BAVirtual SOP
BAVirtual SOP
BAVirtual SOP
Page 1 of 23
Contents
Introduction………………………………………………….……………………………………………………………………………………3
1.0.0 Administration & Recruitment Policy…………………………………………………………………………….…………………..4
1.1.0 Recruitment Process………………………………………………………………………….…………………………………………..….4
2.0.0 Privacy Policy…………………………………………………………………..…………………………………………………………….….6
3.0.0 Operational Issues………………………………………………………………………………………………………………………….….7
3.1.1 Rank Structure…………………………………………………………………………………………………………………………………..7
3.1.2 Promotion Scale……………………………………………………………………………………………………….…………………..…..7
3.1.1 Rank Structure by Fleet……………………………………………………………………………………………………………………..7
3.2.0 Experience Points………………………………………………………………………………………………………………………….....8
3.3.0 Restricted Flights…………………………………………………………………………………………………………………..….…...…8
3.4.0 Fly-in Events……………………………………………………………………………………………………………………………….…....9
3.5.0 Scheduling.............................................................................................................................................9
3.6.0 Flight Hours……………………………………………………………………………………………………………………………….………9
3.7.0 Off-duty Hours……………………………………………………………………………………………………………………….………….9
3.8.0 Fleet………………………………………………………………………………………………………………………………………….…….10
3.8.1 Fleet Substitution Policy……………………………………………………………………………………………………….…………12
4.0.0 General Conduct…………………………………………………………………………………………………………………….……….14
4.1.0 Use of the BAVirtual Web Site……………………………………………………………………………………………….………..14
4.2.0 General Conduct…………………………………………………………………………………………………………………….……….14
4.3.0 Investigations……………………………………………………………………………………………………………………….…………14
4.4.0 BAVirtual Pilots Forum………………………………………………………………………………………………………….…………15
4.5.0 Online Flying Conduct…………………………………………………………………………………………………………….……….15
4.6.0 Double Logging of BAVirtual Flights……………………………………………………………………………………….………..16
4.7.0 Application Information……………………………………………………………………………………………………….………….16
4.8.0 Leave Policy………………………………………………………………………………………………………………………..……………16
4.9.0 Inactivity……………………………………………………………………………………………………………………………..…………..17
4.10.0 Use of Merlin Flight Monitoring Software (ACARS)..…………………………………………………………..……………17
5.0.0 Other Policies and Requirements for Pilots……………………………………………………………………….…………….18
6.0.0 Frequently Asked Questions………………………………………………………………………………………….………………..19
Appendix 1
SOP changes since the previous version………………………………………………………………………………………….22
Page 2 of 23
Introduction
Welcome to the new era of BAVirtual. This is our fourth renovation and we are very proud of what we have
achieved in order to future-proof BAVirtual and allow us to develop our ideas into the future.
We do, however, appreciate our roots and I will begin with the following quote:
Established in 2000, BAVirtual is a voluntary, not for profit organisation, that fulfils a role to provide a
structured, hands-on educational environment for aspiring pilots.
Through partnership with the Virtual Air Traffic Simulation Network (VATSIM) and, more recently,
the International Virtual Aviation Organisation (IVAO), BAVirtual provides an environment where
individuals can learn about the principles of flying for an airline to a fairly advanced level, using
commercially available software to create a simulated 'virtual airspace' that is identical in navigational
terms to the real world. This highly realistic system acts as a 'knowledge gateway' for aspiring pilots, by
allowing them to assimilate some of the more challenging aspects of airline flying but in a relaxed and
pressure free environment.
BAVirtual has a membership of 1,250, including aspiring teenagers, active and retired airline captains,
and enthusiasts alike.
The organisation does not charge its members to join and is run by a team of volunteers.
Rob Parker
April 2009
The introduction to BAVirtual, written by VA Founder and former Director Rob Parker in his History of
BAVirtual, sums up the organisation very well. I do not think that anybody could have explained the founding
principles that this document exists to uphold so eloquently and succinctly.
In signing up to join BAVirtual, you are acknowledging that you have read and understood this document,
and that you agree to abide by the Terms and Conditions explained within its pages.
It is designed to ensure that the values upon which BAVirtual is founded are upheld, and that the environment
within BAVirtual remains respectful of all pilots regardless of race, colour, experience, creed or gender.
We kindly ask that you thoroughly read through this guide, and digest the contents prior to signing up to join
BAVirtual; it really will answer many of your questions, and give you some idea of what we are all about. If
there is something which is unclear to you then please get in touch with us so we can help.
