Authorized Training Organization

WARNING

Information contained in this document is intended for flight simulation purposes only.

Authorized Training Organization Policies and Procedures Handbook

Version 1.4

Effective 18 August, 2020

ATO Policies and Procedures Handbook

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Table of Contents Control Pages 4

ATO Policies and Procedures Handbook 4

Revision Records 5

Related Documents 5

1 Preface 6

1.1 Introductory Remarks 6

1.2 Purpose and Scope 6

1.3 Relevant VATSIM Policies 6

2 VATSIM Pilot Training Department 7

2.1 Pilot Training Department Mission and Goals 7

2.2 Role of VP Pilot Training and Pilot Training Department 7

2.3 Authorized Training Organizations 8

2.4 Pilot Training Department and ATO Definitions 8

2.5 ATO Types and Authority 9

2.5.1 ATO Student Admission Status 9

2.6 PTD and ATO Coordination/Communication 10

2.6.1 Non-English Speaking CFIs and ATOs 10

2.7 Certificate Server Policies 10

2.8 VATSIM Pilot Ratings 10

3 Authorized Training Organization Requirements 12

3.3 ATO Staff Pilot Rating Instruction and Issuance Authority 13

3.5 Instructional and Testing Facilities 13

3.6 Record Keeping 13

3.7 ATO Quality Assessment and Improvement Process 14

3.8 Conflict Resolution 15

3.9 ATO Operations Manual 15

3.9.1 ATO Operations Manual Content Requirements 15

4 Pilot Rating Examinations 17

4.1 Written Examinations 17


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4.2 Practical Examinations 18

4.2.1 Practical Examination Methods 18

5 ATO Certification Processes (New ATOs Start Here!) 20

5.1 ATO Application for Operation 20

5.2 ATO Application for Operation Review 20

5.2.1 On-site inspection and Recommendation 20

5.3 Authorization of Pilot Rating Training Programs 21

5.3.1 ATO Pilot Rating Training Programs Offered 21

5.3.2 Pilot Rating Training Program Approval 21

5.4 Waivers 22

5.5 Periodic Review Process 22

5.6 Revocation of ATO Authorization 23


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Control Pages


Document Identification

Type Policy and Procedures

Version 1.4

Origin Date 5/2013

Effective Date 18/08/2020

Scope

This policy applies to all of the constituent components that comprise the Authorized Training Organization of the VATSIM network. It applies to all levels of the organization, including, but not limited to, the Chief Flight Instructor, the Instructors, the Support Staff, Authorized Training Organization students.

Prepared by Ethan Hawes

Approved by Pilot Training Department

Review date 09/08/2020

Identification ATO Policies and Procedures Handbook


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Revision Records

Revision Number Date Description of Change Author

0.1 01/05/2013 Original Draft D. Patel

0.2 15/05/2013 Review draft (minor corrections, added ATO sect.) D. Patel

0.3 01/06/2013 Consultation draft (corrections and CFI ratings) D. Patel

1.0 15/06/2013

Release version prerequisites, standards removed to separate doc, new section 2.6, clarification of non-partner VA/VSO activities as ATO

D. Patel

1.1 04/03/2019 CFI contact requirements and formatting E. Hawes

1.2 28/03/2019 Updated VA ATO requirements, audit process Un-Sat 30 day limit, waiver records, and GDPR compliance in multiple areas

E. Hawes

1.3 06/03/2020

Overhaul of new application process, updated sections to be in compliance with new Membership Certification Standards, new pilot rating system, and other formatting updates and improvements

E. Hawes

1.4 13/03/2020 Fixed typos, logos, and EOD title S. Nixon

Related Documents

Document Name Document Identification

PTD SOP Pilot Training Department Standard Operating Procedure

MCS Membership Certification Standards


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1 Preface

1.1 Introductory Remarks

From its founding in 2001, the Virtual Air Traffic Simulation Network (VATSIM) has provided flight simulation enthusiasts with a remarkably immersive online experience. With approximately 30,000 active participants, VATSIM has always emphasized the importance of providing quality training to its ATC controllers. In 2009, that commitment to training was extended through a strictly voluntary program of pilot ratings that provided those individuals with the opportunity to train pilot skills online and demonstrate those skills at increasing levels of specialization and proficiency. Since its conception, the pilot rating program has issued thousands of pilot ratings a year thanks to its volunteers.

