Membership, Ranking, Pilot Requirements
3.0 Membership
AAVA does not require new members to have prior virtual aviation experience. However, because AAVA operates as an intermediate-level virtual airline, we expect new members to have a basic understanding of flight operations and air navigation. For this reason, all new pilots must successfully pass our entrance exam. The training materials provided prior to testing are intended to serve as a refresher on fundamental flight concepts. In addition, applicants are expected to understand the basic functionality of Microsoft Flight Simulator before joining.
Membership is free and open to individuals thirteen (13) years of age or older. American Virtual operates within the United States and must comply with the Children’s Online Privacy Protection Act (COPPA). This law prohibits the collection of identifiable personal information from individuals under the age of thirteen. Under no circumstances will an applicant under this age be accepted. Any pilot found to have falsified their age will be permanently banned from AAVA.
When applying for membership, it is the applicant’s responsibility to provide valid and truthful information. AAVA reserves the right to reject any application containing false or misleading information. All members are also required to maintain an active email address for communication purposes. Members whose email addresses become invalid are subject to removal from the AAVA roster.
Notice: AAVA will periodically issue announcements via email. If an email address is found to be invalid during this process, the associated membership may be removed at our discretion. It is the member’s responsibility to ensure their email address remains current. Profile settings in the Crew Center must be updated whenever a change occurs.
All pilots are required to have, and maintain in good standing, a Discord account to remain active with American Virtual Airlines. The pilot must be registered in Discord and connected to the AAVA Discord Server. That pilot will be assigned to their respective hub channel. This is a crucial communication channel for the VA. Pilots found in violation are subject to immediate account suspension. (See AOH Section 12 for the full policy.)
AAVA reserves the right to decline membership to any individual at our discretion, with or without notification or explanation regarding the decision.
3.1 Application Guidelines
Prospective members will be required to complete and submit an online application for membership via the “Join” link on the AAVA web site. Applications must be completed in their entirety pursuant to the instructions, rules and regulations located on the application and
within this document.
3.2 Transfer of Hours
American Virtual will accept transfer hours from a previous virtual airline or hours logged on the VATSIM/IVAO networks. New members may transfer hours from one (1) Virtual Airline of their choice or their total VATSIM hours, but not both. Virtual Airline transfer hours will be accepted at forty percent (40%) value, up to a maximum of 300 hours. VATSIM hours will be accepted at full (100%) value with no limit up to a maximum of 300 hours. These hours will be verified before acceptance. Applicants requesting a transfer from another virtual airline must provide an active URL to verify hours. If the virtual airline is no longer in operation, hours will be unable to be transferred.
Applicants requesting a credit for VATSIM hours must provide a valid VATSIM ID. Transferred hours count towards your American Virtual total hours, and as such counts towards your CAT ratings for aircraft availability. However, transfer hours do not count towards American Virtual achievement badges. Transfer hours should be declared on the application to join American Virtual, however, new members will have thirty (30) days from the date of hire to request a transfer of hours. Transfer hours will not be honored if the pilot requests the transfer more than 30 days from the initial date of their application.
Pilots requesting the addition of transfer hours after pilot accepted to airline should reach out to the respective hub manager to have those hours added. *Hours submitted must be verifiable by our Human Resources division. In the comments section of your application,
please indicate the organization you flew with to accumulate those hours and submit a direct link to a roster page that shows your full name and hours earned.
3.3 Rehires & Inactivity
Rehires to the organization are handled and processed directly by the Human Resources department.
Any member who voluntarily leaves the organization (without disciplinary action) may attempt to recover their account by requesting a password reset through the system. Members returning from a voluntary departure may be reinstated upon verification of their account.
Any member wishing to return after being removed for inactivity must reapply through the standard registration process. Pilots terminated for failure to maintain minimum flight activity and/or failure to comply with Leave of Absence procedures may be contacted by the Human Resources department to confirm the member’s commitment to fulfilling the minimum activity requirements and understanding of Leave of Absence policies.
Once reinstated and returned to active status, all members are subject to the Minimum Flight Requirements outlined within this document.
*The decision to rehire inactive members remains at the sole discretion of the Chief Human Resources Officer (CHRO) and executive staff.
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 and will be determined at the sole discretion of executive staff.
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.
3.4 Multiple Virtual Airlines
American Virtual recognizes that we cannot provide some virtual experiences to our personnel (747 service, cargo flights, GA, etc.) that can be provided elsewhere. Therefore, pilots are permitted to maintain relationships with as many virtual airlines as they desire. However, multi-airline membership does not serve as a waiver to any flight requirements with AAVA. Pilots must meet all minimum requirements for continued employment with AAVA.
To curtail any possible conflict of interest, all AAVA corporate leadership personnel are permitted to maintain relationships with other virtual airlines in the capacity as a pilot; service on another airline’s staff is not permitted. Filing multiple PIREPS amongst several Virtual Airlines is strictly prohibited.
