T.1 IVAO GCA- and exam regulations are subject to the IVAO HQ training department. None of the published IVAO training department procedures and/or regulations shall be altered, without prior written approval by the Training Director and/or Training Assistant Director.
T.2 Divisions may require members of foreign divisions to obtain a Guest Controller Approval before providing ATC services. Divisions shall announce their participation and publish their requirements on the division’s website. Such GCA requirement(s) shall be published on the division website in English language.
T.3.1 IVAO pilot and/or ATC exams can only be performed in approved IVAO (mini-) divisions which are assigned by the Training Director and/or Training Assistant Director. The approved divisions shall be published on the IVAO website.
T.3.2 IVAO users can not apply for an IVAO exam outside the division they are registered with.
T.3.3 Exam procedures and marking standards are solely to be determined by the HQ training department. Divisions not executing the proper procedures and marking standards, may have their pilot and/or ATC examiner assignment revoked.
T.3.4 IVAO exams shall be assessed on the IVAO network via approved IVAO software. The approval of the IVAO software for exams is determined by the Training Director and/or Training Assistant Director and shall be published on the IVAO website.
T.3.5 Practical IVAO exams may only be assessed by IVAO training staff with an active IVAO examiner status. Approval of IVAO examiners shall be granted by the Training Director and/or Training Assistant Director. Approval of staff exams shall be done by the Training Director, Training Assistant Director and/or Senior Training Advisor.
T.3.6 All IVAO exam results are pending validation by the Training Director, Training Assistant Director and/or appointed HQ training staff. Successful completion of the exam after validation by IVAO HQ, will result an equivalent ATC or pilot rating being assigned to the user. This rating may be revoked/downgraded if certain standards are no longer met.
T.3.7 IVAO users can be suspended or excluded from IVAO exams for reasons of exam fraud, scoring 10% or less on an exam or violation of the IVAO rules and regulations. The type and length of exclusion is determined by the Training Director and/or Training Assistant Director.
T.3.8 The ratings of SFI/SAI are assigned and revoked by the Training Director and/or Training Assistant Director. The rating of CFI/CAI is honorary and assigned by the Executive Council. This rating is not removed upon resignation from the position of Training Director and/or Training Assistant Director.
T.3.9 After switching divisions users are not allowed to request any practical exam within 90 days. Exceptions can be made by the Training Director, Training Assistant Director and division mentor.
T.3.10 Only users with an active account are allowed to request and perform exams. Users with inactive or suspended accounts are excluded from requesting and/or performing exams until their status is active again.
M.1 In case of doubt on the user identity by the membership department the user will be asked to provide a copy of an official ID to prove his identity.
M.2 E-Mail address containing the word IVAO are not accepted.
M.3 Division Change request A user may once per 12 months request a division transfer, all transfers are subject of approval by the users prospective division and the Membership Department.
For the right procedure please refer to https://wiki.ivao.aero/en/home/members/faqs
A.1.1 Aerodrome Control: All DEL, GND and TWR positions.
A.1.2 Terminal Control: All APP and DEP positions or TWR positions with TMA responsibilities
A.1.3 Area Control: All ACC positions responsible for CTA and UTA airspace
A.1.4 FSS: Stations performing Flight Station Service
A.2.1 Aerodrome Control Regulations
A.2.2 Terminal Control Regulations
A.2.2.1 An approach shall perform the ATC duties in all controlled aerodromes (TWR, GND and DEL) under the airspace he’s responsible in the absence of online members.
A.2.3 Area Control Regulations
A.3.1 FRA Regulations
A.3.2 Scheduling System Regulations
F.1.1 IVAO FOD will provide a website for VA listing, statistics and ACARS.
F.1.2 Approval and management is the responsibility of the division FOC and FOAC or in their absence DIR and ADIR. VA removal however has to be requested by the divisions to the FOD.
F.1.3 FOD always reserves the right to remove a VA from the registered VA list. Reasons for this action should be forward to the Executive.
