Policy & Procedures

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  • HEC Policy and Procedure Manual

    HEC Policy and Procedure Manual

    (UTMB credentials are required to access this document)

  • Timeline Requirements for Submitting a New Event Request/Scenarios

    Human (Standardized Patient) Simulation Requests:

    • 6 Months Prior to Event – Event request must be submitted.
    • 2 Months Prior to Event – All case(s)/event documents must be finalized including the event schedules (e.g., JSSOM small group activities, tapings, and clinical experiences activities, etc.).
    • 2 Weeks Prior to Event – Finalized learner schedule(s) for day of event must be submitted. 
    1 Case author(s) use HEC template and checklist development guidelines (if applicable) to develop the new case materials. (The HEC template and checklist guides can be found under the Faculty Resource tab on the Interprofessional Simulation Center website www.utmb.edu/simcenter.
    2 6 months prior to activity: Case author(s) submits all case materials (script, door sign, checklist, scoring guides, etc.) to HEC staff for review.
    3 HEC staff returns cases materials to author(s) for review.
    4 Case author(s) and HEC staff meet (tabletop) to review and edit the case materials.
    5 Trainer(s) review case materials.
    6 Case author(s) and/or HEC staff address trainer’s questions/comments.
    7 Case is piloted.
    8 2 months prior to activity: Finalize all case documents.
    9 Utilize the case materials in an activity.
    10 Edit case materials (based on observations and feedback from standardized patients, trainers, HEC staff, faculty, and students).

    Please note, once recruitment for an activity has started, changes to the activity are not permitted. Simulation events may be cancelled at the discretion of the Interprofessional Simulation Center if the timeline requirements outlined above are not met.

    Non-human (Patient Simulator) Requests:

    • 3 Months Prior to Event – Event request must be submitted.
    • 1 Month Prior to Event – All case(s)/event documents must be finalized.
    • 2 Weeks Prior to Event – Finalized event/learner schedule(s) for day of event must be submitted.
     1
    		 3 months prior to activity: Submit new event/scenario event request.
    2  Schedule a tabletop meeting with HEC staff.
    3  Develop the script/scenario using provided guidance.
    4  1 month prior to activity: Submit finalized documents and related materials (charts, orders, etc.)
    5  2 weeks prior to event: Submit event/learner schedules for event.

    Please note, once recruitment for an activity has started, changes to the activity are not permitted. Simulation events may be cancelled at the discretion of the Interprofessional Simulation Center if the timeline requirements outlined above are not met.

  • Timeline Requirements for Submitting a Request with Established Scenarios

    Human (Standardized Patient) Simulation Requests:

    • 3 Months Prior to Event – Event request must be submitted with the established case(s)/event documents.
    • 2 Months Prior to Event – All case(s)/event documents must be finalized including the event schedules (e.g., JSSOM small group activities, tapings, and clinical experiences activities, etc.).
    • 2 Weeks Prior to Event – Finalized learner schedule(s) for day of event must be submitted.

     Non-human (Patient Simulator) Requests:

    • 1 Month Prior to Event – Event request must be submitted, and all case(s)/ event documents must be finalized.
    • 2 Weeks Prior to Event – Finalized event/learner schedule(s) for day of event must be submitted.

    Please note, once recruitment for an activity has started, changes to the activity are not permitted. Simulation events may be cancelled at the discretion of the Interprofessional Simulation Center if the timeline requirements outlined above are not met.

  • Standards for Simulation-based Education

    The HEC embraces the Society for Simulation in Healthcare’s (SSH) simulation standards (www.ssih.org). The HEC also holds institutional memberships with the International Nursing Association for Clinical Simulation in Learning (INACSL) and the Association of Standardized Patient Educators (ASPE).

    For non-human simulation activities, the HEC recommends utilizing the Healthcare Simulation Standards of Best Practice. This resource can be accessed using the following link: https://www.inacsl.org/healthcare-simulation-standards

    For human simulation activities the HEC recommends utilizing ASPE’s Standards of Best Practice. This resource can be accessed using the following link: https://www.aspeducators.org/standards-of-best-practice

    Interprofessional simulation activities should follow the appropriate guidelines listed above, in conjunction with the Core Competencies for Interprofessional Collaborative Practice published by the Interprofessional Education Collaborative (IPEC). Further information on IPEC can be located on the following website: https://www.ipecollaborative.org/

    The HEC recommends that all simulations are consistent with current evidence-based clinical practice and guidelines.

