Version 8.0
Effective Date: 1st March 2025
VATSIM United Kingdom (VATSIM UK) is a Division within the VATSIM Europe, Middle East and Africa Region (VATEMEA).
This policy governs operations within VATSIM UK, including controlling any network positions under its jurisdiction.
Acronyms
Terms
Ratings
1.1.a Adherence to VATSIM.net Global Policy (hereafter ‘Global Policy’) is assumed throughout this document. All Global Policies are enforceable within VATSIM UK.
1.1.b The following specific policies are referenced in this document, but their content is not reproduced. Full understanding of UK Division Policy may therefore require understanding of:
1.2.a A Division Director is appointed by the Region Vice President (RVP) to run the Division and appoint staff. 1.2.a(i) The Division Director can only be removed by the Region Vice President.
1.2.b The Division Staff Group (DSG) is formed of positions defined by the Division Director to run the Division. For Global and Local policy, these members are the only ‘Division Staff’.
1.2.b(i) A member of the DSG must be a Home Member of the UK Division.
1.2.b(ii) The Division Director delegates responsibility to each member of the DSG as outlined in their job description.
1.2.b(iii) The DSG shall meet at least 4 times a year to collaborate and decide on issues affecting the Division.
1.2.b(iv) The DSG shall collectively decide the strategy and priorities of the Division, under the direction of the Division Director.
1.2.b(v) There is no minimum Rating (of any type) required to be appointed to the Division Staff Group, though specific roles may require a rating to be able to perform the role. Rating requirements shall be published in the job description.
1.2.c The Division Director may appoint a Deputy Division Director with the approval of the Region Vice President (RVP).
1.2.c(i) The Deputy Division Director may hold this post separately or in addition to another DSG position.
1.2.c(ii) The Division Director may, in some cases, choose to delegate their authority to the Deputy Division Director. In such cases, references in VATSIM UK policy to the ‘Division Director’ and ‘Deputy Division Director’ may be used interchangeably.
1.2.c(iii) The Deputy Division Director shall temporarily assume the responsibilities of the Division Director when:
1.2.c(iv) The Deputy Division Director can be removed by the Division Director. Removal shall be in consultation with the Region Vice President.
1.2.d Members of the DSG may appoint staff to assist in their department (‘Department Staff’). Every Department Staff appointment requires approval of the Division Director.
1.2.d(i) Minimum ratings can be required for any appointment, which shall be published in the job description.
1.2.d(ii) Department staff shall be Home Members of the UK Division, though exceptions may be made in accordance with TVCP and 5.1.c.
1.2.e The DSG are allocated a unique network callsign in the format ‘VATUKn’ where n is a positive integer published for each DSG role on the VATSIM UK website.
1.2.e(i) The callsign VATUK1 shall only be used by the Division Director. Even where the Deputy Director is performing the responsibilities of the Division Director they are not permitted to utilise this callsign.
1.2.e(ii) The callsign VATUK2 shall only be allocated to the Deputy Division Director.
1.3.a Global Policy defines ratings used on the network. For this policy, ratings are referenced as follows:
1.3.b Allocation and removal of an Instructor Rating is the responsibility of the ATC Training Department and can only be allocated to Home members holding Department Staff or DSG positions.
1.3.b(i) A member is not eligible to receive an I1 rating unless they hold a minimum of S3 Controller Rating, valid to control to that level within the UK.
1.3.b(ii) A member is not eligible to receive an I3 rating unless they hold a minimum of C1 Controller Rating, valid to control to that level within the UK.
2.1.a Controllers providing services in the UK Division must only staff positions authorised by the Operations Department and shall do so in accordance with published local procedures.
2.1.b Area Control (CTR) positions available for general use are defined in the relevant London or Scottish ‘vMATS Part 2’.
2.1.c Oceanic Control (CTR/FSS) positions available for general use are defined by the Oceanic Control Procedures documentation for the Shanwick FIR.
2.1.d Approach and Aerodrome positions (DEL, GND, TWR and APP) suitable for general use are defined in Operations Department Documentation. Where an aerodrome is undocumented or marked as out of date, available positions can be clarified by the UK sector file produced by the Operations Department.
2.1.d(i) Unless specified in active Operations Department documentation, more than one APP position at a single Aerodrome shall not be opened unless an underlying TWR position is online.