Antony McGarr
Director of Human Resources
Page 3 of 23
1.0.2 We no longer support the Windows XP platform as Microsoft no longer supports the platform.
1.0.3 We do not currently support Mac OS based computers, although some members have had varying
degrees of success using Boot Camp.
1.0.4 The applicant must be in possession of a legal copy of Microsoft FS9 (FS2004), FSX / FSX-SE, X-Plane or
Prepare3D (please be aware of the different licensing arrangements for Prepare3D and you must
accept that your licence must be appropriate to you), and any add-on software used must also be
legal. The use of “cracked” or “pirated” copies of software is strictly not allowed and will result in
investigation and potential dismissal from BAVirtual with a life ban enforced, and your personal details
will be forwarded to FAST for further investigation and potential legal action by the software
publishers.
1.0.5 The applicant must be 16 years of age or over on the date of application.
1.0.6 The applicant must be able to make and file their first flight within 14 days of acceptance.
1.0.7 The applicant must be able to complete a BAVirtual Flight once every 31 days.
1.0.8 The applicant must submit their real identity – no nick names or aliases are allowed.
1.0.9 The applicant must be able to show professionalism and maturity in all aspects of BAVirtual operation.
1.0.10 Current members of other Virtual Airlines that model British Airways will not be accepted.
1.0.11 If a member loses his account due to inactivity, he can re-join after a 31 day cooling off period. We
allow three accounts maximum. If the third account is lost due to inactivity then they shall be
permanently prevented from re-joining (see part 4.9.8). To prevent this please get in touch with the
HR department BEFORE the account falls inactive so we can assist you in retaining your membership.
1.0.12 If a member is removed from the roster as a result of Board level action, they shall be permanently
banned from re-joining BAVirtual in the future.
The following points indicate the information required on the pilot application form:
1.1.1 A valid IVAO or VATSIM Pilots ID (this is a compulsory item and required even if the pilot intends to fly
offline).
1.1.2 Date of Birth (Must be entered in the UK date format DD/MM/YY and NOT the format MM/DD/YY).
Page 4 of 23
1.1.3 Any pilot wishing to transfer hours from another virtual airline will be required to supply a valid URL to
enable the HR department to verify the flight hours. Should the URL be a dead link, password
protected, or the pilot is no longer on their rosters then contact from the pilots previous VA’s HR
Department is required. The responsibility for ensuring the transfer of hours from another virtual
airline rests entirely with the pilot requesting the transfer. The HR department of BAVirtual will not
chase other virtual airlines for hour transfers.
Pilots should take note that all transferred hours are purely for display purposes only on their profiles and
transferred hours have no impact on Rank or Status within BAVirtual. All new-start pilots will begin with zero
hours on their log book and a rank of First Officer. There are no exceptions to this.
If a pilot loses their account at BAVirtual and has to apply for a new account to re-join us then their log book
will also be new with zero hours and a Rank of First Officer. Hours from old BAVirtual accounts cannot be
transferred to new BAVirtual accounts. There are no exceptions to this.
Once an applicant has completed the application form and submitted it, an email will be received from the HR
department confirming receipt. This email will notify the applicant of their application reference number - the
“ARN” - that must be used in all further communications with the HR department until such time as the
applicant is accepted as an active pilot within the roster and given an account and Pilot ID number. From then
on, the member must quote their BAVirtual Pilot ID when contacting staff.
There is a waiting list to join BAVirtual, and it is the direct result of the 1,250 member limit cap. As soon as
spaces on the roster become available, the applicant will move up the waiting list on a first come first served
basis.
Once an applicant has successfully moved to the top of the waiting list, they will be required to undertake a
web based entry examination. This examination is designed to ensure that all applicants have some basic
Aviation and Flight Simulator knowledge as well as some knowledge of BAVirtual, and is specifically designed
not to be too in-depth or taxing. It consists of 20 multiple choice questions and applicants will have twenty
minutes to complete the test starting from when the first question is answered. Two attempts are allowed per
application and the sittings are 48 hours apart. We cannot bring the second attempt at the entrance
examination forward so if you fail the examination the first time you must wait until you receive your second
attempt link 48 hours later. Please do not contact HR to ask for it to be allowed sooner as we cannot change
this time period for you.