  • Cancellations/No Shows

    Cancellations

    Cancellations or date changes of events should be made at the earliest time possible, no later than five (5) days prior to the event. Often large events are set-up as early as possible to reduce issues at the last minute. Cancellations within five (5) days of the events will result in the requestor’s associated department or program being financially responsible for the cost associated with equipment/supplies/staffing/set-up associated with the preparation of the event. 

    No Shows

    No shows will result in the event requestor’s associated department or program being financially responsible for the cost associated with equipment/supplies/staffing/set-up associated with the preparation of the event.

  • Pre-brief and Debrief

    Pre-brief

    The role of the pre-brief is to clearly delineate learning objectives and expectations for the learners participating in an educational activity. The Health Education Center’s policies regarding confidentiality and professional behavior should be made available to all learners, including explicit instruction that all equipment belonging to the Health Education Center must physically remain in the center. Any logistical information and orientation for learners may also be relayed as part of the pre-briefing. The pre-briefing is to be conducted in a psychologically safe context. Learners may be asked to suspend disbelief during simulated activities to assist with achieving the highest level of fidelity for the simulation. Any pre-course preparation required of the learners should be distributed to all learners within a reasonable time frame, to be determined by the course instructor, prior to the scheduled educational activity.

    Debrief

    The instructors/facilitators are expected to conduct a formalized debriefing after each educational activity. A specific time allotment should be reserved for debriefing as part of every educational activity. The debriefing may take place at any time following the primary learning activity. The role of the debriefing is to guide learners to derive meaning from the simulated learning opportunity. The HEC understands that debriefing methods vary, thus it does not endorse a specific style of debriefing; however, debriefing should be used to assist in reinforcing the learning objectives of the educational activity. The debriefing should include a formative assessment of the learners and is to be conducted in a psychologically safe context. Debriefing may also include an assessment of the instructors or efficacy of the education activity. Audiovisual technology and playback may be used as part of the debriefing process. Debriefing is to take place in a debriefing room and never in the hallway.

  • Faculty Guidelines

    Faculty are expected to prepare adequately for their scheduled events. This includes the following:

    1. Establish the learning objectives and how they will be assessed.
    2. Arrive a minimum of 15 minutes before scheduled activity and behave in a professional manner. If the activity involves PBLs, faculty must arrive at least 30 minutes early to pre-brief with PBLs to ensure understanding of activity expectations.
    3. Conduct a Pre-Brief as per the HEC's simulation standards.
    4. Prepare and engage students for activities.
    5. Provide supervision and a structured debrief for learners.
    6. Adhere to HEC standards for simulated learning activities.
    7. Bring sign-in sheets and copies of the scenarios/case for personal use if required.
    8. Understand scenarios will be evaluated by the HEC, Faculty Content Experts, and learners for educational impact.

    Please note, if PBLs (paid by letter staff) are requested for an activity, the HEC will provide copies of the scenarios/cases for the PBLs.

  • Dress Code

    The Appearance and Dress policies cover all HEC Simulation areas. The goal of the dress code is to maintain a professional demeanor in preparation for interactions in skills and simulation activities.  Violations may result in removal of the learner from the HEC.

    While in the Simulation Center, learners must adhere to appearance and dress requirements consistent with those in a clinical setting with actual patients, as well as requirements related to a learning and testing environment. These requirements include:

    • The learner’s ID badge/UTMB ID must be worn in a visible location unless otherwise instructed by HEC staff.
    • Clothing must be clean, fit properly, and be appropriate for a professional encounter.
    • Students must be dressed in compliance with specific School/Program requirements, for example white coats and/or scrubs.
    • Closed-toe shoes must be worn.
    • Undergarments which are appropriate to the article(s) of clothing worn, are required.
    • Fingernails must be groomed in accordance with IHOP - 03.01.06 - tips of the nails may not extend past the end of the fingers. The nail surface must be smooth. Artificial nails/wraps or acrylic overlays are not permitted. Nail polish may not be chipped or cracked.
    • Hair must be restrained so as to not contact a patient during an encounter.
    • The body must be free of potentially offensive odor, including perfume, cologne or natural body odor.
    • Jewelry must be modest and present no safety risk or interfere with simulation activities.
    • Attachments to clothing such as lapel pins should be limited in number and are restricted to those received in one’s official UTMB capacity.
    • Unless provided as part of a simulation exercise, no hats or hair covers may be worn except for religious or medical reasons.
  • Code of Conduct

    In accordance with UTMB IHOP Policy 07.01.03 ~ Student Conduct and Discipline

    Honor Pledge: On my honor, as a member of the UTMB community, I pledge to act with integrity, compassion and respect in all my academic and professional endeavors.

