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Orientation Flight Scheduling

This page is intended to provide direction and guidance to squadron-level Orientation Flight Coordinators to effectively schedule Cadet Orientation Flights. 


Guidance Document
How to Use the Orientation Flight Scheduler

Orientation Flight Scheduler (Calendar)

Coordinators must schedule flights using the OHWG Cadet Orientation Flight Scheduler (Calendar) 

 


Best Practices When Scheduling Your Orientation Flights

  • Schedule flights in advance as far as possible (several months or even a year out is fine). Avoid scheduling only several weeks out, as the schedule becomes more complicated to arrange by the Operations team, and flight schedules may not interface well with already-scheduled events going on. 

  • Ensure that parents and cadets understand the flexibility that may be needed with O-Flight schedules (i.e., cancellations, rescheduling, delays). As such, try to avoid having cadets "on a time crunch" before or after their Orientation Flights. It is very common that members "have to run" immediately after their scheduled flight concludes, but it is also common that flights may run delayed during the day. 

  • Have cadets arrive 15-20 minutes before their scheduled flight time. Like the cadets, pilots are also on a schedule. Be ready to fly several minutes before the scheduled flight (i.e., being on-time means being early).

  • Calculate flights at approximately 1-hour per cadet when creating the schedule (i.e., scheduling 4 cadets should be a 4-hour plan). 

  • Plan for two (2) cadets to fly in 2-hour blocks. Pilots will usually expect a cadet to fly in the front seat from the home airport first and fly back from the backseat. It is common for pilots to land at another airport during the series and have the cadets switch at the half-way mark. Thus, plan for both cadets to arrive at the same start. Example:

    • Cadet A is conducting Flight Syllabus #1. They should arrive at 9am. They will be the first cadet flying. They will have the controls on the first flight and ride in the back on the second flight. 

    • Cadet B is conducting Flight Syllabus #1. They should arrive at 9am. They will ride in the back on the first fly and have the controls on the second flight. 

    • Cadet C is conducting Flight Syllabus #2. They should arrive at 11am. They will be the first cadet flying. They will have the controls on the first flight and ride in the back on the second flight. 

    • Cadet D is conducting Flight Syllabus #4. They should arrive at 11am. They will ride in the back on the first fly and have the controls on the second flight. 

  • Cadets conducting their third powered flight (Syllabus #3) will likely be the sole cadet aboard (no backseat rides) due to conducting more advanced maneuvers which may result in airsickness of other passengers. Be sure to convey to your pilot during scheduling that this cadet will be on their third flight. 

  • Parents may get bored sitting at the airport waiting for their cadets for a couple of hours; however, it is not preferred that parents "leave and come back." Weather or airsickness may result in an early return. Parents should "stick around" while they wait. This is an excellent opportunity to help to answer parents' questions or discuss options for joining as a CAP member. 

  • Be sure to have cadets fill out CAP Form 60-80 permission slips for Orientation Flights. Parents must grant permission before cadets fly! 

  • A senior member needs to be at the airport while cadets wait for their flight. This does not need to be you as the O-Flight Coordinator. If you cannot make it, find another senior member to cover for you. 


Things to Expect

  • You may not hear from your Group O-Flight Coordinator right away when scheduling flights. It is not uncommon to finally hear from just several days before your scheduled flight. If you do not hear from the Group O-Flight Coordinator for several weeks, consider it a case of "No news it good news!" 

  • Flights may need to be rescheduled last-minute due hazards impacting flight operations (i.e., weather, etc.). Understand that this is a safety-based decision which protects everyone involved, despite how unfortunate and disappointing it may be. This is not a cancellation; it is a rescheduling. Having backup dates in mind make it much easier to rapidly coordinate a reschedule.

  • Pilots may request a different airport depending on weather forecasts (e.g., high crosswinds) or known hazards which may need the airport to be changed (e.g., taxiway/runway closures, etc.). Know the airports in your area. 

  • You must have at least 4 flights scheduled in order for the plane to travel to your home airport (if it is not already based there). It costs money from the Wing O-Flight budget to fly the aircraft to other locations to pick up cadets and to fly back to the home base thereafter. It is much more economic to fly in larger groups. If you do not have a larger group to fly, arrange to conduct a flight or two from the airport at which the aircraft is based at. Talk with your Group O-Flight Coordinator if you are uncertain of this information. 

  • The pilot will need to know the body weight of the cadets flying. Get these during sign-up and be prepared to send them to the pilot the week of flying (several days before the scheduled flight). 

  • Cadets who are not in a compliant/compliant CAP uniform are not permitted to fly. Pilots may reject cadets who are not in uniform. Cadets may fly in ABUs or Blues as available. 

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