If you have two unsuccessful attempts at passing the entrance examination then your application will be
closed and you will not be able to apply to join again until a 14 day cooling off period has passed. This is to
allow reasonable time for you to undergo further study for the examination.
Upon successful completion of the examination, applicants will receive an email from the BAVirtual HR
Department notifying the applicant of their Pilot ID Number (PID). At this point, the applicant will join the
roster as a First Officer and have access to all of the VA’s features using their PID and the password you
submitted on the application form.
New pilots have fourteen (14) days to complete and successfully log their first flight with BAVirtual. This
fourteen day period starts on the day that the pilot passes the entry exam. Failure to complete the first flight
within the fourteen day time limit will result in automatic dismissal from the roster without warning. If this
occurs then a new application must be submitted via the web site after a 31 day cooling off period.
NOTE: Any application submitted with an invalid IVAO or VATSIM will be immediately discarded.
Page 5 of 23
2.0.1 Use by you of the BAVirtual website constitutes an acceptance of this policy which forms part of the
use of the BAVirtual website.
2.0.2 This Privacy Policy only extends to this website and does not extend to your use of, provision to and
collection of any data on any website to which you may link to by using the hypertext links within the
BAVirtual website.
2.0.3 We collect information when you complete an application to join BAVirtual, use the BAVirtual website,
when you register and log in, and when you respond to requests to submit personal information about
yourself in order to collate data about our users which assists us in the future development of our
website and services.
2.0.4 When you visit our website we issue a cookie or unique code that allows us to identify your computer.
A cookie is used to note the different areas of the services recently accessed through your computer -
this can only be done in relation to this website service and not in relation to any other sites you visit.
Cookies in themselves do not identify the individual user, just the computer used.
2.0.5 We will ensure that all personal information supplied is held securely in accordance with the Data
Protection Act 1998 and its relevant subordinate legislation and we will comply with the principles set
th
out in that Act, and from the 25 May 2018 the General Data Protection Regulation (GDPR).
2.0.6 When you supply any personal information to us we will meet our legal obligations towards you in the
way that we deal with that information. In accordance with the data protection principles we have to
collect the information fairly and to let you know how we will use it (see paragraph 2.0.3).
2.0.7 We do not supply your personal information to third parties except where required by law. We will
ensure that any information will be held only as long as is necessary to ensure that our service runs
smoothly. We use up to date industry procedures to keep personal data safe and secure as possible
and to protect against loss, unauthorized disclosure or access.
2.0.8 We reserve the right to request a copy of a formal form of ID in order to verify your details given on
your BAVirtual account should any discrepancies come to light with the details we hold for you. This
should take the form of a scan of a passport or other official form of ID issued by a government
department in your country of origin.
2.0.9 We may edit this Privacy Policy from time to time. If we make any substantial change we will notify
you by posting a prominent announcement on the BAVirtual forum page under the heading "Changes
to the Privacy Policy".
Note: As with all internet activities, BAVirtual advises all pilots to respect the first rule of internet usage and to
ensure that they are using unique passwords for all internet sites requiring user login. Utilising the same
password throughout your online life opens you up to security issues and potential abuse.
Page 6 of 23
Page 7 of 23
NOTE: Concorde is the flagship of the BAVirtual fleet and as such only available to Senior Captains. The ONLY
exception to this is during Fly-in events when all airframes are available to all ranks (see 2.5.0). Requests for special
dispensation to fly Concorde on the line below the rank of Senior Captain will be denied.
Where your rank reflects the fleet aircraft that you are permitted to fly; your experience points illustrate your
experience and involvement as a BAVirtual Pilot. Aside from earning them for your flying, experience points
can be awarded for items such as contributions to the development of BAVirtual, for fly-in participation and
for any number of other items as the Board of Directors sees fit. Key items for which you will receive
experience points for are as follows;
Experience points awarded for a full rotation require operation out to a destination and return back to the
departure airfield from which the original leg was flown. For example: Heathrow – Rome – Heathrow.
Experience points gained for schedule conformance must not be manipulated by adjusting the flight time.
Once you have landed, applied the parking brake and turned off your engines, Merlin will submit the PIREP for
you. Waiting at the gate before shut down and/or taking excessively long taxi routes in order to better one’s
conformance is not allowed. Merlin can detect if this is occurring and it could result in you losing your entire
flight so please do not try as we cannot reverse a flight that has been removed.
