dimension to your flight simulator experience in terms of realism, but also in terms of your level of enjoyment. If you are still not comfortable flying online with ATC, the AAVA Discord is the best place to get assistance with VATSIM. AAVA is home to many pilots who regularly fly on VATSIM and are even controllers who are always ready to help.
Remember that the VATSIM community is very friendly and informative. Do not worry about making mistakes (because everyone does from time to time); sit at a busy airport for a while, listen to the radios, and immerse yourself in the ATC lingo. When you feel ready to join the action, just remember to let the controller know that you are "kind of new to this," and they will assist you in every possible way.
5.10 Time Reporting
To maintain consistency with our timetable and route schedule, all reported departure and arrival times are listed and filed in the local time zone of the departing / arriving airport (e.g., If you depart an east coast airport at 7:00 am and arrive at a west coast airport at 8:00 am, your report times would be 07:00 departure and 08:00 arrival but will record your flight time as 4.0 hours).
 
5.11 CAT Ranking Chart
American Virtual uses a CAT-based ranking system to determine which aircraft a pilot is authorized to operate. As pilots accumulate approved flight hours, they progress through the ranking structure and gain access to additional aircraft categories.
A pilot may only operate aircraft that are authorized for their current rank. Flight Schedules and Live Schedules will automatically display only the flights and aircraft that the pilot is currently authorized to bid on based on their CAT rank.
From time to time, American Virtual may hold a CAT Free Event. During these special events, CAT restrictions are temporarily suspended, and pilots may bid on any available flight regardless of their current rank. CAT Free Events are always announced and promoted in advance through AAVA’s official communication channels.
Pilots are expected to follow the normal CAT restrictions at all other times. Operating an aircraft outside the equipment authorized for the pilot’s current rank may result in the flight being unavailable for bidding or the submitted PIREP being rejected.
IMPORTANT: CAT rank authorization and the aircraft substitution rules described in Section 5.5 are separate requirements. Being authorized to operate an aircraft by rank does not permit a pilot to substitute equipment outside the approved aircraft family for a particular scheduled flight.
Pilots should always confirm that both their current CAT rank permits the aircraft, and that the scheduled aircraft or an approved family substitution is being used before beginning a flight.
The current American Virtual CAT Ranking Chart is shown below.

PIREP Filing Procedures
6.0 PIREP Filing Procedures
6.1 Accepted Filing Methods
AAVA uses an advanced technological platform to accept Pilot flight reports (PIREPS) and we work flawlessly with the following third-party clients.
Any other form of PIREPS filing other than the ones described below will not be accepted. Each client comes with their own set of requirements described as follows:
Stratos (Preferred)
vmsACARS
Pilots should use the Stratos platform as the preferred tracker to file flight reports (PIREPS). This flight tracking software works with FSX, Prepar3D, X-Plane, FS2020, and FS2024, and bridges communications between AAVA servers and your Flight Simulator capturing flight information, position reports, and status updates.
The client transmits this information to the "Live Flights" section of the CrewCenter dashboard. you can always access your "Flight Details Page" by clicking on your flight number below the Map or by selecting your flight inside the Map and then clicking the flight number that appears. To download Stratos, follow this LINK for complete the Stratos Onobarding.
         6.1.1 MANUAL REPORTING
In the event of a system malfunction or client service issue, Manual PIREPs may be filed and accepted if one or more of the following conditions are present:
• Stratos is unavailable or experiencing a service interruption
• vmsACARS is unavailable or experiencing a service interruption
• An approved flight tracking client crashes during flight
• An approved flight tracking client fails to allow submission of a completed flight
• The AAVA website is unavailable at the time of arrival
• Other extenuating circumstances as approved by a Hub Manager
To support your Manual PIREP filing, it is mandatory to provide screenshots of the flight log from Stratos or vmsACARS, or submit proof of flight by providing screenshots or a flight link from Volanta or SimToolkitPro.
All supporting documentation must be submitted to your Hub Manager and receive prior written approval before a Manual PIREP is submitted. Manual PIREPs are intended for extenuating circumstances only and are not a substitute for normal flight tracking procedures.
IMPORTANT: Prior to filing a Manual PIREP, pilots must either fetch a BID or place a BID on the same flight they intend to file. A Manual PIREP submitted without a corresponding BID may be rejected.

