Pilot Handbook

Introduction

Welcome to the new and improved online QVirtual Pilot Handbook! Here you can review up to date airline information, policies and procedures for your day-to-day operations at QVirtual. This handbook is updated on a regular basis and it is a pilot'sresponsibility to ensure they are aware of any changes made to this document.

Our Mission

To cultivate a globally inclusive and authentic virtual aviation environment that encourages continuous learning, mutual support, and the shared passion for flight simulation. We aim to provide realistic operational experiences, rich educational resources, and a welcoming community where every member feels valued, empowered, and inspired to excel.

Our Vision

We envision QVirtual as the premier destination for pilots of all skill levels who seek realism, camaraderie, and personal growth. By leveraging cutting-edge simulation technology, fostering a culture of respect, and embracing diverse perspectives, QVirtual will set the industry standard for immersive virtual aviation experiences, shaping the future of digital flight communities worldwide.

Our Values

Application Guidelines

Prospective members will be required to make their application for membership over the Internet at the QVirtual's web site. Applications must be fully completed pursuant to the instructions and the rules and regulations located on the application web page(s).

QVirtual requires that all new and returning pilots are at least sixteen (16) years of age. Under no circumstances will an applicant under this age be hired. Any pilot who is found falsifying their age will be banned from QVirtual indefinitely.

QVirtual does not charge any fees to apply or to retain membership in the organisation. In addition, no member of QVirtual may request money or charge fees as a prerequisite to advancing an individual in rank and no member may offer to pay money or a fee to another in order to secure advancement in rank.

Transfer of Hours

Many new members arrive with valuable flight experience from a previous virtual airline or from VATSIM. To acknowledge your prior dedication, we allow you to transfer hours from one organisation of your choice. While all transferred hours are recognised on your QVirtual record, a maximum of 100 of those hours will count towards your rank progression. This ensures that both new and returning pilots are rewarded fairly for their experience while maintaining QVirtual’s standards of growth and commitment.

Rehiring

Any member who wishes to return to QVirtual may do so by using the registration page. Previous pilot accounts may be eligible to be restored.

Any member wishing to be re-hired after being removed for inactivity will re-apply on the registration page. Pilots terminated for failure to maintain minimum flight activity and/or comply with Leave of Absence procedures may be interviewed by the Head of HR to inquire regarding the member's commitment to fulfilling the minimum flight requirements and understanding of the Leave of Absence policies.

The decision to re-hire inactive members is made at the discretion of the management.

Pilot HUBs

All pilots will be assigned to the hub of their choice or, in rare cases, to a hub based on operational needs.

Pilots are welcome to transfer to any hub they choose (as hubs are developed), provided that they remain at each hub for a minimum of thirty (30) calendar days.

The following locations are currently QVirtual Hubs:

• Brisbane International Airport (YBBN)
• Melbourne International Airport (YMML)
• Perth International Airport (YPPH)
• Sydney International Airport (YSSY)
• Dubai International Airport (OMDB)
• London International Airport (EGLL)
• Darwin International Airport (YPDN)
• Los Angeles International Airport (KLAX)

To request a transfer to a new hub, please email Flight Operations https://qvirtual.com.au/contact

Leave of Absence

A Leave of Absence (LOA) is an option available to members who do not believe they will be able to meet the minimum flight requirements. A LOA allows a member to remain on our roster and remove them from the restrictions of flying that may result in their removal for inactivity until they feel able to return to active status.

LOA requests will only be considered for pilots who have been employed for a minimum of 60 days. Pilots must have a minimum of two (2) approved PIREPs that were filed 60 days prior to a request for a leave of absence.

A maximum number of days allowed for an LOA is 90 days. Should you require more, please get in touch with the Head of HR prior to submitting an LOA.

A LOA is considered temporary. You should plan on resuming your minimum flight requirements within a reasonable time. If you feel you are unable to resume flight activity within six months of your leave request (A long term volunteering mission or military deployment) you should alert the Head of HR at your earliest convenience. You will not be penalised for this action and may return without penalty when you are able. Pilots who are on LOA who have not submitted an approved PIREP within six months will be removed from the roster and subject to termination.

Pilots abusing LOAs will be removed from the roster. This is considered a disciplinary termination. Any rehires will require CEO approval. One common abuse is a repetitive cycle of 1 or 2 PIREPS and then submitting a LOA to avoid flight requirements.

If you need to be placed on a LOA, simply request a LOA through Crew Centre or contact Human Resources and they’ll make the necessary arrangements.

Termination

Pilots can and will be terminated from QVirtual if they fail to comply with LOA procedures, if their behaviour is called into question by another member or staff member or if they fail to follow outlined policies and procedures. Pilots should respect each other at all times.

Anyone wishing to appeal their termination from QVirtual should contact Head of Pilot Services directly.

Bookings Flights

Pilots need to book flights prior to flying. Pilots can use the intuitive search functionality to search over 38000 schedules in our system. Pilots can filter and search from a whole range of options to find the perfect flight for any situation.

Once found, pilots will need to pay a booking fee that is dependent on how far the route is in nm. Pilots will then be able to book a certain aircraft. Each aircraft can only be booked one at a time meaning no two pilots can fly the same registration at the same time.

If there are no aircraft at the departure airport of the route, pilots can pay to have an aircraft relocated.

Rank Structure

All pilots accepted by QVirtual with or without previous Virtual Airline experience are assigned the initial rank of Student Pilot.

The more hours you fly and flights you complete, the greater the commitment and therefore the greater the achievement as you advance through the ranks.