To gain experience points for online flight, the pilot must fly the whole flight online. This means being
connected to the selected network, either IVAO or VATSIM. Any connectivity issues – disconnections for a
significant proportion of the flight - should be reported through the reporting feature within Merlin (see the
Merlin manual). Please be aware that an automatic integrity check is performed for all flights logged online
and if a significant discrepancy is found then the points are automatically removed.
Any pilot found to have gained experience points without abiding to the rules stated above will be disciplined
accordingly and any awarded experience points removed.
Restricted flights are multi-leg flights. Restricted flights will be identified as such, and will have a letter
following the flight number. Such flights must be flown in the correct alphabetical order. An example of a
restricted flight would be as follows:
You have three flights, BA123A, BA123B and BA123C. In order to fly BA123B, you must have flown flight
BA123A within the last 90 days. Likewise, in order to fly BA123C you must have flown BA124B within the last
90 days.
Page 8 of 23
Fly-in events are organised events often arranged by BAVirtual or by third parties outside of BAVirtual, for
example VATSIM or IVAO, but to which BAVirtual has given their endorsement and support. During these
events members can use airframes suitable for the flight detailed in the Fly-in but outside their rank if
required. Fly-in event hours are not logged in your BAVirtual log book, and we support Fly-in events for
entertainment and community purposes only. Fly-in events are usually advertised in the forums where detail
about the event will be given.
3.5.0 Scheduling
Scheduling information can be difficult to locate and maintain. Whilst we try and mirror the real world British
Airways Timetable within the real world section of our operation we may sometimes be unable to include
every flight and route offered by our real world counterpart as these are always subject to change.
Schedules are reviewed on a periodic basis and extra flights may be added or removed as required.
Pilots will always be notified of changes to any schedules within the forum, and by the BAVirtual NOTAM’s
Dispatcher. If you spot an error in the schedules then please let us know.
BAVirtual has a duty of care to our membership and as such must discourage excessive hours spent at a
computer or video screen equipped device for health reasons. There is also the issue of pilots unrealistically
clocking up the hours for no other reason than to accumulate hours to gain rank advancement as quickly as
possible. BAVirtual wishes to try to reflect real world operations as far as possible. For this reason a monthly
cap of 135 flight hours on a rolling monthly basis exists at BAVirtual.
A rolling total of monthly flight hours will be kept for each pilot. This cap will mean that no pilot will be able to
book a flight where the expected duration, as quoted on the dispatch page, would take them over their
monthly allocation.
We allow pilots to go off-duty during a long haul flight. This is defined as a flight over 5 hours in planned
duration. This reflects a more realistic experience with multiple pilot crews operating on long haul flights. The
pilot must be at the controls of the aircraft for a minimum of the first 30 minutes of the flight, measured from
when the landing gear is raised. Once 30 minutes has lapsed, the pilot can select the off-duty option in Merlin.
Once the pilot has gone off duty, the duty flight hours will no longer be recorded for their log book until they
come back to duty. The off-duty status with be automatically removed when you get to within 60 minutes of
your destination airfield and you will be expected to be on the flight deck in control of your aircraft at that
stage.
During a period of off-duty flight, the POSREP timer is suspended but not reset, so if for example you are
within 10 minutes of providing a POSREP when you go off-duty, the POSREP will be required within 10 minutes
of coming back to duty. If you miss the POSREP on your return then the flight will be lost as per normal
procedure (see section 4.10.1).
Page 9 of 23
For example, if you fly a 10 hour flight off line and fly the first 2 hours before going off duty, and then come
back to duty for the final hour of the flight, your log book will show the entire flight time against the flight but
your logged hours for the flight will be only the 3 hours flown at the controls of the aircraft.
Please be aware that if you are flying online, the networks do have minimum requirements for you being at
the controls of your aircraft and you must comply with their minimum requirements.
3.8.0 Fleet
Fleet information is accessible via the Fleet List page under Operations on the website. The BAVirtual Fleet is
under constant review, but it reflects the fleet used by British Airways PLC. The fleet section of the website is
maintained by the Fleet Manager in association with the fleet Training Captains.
BAVirtual Mainline Fleet is designed to replicate the current real world operations of British Airways PLC.
This fleet is the only fleet amongst BAVirtual which receives regular review.