1.2 Purpose and Scope

This handbook sets forth the policies and procedures under which the Pilot Training Department, led by the Vice President Pilot Training (a member of the VATSIM Board of Governors) administers the voluntary VATSIM pilot rating system in partnership with a network of Authorized Training Organizations (ATOs). The intent of this handbook is to bring VATSIM Pilot Training Department and VATSIM Network policies together in one document, outlining operational requirements for Authorized Training Organizations, eliminating unnecessary duplication, enhancing consistency, and providing clarity for both students and trainers. Corrections and suggestions concerning this manual should be directed to [email protected].

1.3 Relevant VATSIM Policies

All activity on the VATSIM network is subject to VATSIM policies, codes and agreements, including, but not limited to, the Code of Regulations (CoR), Code of Conduct (CoC), User Agreement (UA), and Privacy Policy.


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2 VATSIM Pilot Training Department

The Pilot Training Department (PTD) of VATSIM operates under the direction of the Vice President Pilot Training (VPPLT, VATGOV14). Unless otherwise stated herein, reference to the Vice President Pilot Training shall also encompass his/her design.

2.1 Pilot Training Department Mission and Goals

The mission of VATSIM can well be described in terms of the following quotation taken from the preamble to its Code of Conduct: “VATSIM is an online community created for enthusiasts of flight simulation and air traffic control. One of the main goals of VATSIM is to create an environment which is fun and, at the same time, educational and a realistic simulation of procedures followed by pilots and air traffic controllers everyday around the world.” The PTD is responsible for creating effective access to efficient, scalable, and sustainable training opportunities for VATSIM’s pilots. In partnership with Authorized Training Organizations (ATOs), the department supervises VATSIM pilot certification programs that enhance pilot and controller satisfaction with their online experiences, thereby increasing participant recruitment and retention by the VATSIM community.

2.2 Role of VP Pilot Training and Pilot Training Department

The Board of Governors (BoG) is the governing body for all VATSIM rules and regulations. That board has delegated to VPPLT the authority to govern and regulate its pilot training program. VPPLT acts on behalf of the BoG in all matters pertaining to the pilot training program. The actions of VPPLT can only be superseded by a vote of the BoG members meeting all governance guidelines set forth in the VATSIM Code of Regulations. VPPLT and PTD have responsibility for the following: Promote the training of VATSIM pilots at all levels of experience using both internal and qualified third party (ATO) resources; Govern and regulate ATO requirements, as well as ATO certification and recertification; Design, implement, and maintain the VATSIM Pilot Training and Certification system; Conduct periodic reviews and audits ensuring the quality of all VATSIM training activities; and Provide a global platform of pilot recognition for having achieved demonstrated skill in online aviation at different levels in a voluntary program


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2.3 Authorized Training Organizations

Approved training of VATSIM pilots is carried out by Authorized Training Organizations (ATOs) that are each certified by an application process. Members who successfully complete a PTD approved ATO pilot rating training program are awarded the pilot rating associated with that program. The pilot ratings currently recognized by VATSIM and their associated standards are listed by each individual pilot rating’s Membership Certification Standards that exist for the VATSIM network created by the Pilot Training Department.