F.1.4 The Executive Council always reserves the right to remove a VA from the VA registered VA list. This could be based on any serious and/or regular transgressions of the IVAO R&R.
F.2.1 To become a registered IVAO™ VA, your VA has to be free of charge for the members, and should not have a commercial goal. Your VA will not profit directly or indirectly from using the IVAO network, neither use IVAO™ name to do publicity for the company.
F.2.2 Registered VAs are responsible for the logos and names they submit to the IVAO database. IVAO™ will not be responsible for copyright violations. If a VA is based on a real airline it is solely the responsibility of the VA to obtain and maintain approval from the real airline to use its name, logo and other materials.
F.2.3 Only IVAO™ member VAs will have the right to maintain a registered ICAO code. You can choose your own ICAO code during the registration process and it will be assigned to you. Multiple VAs with the same call sign can be included in the IVAO VA registered list. If the VA you are registering is based on a real airline, then you will be assigned the ICAO code of that real airline. Note: the reference for real airlines is ICAO Doc 8585.
F.3 To be an IVAO™ member VA and to maintain the registration, a VA must fulfil the following requirements:
F.3.1 The CEO/Owner must:
F.3.2 It is mandatory for VAs to use the IVAO ACARS system and are required to log every 6 months 50 legs/flights using the VA ICAO code from the date of the registration. If they fail to do so, then the system will automatically delete the VA from the registered list. Note: VAs can use their own ACARS parallel with the IVAO one.
F.3.3 The registration form must be completed and submitted by the CEO/Owner of the VA. This is to ensure a direct communication channel between the IVAO Flight Operations and VA management personnel.
F.3.4 VA website shall display, at least on the homepage of the website, the provided official IVAO VA logo linked to IVAO™ main website.
F.3.5 Registered VAs must adhere to the GDPR and any deviation from the GDPR will result in termination of the VA membership from IVAO.
S.1 Special Operation flights are all flights operating as Operational Air Traffic (OAT) regulations.
S.2 Referrer to the Special operations directive for the Special Operations regulations under this link.
E.1.1 Participation at any IVAO event is to be conducted in accordance with the IVAN Rules and Regulations.
E.1.2 All IVAO Events must be booked at the IVAO Calendar System and published at IVAO Events (http://forum.ivao.aero/index.php?board=326.0).
E.1.3 Divisions can hold Divisional Events (Events that are held and advertised only at a divisional level) these events must not be booked by the divisional events staff, and therefore can only be published at a divisional level.
E.1.4 PDE: Public Demonstration Event (PDE) can be requested by a division when intending to represent IVAO at a live stand (eg. Live fair, airshow..)
E.1.5 PDE, RFE/RFO, IVAO Events Support Award, and Relay Award events require prior approval before it can be added to the IVAO Calendar System.
E.1.6 The maximum number of events per day is 3. HQ Events Department will consider 4th event requests, and approve them if deemed necessary.
E.1.7 Memorial Events will have to be approved by the HQ Events Department before their planning and publication.
E.1.8 Divisional Events Departments are not permitted to organize events outside of their division or in non-active IVAO divisions unless the event is coordinated with the HQ department.
E.1.9 Multi divisional events may be organized only if all involved divisions agree.
E.2.1 Only 1 RFE/RFO is allowed per day.
E.2.2 To participate at an RFE/RFO event with a slot booking system requires the user to have a booked slot. Participations without a booked slot will not be eligible for the HQ Events award point (if available).
E.3.1 Approved PDE events will have priority over regular events. There is not a maximum number of possible PDE events per day.
E.3.2 Any ATC units or pilots directly involved with a PDE must also remark in their ATIS or Flight Plan the following notice: “Public Demonstration Event participant – Session recording/broadcasting approved.”
E.4.1 Only 1 HQ Event award or Relay Event award event is allowed per day.
