3. Flight Lab Policies

3.1 – In-Processing into Flight Schedule Pro (FSP)

Students applying for flight training are required to present the following documentation to meet the requirements of 49 CFR 1552.7.

U.S. Citizens

U.S. citizens must present the following documentation:

A valid and unexpired U.S. Passport or an original state issued birth certificate
A valid government-issued picture I.D.
Current 2nd Class Medical Certificate
FAA Pilot Certificate (if applicable)

Disclaimer: Students utilizing Veteran Education Benefits are required to maintain a Second-Class Medical Certificate valid for second-class privileges. It is recommended that all students maintain a certificate valid for second-class privileges.

Non-U.S. Citizens and Non-U.S. Nationals

Non-U.S. Citizens and Non-U.S. Citizens must notify the APSU Aviation Science Chief Pilot, immediately to begin the Transportation Security Administration (TSA) threat assessment process.

Students will be required to use the TSA Flight Training Security Program (FTSP) portal.
Candidates must use the portal to apply for a TSA security threat assessment (STA) and pay the fee.
Once approved, you will be issued a Determination of Eligibility, which will allow you to train.
A valid government-issued picture I.D.
Current 2nd Class Medical Certificate
FAA Pilot Certificate (if applicable)

Name Corrections on Personal Documents

During in-processing, instructors must ensure that names on these documents match. Extra care should be taken when processing a new student pilot certificate on IACRA. Some common mistakes are listed below.

Not including multiple middle names: Many international students will have more than three names. Ex: First Name, Father’s Name, Grandfather’s Name, and Family Name. In this circumstance, include the first initial of the first middle name separated by a space.
Not including suffixes such as “Jr.” or “III.”
Using documents other than the passport/birth certificate for the name. Ex: Driver’s license does not include a middle name, but the passport does.

If there is a mismatch on any of these documents, below are the following steps to correct those issues.

Note: This is the process for a name correction, not a name change. For a name change on either the pilot certificate or medical, please contact either the Nashville FSDO (615-324-1300) or the Aerospace Medical Certification Division (405-954-4821) respectively. Do not directly contact specific FAA representatives at the FSDO unless specified to do so.

Pilot Certificate
- If the practical exam is more than one month away: Send a copy of their passport and a signed letter asking for the name correction to the following address:
  - FAA Airmen Certification Branch
    AFB-720 PO Box 25082
    Oklahoma City, OK 73125
    Phone: 866-878-2498
- If the practical exam is less than one month away: Notify your DPE of the discrepancy. The Airmen Registry can make a name correction on the pilot certificate if the 8710 is submitted with documentation of the correct name, but only at the DPE’s discretion.
Medical: Fax a copy of the medical, passport/birth certificate, and a letter stating “please correct my name to match my passport” to +1-405-954-4040, ATTN: Tyler. This is the Aerospace Medical Certification Division in OKC. Their phone number if you have questions is 405-954-3238.
State-issued Photo ID: Students will need to contact their local DMV about appropriate procedure.

3.2 – Registering for a Flight Lab

Each flight lab is intended to be completed during a single term, APSU Aviation Science utilizes a five-term academic year. As with most flight training, this can be very challenging. Students must contend with scheduling conflicts, weather, aircraft availability, etc. As such, unlike other university courses there is no guarantee that the student will finish by the end of the scheduled term date.

Aviation students may also participate in simulation training in the APSU flight training device while accompanied by a flight instructor. Additional time, at the student’s expense, will be available to help students maintain currency and help offset weather-related downtime.

Completion of Prerequisites

Students must complete any academic prerequisite or certificate/rating in order to register for the subsequent flight lab and co-requisite ground course.

AVI 1100: Rotor-Wing Private Pilot Lab I
- AVI 1040
AVI 2100: Rotor-Wing Private Pilot Lab II
- AVI 1100
- AVI 1060
AVI 2120: Instrument Flight Operations Lab I
- AVI 2000
AVI 2140: Instrument Flight Operations Lab II
- AVI 2140
AVI 3100: Commercial Flight Operations Lab I
- AVI 2020
- AVI 2140
AVI 3120: Commercial Flight Operations Lab II
- AVI 3090
AVI 3140: Certified Flight Instructor Lab I
- AVI 3070
AVI 4100: Certified Flight Instructor Lab II
- AVI 3140
AVI 4120: Certified Flight Instructor Instrument Lab
- PHYS 1010/1011
AVI 4200: Aviation Capstone
- AVI 1000 to AVI 4120

Disclaimer: All AVI courses have a MINIMUM GRADE OF C. Exceptions are only approved by the Program Director/Chief Flight Instructor.