Mainline
Airbus A318
Airbus A319, A320, A321
Airbus A380
Boeing 737
Boeing 747
Boeing 757
Boeing 767
Boeing 777
Boeing 787
Embraer E170, E190
Dornier 328, 328JET
Jetstream 31/32
SAAB 2000
Classic
Concorde
BAC 111 One-Eleven
Boeing 707-320
Boeing 737-200
Boeing 757-200
Boeing 747-200
Brittten-Norman BN-2 Islander
de Havilland Comet 4
de Havilland Canada DHC-6 Twin Otter
Hawker Siddeley Trident
Hawker Siddeley HS 748
Lockheed L-1011 TriStar
McDonnell Douglas DC-10
Vickers VC10
Vickers Viscount 800
Page 10 of 23
Fleet Decode
Mainline
Page 11 of 23
Classic Fleet
A319/A320/A321
These aircraft share a common type rating and can be substituted accordingly but not by the A318.
A380
The B744 and B748 can substitute the A380 until a suitable A380 is produced.
B737
The B733, B734, B735, B736, B737, B738 and B739 all share a common type rating so we will allow substitution
within any of these sub types.
The B731 and B732 do not share that type rating, so must NOT be substituted.
B747
The B744, and B748 share a common type rating and can be substituted accordingly (Mainline only).
The B741, B742 and B743 share a different type rating and so cannot substitute for the B744/B748 (classic
routes only).
The B777 cannot substitute for B747 only an A380 can substitute for B747 (Mainline only)
B757
The B757 should not be substituted. On Mainline flights the B757 is operated by Openskies between
KJFK/KEWR and LFPO only.
B767
The B767 should not be substituted.
B777
The B777 should not be substituted.
Page 12 of 23
B787
The B787 should not be substituted.
Classics
NO substitution is allowed in the Classic Schedule
Concorde
This is a stand-alone rating and should not be substituted.
D328
The D328 should not be substituted.
E-Jets
The E170 & 190 share a common type rating so they can be substituted between each other. (This includes the
E175 & E195)
J328
The J328 should not be substituted.
JS31/JS32
These can be substituted by J41.
SB2000
The SB2000 should not be substituted.
Notes:
Many of the aircraft in the BAVirtual Fleet Library are provided by different authors who have kindly agreed to
allow those aircraft to be hosted by BAVirtual. Copyrights apply in every case and members, and prospective
members of BAVirtual are reminded that they have a duty to respect the wishes of the original authors,
particularly in regard to repainting or distribution. If in doubt, check with the author or contact the BAVirtual
Staff.
Any abuse of the substitutions policy may result in the member’s account being terminated without notice
and no return permitted for a 6 month period.
Page 13 of 23
While using the BAVirtual website, all pilots are subject to monitoring and any offensive postings are liable to
be deleted, without notice, by the BAVirtual Personnel and may result in permanent account closure (section
2.2.0).
4.2.3 Advertising of other Virtual Airlines on the BAVirtual website or the BAVirtual Facebook page. This
includes user’s forum signatures and links. Board members may, at their discretion, permit the
advertising of other VA’s within Links and Signatures.
4.2.4 Any debates or remarks which may offend international or minority members regarding religious
issues and local customs.
4.2.6 Posts that are considered as non-contributory to the general well-being and morale of the virtual
airline.
4.3.0 Investigations
Any alleged instances of unacceptable conduct outlined but not limited to the above will be investigated by a
member of the Board and based on his or her findings, along with the CEO and the Director of HR, a decision
will be taken on what measures, if any, including dismissal or suspension will follow.
Page 14 of 23
When logging onto the BAVirtual Forum, all users are subject to a User Agreement for the forum. Logging into
the forum means you have accepted this User Agreement. Pilots are reminded that foul and obscene language
is not tolerated in any way, and pilots must not engage in offensive exchanges of any sort and instances of
such could lead to disciplinary measures being taken.
4.4.1 Pilots are permitted a maximum of one personal signature in the forum, plus they can display their
highest VATSIM Pilot award plus any further course awards offered by the BAVirtual Training Centre,
for example the Winter Ops course. Unofficial signatures beyond the single personal one are not
permitted. The maximum height for any forum signature must not exceed 120 pixels. Any BAV Awards
such as the VATSIM P1 course can also be displayed alongside your signature.
4.4.2 Members holding Staff Positions within the VA are permitted two personal signatures plus the official
BAVirtual Training signatures as above. The same 120 pixel height limit applies to staff signatures.
4.4.3 Members should attach a photograph of themselves to their accounts. These photographs should be
similar to a passport photograph and should clearly show the face of the member without any
obstruction to their face.