2.4 Pilot Training Department and ATO Definitions

An Authorized Training Organization (ATO) is certified by VATSIM’s VPPLT to issue pilot ratings using a VATSIM PTD approved pilot training program. ATOs may choose to offer only select VATSIM pilot ratings. As a result ATOs are not required to offer all possible ratings. ATOs must designate a single individual, the Chief Flight Instructor (CFI), to serve as the single point of contact all official communication with the PTD or PTD designee shall occur. Pilot ratings issued by the ATO are done so under the authority of the CFI. CFIs must have no serious disciplinary actions on his/her VATSIM CERT record. The CFI shall be identified in any initial ATO application. In the event that the CFI is replaced, that individual shall be identified in writing by any officer of the ATO. Failure to do so in a timely manner can result in the suspension of the ATO’s operational authority. Refer to the CFI responsibilities section in this Handbook. VATSIM partner Virtual Airlines (VA) and Special Operations Organizations (VSO) are third party organizations independent of VATSIM that organize virtual pilots to fly on the VATSIM network. Approved VA/VSO organizations may apply for and receive authorization to become ATOs in order to issue VATSIM pilot ratings to VATSIM members. These organizations must continue to maintain approval under the VATSIM Virtual Airline or Special Operations Administration programs at all times to maintain ATO status. VAs and VSOs may elect to issue VATSIM pilot ratings only to their members privately, but must notify PTD of their intention to do so (see below). Independent ATOs are third party organizations that are established independent of the VATSIM PTD. These may be hosted by VATSIM divisions, regions, and ACC/ARTCCs, or by non-VATSIM groups (e.g., non-partner VA/VSOs or independent flying schools) that are not affiliated with any other larger organization. Their main purpose is training VATSIM members to obtain VATSIM pilot ratings. Such independent groups may apply for and be granted authorization to act under this type of operation. The VPPLT, or approved PTD designee, may authorize those ATOs to issue VATSIM pilot ratings.


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The Pilot Rating ATO Management System (PRAMS) is the primary tool ATOs use to manage staff roles and permissions within their ATO and grant pilot ratings certifications after a member successfully completes their examination.

PRAMS can be accessed here: https://ptd.vatsim.net/admin/

**Note: This site is still used, but a much improved replacement is currently being built. Please see PTD news announcements and publications for more detail** CERT is VATSIM’s Certificate Server website that maintains confidential records of all members and is wholly VATSIM property. ATOs have limited access to CERT that allows them to modify VATSIM records of individuals who have successfully completed the ATO’s authorized pilot rating programs by updating their pilot rating and adding examination records. Any abuse or attempted abuse of the CERT access privilege will result in immediate suspension of the ATO, a full investigation or the violation, and other action as provided in the VATSIM CoC, CoR, or the UA.

2.5 ATO Types and Authority

ATOs are classified as being of one of the following types: UNRESTRICTED ATOs accept any VATSIM members for pilot training subject to the availability of admission slots, so long as they meet the prerequisites for a particular rating offered by the ATO. Flight Schools commonly fall into this category. MEMBERSHIP ATOs only accept VATSIM members for pilot training who are also members of their umbrella organization. This is typical of VAs and VSOs, for example. Membership ATOs may, at their discretion, establish criteria for acceptance of their members to training for pilot ratings. ATO types will be displayed on the PTD ATO list that provides links to ATOs to assist VATSIM member selection of training venues that best suit their interests and needs.

2.5.1 ATO Student Admission Status

It is normally anticipated that admission of new students to ATO pilot training programs will be OPEN.

If an ATO finds it necessary to temporarily close any of their approved pilot rating training programs to new students, CFIs must inform their designated POI within the VATSIM PTD. The affected pilot training programs will publicly be listed as CLOSED on the PTD ATO directory until the VATSIM PTD is notified that the temporary restriction on new students has been removed.


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2.6 PTD and ATO Coordination/Communication

As noted elsewhere in this document, all official communications between the VATSIM PTD and ATOs will pass between the ATO’s Chief Flight Instructor (CFI) and VATSIM’s VPPLT or a designated PTD representative like a Primary Operations Inspector. Official communications should take place via email or (by appointment at mutually agreed times) via channels like Discord or TeamSpeak.

2.6.1 Non-English Speaking CFIs and ATOs

In the interest of maintaining a strong relationship with CFIs and ATOs globally, POIs are encouraged to communicate with primarily non-English speaking CFIs and ATOs via email to prevent confusion and allow online translators to be used in communications. <- Google Translate Message

2.7 Certificate Server Policies

The CERT server is VATSIM’s certificate server that supports both pilot and controller ratings. It maintains confidential records of all members and is wholly VATSIM property. ATOs are granted limited access to CERT through the Pilot Rating and ATO Management System (PRAMS) that allows them to modify the pilot ratings of VATSIM members who have successfully completed an authorized ATO pilot rating training program.

