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General Guidelines

Guideline Information

Control Details
Type Guideline
Revision 03/2026
Effective Date 01 SEP 2026
Prepared by Ali Ismail - ACCARB5 & Ibrahim Dave - ACCARB51
Approved by Ali Ismail - ACCARB5
Next review date 30 JUL 2027
Cancelled documents NIL

Record of Revisions

Revision Number Notes Effective Date
01/2025 Initial Issue 18 AUG 2025
02/2025 Added clauses for easy referral 12 SEP 2025
03/2026 Amended clauses for easy referral
Updated the links within the policy
Removed the socials until the E&M Department stablizes it's new restructure
Updated Marketing department to clarify Events department to handle the sign ups and rosters
Added the clause that explains "Cancellations and No-Shows" with reference to the divisional E&M policy.		 01 SEP 2026

1. Scope

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

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

Warning

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

2. General Guidelines

2.1 Event Marketing

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

The Marketing Department strives to:

  • Publish controller examinations with at least 1 weeks’ notice or when examiner/s have been conlcuded and chosen.
  • Publish events with at least 1 weeks’ notice.
  • Publish rosters for rostered events no later than the night before the event. And at least 48 hours prior a large event.

Requests for ATC coverage from virtual airlines or other vACCs are generally not published in the calendar and usually require only a staffing announcement, this clause is overruled with VA's that are partnered with the Arabian vACC.

2.2 Event Types

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

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

2.3 Event Signup

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

Controllers are expected to:

  • Controllers must clearly indicate their availability when signing up through the designated ATC Requests signup links, which will direct them to the MENA HQ system. Sign-ups should only be submitted if the controller is confident that they will be available to actively control for the entire duration of the selected timeslot. Controllers who are uncertain of their availability, or who anticipate being unavailable for any portion of the assigned period, should refrain from signing up until their availability can be confirmed.
  • Promptly update your availability if any changes occur and need to notify the Events Department accordingly. Refer to the Cancellations and No-Shows section for guidance.
  • Ensure that you hold the necessary rating and endorsements for any position you choose or request.
  • Any student opting for an online session needs permission from the ATC Training Department and the Events Department
  • Controllers opting to sign up to positions that are not listed in the event sign up page will not need to

2.3.1 Solo Endorsements

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

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

2.4 Event Rostering

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

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

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

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

2.5 Cancellations and No-Shows

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

  • Notify the person responsible for rostering

    • Post in the signup forum on Discord and ping the events department.

  • Update the original availability post

    • Use the link send in the sign up forms to make amendments.

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

2.5.1 Violations & Consequences

Violations of the general event guidelines are monitored and may result in disciplinary action if repeated as outlined on clause 4.7.6 of the Events & Marketing Department. Possible consequences include:

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

2.6 Position Booking

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