2.1.e Temporary positions may be published for the purpose of events, or other special circumstance when authorised by the Operations Department. This may include the authorisation of positions that do not provide top-down (GCAP 4.6(c)).
2.1.f The following prefixes are reserved for UK Area Control: EGGX, EGPX, EGVV, SCO, STC, SCL, MPC, MAN, EGTT, LON and LTC.
2.2.a Controllers shall only utilise callsigns and frequencies approved for use by the Operations Department.
2.2.b To allow coordination, connected controllers must log onto a server/software nominated by the UK Division unless they are unable to do so.
2.2.c Controllers connecting to observe shall log on with one of the following formats:
2.2.d Controllers taking over a position using the published callsign shall utilise an additional underscore (_) prior to the final suffix to make the position recognisable to pilots. (e.g. EGLL_N_APP becomes EGLL_N__APP) unless an alternative is published by the Operations Department.
2.2.e Mentors must connect with a callsign associated with their student. A Mentor can only supervise a single frequency.
2.2.e(i) Students and mentors shall utilise callsign conventions specified in ATC Training Department policy.
2.2.f Controllers shall operate on a single frequency. Cross-coupling of frequencies is permitted for 10 minutes or less to facilitate the opening/closing of frequencies or short breaks in an underlying frequency. Exceptions to this may be granted in Operations Department documentation or temporary procedures.
2.2.f(i) Area Controllers may cross-couple two or more frequencies for a longer period where required to retain pilots with the correct controller.
2.3.a The VATSIM UK website ‘roster’ stipulates what a member can control and is amalgamated from Division, Training, Visiting/Transferring and Global Policy. If the roster does not list a member as able to control a position, they shall not log on.
2.3.a(i) To remain ‘current’ on the roster, home controllers shall have controlled at least 3 hours on UK positions within each calendar quarter. Exceptions to this rule may be published for those gaining permission to control within the calendar quarter.
2.3.a(ii) Where a controller is subject to the removal of controlling permissions under GCAP 9.1, they shall not log on to positions which they have been restricted from operating.
2.3.b Criteria for all Endorsements shall be published by the ATC Training Department, either on the VATSIM UK website, or in ATC Training Department policy.
2.3.c During an ATC Mentoring session, validation or practical exam (hereafter ‘ATC Training Session’), the express permission of the mentor/validator/examiner (hereafter referred to as ‘Assessor’) must be obtained before:
2.3.d During a validation or practical exam, the Assessor must give permission for any student on a solo endorsement or a student receiving mentoring to control an adjacent position. ATC Training Department Policy may specify further requirements before the Assessor can grant this permission.
2.3.e For controlling during an event, a suitable member of the ATC Training Department responsible for a student’s training and a suitable member of the Operations Department responsible for events must give permission for:
2.3.f Flow Management Positions (suffix _FMP) are implemented in the UK. Members must be individually authorised to open these callsigns by the Operations Department.
2.3.f(i) Members designated as ‘Flow Managers’ by the Operations Departments may utilise any suitable area prefix with the FMP suffix. (e.g. LON_FMP)
2.3.f(ii) Members partaking in traffic planning can be authorised by the Operations Department to use Flow Management callsigns. Authorisation will be via a specific notice, or via an approved event roster. These members must always log on with an ICAO code followed by the FMP suffix, even if covering multiple airports (e.g. EGLL_FMP).
2.3.f(iii) Permission to use Flow Management Positions out of this context can be approved by the Operations Director, though must be suitably announced.
2.4.a A booking displayed on the VATSIM UK website reserves a position during the time specified. Any other ‘bookings’ are not valid.
2.4.a(i) A controller is only permitted to make a booking if they are currently allowed to control that position and will be allowed to do so at the time booked.
2.4.a(ii) A controller shall hand over and vacate a position if a member with a valid booking arrives to take over.
2.4.a(iii) A standard booking is rendered invalid if the member is 15 minutes or more late logging on, or if they voluntarily log off before the end of the booking time.
2.4.a(iv) A booking for a mentoring session is rendered invalid if the student does not log onto the position within 30 minutes of the booked start time. A mentor may choose to log on before 30 minutes and utilise the booking as their own.