Individuals should never change their own records in any way; such changes should only be made by qualified ATO staff who have previously been granted PRAMS access privileges as part of their official ATO responsibilities as described in subsection 3.2 of this policies and procedures handbook. Any abuse or attempted abuse of the CERT access privilege will result in immediate suspension of the ATO, a full investigation of the violation, and other action as provided in the VATSIM CoC, CoR, or the UA.

2.8 VATSIM Pilot Ratings

VATSIM offers a range of pilot ratings designed to help members acquire aviation skills, with an emphasis on operations within the online ATC environment. These range from the more basic ratings oriented toward new members to the more advanced that will challenge even experienced pilots to expand their skills and knowledge. However, all new VATSIM members are subject to completing the P0 rating (VATSIM Introduction) designed to briefly prepare new members to be successful on the network. The VATSIM Pilot Ratings are designed to follow a real world like progression which has been proven to be the most effective way for both instruction to be given and students to understand and retain new information. Members must complete each pilot rating one-at-a-time and in order (unless the ATO has an approved waiver) when progress through the pilot ratings training process.


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In order for a member to be awarded a specific VATSIM Pilot Rating, members must meet all of the standards for the specific pilot rating being attempted. The standards for the various VATSIM pilot ratings are published by the PTD. All knowledge items that must be both taught and examined in addition to tasks that must be demonstrated practically are outlined in each pilot rating’s Membership Certification Standards document.

2.8.1 Conversion of Real World Pilot Certificates to VATSIM VATSIM Members that have earned real world Pilot Certificates and Ratings are eligible to be automatically awarded the highest applicable VATSIM Pilot Rating they have earned in real life. In order to complete this process members must complete the Real World license transfer process on the PTD home page.

All member submitted records will be permanently destroyed once processed in accordance with approved world-wide cyber security measures.


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3 Authorized Training Organization Requirements VATSIM’s Pilot Training Department recognizes the need to encourage flexibility and experimentation in the development of online training methods and strategies for network members. As such, the PTD keeps a minimum list of requirements for ATO operations under its purview in the interest of the success for both the ATO and its students. ATOs may request waivers from those minimum requirements, either during the initial application process or later as needed. The VPPLT will consider such waiver requests, but is under no obligation to grant them. Furthermore, the granting of such a waiver to one or several ATOs does not grant that waiver to others unless specifically approved in writing.

3.1 ATO Website

ATOs must utilize non-free websites. Areas containing confidential material like student records must be appropriately secured using individual IDs and passwords by need to know parties only. Confidentiality of student records must be maintained. Instructors and other ATO staff may view and edit all student records, but individual students should only have access to their own records.

It is primarily the ATO and ATO’s staff responsibility to ensure member data be protected in accordance with legal GDPR accepted standards.

3.2 Personnel Each ATO must have one Chief Flight Instructor (CFI) who is the primary liaison and communications link with VPPLT and any designated PTD representatives. All PTD email communications are sent to the CFI’s officially listed VATSIM email address, i.e., the address that is associated with that person’s VATSIM account. CFIs wishing to have their emails sent to an account associated with their ATO (for example, [email protected]) must change their official VATSIM email address using the service provided at https://cert.vatsim.net/vatsimnet/newmail.php.

The CFI may appoint as many staff members as are required to implement and operate the ATO training program. Those staff members must be certified by the ATO, under the supervision of the CFI, to provide instruction and administer examinations for VATSIM pilot ratings.

If necessary, the CFI may also appoint a limited number of staff members to access the CERT database. These individuals are bound by the CERT server policies outlined in section 2.7 Certificate Server Policies. ATO staff with CERT access must be approved assistants and will be awarded access on an individual basis pending a review of their VATSIM disciplinary history from the VATSIM PTD. It is the responsibility of the ATO’s CFI to inform their POI or VPPLT that a staff member who previously had CERT access is


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no longer an approved staff member for their ATO so their access to CERT may be removed.

3.3 ATO Staff Pilot Rating Instruction and Issuance Authority

For an ATO to receive authorization to provide training for a particular VATSIM pilot rating, the CFI or another staff member of that ATO must be certified for the particular VATSIM pilot rating. Instructors and examiners for each pilot rating MUST already possess the pilot rating in which instruction or examination is being given for.