    1. All users of the HEC must act in a manner that is professional, collaborative, supportive, non-intimidating, and mutually respectful and does not disturb academic activities.  
    2.  All users of the HEC must abide by the legal and professional standards of practice and codes of ethics that guide one's discipline.
    3. No user shall infringe upon the privacy, rights, privileges, health, or safety of others.
    4. All simulation client/patient and scenario information is confidential regardless of format i.e. electronic, written, overheard, or observed, and any inappropriate viewing, discussion, or disclosure of this information us a violation of the IHOP Policy 07.01.03 Student Conduct and Discipline. 
    5. All users of the HEC, including learners, instructors, and standardized patients are expected to be punctual for sessions, organized and prepared for simulation-based experiences.
    6. The course instructor has the right to remove any participant from the center. HEC staff have the right to remove anyone (e.g., instructors, students, etc.) from the facility.
    7. All faculty, staff and students must be oriented to the center prior to using the equipment.
    8. All HEC users must wear their UTMB/ID badge in accordance with the HEC dress code.
    9. No eating or drinking is allowed at any time in the simulation areas.
    10. No pens, markers, are allowed in the simulator rooms.
    11. Use of the HEC simulation computers is restricted to assigned simulation activities and not for personal use.
    12. Equipment is not to be used for any purpose other than specified; anyone who fails to comply with this request will be asked to leave the center.
    13. Assets are not to be removed from the HEC without approval from leadership.
    14. Any equipment malfunction or abuse must be reported to HEC staff immediately.
    15. Adherence to the dress code is expected. 
    16. Do not remove the simulator from the bed unless instructed to do so.
    17. Lockers are available for short term use for placement of personal items (book bags, phones, coats, etc.). The lockers allow input of a personal code to lock and unlock. Belongings should be removed from the lockers immediately following the scheduled event.
    18. All electronics including cell phones, PDA’s, cameras, camera phones, and video recorders are prohibited during simulation activities. Recording and/or sharing of simulation information is forbidden.
    19. Unauthorized photography is not permitted at the HEC. Anyone requiring photos for a presentation or poster must follow established guidelines for photography and video recording.
    20. Permission for the use of screen shots or video clips from session recording utilizing the B-Line system for purposes other than debriefing following the session (such as presentation or poster) must be obtained from the Vice President of Interprofessional Education and the Health Education Center.
  • Confidentiality

    Learners that utilize the HEC Interprofessional Simulation Center are required to abide by the Honor Pledge that states, “On my honor, as a member of the UTMB community, I pledge to act with integrity, compassion and respect in all my academic and professional endeavors”. All client/patient and scenario information is confidential regardless of format i.e. electronic, written, overheard, or observed, and any inappropriate viewing, discussion, or disclosure of this information is a violation of the IHOP Policy 07.01.03 Student Conduct and Discipline”.

     All UTMB employees are required to maintain confidentiality of all simulation events and learner data as simulation activities at the HEC or insitu simulations in the clinical environment must adhere to the Privacy Rule included in the  Health Insurance Portability and Accountability  Act (HIPAA) of 1996 and the Family Education Rights and Privacy Act (FERPA). Beyond any legal requirements, UTMB employees are bound by professional ethics to safeguard the integrity and confidentiality of student information, This includes all persons employed at UTMB (staff, faculty, federal work study students, and standardized patients) regardless of their work classification of full-time, part-time, or temporary status.

    Each simulation activity in the HEC has the possibility of being recorded. To preserve the integrity of the scenarios used for learning activities and to provide an equitable learning experience for each student, each student is required to acknowledge a Confidentiality Agreement through their MyStar student account. Students are expected to uphold all requirements of HIPAA and FERPA and any other federal or state laws requiring confidentiality.