Awards

Awards are given to pilots after the completion of certain milestones during their employment at QVirtual.

These awards are broken down into three categories:

• Achievement
• Event
• Tour
• Milestone

Each of the awards and their criteria are as follows:

Pilot Reports

A Pilot Report (otherwise known as PIREP) is a report of each flight conducted for QVirtual generated by the QTracker system or the manual submission system. A PIREP contains all of the information about your flight, including (but not limited to):

• Airline/flight number
• Aircraft
• Departure/Arrival airport
• Flight time
• Log of events

PIREP Acceptance Guidelines

Once your PIREP is filed via QTracker, or the manual form, it will be reviewed by the Flight Operations Department who will decide whether to accept or reject the PIREP.

You must follow these guidelines, or your PIREP will be rejected:

• Landing rate must not exceed -600fpm
• No over speeds in excess of 3 minutes total time.
• No stalls or slews.
• No simulation rate changes.
• Must fly the correct aircraft and livery.
• Depart and land at the correct airports.
• Must complete the flight.
• No in-flight fuelling.

The guidelines for flights filed manually are as follows:

• Correct flight information as per schedule brief.
• Correct and complete flight remarks.
• Vataware link including in PIREP comments.
• All fields in form are filled out.

Failure to meet any of these guidelines will result in your PIREP being rejected.

Website Policy

By accessing “QVirtual” (hereinafter “we”, “us”, “our”, “QVirtual Management”, “https://qvirtual.com.au”), you agree to be legally bound by the following terms. If you do not agree to be legally bound by all of the following terms then please do not access and/or use the “QVirtual” website.

• The login credentials that are provided to you serve as your individual membership identification. You may not under any circumstances provide, seek or obtain permission of your own or another individuals credentials in the course of performing QVirtual operations.
• Members are required to use their full name when registering as a Pilot. Incomplete, incorrect or misleading information will result in the termination of the account.
• You may only register for and hold only one account.
• All members must provide a valid email address. If your account’s email address changes, you must use the online form to modify your email address in the database. Accounts with invalid email addresses will be removed.
• All pilots must fly at least one flight within the first 30 days after successful completion of registration. If unable, you are permitted to request a leave of absence for up to 1 year.
• All flights must represent a valid QVirtual flight as assigned by the schedule system on the website. Flights that are not inputted into this system will be rejected without the member'sconsultation or consent. The correct aircraft and livery must be used for all flights.
• Whilst pilots can fly for more than one airline, we do not allow pilots to replicate an airline route for more than one airline at any one time. Same pilot reports filed for multiple airlines will be rejected initially; further disciplinary action may be taken.
• QVirtual Management reserves the right to suspend or terminate any individual membership from the airline without notification if this or any other relevant policy has been violated. The member may appeal the suspension or termination to QVirtual Management whose decision shall be final.
• QVirtual does not approve of pilots in management in outside virtual airlines, if a pilot is suspected of operating a management position in a competitor virtual airline, the pilots membership will be suspended without notice pending investigation, no appeal will be offered.
• QVirtual has a strict policy on plagiarism. If a pilot is found to have leaked sensitive material off the QVirtual website, forum, academy, or any other relevant third party application, the member's account will be terminated immediately without notice. No appeal will be available.
• Members are to always be courteous and respectful both within and outside the organisation. They must not undertake any action that would bring harm to the reputation of QVirtual.
• Members are to only fly one flight at any single time.
• QVirtual Management reserves the right to update these terms without prior notification. Remaining updated relies solely on the pilot.

QCommunity Policy

By accessing “QCommunity Forums” for the usage of “QVirtual” (hereinafter “we”, “us”, “our”, “QVirtual Management”, “https://community.qvirtual.com.au”), you agree to be legally bound by the following terms.

• Members must not share their login credentials.
• Members must behave courteously and respectfully in the forums.
• No excessive CAPS, spamming, trolling, sexual, political, race-orientated, or religious content is allowed.
• Discussion of illegal activities is prohibited.
• QVirtual reserves the right to remove or moderate material without notice.
• Only QVirtual official signature and VATSIM Online Status image allowed in forum description.

QTracker Policy

By accessing “QTracker” for the usage of QVirtual, you agree to the following:

• QVirtual has the right to reject a PIREP without prior notice.
• Members must follow PIREP guidelines.
• No bullying, mocking, or disrespecting members through QTracker chat.
• All chat must be related to aviation and QVirtual. Illegal or prohibited discussions are not allowed.

QAcademy Policy

By accessing “QAcademy” for the usage of “QVirtual”, you agree to the following:

• All members must abide by QVirtual Policies. Violations may result in suspension or termination.
• One account per member. More than one account results in a permanent ban.
• All academy content is QVirtual intellectual property. Leaking material will result in immediate removal.
• Login credentials are for individual use only.

Discord Policy

By accessing “QVirtual Discord” for the usage of “QVirtual”, you agree to:

• Do not share server information outside QVirtual.
• No abusive, rude, or disrespectful language.
• No sexual, political, race-oriented, or religious discussions, or anything violating Discord standards.
• No bullying or mocking members.
• Respect text channel guidelines.
• No unauthorised advertising.
• No discussion supporting illegal activities.
• Follow staff directions at all times.
• No voice changing software or soundboards.
• Pilots must use full name and QVirtual pilot ID in nickname.
• No spam messaging.
• Respect staff— they are here to help.
• Avoid unnecessary tagging of staff.
• Stay updated with policies.
• Use VATSIM Cockpit channel appropriately.
• Max of 6 pictures per flight in screenshot channel.
• Sharing sensitive or private info leads to disciplinary action.