Completion of FAA Knowledge Exams

Students registering for the following flight labs must satisfactorily complete the associated FAA knowledge exam before registration.

AVI 2100: Rotor-Wing Private Pilot Lab II
- Private Pilot Helicopter (PRH)
AVI 2140: Instrument Flight Operations Lab II
- Instrument Rating Helicopter (IRH)
AVI 3120: Commercial Flight Operations Lab II
- Commercial Pilot Helicopter (CRH)
AVI 4100: Certified Flight Instructor Lab II
- Fundamentals of Instruction (FOI)
- Flight Instructor Helicopter (FRH)
AVI 4120: Certified Flight Instructor Instrument Lab
- Flight Instructor Instrument Helicopter (FIH)

Disclaimer: Students who fail to complete the appropriate Knowledge Test prior to Census Day, for the applicable term, will not be approved for a late add request. Exceptions are approved by the Program Director/Chief Flight Instructor, on a case-by-case basis.

Student Availability Requirement

Students must submit their availability to the Operations Coordinator by 4:30 pm Wednesday, prior to training week. The Operations Coordinator will do their best to note permanent schedules, such as work or classes.

Note: Failure to do so will result in students not being scheduled for flight training for the upcoming week. Exceptions are approved by the APSU Aviation Science Chief Flight Instructor or Assistant Chief Flight Instructor.

Aviation students scheduled for an upcoming FAA practical exam will take precedence over other aviation students and may have to schedule flights over a period of up to three weeks or more.

3.3 – Attendance Policy

Attendance Policy Overview

To make satisfactory progression in a flight lab, students are expected to conduct training events during each week of the semester. Consistent and satisfactory progress in flight training is as stated: If a student allows long periods of time between flights or constantly cancels flights, they are not consistent. If the student is unprepared for ground training, flight training, or does not follow the rules as set, they are not performing satisfactorily.

As an aviation student, you will need to budget your time to allow for your flight training, academic courses, homework/study time, personal life, and work. Each flight lab is structured as a one-session course. Therefore, aviation students need to maintain a schedule that makes completion of the flight lab with the term dates possible.

The attendance policy sets reasonable limits to afford the student the best opportunity to finish the professional pilot program in the allotted time. It is understood that on occasion there may be unforeseen circumstances which hinder progress. Interruptions in training will be handled in a fair manner on a case-by-case basis in consultation with the APSU Aviation Science Program Director/Chief Flight Instructor. The success of the Professional Pilot program depends upon the combined efforts and dedication of both the students and flight school personnel.

Lab Students Weekly Attendance Requirements

The APSU Aviation Science program requires a time commitment unlike most of the traditional university programs.

Aviation students need to schedule at least two (2) flight training periods each week when registered for a flight lab. Most flights are normally completed within a 2.5-hour block of time, but some can take longer.

Exceptions to the Attendance Policy

The following conditions are exceptions to the attendance policy:

During the first week of the term, flight training periods may be reduced.
During recognized University Holidays, flight training periods may be reduced.
Military training events and deployments.

The following conditions may result in approved exceptions to the attendance requirements and are considered on a case-by-case basis and approved by the APSU Aviation Science Program Director/Chief Flight Instructor.

Personal vacation
Personal emergency
Extended illness or injury
Loss of medical status
Exhausted finances

3.4 – Absence Policy

If a student, enrolled in a flight lab, misses a scheduled training lesson, they will be issued an absence. A scheduled training lesson is defined as a flight lesson with a reservation made in Flight Schedule Pro. If the reservation is made within 24 hours, the instructor or operations coordinator must confirm the reservation with the student. The confirmation should be in writing (email or text).

Absences must be recorded in Flight Schedule Pro schedule and student training record.

Absences will be charged as follows:

First Absence: Dual instruction fee
Second and Subsequent Absences: Flight lesson hours and dual instruction fee

A student who does not meet the required training events per week may be issued an absence for each training event they did not meet. This will be assessed by the Program Director/Chief Flight Instructor. Failure to meet 50% of the required training events in a given week will result with a meeting with the Program Director/Chief Flight Instructor or Assistant Chief Flight Instructor.

