Membership, Ranking, Pilot Requirements
3.0 Membership
AAVAVirtual doesAirlines not(AAVA) requirewelcomes newapplicants memberswith tovarying havelevels priorof virtual aviation experience. However,Although because AAVA operates as an intermediate-levelprevious virtual airline,airline weexperience expectis newnot membersrequired, applicants are expected to have a basic understanding of flight operationsoperations, navigation, and airthe navigation.flight Forsimulation thissoftware reason,they allintend to use.
All new pilots must successfully passcomplete ourthe required entrance exam.examination Theas trainingpart of the application process. Training materials are provided prior to testing are intended to serve as a refresher on fundamental flight concepts. In addition,assist applicants arein expectedpreparing to understandfor the basic functionality of Microsoft Flight Simulator before joining.examination.
Membership is free and openavailable to individuals thirteen (13) years of age or older.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 individualsApplicants under the age of thirteen. Under no circumstancesthirteen will an applicant under this agenot be accepted. Any pilotapplicant or member found to have intentionally falsified their age willmay be permanently bannedremoved from AAVA.the organization.
WhenApplicants applying for membership, it is the applicant’s responsibility tomust provide validaccurate and truthful information.information during registration. AAVA reserves the right to reject any applicationapplications containing falsefalse, misleading, or misleadingincomplete information.
All members aremust alsomaintain requireda 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 anvalid activecontact emailinformation addressmay for communication purposes. Members whose email addresses become invalid arebe subject to removaladministrative fromaction, the AAVA roster.
Notice: AAVA will periodically issue announcements via email. If an email address is found to be invalid during this process, the associatedincluding membership may be removed at our discretionremoval.. 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, andmust maintain in good standing, a Discord account toin good standing and remain activemembers with American Virtual Airlines. The pilot must be registered in Discord and connected toof the official AAVA Discord Server.server. ThatDiscord serves as a primary communication platform for organizational announcements, hub operations, staff communications, and pilot willengagement. be assignedFailure to theircomply respectivewith hubthis channel.requirement Thismay is a crucial communication channel for the VA. Pilots foundresult in violationadministrative areaction subjectin toaccordance immediate account suspension. (See AOHwith Section 12 forof thethis full policy.)handbook.
AAVA reserves the right to accept or decline membership toapplications anyin individual at our discretion,accordance with ororganizational withoutpolicies notificationand orapplicable explanation regarding the decision.law.
3.1 Application Guidelines
Prospective memberspilots will be required tomust complete and submit an onlineapplication 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 fordoes membershipnot viaguarantee 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 andwithin this document.acceptance.
3.2 Transfer of Hours
American Virtual willpermits accept transfer hours from a previous virtual airline or hours logged on the VATSIM/IVAO networks. Newnew members mayto transferrequest credit for previously accumulated flight hours from one (1) Virtualvirtual Airline of their choiceairline or theirfrom totalthe VATSIM hours,network. butHours may not both. Virtual Airline transfer hours will be acceptedcombined atfrom fmultiple sources.
Transfer credits are calculated as follows:
ortyPrevious virtual airline: Forty percent (40%) value, up to a maximum of 300verified hours.flight VATSIM hours will be accepted at full (100%) value with no limithours, up to a maximum credit of 300 hours.hours.
VATSIM: One hundred percent (100%) of verified flight hours, up to a maximum credit of 300 hours.
All transferred hours willmust be verified before acceptance.verifiable. Applicants requesting a transfercredit from another virtual airline must provide a valid link to an active URLpilot toroster verifyor flight history showing their name and accumulated hours. If the previous virtual airline is no longer inoperating operation,and the hours willcannot be unableverified, totransfer credit will not be transferred.granted.
Applicants requesting aVATSIM credit for VATSIM hours must provide a valid VATSIM ID.identification Transferrednumber 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 towardstoward youra American Virtualpilot's total hours,credited flight hours and as such counts towards yourapplicable CAT ratings for aircraft availability.eligibility. However, transferTransferred hours do not count towardstoward 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
RehiresRequests tofor thereinstatement organizationfollowing voluntary departure or removal for inactivity are handled and processed directlyadministered by the Human Resources department.Division.