    The HEC has the ability to record and display a variety of media. Cameras, microphones, and control rooms are located on every floor and in the freight elevator, #4. The recording equipment should not be used unless proper training has been provided. All recordings will be backed and stored per UTMB policy. Recordings can be used for educational purposes and debriefing opportunities with the appropriate faculty, staff, and students as well as for research purposes. The HEC Confidentiality Agreement acknowledged by learners protects privacy and discourages inappropriate discussion of recorded contents or student’s performance in the simulation scenarios. Any viewing or publication outside of the classroom, such as posting on social media, is forbidden and will result in disciplinary action. Learners and faculty should conduct themselves professionally in accordance with the HEC's Code of Conduct. UTMB students acknowledge the HEC Code of Conduct through their MyStar student account.

    Physical spaces within the HEC Interprofessional Simulation Center are designed to provide as much confidentiality as possible. Streaming of video content for observation purposes will only be assigned to rooms with doors that can be closed. Debriefing activities should only occur in assigned debriefing spaces behind closed doors. Debriefing should never occur in a public hallway.

    HEC visitors that observe any type of simulation event will be required to sign a Visitor Confidentiality Agreement. Observation opportunities must be approved by the AVP of HEC and Simulation.

     Any FERPA violations that occur in the HEC must be reported to the VP of IPE and HEC who is required to report the incident to the UTMB Registrar’s Office to appropriately address the incident. Any HIPAA violations that occur in the clinical setting during or as a result of a simulation-based activity must be reported to the VP of IPE and HEC who is required to report the incident to the UTMB Office of Institutional Compliance.

     Limitations of confidentiality may be subject to specific parameters for approved research studies or the release of a participant roster in support of continuing educational credits.

  • Video/Data Collection and Retention

    The video recording system in the Interprofessional Simulation Center is used to collect, store, and backup video records of learner simulation experiences both in-person and virtually, in addition to, specific electronic evaluative data (formative, summative, and high-stakes) designed for simulation experiences within the UTMB Interprofessional Simulation Center. 

    Educational activities that occur in the HEC Interprofessional Simulation Center may be video and/or audio recorded. The simulation video recording system allows the HEC to assign and restrict access to sessions for review or debriefing to only those instructors/faculty involved in the specific session. Instructors cannot view sessions recorded by other groups. Learners are not provided password access to the system unless a specific request is made by the session faculty member.

     The HEC retains recorded session for seven (7) years from the date of initial recorded training and then permanently deleted.

  • Safety

    The following policies from the UTMB Institutional Handbook of Operating Procedures Section 8 Health, Safety and Security; written to provide a safe work and learning environment, will be adhered to by all entering the Health Education Center.

    Environmental Policy Statement

    Workplace Violence

    In addition, the following are applicable to all entering the Health Education Center, including faculty, students, and employees of the center.

    Emergency contact information for all entering the HEC must be accessible to faculty, course facilitators, supervisors, or tour guides.

  • Conflict Resolution

    This section outlines guidance for resolving concerns and/or conflicts related to the UTMB HEC. The HEC leadership and JSSOM, SON, SHP, SPPH, GSBS, and UTMB Health System leadership are responsive to concerns/conflicts that arise in the HEC related to function of the facility and interactions between staff, students and faculty members involved in HEC operations. This guidance provides a consistent plan for HEC users to voice concerns or resolve conflicts related to HEC spaces, personnel, or equipment.

    This section aims to:

    • Provide the opportunity to resolve a conflict or complaint quickly, fairly and without reprisal.
    • Improve communication and understanding between staff, students and faculty members involved in HEC operations.
    • Ensure confidence in leadership decisions by providing a mechanism whereby these decisions can be objectively reviewed.
    • Support a positive work environment by identifying individuals responsible for preventing and resolving conflicts and complaints.
    • Identify organizational policies and procedures which need to be clarified or modified regarding HEC operations.