If a student is issued two (2) absences during a flight lab, the student will be placed on a flight hold until they meet with the Program Director/Chief Flight Instructor or Assistant Chief Flight Instructor.
If a student is issued three (3) absences during a flight lab, the student will be placed on a flight hold, removed from the lab and issued a failing grade.
A student may appeal an issued absence to the Program Director/Chief Flight Instructor.
Absences remain with a student’s training record for the duration of their flight lab. Absences reset at the beginning of a new flight lab.
A student who is removed from flight training due to absences will have their absence record reset upon re-enrollment.

Absence Definitions

No Show Absence: A no show absence is issued if the student does not show up for a scheduled training event. The student must show up NO LESS THAN 20 MINUTES prior to a flight lesson.

Unprepared Absence: An unprepared absence is issued if the student does not show up fully prepared to complete the flight lesson.

Late Cancellation Absence: A late cancellation absence is issued if the student cancels a scheduled training event within 24 hours of the scheduled start time. Exceptions can be approved by the Program Director/Chief Flight Instructor.

Lack of Attendance Absence: A lack of attendance absence is issued by the Program Director/Chief Flight Instructor. These are assessed if the student fails to meet the required number of attempted flight training lessons. These absences do not incur a fee.

Illness Cancellation

Students MAY BE REQUIRED to visit APSU Student Health Services or a medical professional to obtain a written statement and submit it to the Program Director/Chief Flight Instructor or Assistant Chief Flight Instructor for the absence to be waived.

Student Vacations

Students should not plan vacations during any Fall, Spring or Summer term. Students should plan vacations during university scheduled breaks.

If a student does plan a vacation during an academic term, should coordinate with the Program Director, Chief Flight Instructor or Assistant Chief Flight Instructor so they are not scheduled for a flight lab during their vacation. Failure to do so MAY result in absences being accrued.

Absence Appeal

If a student feels the absence was assigned wrongfully, the student may appeal to the Program Director/Chief Flight Instructor. The appeal should be initiated as soon as the student becomes aware of the absence in question. When uncertain or in doubt of a situation regarding absences, discuss the matter with the Program Director/Chief Flight Instructor.

3.5 – Student Flight Lesson Requirements

During AVI 1060, students will be issued their AVI kit, which includes a headset, flight bag, and a standard aviation logbook. Students must bring all items to every flight lesson, to include simulator training.

Preflight Planning

Students must complete all preflight planning prior to the student’s showtime. Preflight planning is required for all flight lessons and include, at a minimum, the following:

Syllabus review of the lesson
Weight and balance
Performance planning
NOTAMs
Weather
Route planning, as appropriate
Flight plan preparation and filing, as appropriate

Student Showtime

Students are required to arrive for a scheduled flight lesson 20 minutes prior to the start of the lesson. This time provides the student an opportunity to complete a thorough preflight of the aircraft, before beginning the lesson with the flight instructor.

This time is not the time to complete any preflight planning, to include weight and balance or performance planning, nor is it the time to complete any required route planning. Students using this time or the scheduled flight lesson to complete these items will be issued an Unprepared Absence.

Flight Lesson Debriefing

Instructors will debrief all students at the end of each flight lesson to discuss the student’s performance of trained tasks and determine their strengths and weaknesses. At the end of each lesson a student will be given a Lesson Grade and Status of satisfactory, unsatisfactory, or incomplete.
• Satisfactory: The student completed all lesson tasks within the prescribed APSU standards and/or Airman Certification Standards
• Unsatisfactory: The failed to complete one or more of the lesson tasks with the prescribed APSU standards and/or Airman Certification Standards
• Incomplete: The student did not complete the required flight hour requirement for the lesson and/or completed all the tasks required for the lessons, due to external factors (i.e. weather). Students will also receive a Session Grade of either satisfactory or unsatisfactory

Each student is responsible for entering their flight time is a standard aviation logbook. These entries must be verified and signed by the flight instructor.

Each student is responsible for entering their PIN for all flight lesson entries in Flight Schedule Pro. Entering your PIN demonstrates that you have been debriefed on the flight lesson, not that you necessarily agree with the Lesson Grade and Status or Session Grade.

Disclaimer: Students who receive a Lesson Grade and Status of unsatisfactory may be required to repeat the lesson, by the Program Director/Chief Flight Instructor. Any student that must repeat a lesson is subject to overflying the syllabus flight hours and will incur a university debt for the extra flight hours.