The interpretation and application of this policy rests with AAVA executive leadership. In cases where circumstances arise that are not explicitly covered within this section, executive leadership retains the authority to determine appropriate action consistent with the intent of this policy.
Any memberMembers who voluntarily leavesleave theAmerican organizationVirtual (without disciplinary action)action may attemptrequest torestoration recoverof their existing account by requesting a password reset through the system.established Membersaccount returningrecovery fromprocess, asubject voluntary departure may be reinstated uponto verification of their account.previous membership status.
Any member wishing to return after beingMembers removed for inactivity must reapply through the standard registration process. Pilots terminated for failure to maintainmeet minimum flight activity and/requirements or failure to comply with Leave of Absence procedures maymust bereapply contacted bythrough the standard membership application process. Human Resources departmentmay contact returning applicants to confirm the member’s commitment to fulfilling the minimum activity requirements andtheir understanding of Leavecurrent ofmembership Absenceand policies.activity requirements.
OnceReinstatement reinstatedis andnot returnedguaranteed. 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), 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 executivethe staff.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 wemembers cannotmay provide some virtual experienceswish to ourparticipate personnelin (747aviation service,activities cargoand flights,aircraft GA,operations etc.)not thatcurrently canoffered beby providedAAVA. elsewhere. Therefore, pilotsMembers are permitted to maintain relationshipsmemberships with asother manyvirtual 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 theypilots desire.but However, multi-airline membership doesshall not servehold asstaff apositions waiverwithin those organizations.
Pilots are strictly prohibited from submitting the same flight report (PIREP) 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 othermultiple virtual airlines inor thesimilar capacity as a pilot; service on another airline’s staff is not permitted. Filing multiple PIREPS amongst several Virtual Airlines is strictly prohibited.organizations.
3.4.1 Pilot Adherence to Standards
Pilots areshall strictlynot prohibitedrecord fromthe loggingsame flight hours or filingsubmit PIREPs (Pilotfor Reports)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 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.organizations.
For example: Ifexample, a pilot flieswho completes a routeflight frombetween Boston toand Washington, DC (a route available to both American Airlines and United)D.C., and is a member of AAVA and United Virtual, he/she may only file the subsequent PIREP with EITHERboth American Virtual ORand Unitedanother Virtualvirtual Airlines,airline, NOTmay both. Should this behavior be noticed,submit the pilotflight to either organization, but not both.
Violations may beresult terminatedin disciplinary action, up to and including termination, at the discretion of HR.Human Resources.
3.4.2 "Flying Club" vs. "Virtual Airline"
APilots Flying Club, for this handbook, is defined as an informal group of aviation enthusiasts whose activities doshall not include logging flights, filing PIREPs, or creating flight reports in an official capacity. Virtual Airlines, onrecord 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 logssame 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 simultaneously with another Flyingvirtual Clubairline, onmay submit the veryflight sameto seteither organization, but not both.
Violations may result in disciplinary action, up to and including termination, at the discretion of flightsHuman 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.Resources.
3.4.3 Appeal Process for Violations (If applicable)
While the guidelines set forth above are straightforward, in the event aA pilot who believes a violation of Section 3.4 was unintentional or misinterpreted,incorrectly theydetermined have the right tomay 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 clear explanation of the misunderstanding. Appeals will be reviewed by HR department and final decisionsdecision willwithin befourteen communicated with 14(14) days.
3.5 Initial PIREP and Minimum Flight Requirements
AAVA has set an initial flight requirement for allAll new hires within the organization. New members are required to submit their first flightPilot reportReport (PIREP) within the first fourteen (14) days of membership.joining IfAmerican aVirtual. newNew membermembers failswho fail to filesubmit atheir initial PIREP inwithin thethis firstperiod twowill weeks of membershiphave their account will beaccounts deleted.We
To thatmaintain eachactive AAVA pilot has activities outside of AAVA that affect their ability to fly on the flight simulator. So as not to interfere with thosemembership, pilots whosemust time is extremely limited, we have developed a flexible flight requirement that will allow everyone to maintain their active status. To remain activecomplete and prevent a termination warning, a pilot must flyreport at least one flight perevery 30thirty days.(30) Failuredays.