Examples:

● P1 certified staff may only examine and issue P1 (PPL) pilot ratings ● P2 certified staff may examine and issue pilot ratings P2 (IR) and lower ● P3 certified staff may examine and issue pilot ratings P3 (CMEL) and lower ● P4 certified staff may examine and issue pilot ratings P4 (ATPL) and lower

3.4 Syllabi/Lesson Plans

Means of coordinating the delivery of instruction to students must be provided by ATOs. Common methods of assuring such coordination among instructors and examiners are things like a formal syllabus and/or lesson plans that outline the overall structure of the educational experience to be delivered to the student. Where appropriate, these materials should also be shared with students to help them prepare for instructional activities, as well as written and practical evaluations.

3.5 Instructional and Testing Facilities

Online education and training requires deployment of advanced technologies. ATOs must specify how those technologies will be utilized in the implementation of their pilot rating training programs. The MCS requires students to demonstrate understanding of both theoretical and practical aspects of aviation in each pilot rating. ATOs are strongly recommended to present educational material in a variety of formats (e.g., text, image, interactive, video) using different types of learning tools ranging from simple web pages to full-featured open-source learning environments (e.g., Moodle, eFront, etc.) and even extensive custom coded solutions if desired. All learning and written examination tools must conform to the standards set forth in section 3.1 regarding storage of user data being held in compliance with GDPR.

3.6 Record Keeping

ATOs must maintain and have access to student training records including any oral (if used), written, and practical examination results. All examination results must be recorded using the pilot rating’s standardized Examiner Evaluation Form. All examination forms must be permanently stored effective 1 September, 2020. Records will eventually be


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digitally stored on a VATSIM hosted database using the PRAMS database. Saving results ensures that records created during a given calendar year will be available for audit by PTD at any time. Student examination records must be kept in compliance with GDPR.

3.7 ATO Quality Assessment and Improvement Process

In the interest of continued ATO improvement and success, ATOs are required to create a quality assessment and improvement process that helps increase successful training outcomes for VATSIM members pursuing pilot ratings at each level offered by the ATO. The ATO Quality Assessment and Improvement Process must be described in the initial application for ATO authorization in the ATO’s Operations Manual. It is expected that the pilot training experience will differ somewhat among different VATSIM member communities around the world. The ATO Quality Assessment and Improvement Process should only address how an ATO will measure and improve the quality of their training activities.

It is recommended that the following areas should, at a minimum, be part of your ATO Quality Assessment and Improvement Process:

Written examination question bank reliability and clarity

• Ex: Eliminating or rewording confusing questions that are frequently missed

Pilot rating examination success rates

• Example: Updating and providing more effective training in any weak areas shown in examination results for pilot ratings. Data driven ATO improvements are highly recommended and encouraged!

Instructor participation and effectiveness

• Example: Listening to the feedback of instructional staff and providing them an efficient system to work from.

Student satisfaction

• Example: Surveys offered to students asking how the ATO can improve and in what areas. Other methods of improvement will no doubt become apparent as ATOs become more familiar with the training process, so improvements to this process should always be considered. ATOs are expected to show specific efforts of quality assessment and improvement between audits.


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3.8 Conflict Resolution

VATSIM’s VPPLT and PTD will not normally be called upon to resolve disagreements among ATO staff members or between members of the training staff and students due to the department’s ongoing workload. Each ATO must create an appropriate conflict resolution policy that designates the process that individuals may undertake to have their concerns heard and disagreements decided within the ATO itself. Section A.13 of the VATSIM Code of Conduct outlines its conflict resolution process; this can serve as a model for that created by individual ATOs. Conflicts or disagreements internal to ATOs should not be referred to VATSIM for resolution unless a breach of a VATSIM regulation has occurred while connected to the network.

3.9 ATO Operations Manual

All ATOs must create and maintain an ATO Operations Manual to ensure consistency of policy implementation among staff, students, and adherence to this the ATO Policies and Procedures Handbook. The ATO Operations Manual should define the operational functions of the ATO. This manual is considered the backbone in which an ATO operates. Please do not solely reproduce the contents of this Policy and Procedures Handbook.

3.9.1 ATO Operations Manual Content Requirements

Applying ATOs:

An ATO Operations Manual must be submitted at the time of initial ATO application. It is already understood no approved pilot rating training programs will be listed in the initial application process. Please be sure to allow room for this required section and its items.