Student Monitoring and Satisfactory Progress

Satisfactory academic progress in the Aviation Science Program is measured, as follows:

Students must attend all flight lessons. If a flight lesson is cancelled for maintenance or weather the instructor may conduct ground training during the scheduled lesson.
Students who complete a Training Course Outline with two flight labs has the following requirement. After the completion of the first flight lab, a student is granted a two-term grace period to register for the second flight lab. Failure to do so will result in having to complete the first flight lab.
Students who completed a Training Course Outline has four terms to begin the next Training Course Outline. Failure to do so may result in having the student removed from the program.
Students have one academic year to complete a Training Course Outline. Failure to do so may result will result in the student being removed from the program.
Students must maintain ground knowledge throughout training. Students will be expected to meet the knowledge requirements of the stage check or practical exam, during the lab. Supplemental ground training is available be flight instructors or the approved upper-class students upon request.
Students are expected to complete practical exams with the first available DPE. APSU will make every attempt to schedule DPE’s in a timely manner.
If a student fails to meet expected flight or ground ACS standards throughout the flight lab may be subject to receiving a failing grade or being dropped from the lab.

Students will be notified in writing if they fail to meet satisfactory progress standards.

Disclaimer: Only the program director/chief flight instructor can make exceptions to satisfactory academic progress standards.

3.6 – FAA Practical Exams

All practical exams for the completion of an APSU flight lab must be conducted in an aircraft operated by APSU. Each practical exam should have a qualified flight instructor present to ensure the exam begins without issue and available for any applicable retraining and IACRA application completion, in the event of a failure.

The Aviation Science staff will schedule students for their practical exam approximately one month, prior to the forecasted completion of the flight lab, with an authorized Designated Pilot Examiner (DPE). Students in AVI 4100, Certified Flight Instructor Lab II, will be scheduled at the beginning of the flight lab to ensure a DPE availability.

Students not wishing to complete a practical exam with the scheduled DPE will be responsible for arranging their own practical exam.

In the case of a practical exam conducted away from KCKV, students will pay for any portion of the flight that exceeds the flight hours for the applicable lab.

3.7 – Failure to Complete a Flight Lab

Uncontrolled Circumstances

Any student who does not complete a flight lab due to circumstances beyond their control (weather, instructor/aircraft/examiner non-availability) will receive a grade of “I” or “Incomplete.” Students will have an additional 90 days, after the end of the term, to complete the flight lab. The grade may be upgraded anytime within those 90 days. After the 90-day extension, students will receive an “F” for the flight lab.

Lack of Attendance

Any student who does not complete a flight lab due to not meeting the APSU Aviation Science Attendance Policy can request an extension to carry an incomplete grade for an additional period of time. Students requests for an extension will be considered on a case-by-case basis and approved by the Program Director/Chief Flight Instructor.

Students who have not maintained adequate availability for the flight schedule will not be allowed to register for the next flight lab, risk of failing the course, and/or being dropped from the Aviation Science program.

3.8 – Removal from Flight Status

Students may be removed from flight for one of the following reasons:

Financial: If the student does not have the applicable funds for the upcoming flight lab or the carries an outstanding debt of $5,000 or more, with Student Account Services.
Flight Violation: An involuntary grounding because of a violation or pilot negligence of an APSU policy/procedure or FAA regulation.
TSA: A failure to meet the necessary TSA documentation to conduct flight training. Ground training may be conducted with approval from the Program Director/Chief Flight Instructor.
Excessive Failures: If a student fails the same portion of a stage check or practical exam (oral knowledge or flight) twice, training will be suspended until a meeting with the instructors, Assistant Chief Instructor and Program Director/ Chief Flight Instructor develop a plan of action.
Excessive Absences: Excessive absences will result in failure of the flight lab (see attendance policy) and removal from active flight training.
Other issues as deemed appropriate by the aviation science management team.

3.9 – AVI 4200 – Aviation Capstone

Students enrolled in AVI 4200 must provide maximum flight availability. As an instructor, you must be available to meet the availability of the student. If you provide minimum availability, the course will be prolonged and may impact your graduation plan.

Aviation Capstone flight training expectations:

Prior to first flight, receive training on FSPro.
Review the scheduled flight lesson and properly prepare.
Assign any routes and guidance, at least 24 hours prior.
Complete the APSU Aviation Flight Risk Assessment Tool, for all flights.
Be professional and courteous.
Complete the grade slip in FSPro, prior to leaving.
Ask questions when you don’t understand or need guidance.