Shift Procedures

Date Code Version Contact
2009-10-16 SOP-002 2.01 Facility Advisory Board (FAB)

  1. PURPOSE:

    2. This Standard Operating Procedure (SOP) sets forth procedures to be used when assuming a position, ending a shift, or turning over control to a relief controller. Controllers will be required to understand and comply with these procedures.

  2. ROLES AND RESPONSIBILITIES:

    3. This SOP shall be maintained, revised, updated or cancelled by the Facility Advisory Board, and shall be effective unless there is a conflict with the VATUSA/VATSIM policies in which case they shall supercede these procedures.

  3. DISTRIBUTION:

    4. This SOP is to be read and used by all ZOA controllers.

  4. BACKGROUND:

    5. Several procedures should be followed by controllers when assuming a shift to insure that appropriate facilities are manned in priority. Also, an orderly transfer of control should occur at the termination of a shift to insure pilots and adjacent controllers maintain situational awareness. Also, at times unauthorized controllers may attempt to assume positions, and this can lead to operational problems. This SOP shall set forth these procedures.

  5. SHIFT PROCEDURES:

    1. Shift Supervisor

      When any ZOA controller is logged on to a ZOA position, a Shift Supervisor is assigned as follows.

      • The Shift Supervisor is defined as the highest ranking position online. Generally speaking, the Shift Supervisor will be the Center, if online.
      • If Center is not online, it shall move down the list to the next position, which would be Approach, then to Tower, and then to Ground.
      • If two positions are online at the same position rank, then the one who has the higher controller rank.
      • If controller rank is the same, then the one who has been online the longest shall assume the Shift Supervisor position.
      • When the currrent Shift Supervisor leaves, the next ranking contoller based on the above guideline will take over.

      The shift supervisor is responsible for:

      1. Assigning personal to positions appropriate to meet traffic needs.
      2. Validating that controllers meet certification requirements for positions.
      3. Contacting network Supervisors in the event of conflicts or disputes.
      4. Approving special situations, such as runway or airport closures, as permitted by CPS_011.

    2. Prior to assuming a position

      1. When logging on to work a position, a controller must log on as observer prior to assuming an active position.

      2. If controller will become the new Shift Supervisor, because of grade or staff position, he shall inform the current Shift Supervisor that he will assume that role, and advise him which position he will be taking.

      3. Otherwise, the controller shall request a desired position from the shift supervisor, if one is present, prior to manning a position. The shift supervisor may assign an alternate position at his discretion based on traffic conditions. The shift supervisor also has the discretion to revert to a "lower" position and assign the controller to the supervisors current position. This procedure is approved to allow a supervisor to open CTR as a priority and then maintain the option of reverting to an APP or lower position. The shift supervisor is responsible for assigning a position that the controller is rated to assume.

      4. Staff Instructors and Mentors must inform the shift supervisor of any training activity on manned positions prior to starting the training and/or moving students to new positions.

    3. Closing a position without relief

      1. A controller shall make a call-for-relief from observers or adjacent controllers as appropriate, prior to closing the position. The call should be made in accordance with the Communications Equipment Procedures SOP.

      2. If a higher facility will be assuming control of the airspace, the procedures for position turnover described below should be followed.

      3. If no relief is obtained, and no higher facility will be assuming control of the airspace, all pilots should be informed via text and voice, that:

        1. The position is being closed.
        2. Frequency change is approved.
        3. Radar service is terminated (if applicable).

    4. Turning over control of a position

      A controller turning over operational control of his position shall conduct a position turnover briefing MUST COVER shall include the following elements, IN THE FOLLOWING ORDER. The preferred communication method for this is on Teamspeak. Otherwise, use private controller chat in VRC.