2.4.a(v) An exam or validation booking remains valid for the entire period booked. Where required to satisfy examination criteria, the booking may be extended at the discretion of the primary examiner.
2.4.a(vi) A booking for a mentoring session, exam or validation shall take priority over all standard bookings. When overriding an existing booking, all efforts should be made to inform the holder of the existing booking at the earliest opportunity.
2.4.a(vii) During an exam or validation, and where required to satisfy examination requirements, the primary examiner may direct a controller covering an underlying position to hand over and vacate their position.
2.4.a(viii) Limits on number, frequency and duration of bookings may be implemented by the UK Division to ensure bookings are not excessive. When an individual books excessively, they may be restricted from booking, or bookings removed by the Division Staff Group or delegated staff member.
2.4.b When a position split is opened (or planned to be), the earlier controller to book (or log on if no bookings) may choose which split of the sector they wish to control regardless of their initial position/booking.
2.4.b(i) A split is defined as any position at the same level (e.g. APP) that takes airspace/responsibility from the previous controller.
2.4.c Area controllers controlling positions covering more than one Local Area Group (hereafter ‘LAG’) should make bookings for a single LAG to indicate the sector to which 2.4.b applies.
2.4.c(i) Where no booking is made, controllers may log on to splits in any LAG so long as the original controller remains controlling another whole LAG.
2.4.c(ii) Where logging on results in the initial controller covering less than a whole LAG, or a controller intends to split the LAG booked by the original controller, the original controller may choose the sector split they wish to control as in 2.4.b.
2.4.d During an official VATSIM UK event, the Operations Department’s Events Team shall determine whether a controller roster is required. Where a roster is published, this shall override all controller bookings.
2.4.d(i) A delegate of the Operations Department’s Events Team responsible for the roster is permitted to make changes to the roster during an event, including removing controllers from positions if required.
2.4.d(ii) Allocation of controlling positions during rostered events may be subject to a priority order including but not limited to: rating, experience, training status, active mentoring and Division status.
2.4.e Members who violate VATSIM UK booking rules, fail to honour their bookings or fail to attend their rostered positions during events may be subject to sanctions. This may include losing the ability to book and/or not being rostered for events.
2.5.a The ATC channel shall only be used for operational messages intended for multiple controllers. Controllers must show consideration to users with larger visibility ranges and avoid choosing this method of communication where it is not required.
2.5.b During a mentoring session, validation or practical exam, the assessor may decide to refuse an emergency on behalf of their student under the same conditions set by the Code of Conduct.
2.5.c Pilots shall not initiate an emergency or diversion during a practical exam or validation without the prior approval of the assessor.
2.6.a Controlling permissions can be removed in accordance with GCAP Section 9. This process shall be administered under the supervision of suitable members of the DSG.
2.6.b Where a member falls below the standard to control, feedback should be submitted to the Division with detail of the issues witnessed.
2.6.c Where possible, controllers below the required standard should receive information and time to improve. VATSIM UK fully endorses and applies the principle of GCAP 9.1.
2.6.d It shall be the responsibility of a controller to ensure they are improving to the required standard if they are notified they are performing below it. VATSIM UK is not able to offer re-training to all rated controllers but may do so on a case-by-case basis.
2.6.e A member of the DSG or an ATC Instructor with appropriate seniority relative to the position controlled can request any Home Controller to disconnect if their performance is substantially below the required standard that there has been prolonged poor service to pilots.
2.6.e(i) In all cases, request to disconnect is a significant action and consideration should always be given to alternatives. Prior to asking a member to disconnect, attempts should be made to seek a second opinion.
2.6.e(ii) An ATC Instructor has sufficient seniority to enact this clause if they are an Instructor at or above the rating required to control the position, regardless of endorsements held.
2.6.e(iii) A DSG Member will have sufficient seniority to enact this clause as decided internally by the DSG, guided by the ATC Training Director.
2.6.f Where a Visiting or Transferring Controller is substantially below the required standard to control a member of the DSG or ATC Instructor with appropriate seniority relative to the position controlled may require the controller to log off and seek clarification from the ATC Training Department before reconnecting.
2.6.f(i) Appropriate seniority for this clause is considered the same as guided in 2.6.e.
