Division HQ

The Oceanic Region (XO) is responsible for Australian (AU) and New Zealand (NZ) airspace.

  • No staff member of any competing organization shall occupy any of the offices described in this section or any other staff position within the Oceanic Region.
  • All staff members shall be active members of the Oceanic Region.
  • All staff members are required to show their presence online a minimum of 10 hours per month.
  • Any staff member's account that becomes "inactive" without valid reason may be removed from the XO staff without further reason.
  • Unless certain special cases may dictate, all staff members shall follow the chain of command for all affairs of their offices. No staff member shall contact IVAO HQ directly without ARTCCst contacting the XO Director or Assistant Director and expresssing their reasons or intentions. Staff positions which require daily contact with HQ may do so following the limitations of that position. In other words, don't go over your superior's head.
  • No staff member shall take it upon himself to pass or make rules on behalf of the XO Division without the direct approval of the XO Director or Assistant Director.
  • Unless on extended leave, vacations, or other excused absences, all staff members are required to reply to all emails within 48 hours.
  • Staff members are expected to participate in the divisional forum on a regular basis.
  • New staff members will be on trial for a period of 60 days from appointment unless they have a proven track record.
  • Applicants for a staff position must be IVAO members for six months prior to application.
  • Applicants not trained in Australia may need to pass a division exam. The XO Director may, with proper validation, waive this requirement.
  • Appointments may be made on a case-by-case basis with respect to a waiver of certain requirements. Those requirements are expected to be accomplished within a reasonable time period (typically less than 6 months) before full appointment. Failure to accomplish said requirements may lead to dismissial from the position.
  • Communications (forum replies, e-mails, etc) shall be handled in a timely fashion, typically 3 days. Exceptions will be made due to vacation, work, etc, and this section is meant to address habitual issues.



Discipline and Discharge from Office

Discipline and discharge will be handled on a case-by-case basis taking into account several factors including, but not limited to:

  • Time in service to the position in question.
  • Duration of membership with the IVAO organization.
  • Previous infractions and suspensions including frequency, severity, and discipline.
  • "On Trial" status of a member.

The XO Director and Assistant Director shall ensure that all staff members are performing their duties within the general guidelines set forth above as well as within the specific duties listed below. It is the intent of the XO Director and Assistant Director to recruit and retain personel who are motivated and qualified for the position that they hold. A non-exhaustive list of infractions and situations which may warrant discipline include:

  • Allowing IVAO account to become inactive.
  • Lack of participation in divisional activities (e.g. events, meetings).
  • Suspension from the IVAO Network.
  • Failing to complete assigned tasks in a timely manner.
  • Habitual personel problems with fellow staff members both internally and externally.
  • Portraying the XO Division in a negative manner.

Progressive discipline shall be used as applicable, however, the below listed information is only for reference and as stated above, several factors shall be taken into account when determining what action shall be taken:

  • Step 1 - Reminder (Verbal/Written)
  • Step 2 - Verbal Counseling
  • Step 3 - Reprimand
  • Step 4 - Demotion/Placed "On Trial")
  • Step 5 - Dismissal

 

Position Description
Requirements
XO Director(XO-DIR)

The XO director assigns ARTCC chiefs, ARTCC-ACHs at the request of the chiefs, coordinators, assistant coordinators at the request of the coordinators, and accepts/rejects transfers from other divisions. The XO director also keeps track of the activity of the staff members as to activity and function abilities as much as possible. The XO director coordinates staff meetings as necessary. The director will also train and give exams when asked to do so by the training department or individual members. All training and exams will be done in coordination with the training department.

1. The XO Director shall be over 18 years of age, live in Australia and meet the criteria of the IVAO Headquarters.

2. The XO Director shall be knowleadgable and proficient in all aspects of aviation and shall have attained a knowledge of IVAO that is equitable for the position of Director.

3. Must have achieved an ACC rating

Assitant Director (XO-ADIR)

The XO Assistant Director assists the director in his functions. At times he will perform the duties of the director when he is unable to when health ore other issues interfere.