Pilots who fail to meet this flight requirement will lead toreceive a termination warning.warning Ifand thishave happens,an a pilot hasadditional fifteen (15) days to filesubmit a reportPIREP. beforeFailure termination.to submit a PIREP within forty-five (45) days of their last reported flight will result in automatic retirement from AAVA.
IfPilots who anticipate being unable to meet thesethe requirements,minimum aflight pilotrequirements canmay file forrequest a Leave of Absence in their profile section. If pilot does not submit a report(LOA) in 45accordance days,with the accountprocedures isoutlined automatically retired.below.
3.5.1 Leave of Absence (LOA) Requests
AAVAAll recognizes thatnew members mayare facerequired real-lifeto obligations or circumstances that temporarily prevent from fulfillingsubmit 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 requirements.every thirty (30) days.
Pilots who needfail to meet this requirement will receive a termination warning and have an extendedadditional breakfifteen (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 operationsrequirements canmay filerequest a Leave of Absence (LOA) request.in accordance with the procedures outlined below.
3.5.2 Request Guidelines
Pilots aremust have completed at least ninety (90) days of membership from their original onboarding date before becoming eligible to apply for an LOA after completingrequest a minimumLeave of 90Absence.
LOA requests shall be submitted through the pilotpilot's profile in the Crew Center and must include the expectedanticipated duration of the leave,absence and a brief explanation for the absence.request.
AllOnce an LOA requestsbegins, willthe requirepilot must remain on leave for a mandatory minimum of 7seven (7) days before therequesting pilot can request to be reinstatedreinstatement to active status.
3.5.3 Duration & Approval Process
LOALeave of Absence requests must be submitted for a minimum of 15fifteen (15) days and canmay extendnot upexceed toninety a(90) maximumdays.
Extensions beyond the initial 90ninety-day daysperiod are not automatically permitted butand may be approvedconsidered on a case-by-case basis.
Approval of all LOA requests,requests includingand anyextensions potential extensions, isremains at the sole discretion of the Chief Human Resources Officer (CHRO).
A decision willregarding an LOA request shall be communicated viato the pilot by email withwithin 48forty-eight (48) hours of submission.
3.5.4 Returning from LOA
Upon returningcompletion fromof an LOA,approved Leave of Absence, pilots will automatically be reinstatedreturned to active membership status, provided they meet the conditionsapplicable outlinedrequirements established in theSection 3.3, Rehires & inactivityInactivity.
Pilots Pilotsreturning from an LOA must meetresume thecompliance with minimum flight activity requirements and completesubmit a PIREP within 14fourteen (14) days of returning to retain their active status.
Failure to meet these requirements may result in administrative action in accordance with the membership inactivity policy.
3.6 Pilot Profile
ItAll 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 responsibility of each pilot may be subject to ensuremembership thatsuspension until valid contact information is correctprovided.
Continued failure to updatemaintain thea contactvalid e-mailemail address may leadresult toin termination.membership termination.
3.7 Membership Suspension
Failure to comply with AAVAAmerican PoliciesVirtual's andpolicies, Proceduresprocedures, (to include the attachedor Code of Conduct)Conduct ismay prohibitedresult in membership suspension.
Members receiving a suspension notice shall follow the instructions provided in that notice and may lead to a suspension fromcontact the organization. Should you receive a suspension notice, please contact your Vice President of Operations for more information. If necessary,Chief Human Resources mayOfficer intervene.(CHRO) for clarification or review.
Human Resources is responsible for documenting membership suspensions and coordinating with Operations leadership when appropriate.
3.8 Terminating Membership
AAVAAmerican Virtual Corporate Leadership may terminate a member’member's membership at any time ifwhen required by theorganizational standardspolicies, inas thisa policy,result forof disciplinary reasons,action, or when necessary to protect the experience,integrity, safety, and integrityoverall experience of the organization.
Human Resources willshall document theall terminationmembership terminations and update the member’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.