UT Health Science Center: SIM119 Makeup and Delayed Events
No./Title: SIM 119 – Makeup and Delayed Events
Resp. Office: CHIPS
Approval Body: CASA
Effective Date: 06/07/2022
Last Review: 06/09/2022
Next Review: 06/07/2025
Contact: Executive Director, CHIPS
SIM 112- SP Breaks
SIM 106- Sim Remediation and Practice Policy
- Lead Simulation Faculty/Facilitator: The Simulation Faculty/Facilitator that carries primary responsibility for the activity, serves as the main point of contact, and is responsible for recruiting other Simulation Faculty/Facilitators and content experts as needed
- Learner: Student, resident, or clinician engaged in a simulation-based educational or assessment activity
- Catastrophic delay: a delay in the original schedule of more than 60 minutes where the problem requires high-level troubleshooting from an outside source.
- Minimal delay: a delay in the original schedule of less than 20 minutes with a problem that can easily be fixed
- Significant delay: a delay in the original schedule between 20-60 minutes with a problem that requires high-level troubleshooting to correct.
- Simulation activities: include simulated clinical scenarios, simulated task training, standardized patient scenarios, debriefings and/or discussions and may be electronic, written, verbal, observed or overheard.
- Simulation Program Support Staff: anyone employed or volunteering for the Simulation Program; includes student workers.
- Makeup Event: when students, residents, or other learners have an excused absence (as determined by Lead Simulation Faculty/Facilitator) for a required event OR when a scheduled event goes over its allotted time and not all learners are able to complete the event.
- In the event that a major issue effects simulation activities, learners will be notified of scheduling delays, changes, or cancellations by Simulation Program Support Staff.
- Makeup events, whether caused by excused learner absence or major delays, will be scheduled with Lead Faculty/Facilitator and CHIPS staff when resources are available.
- Simulation Program Support Staff will take the following actions for simulation activity that runs behind schedule:
- Any event delayed by less than 20 minutes is recognized as a minimal delay and does not require immediate action.
- Any event delayed by 20-60 minutes is recognized as a significant delay and learners will be contacted.
- Any event delayed by more than 60 minutes is a catastrophic delay and requires immediate conversation with the Executive Director or Operation Lead to discuss potential options.
- Simulation Program Support Staff will work diligently to troubleshoot any issues within their purview to allow the simulation activity to resume.
- Simulation Program Support Staff will regularly communicate with the Lead Faculty/Facilitator and Operations Lead during the delay to keep them abreast of the situation.
- In the event that the issue causing the delay is corrected, the Simulation Support Staff will work with the Lead Faculty/Facilitator to amend the schedule for that simulation activity.
- Scheduled breaks may be adjusted due to major delays in scheduling; however, they must not be removed completely. The SP Breaks Policy provides details on the minimum break times allowed.
- Delayed events cannot be extended from their originally booked time without the approval of the Simulation Logistician or Operations Lead.
- Delayed events will not force adjustments in subsequent confirmed events scheduled that day.
- In the case that an event reaches a catastrophic delay, the Executive Director or Operations Lead reserve the right to cancel the event if there is no way to recover.
- In the event of a cancellation or if a delayed event is cut short due to a subsequent scheduled event, the Operations Lead and Simulation Logistician will work with the Lead Faculty/Facilitator to secure a makeup date that works for both parties.
- If a makeup date is required, and a remediation date has been previously scheduled, CHIPS staff will use the tentative remediation date as the makeup and confirm the date at that time.
- If there is no tentative remediation date scheduled, CHIPS staff will work with the Lead. Faculty/Facilitator to identify a date and time for makeup of the event.
- All makeup events will occur with the same logistics and case materials as the originally scheduled event.
- In the event that CHIPS is unable to meet the makeup needs of the requesting program, it is the responsibility of the Lead Faculty/Facilitator to determine alternative educational activities/offerings.
Approved: June 7, 2022, CASA
Approved: June 16, 2022, Chief Academic Officer