Existing ATOs:

Existing ATOs are required to continue to update their ATO’s Operation Manual as updates occur. This area is evaluated on all audits.

At a minimum, each ATO Operations Manual should include the following:

• A brief description of the document’s scope. (Who does it apply to?) • A Record of Revisions section highlighting changes to the ATO Operations

Manual, the dates they were made, and who they were made by. • IF utilizing any waivers, a list of approved waivers, date they were authorized,

and the authorizing party’s name.

• Definition of an ATO’s management functions, e.g., Chief Flight Instructor, Assistant Chief Instructor, Webmaster, etc., accompanied by a detailed description of each management’s responsibilities and authority.

• Description of approved official ATO communications channels. This includes both among staff and with ATO students.


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• List of approved pilot rating training programs offered by the ATO and links or direction to a detailed training syllabus for each. This allows staff and students to have a clear and consistent idea how pilot rating training should progress.

• Description of methods and techniques that will be used in student training and assessment. (e.g., Shared Cockpit, Team Viewer, recorded flight)

• Outline or explanation of the ATO’s Quality Control and Improvement Process.

• Outline or explanation of ATO conflict resolution and appeals process.


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4 Pilot Rating Examinations Examinations are seen as a primary means of ensuring competency of an individual's knowledge and/or skill. Members on the VATSIM network are all examined to one uniform set of standards across the world through the use of the Membership Certification Standards (MCS). The MCS outlines both knowledge topics and practical flying skills that must all be examined before a network member may earn their pilot rating from an ATO. Importantly, this system ultimately benefits all parties by keeping clear expectations while creating high calibre pilots. Finally, examining using the MCS as a guide also ensures that each pilot rating is held to the same standard and not degraded in value anywhere in the world. All members must be examined in both a written and practical manner.

4.1 Written Examinations

Written examinations play a critical role in assessing the examinee's knowledge of basic sciences, rules, and concepts of each pilot rating. ATOs are expected to include a minimum of one question from EACH Task’s knowledge element section. ATOs may ask more than one question regarding a task knowledge element if they chose to do so.

Example:

Task D. Operation of Systems Objective To determine that the member exhibits satisfactory

knowledge, risk management, and skills associated with the safe operation of systems on the airplane provided for the flight test.

Knowledge The member demonstrates an understanding of: PPL.I.D.K1 Airplane systems, to include:

PPL.I.D.K1a a. Primary flight controls PPL.I.D.K1b b. Secondary flight controls (trim, flaps, etc.) PPL.I.D.K1c c. Power Plant Basic Operation (combustion process,

etc) PPL.I.D.K1d d. Basic Electrical Components (Battery, Alternator,

etc) PPL.I.D.K1e e. Avionics/Flight Instruments PPL.I.D.K1h f. Pitot-static system, vacuum system, and associated

flight instruments

Question: Which of the following is a primary purpose of an aircraft alternator? A. Charge the aircraft’s batteries B. Start the aircraft C. Power aircraft electrical components D. Answers A & C

Correct Answer: D


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The example question fulfils the requirement for all knowledge examination questions related to the task D. Operation of Systems on the P1 MCS. However, ATOs are welcome to ask more systems related questions covering the other knowledge items (Primary/Secondary Flight Controls, Pitot Static etc.) in written examinations if desired.

Written examinations are only considered pass/fail status. Students must earn a 70% score on their written examination to successfully pass. When taking a written examination, students shall be provided in a timely way (immediate feedback being the most productive and preferred in terms of learning psychology) with their final score and direction towards any areas of deficiency that questions were missed to review (Airport Markings, Aircraft Systems, Aerodynamics, etc.). Students must pass the written examination prior to attempting the practical exam portion of a pilot rating. This helps prevent wasting valuable ATO time and resources.

4.2 Practical Examinations

Online assessment of practical examination can entail significant technological barriers. ATOs must use practical examining methods that permit the accurate assessment of students. Practical examinations must examine all Membership Certification Standards task skills items and any required knowledge items (if noted or required) through practical examination for each student.