Reporting Malfunctions & Manual Reporting
7.0 Reporting Malfunctions & Manual Reporting
7.1 Guideline
We understand that malfunctions occur from time to time, so we have established new guidelines for manual reports to be filed. This procedure MUST be followed, or the manual pilot report will be automatically rejected.
YOU MUST PROVIDE DOCUMENTED EVIDENCE THAT YOU FLEW YOUR FLIGHT FOLLOWING OUR PUBLISHED TIMETABLE FROM A RELIABLE SOURCE FOR YOUR PIREP TO BE APPROVED. IF THE EVIDENCE YOU PROVIDE CAN BE EASILY MANIPULATED, YOU WILL NOT BE ABLE TO USE THAT SOURCE AS PROOF. RELIABLE SOURCES ARE AS FOLLOWS:
For all ACARS systems (including VOLANTA & STKP) you can send a screenshot of the FLIGHT RECAP, or a screenshot of SmartCARS3, vmsACARS FLIGHT LOG
A screenshot of your ongoing flight taken from the "Flight Details Page" within the CrewCenter. You can easily obtain it by clicking on your Flight Number below the Map or by selecting your flight on the Map and then clicking on the Flight Number that will appear.
Refer to the example on the next page for what a valid screenshot looks like:
Please use the guidelines posted above when your reporting system fails. You must meet the above-referenced requirements and submit it to your Hub Manager via email (or Discord channel) for the manual report to be approved.

Member Support
Training

Member Support
8.0 Member Support
8.1 Training
One of the most enjoyable aspects of any hobby is working to become better at what you do. We want to help all our members grow through their experiences and their abilities. While outlined more specifically in subsequent operations manuals for training, our Academy program is expanding and designed to provide pilots of every level the opportunity to grow their knowledge of operating a variety of popular aircraft. It will also provide a way for our most experienced pilots to refresh their prior knowledge. The training department we envision building will continually strive to provide a dynamic learning environment for all our members.
8.2 Pilot Training Academy
Upon acceptance into American Virtual Airlines, all pilots are required to complete the necessary training courses before joining the Main Line. The courses within the Training Academy are designed to train and/or verify your skills as a pilot.
You will receive comprehensive instruction on both the Boeing 737 and the Airbus A3xx series. After completing the coursework, you will be required to perform check rides in both aircraft and successfully pass them in order to advance to Main Line operations.
Once a pilot has completed all requirements, they will be assigned a graduation date and scheduled to transfer to their hub of choice, provided there is no operational need that requires placement at an alternate hub due to staffing shortages.

Website and Social Media
WebsiteFacebookX (formerly known as Twitter)Discord

Website
9.0 Website
In developing our user interface, we have made every attempt to offer unique features to our pilots. Remember to begin each visit to our website by logging in using your Pilot ID and your password. If you forget your password, click "Forgot Password" to generate a new one. The Crew Center is the heart of activity for the airline. Visiting the pages contained within it will help direct your activities.

Facebook
10.0 Facebook
Pilots are encouraged to join our Facebook page at:
American Virtual Airline - Official Facebook

X (Formerly known as Twitter)
11.0 X
Pilots are encouraged to join our X page at:
Fly AAVA