1. The XO Assistant Director shall be over 18 years of age and meet the criteria set forth by the XO Director and IVAO HQ.

2. The XO Assistant Director shall be knowledgeable and proficient in all aspects of aviation as it pertains to Air Traffic Control and Pilot operations in the IVAO environment.

3. Must have achieved an ACC rating

ARTCC Chief/ Assistant Chief (CH/ACH)

The ARTCC Chief shall be responsible for the day-to-day operations of the ARTCC/ARTCC assigned to him/her. The duties of the Chief include but are not limited to:

  • Overseeing the operation of the facilities in the sector.
  • Properly staffing the facilitites in the sector.
  • Providing sector information to the users. This information should include but not be limited to the sector data, approach charts, SIDS and STARS.
  • Available via voice software and have good verbal communication skills.
  • Implementation and coordination of letters of agreement with neighboring ARTCCs/ARTCCs.
  • Capable of recruiting and training his/her staff, including preparation for the various exams offered by IVAO.

This is not a rulemaking position

1. Must be 18 years old or older for chief, 16 years or older for assistant chief.

2. Must observe all the IVAO and the XO Division's rules and be a member in good standing.

3. Must have a good rapport with his/her peers and be able to provide good references in the IVAO organization.

4. Must have administrative skills.

5. Must have achieved an APC rating before initial application as chief, or ADC as an assistant chief.

6. Must pass a division test if not trained in the XO.

7. For final approval, must be at least a ACC with proven ability to control Center, Approach, Tower and Ground Control simultaneously with at least five aircraft in the sector. Must also have achieved at least a PP pilot rating.

8. Must maintain the divisional website or have someone on his/her staff that can do such.

9. Must be online a minimum of 5 hours a week for initial evaluation.

10. Must be online a minimum of 3 hours a week.

11. Must monitor the XO Division Forum regularily for assistance to others.

12. Must be able to explain new ATC the use of IvAc and assist new pilots with IvAp.

13. Must not have any infractions or suspensions on record in the last two years that may have not been clarified or cleaned-up.

 

ATC Operations

  • The ATC Operations Department is made up of the ATC Operations Coordinator and Assistant Coordinator. They are responsible for:
  • Setting the facility ratings of the division in conjunction with other departments
  • Creating and maintaining Sectorfiles in conjunction with ARTCC Chiefs
  • Approving and publishing LOAs in conjunction with ARTCC Chiefs
  • Publishing and maintaining airport procedure pages in conjunction with ARTCC Chiefs
  • Compiling SOPs for ATC positions
  • Setting ATC training/exam standards in conjunction with the Training Department
  • Maintaining the airport database

Flight Operations

The Flight operations Department is made up of the Flight Operations Coordinator and Assistant Coordinator. They are responsible for:

  • Creating division tours and assisting with validation
  • Publishing and maintaining pilot quickviews
  • Updating the Route Database
  • Setting Pilot training/exam standards in conjunction with the Training Department
  • Creating SOPs for Pilots

Special Operations

Responsible of all operations that do not fall under the commercial or civilian categories in the division, in co-ordination with SOD. However, military operations may be included if they are of a special category.

An example of this could be a joint fly-in between a rescue organization, the military and/or commercial airlines.

The SOC will be responsible for:

  • Liason with para-military organizations such as the Coast Guard.
  • Liason with all organizations involved in emergency evacuations and such exercises.
  • All non-military, non-commercial operations such as air rescue and para-medical support. This does not include any Civil Air Patrol organizations as these fall under the direct command of the Air Force.

ARTCC Chiefs

Each ARTCC is assigned a "Chief". They are responsible for:

  • Enforcing SOPs within the ARTCC
  • Approving and publishing LOAs in conjunction with ATC Operations
  • Creating and maintaining Sectorfiles in conjunction with ATC Operations
  • Publishing and maintaining airport procedure pages in conjunction with ATC Operations
  • Mentoring new controllers when requested by the Training staff.
  • Echoing and enforcing real-world NOTAMs for their respective ARTCCs

Training Department

The Training Coordinator shall be responsible for matters of training the Division's members in all areas of flying and ATC as it pertains to IVAO, observing all applicable rules and regulations.