4.2.1 Practical Examination Methods

Practical examinations may involve real-time observation or post-flight evaluation of recordings made during the check ride itself. ATOs may offer predetermined check ride profiles (sequence of instructions to follow) for students utilizing a recorded check ride method with no live examiner present.

4.2.2 Practical Examination Plan of Action(s)

Each ATO approved pilot rating training program is required to have a minimum of ONE examiner Plan of Action outlining the process of the examination to ensure all required items are being examined in an orderly manner that is fair to all students. It is encouraged to have a variety of examination Plans of Action available to discourage cheating and students from learning only to pass the check ride.

4.2.3 Practical Examination Records and Outcomes

All practical examinations must be evaluated using the standardized VATSIM PTD Evaluator Examination Form for the pilot rating being examined. This simple to use form help evaluators grade examinations, ensure all required items are examined for the pilot rating, and provide an all in one organized examination records source to store and present to the student. Students should be provided with a copy of their


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completed Evaluator Examination Form at the completion of all practical examinations for their own review and records. Students who do not pass the examination should be given specific examples of where and/or how they exceeded allowable performance tolerances of the Membership Certification Standards on the Evaluator Examination Form.

In order to properly conduct examinations, refer to each MCS’s Examining Roles, Responsibilities, and Outcomes section. You may also ask you POI for clarification of regulatory details pertaining to approved evaluating techniques, discontinuances, and examination outcomes requirements.


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5 ATO Certification Processes (New ATOs Start Here!) The VATSIM ATO program is designed to permit maximum flexibility to organizations desiring to provide pilot training experiences to VATSIM members. ATOs are encouraged to target their programs to the needs of their audience. VAs and flying clubs should provide training within the environment and within the rules and procedures under which their members normally fly, subject to the known limitations and accommodations of VATSIM. VATSIM PTD operations are conducted in the ICAO standard English language with occasional help from Google Translate or other similar tools. ATOs wishing to provide instruction in languages other than English are still strongly encouraged to apply!

This handbook, along with the Membership Certification Standards, provides the primary source of reference of what the ATOs are required to teach and examine. It is up to the individual ATOs to determine how they intend to do that and who their intended audience will be. The methods of training, the way that educational technology is deployed to support those methods, types of training aircraft (as long as they meet the rating’s Membership Certification Standards training aircraft scope) are parameters all at the discretion of the ATO.

5.1 ATO Application for Operation

All applications for ATO operation approval must be directed to the ATO Application for Operation process. ATO applicants must completely review the ATO Policies and Procedures Handbook and complete a draft of their ATO’s Operation Manual prior to application. Once complete, all items should be submitted collectively in the ATO’s application for operation. ATOs are requested to submit their applications in English. Online translation tools serving as a backup are preferred.

Acceptance of the written application does not constitute authorization for an ATO to provide VATSIM pilot training. Once an ATO is approved for operation, they will be allowed to begin applying for approval of Pilot Rating Training Programs.

5.2 ATO Application for Operation Review

Following acceptance of the written application, the VATSIM PTD shall appoint a Primary Operations Inspector (POI) to complete the application process. The POI will inspect all aspects of the ATO including its ATO Operations Manual as well as record keeping and quality assessment and improvement mechanisms described in the written application.

5.2.1 On-site inspection and Recommendation

The PTD POI will arrange with the ATO’s CFI by providing access to any and all web site areas subject to examination and review. Following the completion of that


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inspection, the POI shall provide to the CFI and VPPLT the written results of the inspection, along with a recommendation concerning ATO operation authorization

ATOs may begin submitting Pilot rating training programs for review and approval once the ATO Operational status is approved by the VATSIM PTD. This ensures ATOs are operating on a solid foundation prior to beginning to offer training and pilot ratings to network members.

5.3 Authorization of Pilot Rating Training Programs

If the audit of the POI is positive, the ATO will be notified when they can begin providing VATSIM pilot training. If significant issues have been identified that prevent full authorization, the ATO has one month to remediate those shortcomings to the satisfaction of the POI who will make a final recommendation to the VPPLT. If only minor deficiencies are identified during the audit process, the VATSIM PTD may allow the ATO to begin item pilot rating training program operations certifying pilots for VATSIM pilot ratings under provisional authorization for one month during which time the ATO must rectify the deficiencies and report back to their POI. ATOs not reaching compliance within one month of the interim period lose their interim pilot rating training program authorization. At this point the ATO must finish fixing any remaining discrepancies before being approved to operate in a full capacity again.