E.4.2 All IVAO Divisions and Multi-Country Divisions (MCD) can hold:
E.4.3 The HQ Events Department can hold an unlimited amount of IVAO Events Support Award and Relay events per year, provided that these are not taking place inside an active IVAO Division or Multi-Country Division (MCD).
E.4.4 For an event to be eligible for the Relay Award it must contain at least 3 involved airports, and the purpose of flying between all of these (eg. EHAM - LFPO - LIMC).
E.4.5 IVAO Events Support Award and/or Relay Award reports during PDE or Live events using an “Event Account”, must be submitted/sent to email@example.com by the Division DIR/ADIR, including only the participants IVAO VIDs.
E.4.6 Users participating at IVAO Events Support Award and/or Relay Award events as a pilot, will have to comply with the events requirements in order to be eligible for the point towards the award.
E.4.7 Participation reports shall be submitted via the HQ Events Reporting System (http://hqe.ivao.aero) not later than 1 month after the event date.
E.5.1 All IVAO divisions should have only one Divisional Online Day event per week.
E.5.2 All Divisional Online Days must be visible here: http://forum.ivao.aero/index.php?topic=333006.0.
E.6.1 All user events should take place in ACTIVE DIVISIONS.
E.6.2 Applications for User events must be made according to the published User Events Procedure (https://ivao.aero/events/circulars/IVAOUserEventsGuidelines.pdf)
W.1 World Tour flights are to be conducted in accordance to IVAN Rules and Regulations.
W.2 In addition to IVAN Rules and Regulations, a number of World Tour Department specific procedures must be observed and followed. These are defined on the website of the World Tour Department. https://wt.ivao.aero/rules
W.3 Every World Tour will also include separate and specific regulations that apply only to that World Tour. These regulations are published on the Description page of the tour. These regulations are complimentary to the World Tour Department’s General regulations.
Executive Regulations Updated Below and are Effective from 1st June 2020
X.1.1 Department Directors and assistant Directors are appointed by the Executive Council once they have passed a successful interview, and approval by the BOG within a period of 5 days. Following a resignation of a Department Director, the Executive Council can:
X.1.2 Department Directors and assistant Directors are representatives of the organization to their departments. Their responsibility, in addition to the functions of the position, is to support and assist the Executive Council inside the departments.
X.1.3 The official communication channels between a department and the Executive are the IVAO forum, IVAO staff mail, IVAO NOTAM system and the IVAO Staff Discord server.
X.2.1 Division and Department HQ are appointed by the Executive Council. Divisional coordinators are appointed by the respective division HQ Departmental staff members are selected by HQ Department Directors and appointed by the Executive Council. All staff members, after being appointed in a position, shall be on trial for a minimum of 3 months.
X.2.2 The following age requirements applies for the respective positions at the time of appointment:
X.2.3 The following rating requirements applies for the respective positions at the time of appointment:
X.2.4 In order for a user to be eligible for a division staff position, a minimum membership duration of 3 consecutive months is required in the respective active division. This regulation does not apply to the construction of a new division.
X.2.5 To be eligible for a staff position, a user must have had an active registration with IVAO for a minimum of 6 months.
X.2.6 Staff with access to confidential data, such as but not limited to, Division HQ, Membership staff and Supervisors must agree to sign a Confidentiality Agreement. Staff producing any system such as, but not limited to, websites, software and systems are required to sign and submit the IVAO Software Agreement to IVAO Board of Governors.
X.2.7 The Division Director (DIR) or Assistant Director (ADIR) must be a resident in the country of the division. For a multi country division, the Division Director (DIR) or Assistant Director (ADIR) must be resident in one of the countries participating in the multi country division.
X.2.8 Staff members are prohibited from holding any staff position(s) of any competing organization.
X.2.9.1 Staff are required to maintain an active IVAO account and online presence, at all times.
X.2.9.2 Registration and participation on IVAO Staff Discord server is mandatory for all staff. Server usage guidelines for this server, and can be found here; https://www.ivao.aero/documents/Discord.pdf
X.2.9.3 Division HQ are responsible for establishing minimum quotas for online presence for their respective staff. On average, this quota may not be less than a minimum of 2 hours per week.