He/she shall examine, grade and evaluate exams to the extent required by IVAO HQ.

Responsibilities:

  • Examine, grade and evaluate exams to the extent required by IVAO HQ.
  • Provide and keep current training documentation based upon the examination requirements which shall be derrived from documented authority sources (e.g. FAA).
  • Provide training to new members on the use of IVAO software.
  • Provide training to new members on the basics of airmanship so that they can operate in an air traffic control environment.
  • Provide training to ATC and pilot students wishing to advance their ratings.
Exceptions to the office:
  • The TC does not have the authority to fastrack members without the express direction from the Division Director or the ADIR.
  • The TC does not have the authority to appoint members to any staff position.

The Assistant Training Coordinator shall be responsible for matters of training the Division's members in all areas of flying and ATC as it pertains to IVAO, observing all applicable rules and regulations. He/she shall be directly responsible to the TC.

  • Examine, grade and evaluate exams to the extent required by IVAO HQ.
  • Provide and keep current training documentation based upon the examination requirements which shall be derrived from documented authority sources (e.g. FAA).
  • Provide training to new members on the use of IVAO software.
  • Provide training to new members on the basics of airmanship so that they can operate in an air traffic control environment.
  • Provide training to ATC and pilot students wishing to advance their ratings.

Events Department

The Events Coordinator (EC) shall coordinate all major events in the XO Division as it applies to events that involve aircraft and ATC. EC shall gather the necessary data and info on any events of national or international involvement and shall coordinate the events with all the individual ARTCCs and countries as appropriate. The Events Coordinator (EC) shall be the person to make things happen and shall be responsible to bring the membership together for any special event. Additional Responsibilities:

  • Creation and execution of divisional events.
  • Providing assistance to Events HQ or other divisions as appropriate for international events.
  • Determination if an event is of national or international involvement or if it may be considered a local event.
  • Announcement of special events to the membership by forum and/or website.
Exceptions to the office:
  • The Events Coordinator (EC) shall not publish any event on the IVAO network, online magazines, hardcopy magazines or any other media not mentioned here, without the express consent and approval of the Division Director or Assistant Director.
  • The Events Coordinator (EC) shall not be responsible for local events unless requested by an ARTCC Chief or Assistant Chief.
  • In the case of two conflciting events, The Events Coordinator (EC) shall not favor his ARTCC in the approval process of such special events, but should honor the request of others ARTCCst as if he had no participation in the events.

Membership Department

The Membership Coordinator shall be responsible for resolving all matters of concerns of the membership. This person shall be able to maintain members database with minimum data on each member of the XO Division. This data shall be limited to the most current data in the IVAO database. Staff notes and miscellaneous info shall be kept by the MC and shall be able to produce the necessary reports to the Director or Assistant Director.

The Membership Coordinator (MC) shall be able to spend a minimum of 4 hours weekly online, but not necessarily consecutive. A random exposure to the members will ensure that the membership in general has an opportunity to ask questions and address issues online if needed.

Additional Responsibilities:

  • Suggestions or recommendations of others for appointments.
  • Suggesting training where training may be needed.
  • Helping others in preparation for occupying a position.
  • Assistance with creation and administration of divisional tours.
  • Issuance of divisional awards for completion of tours and other "reportable" events

Exceptions to the office:

  • The Membership Coordinator (MC) will not be responsible for position appointments.
  • The Membership Coordinator (MC) will not be responsible for removal of anyone from a position.
  • The Membership Coordinator (MC) will not be responsible for upgrading anyone to any position.

Web Department

The Web Department is made up of the Web Master and Assistant Web Master. They are responsible for:

  • Updating and maintaining the division website
  • Developing and maintaing web systems for the division
  • Continual review of site usage statistics

The XO Webmaster shall be responsible for the day-to-day operation of the Division's website. He/she shall be responsible for the maintenance of the servers and for the upgrading of the web pages.

The XO Web Department shall report to the XO Division Director.

Advisors

We also have a number of advisors who assist with work in any of the departments when required.




Return