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.