X.2.10 A user can only hold divisional staff position(s) in their respective division. Any user may not hold more than four (4) staff positions in total.
X.2.11 Staff members are not allowed to store any data containing personal information related to IVAO, on any physical media, or in any software databases or repositories, as well as any online cloud storage which is outside the realm of the IVAO VZW.
X.2.12 Staff must always act as a good representative of IVAO, towards the users and the general public, and always ensure to act within the IVAO Rules, Regulations and procedures.
X.2.13 For a resignation from a Division Director (DIR) or Assistant Director (ADIR) to be accepted, the resignation must contain a proposal(s) for suitable successor candidate(s), as well as a proper handover process.
X.2.14 Staff that are not fulfilling the above requirements may be removed from their position.
X.2.15 All Division staff are required to comply with all GDPR policies and guidelines. If a Division does not comply with, or respond to any GDPR requests within 7 days, then a reminder email will be sent. If there is still no answer 14 days after the original request was sent, then the status of the Division will be set to Under Construction.
X.3.1 Only IVAO staff members can hold a Supervisor status.
X.3.2 Senior HQ (Department Director and Assistant Directors) are automatically eligible to become a Supervisor, as long as the other Supervisor requirements are also met.
X.3.3 An IVAO staff member can be nominated to become a Supervisor by any Division HQ or Department Directors.
X.3.4 Division HQ, can only nominate staff members in their own division to become Supervisors.
X.3.5 To be eligible as a Supervisor, the staff member must; Have been a staff member at HQ or divisional level for at least 3 consecutive months; Have held the rating of Senior Private Pilot (SPP) and Approach Controller (APC) for at least 6 months; Have a minimum of 100 hours logged as a staff member; Successfully pass an interview with the Executive Council Agree to sign the Confidentiality Agreement.
X.3.6 Supervisors represent the Executive Council in their roles and responsibilities, therefore they are appointed, managed, monitored and disappointed by the Executive Council.
X.3.7 A Supervisor appointment is a global network appointment, not a divisional appointment.
X.3.8 Requirements, procedures and guidelines for Supervisors are established and maintained by the Executive Council.
X.3.9 All Supervisors are obligated to monitor and deal with requests and situations throughout the network, and while online, respond to all wallops sent by any member, and for any reason, unless otherwise occupied.
X.3.10 Supervisors must follow and act in accordance to IVAO R&R. In situations where required, these cases may be reported to IVAO Executive.
X.3.11 Any Supervisor’s actions that take place, without adhering to the guidelines will be subject to warnings and the possibility of having their Supervisor status revoked.
X.4.1 Every country is eligible for one IVAO Division or Mini Division. Every group of countries are eligible for one IVAO Multi Country Division or Mini Division. The ISO code of a division is assigned by the Executive Council.
X4.2 There are three (3) types of divisions: Division; consisting of a single country Mini Division; also consisting of a single country, but less minimum requirements than a Division Multi Country Division; consisting of 2 or more countries
X.4.3 It is the full discretion of the Executive Council to open, close or regulate a division.
X.4.4 Divisions may be requested to provide IVAO Executive Council with quarterly, bi-annually or annually progress reports. If requested, the report must be submitted no later than 30 days after the request was made.
X.4.5 The only official communication channels between a division and its members are the IVAO forum, IVAO staff mail, IVAO NOTAM system and the division’s website.
X.5.1.1 Minimum staff position requirements for a Mini Division are: Director Training Coordinator Webmaster
X.5.1.2 Minimum staff position requirements for a Division and/or a Multi Country Division are: Division Director Training Coordinator Events Coordinator Membership Coordinator Webmaster
X.6.1.1 IVAO divisions are of different sizes and orientation, as such a number of additional staff positions may be required. Divisions and Multi Country Divisions may request activation of Advisor positions, following the procedures published in our documentation.