      1. SITUATION REVIEW:

        1. Current positions staffed

        2. Weather information:

          • Weather trends
          • Current weather conditions - METARs
          • Significant weather - PIREPs, SIGMETs, CWAs

        3. Airports:

          • Conditions and status
          • Airport configurations

        4. Flow control:

          • Flow control restrictions
          • Flow control NOTAMS

        5. Special activities, instructions or restrictions:

          • Non-standard configurations
          • Military operations and active military operations areas
          • Special interest flights
          • Emergencies

        6. Training positions

        7. NOTAMs

      2. TRAFFIC TURNOVER:

        Execute individual aircraft handoffs, identify and describe any of the following circumstances:

        1. Non-RVSM
        2. Point out aircraft
        3. Holding aircraft
        4. Aircraft released but not yet airborne
        5. VFR aircraft
        6. Aircraft standing by for service
        7. Delays
        8. Special problems, requests, instructions.

      3. QUESTIONS?

    5. Example turnover briefing with phraseology

      Controller "AB" is being relieved by controller "XY" and performs the following position turnover briefing.

      [XY] Ready for brief. I have current positions and weather. {This means AB will not need to review those items.}

      [AB] All bay airports in Normal Ops. Sacramento in North Ops. Reno in North Ops. {Airports}

      [AB] LAX_CTR is requesting 20 MIT for KLAS arrivals, also handoff KLAS aircraft AOB FL310. {Flow control}

      [AB] R-2508 is active, J110 unavailable. Foothill MOA is active. {Special activities & restrictions}

      [AB] MS is training VL on SMF_APP. FJ is training GB on SFO_GND. {Training positions}

      [AB] Ready for traffic handoffs?

      [XY] Ready.

      [AB] AAL1028, enroute to ZSE, cleared direct BTG.

      [AB] SWA822, landing KSFO, BOLDR at 10K.

      [AB] DAL330, landing KSMF, FLUNK at 11K.

      [AB] N994XU, landing KSFO, 6000, routed SAC OAK and wants the full ILS 28R approach from OAK. {Special routes and requests}

      [AB] AWE9054, departing KSFO, cleared direct AVE and up to FL330.

      [AB] UAL22, landing, KOAK, direct SAU, descending to 11K, needs vectors to final. Point out to SMF_APP, may enter airspace. {Point out TO another controller}

      [AB] N5093G, VFR eastbound w/ flight following, to remain north of Oakland Airport. {VFR}

      [AB] N107NT. Point out from SMF_APP, 4000, may cross over airspace west of KSMF. {Point out FROM another controller}

      [AB] SWA401, on the ground at KSJC, has IFR clearance and the numbers for rwy 30R.

      [AB] UAL779, landing KSFO, holding MOD at FL190 on pilot request, further clearance 0125Z. {Holding aircraft}

      [AB] SKW601, released IFR KTVL, 15K squawk 3219, clearance void 0137Z. {Aircraft released}

      [AB] SWA223, waiting KRNO, for clearance to KLAS. {Standing by for service}

      [AB] AAL1028, (enroute, landing, departing, on the ground at [airport], holding short [runway], on vectors for [waypoint or procedure], missed approach [runway, airport]), Altitude (If necessary). {}

      [AB] Any questions?

      [XY] None.

      [AB] AB

      [XY] XY

    6. Unauthorized controllers

      At times, controllers may attempt to assume positions for which they are not authorized. This situation is the responsibility of the Shift Supervisor only. The Shift Supervisor should follow these steps:

      1. Verify appropriate certification based on the roster information.
      2. Contact the controller, and determine whether the controller meets certification requirements per SOP and policy.
      3. If it has been determined that the controller does not meet requirements, ask the controller to disconnect, and review the appropriate web based SOP and policy pages. Report this information directly to the ATM or DATM as soon as possible.
      4. If the controller does not comply with this request, the shift supervisor should seek to turn the situation over to the ATM, DATM, or TA if available, or call for a VATSIM Supervisor via the ATC Channel, or WALLOP command.
      5. If none of these resources are available, the Shift Supervisor should take no further online action, but should record the controller’s name, and time of the occurrence, and forward this information to the ATM or DATM, immediately.
      6. The Shift Supervisor must remain professional and courteous in all interactions.

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