2.6.g A request to vacate from 2. 6 .e and 2.6.f must be followed with a notification to the ATC Training Department of the controlling witnessed. The ATC Training Department or a suitable working group will then decide what further action shall be taken.
3.1.a Only Home Members can be trained for a new ATC rating. To be eligible for training a member must have completed 50 hours consolidation on VATSIM UK control positions requiring their current rating. British Overseas Territories that VATSIM UK has controlling agreements for are not counted.
3.1.a(i) A controller must have active status and permission to control unrestricted positions for their current rating on the VATSIM UK Roster to receive ATC Training. 3.1.b S1, S2, S3 and C1 ratings require a theory exam and practical exam with a VATSIM UK examiner.
3.1.c Theory exams for ratings shall be GCAP compliant with the pass mark set by the ATC Training Department. A member must complete the exam alone for the result to be valid.
3.1.c(i) After a first failure of a theory exam, the maximum (72 hour) cooling off period is applied.
3.1.c(ii) After any subsequent failure of a theory examination a minimum of 72 hours cooling off period is applied. This cooling off period can be lengthened at the discretion of the ATC Training Department.
3.1.c(iii) In cases of failure of the same exam of 3 or more times, the ATC Training Department has discretion to arrange an alternate theory exam (even if the member subsequently passes), where it is deemed the member has seen too great a percentage of the question bank.
3.1.d The award of the S1 rating in the UK Division occurs after full theory and partial practical assessment of the GCAP Developing Controller criteria and therefore the S2 training programme is subject to GCAP 8.3(b). Developing Controller practical competencies are assessed as part of the S2 practical exam process.
3.1.d(i) This may be through combined or separate practical assessments, as defined by ATC Training Department Policy.
3.1.d(ii) Assessment of these competencies as part of the S2 process must be performed by an Examiner able to examine to the S2 level.
3.1.e The C3 rating criteria are defined in the ATC Training Department Policy.
3.1.f The ATC Training Department may define where training and examinations can occur for an ATC rating and is not obliged to provide training at a location requested by the trainee.
3.1.f(i) A training location may be stipulated for a member based on their training history or controlling experience.
3.1.f(ii) Trainees may be moved during training to another location where the ATC Training Department deems it suitable.
3.2.a All training sessions must be accepted and displayed on the relevant portion of the VATSIM UK website unless performed in accordance with an agreement approved by the ATC Training Department and DSG.
3.2.b Approval to perform training sessions is granted by the ATC Training Department. No members shall conduct a training session on a position they are not authorised.
3.2.b(i) To conduct a training session, a controller must be currently authorised to control the position they are training and all positions potentially covered top-down.
3.2.c Students are required by the Division to put in sufficient effort to progress in all forms of training. This includes self-directed learning outside of formal training sessions and controlling on the network to remain fluent.
3.2.c(i) Trainees that do not put in sufficient effort towards their training progress may have their training suspended.
3.2.c(ii) Where a trainee is identified as not making suitable progress given the mentoring resource provided to them, the ATC Training Department may intervene. This may include stopping training.
3.3.a Solo endorsements are utilised for S2, S3 and C1 rating training and provided in accordance with GCAP.
3.3.b Trainees provided with a solo endorsement can be restricted to splits of their training position or to situations where suitable top-down cover is available.
4.1.a The Visiting & Transferring Process shall be available as a separate policy or published on the VATSIM UK website.
4.1.b Local Induction Plans shall be formulated by the ATC Training Department and shall involve a Competency Check unless specifically waived.
4.1.c Visiting Controllers are not permitted to request status on Tier 1 positions until they have obtained permission to control unrestricted at the relevant rating.
4.1.d Visiting Controllers may request status directly onto Tier 2 endorsement positions without needing to be authorised to control unrestricted positions at the relevant rating. This may be permitted at the discretion of the ATC Training Department.
4.1.e VATSIM UK shall limit the ATC Training resources it provides to visitors and transferees to prioritise home controllers, as permitted by TVCP 6.2(b).
4.2.a Visiting Controllers are subject to the same activity requirements as home controllers, as defined within 2.3.a(i). Visiting Controllers must meet these requirements to remain ‘current’ on the VATSIM UK Roster.
4.2.a(i) A Visitor only able to provide services on Oceanic positions is not subject to the above currency requirements.
