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General Guidelines

Guideline Information

Control Details
Type Guideline
Revision 01/2025
Effective Date 19 AUG 2025
Prepared by Chriss Klosowski - ACCARB1
Approved by Chriss Klosowski - ACCARB1
Next review date 19 AUG 2026
Cancelled documents NIL

Record of Revisions

Revision Number Notes Effective Date
01/2025 Initial Issue 18 AUG 2025

Scope

Welcome to the Arabian vACC General Guidelines. This document provides clear standards for the design and presentation of all Arabian vACC event materials, ensuring consistency, professionalism, and alignment with both vACC and VATMENA branding requirements.

Through consistent application of these rules, the Arabian vACC demonstrates professionalism, strengthens the VATMENA Division’s reputation, and provides members with clear, reliable, and visually coherent event communication.

Warning

All event branding material and documentation contained in this section is intended solely for use by the Arabian vACC. Unauthorized use, duplication, or modification outside of the vACC is strictly prohibited.

General Guidelines

Event Marketing

Events organized by the Arabian vACC or those in which the vACC participates are published through the following channels:

The Marketing Department strives to:

  • Publish controller examinations with at least 2 weeks’ notice.
  • Publish events with at least 4 weeks’ notice.
  • Publish rosters for rostered events no later than the night before the event.

Requests for ATC coverage from virtual airlines or other vACCs are generally not published in the calendar and usually require only a staffing announcement.

Event Types

Open Signup Events
- Position assignment is on a first-come, first-served basis; each controller books individually.
- Rostering is not used.
- The Marketing General Guidelines does not apply.
- Examples: ATC requests or small events.

Rostered Events
- Controllers can express their position preferences when signing up.
- Rostering is used, and positions are assigned in bulk by the Marketing Department.
- The Marketing General Guidelines applies.
- Examples: Medium to large events.

Event Signup

Every event or controller examination will have a dedicated staffing post created using the forum feature on the Arabian vACC Discord server.

Controllers are expected to:

  • Clearly indicate their availability when signing up, using the provided signup template if one is given. Include your current rating and any relevant endorsements.
  • Promptly update your availability if any changes occur and notify the Marketing Department accordingly. Refer to the Cancellations and No-Shows section for guidance.
  • Ensure that you hold the necessary rating and endorsements for any position you choose or request.

Solo Validations

Controllers who wish to staff a position using a solo endorsement must first obtain permission from the ATC Training Department before they can be rostered or book the position.

However, holders of a permanent rating may be given priority during the rostering process.

Event Rostering

For rostered events, position assignments are typically managed by the Marketing Department. At their discretion, this responsibility may be delegated to another member of the Arabian vACC Staff team.

When assigning positions, the following factors are taken into account to ensure the best possible experience for pilots and controllers:

  • Previous event experience
  • Recent and total hours on the position
  • Controller feedback
  • Mentoring status
  • Recent disciplinary actions
  • Previous cancellations and no-shows

The event roster is generally published no later than the night before the event. However, short-notice changes may occasionally be necessary.

Cancellations and No-Shows

All cancellations and no-shows for events are recorded. Controllers should only sign up for an event if they can commit to attending. In unavoidable circumstances, controllers must notify the Marketing Department as soon as possible using both of the methods below:

  • Notify the person responsible for rostering

    • Post in the signup forum on Discord or
    • Submit a Support Ticket to the Marketing Department

  • Update the original availability post

    • Use strikethrough text to indicate the change and avoid confusion

If a controller needs to make changes during the event, such as leaving early or being unable to attend, they must inform the Marketing Department. Leaving a rostered event early may be permitted only if the minimum staffing for the event can still be maintained.

Violations & Consequences

Violations of the general event guidelines are monitored and may result in disciplinary action if repeated. Possible consequences include:

  • Suspension of event rostering privileges
  • Limiting the controller to open sign-up positions only
  • Prohibition from advance sign-ups for both rostered and non-rostered events

Position Booking

For each event, individual controllers for an open-signup event or a designated member of the Marketing Department is responsible for booking ATC positions. These positions will be managed through the upcoming ATC booking system.