3.4.1 Pilot Adherence to Standards
Pilots are strictly prohibited from logging flight hours or filing PIREPs (Pilot Reports) with multiple Virtual Airline (VA) or similar organizations concurrently. This includes but is not limited to, recognized Virtual Airlines, flying clubs, or any organizations that functions similarly to a VA.
This policy intends to maintain the integrity of our operations and ensure accurate flight tracking. This policy helps avoid conflicts of interest and ensures that pilots are fully committed to upholding the standards of American Virtual.
For example: If a pilot flies a route from Boston to Washington, DC (a route available to both American Airlines and United) and is a member of AAVA and United Virtual, he/she may only file the subsequent PIREP with EITHER American Virtual OR United Virtual Airlines, NOT both. Should this behavior be noticed, the pilot may be terminated at the discretion of HR.
3.4.2 "Flying Club" vs. "Virtual Airline"
A Flying Club, for this handbook, is defined as an informal group of aviation enthusiasts whose activities do not include logging flights, filing PIREPs, or creating flight reports in an official capacity. Virtual Airlines, on the other hand, are organized entities that simulate real-world airline operations, require flight logs, and track flight performance in a structured manner.
If a flying club operates in a manner that mirrors the structure of a Virtual Airline (logging hours, tracking performance, etc.), it will be considered a Virtual Airline under this policy.
To eliminate any gray areas, here are some examples of what could be considered a violation from our perspective:
A pilot logs flight hours with American Virtual and simultaneously with another Flying Club on the very same set of flights or concurrent flights.
On the other end of the spectrum, a pilot would be considered compliant if they participate in a flying club that does NOT log hours or file reports with any structured system while maintaining all flight activity within American Virtual.
3.4.3 Appeal Process for Violations (If applicable)
While the guidelines set forth above are straightforward, in the event a pilot believes a violation of Section 3.4 was unintentional or misinterpreted, they have the right to submit an appeal within seven (7) days of receiving the disciplinary notice. The appeal must include supporting documentation and a clear explanation of the misunderstanding. Appeals will be reviewed by HR department and final decisions will be communicated with 14 days.
3.5 Initial PIREP and Minimum Flight Requirements
AAVA has set an initial flight requirement for all new hires within the organization. New members are required to submit their first flight report (PIREP) within the first fourteen (14) days of membership. If a new member fails to file a PIREP in the first two weeks of membership their account will be deleted.
We recognize that each AAVA pilot has activities outside of AAVA that affect their ability to fly on the flight simulator. So as not to interfere with those pilots whose time is extremely limited, we have developed a flexible flight requirement that will allow everyone to maintain their active status. To remain active and prevent a termination warning, a pilot must fly at least one flight per 30 days. Failure to meet this flight requirement will lead to a termination warning. If this happens, a pilot has fifteen (15) days to file a report before termination.
If unable to meet these requirements, a pilot can file for a Leave of Absence in their profile section. If pilot does not submit a report in 45 days, the account is automatically retired.
3.5.1 Leave of Absence (LOA) Requests
AAVA recognizes that members may face real-life obligations or circumstances that temporarily prevent from fulfilling their flight requirements. Pilots who need an extended break from flight operations can file a Leave of Absence (LOA) request.
3.5.2 Request Guidelines
Pilots are eligible to apply for an LOA after completing a minimum of 90 days from their onboarding date. LOA requests shall be submitted through the pilot profile in the Crew Center and must include the expected duration of the leave, and a brief explanation for the absence. All LOA requests will require a mandatory minimum of 7 days before the pilot can request to be reinstated to active status.
3.5.3 Duration & Approval Process
LOA requests must be for a minimum of 15 days and can extend up to a maximum of 90 days. Extensions beyond the initial 90 days are not automatically permitted but may be approved on a case-by-case basis. The approval of LOA requests, including any potential extensions, is at the sole discretion of the Chief Human Resources Officer (CHRO). A decision will be communicated via email with 48 hours of submission.
3.5.4 Returning from LOA
Upon returning from an LOA, pilots will automatically be reinstated to active status, provided they meet the conditions outlined in the Rehires & inactivity section. Pilots must meet the minimum flight requirements and complete a PIREP within 14 days of returning to retain their active status.
3.6 Pilot Profile
It is the responsibility of each pilot to ensure that contact information is correct and current in the Crew Center area of the website. If an attempted e-mail receives a “Mail Delivery Subsystem” return, and is not contacted by the pilot, AAVA can and will suspend the member. Continued failure to update the contact e-mail may lead to termination.
3.7 Membership Suspension
Failure to comply with AAVA Policies and Procedures (to include the attached Code of Conduct) is prohibited and may lead to a suspension from the organization. Should you receive a suspension notice, please contact your Vice President of Operations for more information. If necessary, Human Resources may intervene.
3.8 Terminating Membership
AAVA Corporate Leadership may terminate a member’s membership at any time if required by the standards in this policy, for disciplinary reasons, or to protect the experience, safety, and integrity of the organization. Human Resources will document the termination 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.