4.2.b Visiting Controllers who lose currency and do not return to the VATSIM UK Roster within 6 months, or who subsequently lose currency within a 2 year period of returning to the Roster, shall have their visiting rights to control UK positions removed permanently, as permitted by TVCP 6.5(c).
4.2.b(i) Visiting Controllers with the ability to provide services on Oceanic positions will retain this ability following the removal of visiting rights under 4.2.b, and will therefore only lose visiting rights on ‘Domestic’ UK positions.
4.2.c Visiting Controllers may control during events, however the UK Division may give preference to Home Members for where a controller roster is produced.
4.3.a Following an upgrade in permanent ATC rating from S3 to C1, Visiting Controllers will be required to undertake a further Competency Check before approval to control Area Control positions in the UK is granted, unless waived by the ATC Training Department.
4.3.b Visiting and Transferring Controllers approved to control a Area positions will initially be limited to a single Local Area Group and expected to gain familiarity and experience prior to being permitted to request a second Local Area Group.
4.3.c Once a Visiting or Transferring Controller has obtained suitable experience (which must include no less than 10 hours controlling that Local Area Group), they may request to control an additional Local Area Group. The ATC Training Department may require a single familiarisation session with an approved mentor, or may waive this requirement.
4.3.c(i) The above process shall be repeated once the Visiting Controller has suitable experience on their last permitted Local Area Group, or it may be waived at the discretion of the ATC Training Department.
4.3.c(ii) A Transferring Controller that has obtained suitable experience on a second Local Area Group shall have restrictions lifted and be permitted to control any unrestricted Area Control positions.
4.3.d Regardless of whether a familiarisation session is provided, it is the controller’s responsibility to ensure competency on the position and adherence with Operations Department Documentation.
4.3.d(i) Permission to control specific Local Area Group can be removed from a Visiting Controller following negative feedback of their performance.
4.3.d(ii) Where a visiting controller has been removed from a Local Area Group due to their performance, they shall not be permitted to request to control additional Local Area Groups.
5.1.a VATSIM UK Pilot Training Department (UK PTD) may hold Authorised Training Organisation status with the Central Pilot Training Department (Central PTD). It may also conduct additional Pilot Training courses outside the scope of Central PTD policies and procedures.
5.1.b Where ATO status is held:
5.1.b(i) The Pilot Training Director shall be the ATO Responsible Representative (RR).
5.1.b(ii) The Pilot Training Director shall designate the Chief Flight Instructor (CFI), which may be the Pilot Training Director.
5.1.b(iii) The Pilot Training Director and not the Chief Flight Instructor shall appoint/designate a Deputy Chief Flying Instructor if one is required.
5.1.c Staff can be appointed to the Pilot Training Department, to the ATO or to both.
5.1.c(i) Staff appointed to the ATO only are not subject to TVCP 6.1(f). VATSIM UK may therefore appoint these staff without requiring them to transfer to the UK Division and without seeking approval from their Division or Region.
5.1.c(ii) Staff appointed to the ATO only may still be listed on the VATSIM UK staff page, will have access to appropriate VATSIM UK services to perform their duties and will be subject to the same expectations and rules as Department staff. However, they are not permitted to perform staff duties outside of the ATO remit.
5.2.a All training sessions must be accepted and displayed on the relevant portion of the VATSIM UK website unless performed in accordance with an agreement approved by the Pilot Training Department and DSG.
5.2.b Approval to perform mentoring sessions or exams (hereafter ‘pilot training sessions’) is granted by the Pilot Training Department or ATO as relevant. No members shall conduct a training session on a position they are not authorised.
6.1.a VATSIM UK provides services accessed through a member’s VATSIM login credentials. These services are governed in their use by global VATSIM policies and any additional Terms and Conditions published by VATSIM UK
6.1.b The Division Director, or a nominated representative, shall appoint a Moderation Team for VATSIM UK services.
6.1.b(i) Moderators are not considered staff by VATSIM UK and as such are not subject to TVCP 6.1(f).
6.1.c Access to any of the VATSIM UK systems may be temporarily removed or restricted by members of the Moderation Team. Permanent removal of access must be approved by the DSG.
6.1.d No political material shall be displayed on any of the VATSIM UK services.