X.6.1.2 The maximum number of Advisors in a division, is at the discretion of IVAO Executive Council.
X.7.1.1 The creation and closure of a division is determined by the Executive Council.
X.7.1.2 The proposing Division Director and any initial staff must meet the general IVAO Staff requirements as detailed in our Rules and Regulations.
X.7.1.3 To commence creating a new division, the proposed Division Director and/or staff team is required to prepare a proposal to be presented to the Executive Council, as published in the Division Creation Procedure.
X.8.1.1 A Division must provide a website for users of the Division and IVAO. The website may be in the local language, but some content (stated below) must also be in English. As a minimum, the website must; Contain information about IVAO and its services (in English) Contain IVAO logo Comply with IVAO Intellectual Property Policy Have links to IVAO main site, IVAO Rules and Regulations and “Join IVAO” Be GDPR compliant Have local procedures available (in English) Have local charts and FIR information in English available, as well as local AIPs if practical and possible. Have a section dedicated for training which contains information on how training and examinations in the division are conducted, has links to relevant documentation, has differences from ICAO clearly stated, and the facility to contact the ones responsible for training/examinations in the Division (in English) Have local sector files available for download Not have any copyrighted material, unless explicit written permission has been given by the author/creator May not make use of popup banners, or any other forms of advertising Must be compatible with all the latest web browsers Meet the IVAO branding requirements
X.8.1.2 The website shall be hosted on IVAO VZW servers.
X.8.1.3 The website, once uploaded on IVAO VZW server, becomes the intellectual property of IVAO.
X.8.1.4 Division HQ and Division Webmaster are responsible for all content on the website
X.9.1 The Executive Council reserves the right to waiver any regulation or requirement, if deemed necessary in special situations.
P.1 For the public demonstration events procedure please referrer https://doc.ivao.aero/events:procedures:pde
All websites and tools are owned and copyrighted by/to IVAO. Any attempts of decompiling, exploiting, hacking and any other kind of activities in the purpose of gaining access to restricted/encrypted material or areas, are strictly prohibited.
Users that reveal any security related issue in IVAOs software are entitled to report it to DEVOPs in order to get the problem solved. Exploiting or spreading the revealed issue to third parties is prohibited. If such activities are detected and/or not being reported to appropriate instances (i.e. DEVOPs or Executive Council), an appropriate sanction (i.e. suspension) will be established by the Executive Council.
D.2 Flight data tracking
According to IVAO R&R 2.1.2 members details are confidential. Confidentiality means – in relation with flight data tracking – that only IVAO staff members are allowed to view flights from others. Divisions using their own flight data tracking system are enforced to make sure, the privacy requirements are met at all times. If DEVOPs are notified about a violation of this rule, the access to Whazzup (see Regulation D.4 below) may be revoked.
D.3 Login API approval
1) All IVAO Login API requests are subject to an approval process by DOD/DOAD or the Executive Council started by either:
Requests from other parties then the before mentioned will be declined. 2) Once usage of the API was approved, the requestor will receive an unique API usage key, which has to be kept confidential. 3) If the API isn’t being used for more than 90 consecutive days, DEVOPs reserves the right to revoke access to the IVAO Login API. In this case re-application is possible by going through the approval process again.
D.4 Whazzup usage (live network data)
D.5 Hosting divisional websites on HQ Servers
D.6 Access to divisional website content
D.7 Backup of divisional websites
Every division – regardless if they are being hosted on IVAO HQ servers or not – are enforced to regularly (at least once per quarter) send backups of their websites to DEVOPs. This backup must contain all files, databases, offered downloads (e.g. Charts (if being offered), Sectorfiles, …) and other related things, which are needed for running the website. Divisions DIR/ADIR/WM/AWM is responsible for this process to be monitored and handled regularly.
D.8 Regularly change of access credentials
B.1 Rules and Regulations
B.2 Executive Council elections