Discord
12.0 Discord
Discord is the central hub of our community. It provides a space to discuss a wide range of aviation-related topics and to receive feedback from fellow enthusiasts who share your passion for virtual flight. Most technical questions can be asked in the appropriate channel, and an extensive FAQ is available. The channel search function is especially valuable, as many questions have been asked and answered previously, creating a large knowledge base for you to explore.
As with all areas of our platform, you are expected to conduct yourself professionally when using the Discord server and to follow the Code of Conduct at all times. AAVA has worked hard to build a positive and non-toxic community, and we take that commitment very seriously. Any violations of the Code of Conduct may result in suspension or termination of your membership.
Joining the Discord server is a mandatory step when becoming a Cadet and beginning your virtual career in the Training Academy. Please pay close attention to the emails you receive after registering, as they contain all necessary onboarding information. Discord is also mandatory for all pilots flying with American Virtual. Failing to stay registered in the company Discord server is grounds for immediate pilot suspension.
Discord is the perfect way to meet your colleagues and engage with the community. Ask questions, explore the platform, participate in meaningful conversations, and enjoy everything our virtual world has to offer.
Once again, WELCOME ABOARD 
#GOINGFORGREAT

Pilot Support

Pilot Support Guide
What is Pilot Support?
Pilot Support is our helpdesk. It replaces ad‑hoc Discord DMs with a single, organized system so
your issue gets to the right people fast. You submit a ticket, it automatically routes to your home
hub team, and they track it to resolution. Urgent issues are easy to flag.
 
Where to find it
In CrewCenter, open the profile menu (top-right). Click Pilot Support - it's right after Leave of Absence.
Direct link: https://crew.americanva.net/support
Tip: Use Pilot Support for anything that needs follow-up or tracking (technical, operational, or administrative). Suggestions and feedback are welcome too.
How to open a ticket (fast)
Subject: Short and clear. Example: "SmartCARS won't start" or "Airport KCLT scenery conflict".
Description: One or two paragraphs with what happened, when, and what you tried.
Simulator: Pick the sim you used (MSFS / X-Plane / P3D, etc).
Catagory: Choose the best fit:
Airport Scenery - add-ons, conflicts, missing gates, etc.
Aircraft Addon - aircraft-specific behavior or install issues.
CrewCenter Issue - website pages, login, PIREP, bids.
CrewCenter Suggestion - ideas and UX improvements.
SmartCARS3 Issue - connection, logging, flight detection.
vmsACARS Issue - profiles, install, data, PIREP export.
Urgency: Low / Medium / High. Use High only if it blocks you from flying or filing.
Type: Technical / Operational / Administrative.
Attachments: Add screenshots or logs (zip larger files). Examples:
ACARS logs (vmsACARS or SmartCARS3)
Error dialogs or console output
Flight number, route, time (UTC), aircraft
Click Submit. Your ticket goes to your home hub team automatically.
After you submit
You'll see your ticket in the Pilot Support page with its current status. Hub Managers can comment, request info, or re-assign/escalate if needed.  You can reply anytime to add details or files.
Typical statuses
Received > we have it
Acknowledged > triaged by your hub team
In Progress > being worked on
Waiting on Pilot > we need more info from you
Resolved > fix provided (please confirm)
Closed > finished
Urgency colors: You'll notice green /yellow / red labels - these reflect the urgency you selected (Low / Medium / High).
How to write a great ticket
One issue per ticket (keeps the fix focused).
Steps to reproduce - exact clicks/flows help a lot.
Include IDs - Flight number, PIREP ID, Bid ID, airport codes.
Time in UTC - match CrewCenter and ACARS logs.
Versions - simulator, aircraft, ACARS version.
Screenshot/logs - the fastest way to diagnose.
What goes where (categories at a glance)
Airport Scenery   Aircraft Addon   CrewCenter Issue   CrewCenter Suggestion   SmartCARS3 Issue   vmsACARS Issue
Privacy & Routing
If an issue prevents you from flying or filing, set Urgency: High and start the subject with (BLOCKER). Include a brief summary and your last steps so we can triage immediately.
Quick start checklist
Open the profile menu > Pilot Support (or visit crew.americanva.net/support)
Fill Subject, Description, Simulator, Category, Urgency, Type.
Attach screenshot/logs (zip if large), then Submit.
Watch for updates and reply if the team requests more info.
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