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Event Guidelines

 

SOP-010

Version 2

ZSE Senior Staff

 

Amended 2018-10-25, changes noted in bold font.

 

1. PURPOSE:

This Standard Operating Procedure (SOP) explains the process of how events are run in ZSE, including the signup process and operations during the event.

2. ROLES AND RESPONSIBILITIES:

This SOP shall be maintained, revised, updated, or canceled by the ZSE Senior Staff, and shall be effective unless there is a conflict with the VATUSA/VATSIM policies in which case they shall supersede these procedures.

3. DISTRIBUTION:

This SOP is to be read and used by all ZSE controllers and visiting controllers.

 

4. Before signing up for an event, please read, and ensure you understand the following:

- Controllers who sign up for an event, please keep in mind that event staffing selections are NOT made on a "first-come-first-serve" basis, rather are assigned on Position Endorsements, Experience on Position, Event Score Records, and any other criteria deemed necessary.

- All event staffing selections are made 24 hours PRIOR to the event date. Should you become available after selections are made, please attend the event and a position will be provided for you. More controllers are always welcomed.

- Any controller that is 15 minutes late, (or greater) to an event, that controller should understand that their position is up for grabs by any other, suitable, controller and will be given to that controller. Another position will be provided to the controller arriving late.

- During "Major Events" the focus airport will be temporarily be deemed a "Major Facility". This means that the positions at the focus airport will require "Major Endorsements" to control at that facility. {The CIC has the authorization to release this designation during the event; if traffic permits and the event will not be affected to allow for regular position staffing.}

- Controllers may not sign up for a position higher than their endorsements. Example: an S1 Controller may NOT sign up for a Tower Position for an Event. (Unless training has been endorsed.)

- No training shall go on during an event that has been classified as a "MAJOR Event" without prior endorsement from the Events Department(EC/DEC), Training Department(TA/DTA), or the Membership Department (ATM/DATM). A "Major Events" will be designated as "Major" in the event title of the event. {A copy of the authorized endorsement must be sent to all of the previously stated departments.}{Training can be authorized by the CIC during the event if the CIC feels there is enough coverage and it will not interfere with the event.}

Now that you have read, and understand the above, please read the following to learn how to sign up for an event!

All Events are added to the Event Schedule as soon as all the Details, Times, and Dates are set. (Could be Months, Weeks, or Days in advance).

You can access the event schedule by signing into your account on the Seattle ARTCC website, selecting the "Events" menu, and the "Events Home" sub-tab. (Or select the event from the main front page.)

To sign up for an event, simply click on the Event Title of the event or the “Yes” box in the section titled “Open to Signups.” Once that step is completed, you will then see a list of available positions for that event. (Some events are broken up into position shifts (2 Hour blocks, maybe even 4 Hour blocks). When signing up for a position shift, keep in mind that you are expected to stay the entire block you have requested to control. Should a controller not be able to control the whole block, they MUST email the Events Department (EC/DEC) PRIOR TO THE EVENT DATE. This is so arrangements can be made prior to the event.

Once you are selected for an event, you will receive an email that is currently attached to you're Seattle ARTCC Controller Account, with the Time, Position, and Date of the Event, that you have been selected for.

At any time BEFORE positions have been selected for an event that you are no longer available for, please simply remove your request by setting each choice back to the “---Leave Blank--” option and click “Add Request” in the Event signup list.

At any time AFTER positions have been selected for an event that you are selected for and are no longer available you must email the Events Department (EC/DEC) prior to the event start time so they can remove you and select the next controller. Controllers may not remove their signup(s) for an event after being selected for a position.

Two days prior to the start of an event, controllers signed up for an event will receive an email to confirm their availability for the event. Controllers are required to fill this form out on the specific event signup list, on the events page. Controllers should indicate their availability as either, “Yes” “No” or “I don’t know”.  Controllers who indicate that they are not available, or are not sure may be removed from the event.

 

Guidelines to be followed during the event:

 

· Controller In Charge – BE AWARE of who the "Controller In Charge"("CIC") is. This is generally a ZSE Staff, Event Staff, or a controller assigned by a staff member.

· Before starting on position during events – Always ask permission from the CIC of the event to staff a position, to disconnect from a position, to be relieved from a position, and etc. If being relieved by another controller you must still tell the CIC that a debrief has been done and the relieving controller has control of that position. Do NOT just tell another controller and then just disconnect. The CIC must be aware of all controllers at all the facilities at all times during an event to promote a level of control over the event. Events are a tricky business and require the absolute maximum amount of coordination.

· Coordination – ALWAYS coordinate with your fellow controllers. If you are a tower controller inform approach and ground/delivery what the ATIS is, any major changes, and any information that is deemed necessary. As an approach controller/center controller you should always inform the next person to control aircraft of any special requests, deviations on course, and any information that is deemed necessary.

· Communication – This follows the above. Communicate with those who need to know the information.

· Discord – Be in the appropriate channels during the event. These are usually under the control room heading. Try not to bog up the channel with idle chatter unless there isn’t much going on (prior to an event, near the end, etc). If you wish to chat with others move to another channel and always respect the other controllers.

. Try not to mute yourself in Discord: Muting yourself limits conversation that may be necessary between different positions. Only mute if you absolutely need to, and make sure you unmute as soon as practical.

· Do not abandon your fellow controllers – this was stated earlier, but saying it again for clarification. Don’t just hop off a position because you need to. Again, talk to the CIC, inform those directly impacted of your status, and arrangements will be made if you must leave before the official end of the event.

Now you are ready to start Controlling Seattle ARTCC Events! If you have any questions about Events, please do not hesitate to email [email protected].

See ya on the Scopes!