    The HEC is a core facility utilized by faculty, staff, and learners from all five UTMB Schools, UT Health Systems, and external community members. The HEC key positions that may be involved in conflict resolution:

    Vice President, Executive Vice Provost of Faculty Affairs

    VP of IPE & HEC or their designee

    AVP of HEC & Simulation or their designee

    Assistant Director(s) of Simulation or their designee

    Director of IPE & QEP

    HEC Business Manager or their designee

    SVP & Chief Medical and Clinical Innovation Officer

    Associated IHOP Policies:

    IHOP 05.03.14 Faculty Ombudsperson
    IHOP 05.03.08 Faculty Grievance
    IHOP 07.01.13 Student General Grievance Policy
    IHOP 06.05.06 Code of Ethics UTMB Employees

    Students:

    UTMB students who experience a conflict or who have a complaint in relation to the HEC should first attempt to discuss the matter with their course director. Student concerns/conflicts will be managed by the course director. In some situations, this may be difficult or inappropriate. In these cases, the student may request a meeting with the dean of student affairs in the appropriate school (JSSOM, SON, SHP, SPPH or GSBS) to discuss the problem.

    If the student is not satisfied with the informal resolution of their concern or problem, they may prepare a written complaint with supporting details of the conflict situation or complaint and submit this to their course director and the appropriate dean of student affairs (JSSOM, SON, SHP, SPPH or GSBS).

    Within five (5) working days of receiving the conflict resolution request or complaint, the course director will complete the investigation and prepare a written response. The dean of student affairs will forward a copy of the response along with a request that the student sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the course director’s plan of action.

    HEC Employees:

    HEC employees who experience a work-related conflict or who have a complaint should first attempt to discuss the matter with their direct supervisor. In some situations, this may be difficult or inappropriate. In these cases, the employee may request a meeting with the AVP of the HEC and Simulation or the VP of IPE and HEC to discuss the problem.

    If the employee is not satisfied with the informal resolution of their concern or problem, they may prepare a written complaint with supporting details of the conflict situation or complaint and submit this to their supervisor.

     The supervisor will investigate the merits of the conflict resolution request or complaint.

    The supervisor may consult with the VP of IPE and HEC or UTMB Human Resources

    representative, if necessary.
     
    Within five (5) working days of receiving the conflict resolution request or complaint, the supervisor will complete the investigation and prepare a written response. The supervisor will forward a copy of the response along with a request that the employee sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the supervisor’s plan of action.

    HEC Faculty Liaisons & Faculty:

    UTMB faculty functioning as a HEC Faculty Liaisons who experience a work-related conflict or who have a complaint should first attempt to discuss the matter with the Assistant VP HEC & Simulation. In some situations, this may be difficult or inappropriate. In these cases, the employee may request a meeting with the VP of IPE & HEC to discuss the problem

    If the faculty is not satisfied with the informal or formal resolution of their concern or problem, they may prepare a written complaint with supporting details of the conflict situation or complaint and submit this to the Vice President, Executive Vice Provost of Faculty Affairs, Provost, or President of UTMB or his/her designee. The decision and recommendations made by the President of UTMB, or his/her designee and all decisions will be final.

    UTMB faculty functioning as a HEC Faculty Liaisons who experience a work-related conflict or who have a complaint should first attempt to discuss the matter with the Assistant VP HEC & Simulation. In some situations, this may be difficult or inappropriate. In these cases, the employee may request a meeting with the VP of IPE & HEC to discuss the problem

    If the HEC Faculty Liaison is not satisfied with the informal resolution of their concern or problem, they may prepare a written complaint with supporting details of the conflict situation or complaint and submit this to the VP of IPE and HEC.

     The VP of IPE and HEC will investigate the merits of the conflict resolution request or complaint. The Assistant VP HEC & Simulation will consult with the VP of IPE & HEC, HEC Assistant Director(s) of Simulation, HEC Business Manager, Director of OLSET, Director of IPE and QEP, VP of IPE & HEC or UTMB Human Resources representative, if necessary.
     
    Within five (5) working days of receiving the conflict resolution request or complaint, the VP of IPE and HEC will complete the investigation and prepare a written response. The VP of IPE and HEC will forward a copy of the response along with a request that the faculty member sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the plan of action.

    If the faculty is not satisfied with the informal or formal resolution of their concern or problem, they may prepare a written complaint with supporting details of the conflict situation or complaint and submit this to the Vice President, Executive Vice Provost of Faculty Affairs, Provost, or President of UTMB or his/her designee. The decision and recommendations made by the President of UTMB, or his/her designee and all decisions will be final.