4.4.4 New Pilots can only post in the New Pilots section of the forum for the first 3 days of their
membership. Once this short probation period is over new pilots can post in all areas of the forum.
Pilots are reminded that when using online Air Traffic Simulation Networks (IVAO and/or VATSIM) that every
member is an ambassador of BAVirtual when using the BAW call sign or any of its derivatives such as SHT, BEA
and so on. When flying online and claiming hours through Merlin, members must always use a BA call sign and
livery. Pilots are to exercise good manners and are not to engage in arguments over the networks. Likewise,
BAVirtual Pilots are not to utilise the Unicom Channels of any network as a chat room and are expected to
announce all intentions when operating in the vicinity of any other traffic.
4.5.1 If at any time BAVirtual receives communication from any of the networks about the behaviour of one
of our pilots, the matter will be investigated and the pilot may be removed from the membership
following an investigation.
4.5.2 If you deem it necessary to advise another user of any issues then please do so via the PM function of
the software you are using and remain polite at all times. Do not resort to arguments or bad language.
It may be the other user is inexperienced in an online environment. If the discussion becomes heated
then please close the conversation and if required, report it to a network supervisor (using the .wallop
command on VATSIM or IVAO) and inform BAV HR if the other party is thought to be a member of
BAV.
Page 15 of 23
The process of flying a flight for two or more virtual airlines at the same time, so called “Double Logging” is
STRICTLY prohibited. BAVirtual have systems in place to detect such activity and members found to be “Double
Logging” flights will be suspended, investigated and run the risk of losing their accounts. If this does occur then
a lifelong ban from re-joining BAV will be put in place.
A BAV flight may only be simultaneously logged with another virtual flying organisation if it is recorded in that
system as being the same flight number, call-sign and airframe, with the exception of organisations modelling
British Airways as per section 1.0.10 of our SOP.
Providing false information within a membership application is prohibited. Should a pilot’s identity and age fall
into question at any time the management of BAVirtual reserves the right to carry out our own checks to
establish the pilot’s true identity and age. Any pilot who is found to have supplied incorrect or false
information in order to gain admission to BAVirtual is liable to being dismissed and may be subject to a lifetime
ban.
We may ask for proof of ID in certain cases and this should take the form of a scan of a passport or other
official form of ID issued by a government department in your country of origin. If you would not be happy to
provide this if requested then please do not apply to join as there are no exceptions in cases where we feel it is
necessary to ask. We also reserve the right to request proof of ID at any point within your term of membership
at BAVirtual should any discrepancies arise with the details on your account.
From time to time it may not be possible for a Pilot to comply with the 31 day flying requirement.
4.8.1 Pilots first joining BAVirtual will not be able to take leave until they have served at least three months as
an active pilot. Pilots serving less than one year will be able to take leave on a pro-rata basis up to the 90
st
day maximum after serving 3 months. Leave is allocated on the 1 January each year.
4.8.2 Leave may only be taken for a maximum period of 90 days. If you feel that you may need to exceed this
limit then please contact the HR Department immediately for advice.
4.8.3 Should the 90 day limit be exceeded by a Pilot without them contacting HR then the inactivity rule will
be applied and the account closed.
Page 16 of 23
A common problem in the Virtual Airline world is that of Inactive Pilots. BAVirtual is no exception to this
particular problem.
4.9.1 Any pilot unable to fly for a period of 31 days or more must place themselves on leave to avoid
becoming inactive. If they are not able to do this, the member should contact HR immediately for
advice.
st
4.9.2 Company leave allowance is 90 days each calendar year, starting 1 January.
4.9.3 Pilots not on leave and who have not flown for more than 31 days will be regarded as inactive and the
account closed.
4.9.4 If a pilot becomes inactive and loses their account, they will have to apply to re-join for a new account.
Pilots may not necessarily receive a warning when this is about to occur.
4.9.5 If a pilot is deleted, so too is their Pilot Profile and Logbook. These records are irretrievable once
they have been deleted.
4.9.6 Once a pilot has lost their account due to inactivity, there is a 31 day “Cooling Off” period in place
before they can apply again for a new account.
4.9.7 If a deleted pilot then applies for a new account and is successful, it will have zero hours on the log
book and a rank of First Officer. Old hours cannot be applied to new accounts; they are lost with the
old account.
4.9.8 Once a pilot has been removed from the roster due to inactivity on three separate occasions, they will
usually not be able to re-apply for membership.