5.3.1 ATO Pilot Rating Training Programs Offered

ATOs may elect to provide training for one or more of the currently defined ratings; they are not required to provide training in all of them or in any specific combination.

5.3.2 Pilot Rating Training Program Approval

Pilot rating training programs must be complete in all respects during submissions; partial applications cannot be reviewed. CFIs must contact their ATO POI in order to begin the process of adding a new pilot rating training program to their ATO. POIs are available as a resource during the construction phase to help answer questions or clarify any confusion. Once complete, the new pilot training program(s) shall be submitted to the ATO’s POI for review.

Areas of special interest during the review include:

● Syllabus/Lesson Plans for the new pilot rating training program

○ Reference Section 3.4 of this handbook for more info ● Pilot rating course content and material

○ Will it be engaging and captivating to your students or just a wall of text?

● All MCS task knowledge elements are tested during the written examination


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○ Reference Section 4.1 of this handbook for more info ● Examiner Plan(s) of Action for the practical examination

○ Reference Section 4.2.2 of this handbook for more info

● Any additional methods that might be required to assess and evaluate student performance on practical examinations

Once these items are found to be within the standards outlined in this handbook and the pilot rating’s MCS, the POI may authorise the ATO to begin operation and issuance of the approved pilot rating’s training program. Do not forget to update your ATO operations manual reflecting these changes.

5.4 Waivers

Prospective ATO candidates are welcome to create training programs that meet exactly the standards set forth in each rating’s MCS. Depending upon the nature of the ATO and its target student audience, the ATO may expand on these performance standards, for example by making the VATSIM standards part of a more rigorous VA flight training program.

ATOs may request that certain aspects of the VATSIM pilot training standards be waived as part of the continual improvement process. Waivers can be granted if the ATO can demonstrate achievement of similar requirements using alternate methods. Only the VPPLT may grant such waivers at his/her discretion without setting a precedent for future waivers to other organizations. Records of each waiver issuance must be logged into the ATOs Operations Manual in the waivers section. Refer to the ATO Operations Manual section of this handbook for more details.

5.5 Periodic Review Process

The VATSIM PTD must perform at least one full audit of every active ATO annually. An approved PTD staff member or POI will coordinate this audit; the annual audit evaluation form containing the recommendation (Satisfactory or Unsatisfactory) of the auditor will be submitted to the External Operations Director and CFI at the competition of the audit.

ATOs will be allowed (30) thirty days from the submission of the audit report to correct any deficiencies if found. Failure to undertake corrective measures within that time frame will result in the revocation of authorization and require that the ATO reapply as set forth in section 5 of this handbook. The VATSIM PTD or POI will provide ATOs with a description of the audit process and sufficient time to permit full compliance with its requirements. It is the top intention of VATSIM PTD to create an audit process that is upfront, fair, and equal to all ATOs. In addition to the periodic review, the VPPLT reserves the right to undertake an audit of


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ATO activities at his/her discretion. The reasons for such a review will be disclosed to the ATO prior to the start of the audit process

5.6 Revocation of ATO Authorization

Authorization to operate as a VATSIM ATO is issued at the discretion of the VPPLT or VATSIM PTD designee and may be revoked at his/her discretion under a variety of circumstances that include, but are not limited to:

● Violation of the policies and procedures set forth in this manual with special focus on the CERT server policies in subsection 2.5;

● Violation of the terms and conditions set forth in the VATSIM Code of Conduct, Code of Regulations, or User Agreement, along with any other relevant VATSIM policies;

● Failure to fix deficiencies identified in a any review (subsection 5.5), ● Modification of the pilot training syllabus and/or lesson plans that are non-compliant with

the applicable MCS without a waiver being issued; and ● ATO overall status remaining in “CLOSED” status for more than 90 consecutive days or

more than 180 days in 12 months.

Revocation of authorization may require that an organization submit a new written application as set forth in this section or may be reversed following remediation of any outstanding deficiencies at the discretion of the VPPLT.

Date post:	17-Jan-2022
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