4.10.0 In order to properly verify flights and hours flown by our pilots, as well as recording other data about
the flight, BAVirtual provides real-time Flight Monitoring (ACARS) software called Merlin. This software
is provided free of charge to all members but is copyrighted to BAVirtual and therefore may NOT be
dis-assembled, de-compiled, reverse engineered or otherwise tampered with in any way. Similarly, this
software may not be uploaded elsewhere or re-distributed in any way, shape or form. As Merlin is
updated, newer versions are made available to member pilots and the latest version must be
downloaded from our website to enable our pilots to file flight reports and obtain their Flight Hours
and Experience Points. Any attempt to use an outdated version will result in a prompt to download the
latest version before you can continue.
4.10.1 BAVirtual requires pilots to be at the controls of their aircraft for most of the flight and to that end
Merlin has a POSREP (Position Report) facility built into it. Currently, every 60 minutes, pilots will be
requested to submit a POSition REPort by completing a simple sum or tuning to the specified COM2
frequency that will appear in Merlin at the given time. Pilots have 10 minutes from the first POSREP
request being sent in which to respond by completing the sum and pressing the POSREP button that
appears. After this time, Merlin will cease to record the flight and all flight hours will be lost. This is
permanent and the flight is not retrievable so please do not ask for the hours to be credited manually
Page 17 of 23
as it will not be possible. The only exception to this restriction is when a pilot uses the off-duty option
for long haul flights (see section 3.7.0 for details).
4.10.2 In order that our pilots may operate flights and receive flight hours and experience point, Merlin must
be in operation. NO MANUAL PIREPS WILL BE PROCESSED. If you have encountered issues during a
flight with Merlin running, please report the problem to the Tech Team using the relevant area of the
forum. Do not email the Tech Team or HR directly about flight issues.
Note: BAVirtual expressly forbids the use of any software that automatically processes the POSREP request
from Merlin. Any member pilot discovered using auto-click software or any other such program that attempts
to circumvent Merlin, will face disciplinary action and possible removal from BAVirtual without notice.
5.0.1 In addition to this Document, member pilots are required to read and understand the following two
additional documents found in the Operations & Policies section of the Recruitment menu on the
BAVirtual website:
This restriction on use of BAVirtual Documentation also includes posts made by members in the forum. Our
forum is password protected and all posts made in our private forum are for members only. Posts must not be
copied or reproduced in any way into other forums or similar without the express permission of the author.
We reserve the right to offer staff roles to members who the Board of Directors feel are qualified to fulfil the
role, without advertising the role to the wider membership. An example of this would be to offer a Training
Captain role on a specific airframe to a member who is a real world pilot on the specific airframe in question.
This makes sense and will be of great benefit to the VA and its members.
It is important that any member who feels that they would like to be considered for a Management role within
the VA should have a presence within the VA. This includes conducting regular flights and frequent
involvement and interaction with members within the forum with appropriate posts on a regular basis.
If no such individual exists within the VA then we will advertise available roles to the membership and invite
applications. Any appointments will be made by the Board of Directors and their decision is final.
Members who join the staff team will be allocated unlimited annual leave to allow them to concentrate on
their roles within BAVirtual without the worry of remaining active.
Page 18 of 23
Q1. Can I apply to join even though I am under the age of 16?
A1. A decision was made early in the VA’s history to restrict ages to 16 years and over. We strictly uphold this
policy and therefore do not accept applications from people under 16 years of age. There are no exceptions to
this under any circumstances so please do not request one. If you are under 16 years of age please do not
th
apply until your 16 birthday.
Q4. What can I do if I have no Leave remaining but cannot make a flight before the 31 days are up?
A4. You need to contact the Human Resources (HR) department for advice. You must approach HR before your
account becomes inactive for advice and further help. Contacting HR after your account has been closed is
too late and the account will have been lost.
Q5. I have lost my account due to falling inactive. Can I reactivate it?
A5. Once your account is lost due to inactivity then it is closed. You can apply for a new account after a 31 day
“cooling off” period. If you have lost three accounts due to inactivity then you are not permitted to apply again
and your BAVirtual career is over.
Q6. I have been successful at getting a new account after losing my old account due to inactivity. Can I have
my Log Book hours and rank back?
A6. Hours are not transferable between accounts. New accounts will start again from zero hours with a rank of
First Officer. We can add your old hours to your profile as “Transferred Hours” but these do not count towards
your new BAVirtual Log Book or rank.
Q7. I have a lot of hours from my previous VA. Can I transfer them to my BAVirtual Log Book so I can start at
a higher rank?
A7. We can put hours from a previous VA on to your account as acknowledgement of your previous
experience. These will show on your Pilot Profile as “Transferred Hours” but they will not count towards your
BAVirtual Log Book and Rank. There are no exceptions to this policy.
Q8. I am a new pilot but I want to fly long haul flights. Can you make an exception and allow me to do this?
A8. All new pilots start as a First Officer with zero hours on their Log Book. Section 3.1.1 of the SOP shows the
aircraft you can fly by rank. There are no exceptions to these restrictions.
Page 19 of 23
Q9. I am a new pilot but very experienced with a large number of hours on VATSIM / IVAO. I want to fly long
haul flights rather than start on the short haul fleet. Can you make an exception and allow me to do this?
A9. As above, all new pilots start as a First Officer with zero hours on their Log Book. Section 3.1.1 of the SOP
shows the aircraft you can fly by rank. There are no exceptions to these restrictions and we do not personalise
accounts no matter how experienced you were before joining BAVirtual.
Q10. I am a new pilot but I don’t seem to be able to post in the forum, apart from in the New Pilots section.
A10. A decision was made to restrict very new members to posting only in the New Pilot’s section of the
forum. This is only for three (3) days and is to encourage new members to look around and search within the
forums to find the answers to their questions without allowing lots of repetitive new posts to appear. The
answers to most questions you may have will be in there. You just need to use the search facility to find them.
If you cannot find the answer, then post in the New Pilots section of the forum and someone will answer your
query.
Q12. I could not submit a flight to the server using Merlin. Can you add it to my log book for me manually?
A12. We do not add flights manually to your log book. Only flights submitted through Merlin will be added.
Please make sure you make a note of the flight PIREP number BEFORE you start your flight so that any issues
can be looked into. Without the PIREP number we are unable to help you and the flight will be lost. Merlin will
automatically re-submit your PIREP the next time it has a connection to the server, so the problem with un-
submitted PIREPS should be a thing of the past.
Q13. I have received a request to provide a scan of ID to verify the details on my account. I don’t want to
provide this as I feel unsafe doing so. Do I have to provide the ID?
A13. It is a requirement of membership to agree to provide a scan of an official form of ID if requested to do
so, and this is stated clearly in the SOP which all members agree to when holding an active account. Random
checks on members details are performed from time to time or a request will be sent to a member if there is a
discrepancy in the details we hold for them on their account. BAVirtual take Data Protection very seriously and
any scans received will be safely destroyed once we have verified the account holder’s details. We will NEVER
pass on your details to third parties nor keep any ID on our servers once we have satisfied the requirement for
ID verification. If you are not happy to provide a copy of a form of official ID if requested by the Management
Team then please do not submit an application form to join. There are no exceptions to this Term and
Condition of Membership as it is fundamental to the integrity of the VA to know who our members are.
Q14. I have failed two attempts at the entrance exam. Can I apply to join again?
A14. You can apply to join as many times as you like unless you have lost three accounts due to inactivity or
have been told that you cannot join again by a member of staff. If you fail the two examination attempts you
must wait for a 14 day cooling off period to end before applying again. If you apply within the 14 day cooling
off period then your application will be automatically rejected.
Page 20 of 23
Q15. I see the policy for Double Logging has been updated. Can you be clear on what is allowed?
A15. Here are two examples, one showing what is allowed and one that is not under the new policy:
1. A pilot files a PIREP for flight BA304 from London Heathrow to Paris Charles de Gaulle. The flight is
completed in a BA-liveried Airbus A320, on the VATSIM network with a BAW call-sign and this data, including
flight number, call-sign and airframe, is simultaneously recorded with another virtual flying organisation.
This is acceptable because the flight number, call-sign and equipment are recorded identically in both systems
and a BA-liveried aircraft is used for the flight.
2. A pilot files a PIREP for flight BA2770 from London Gatwick to Jersey. The flight is completed in an EasyJet-
liveried Airbus A319, using an EZY call-sign on the VATSIM network and in addition to logging with Merlin, the
flight is simultaneously recorded for another virtual flying organisation as flight U2895.
This is not acceptable because the same flight is being logged under two different flight numbers. In addition,
this flight contravenes section 4.5.0 of the SOP which requires online flights to use a BA call-sign and livery.
Page 21 of 23
Page 22 of 23
Page 23 of 23