CLRC Procedural Manual
Texas A&M Health Science Center
Clinical Learning Resource Centers
Procedural Manual and Overview
- Research Procedure
Overview BACK TO INDEX - TOP OF PAGE
The mission of the Texas A&M Health Science Center (TAMHSC) Clinical Learning Resource Centers (CLRC) is to provide educational opportunities for students of the TAMHSC along with current and future health professionals outside the TAMHSC. This mission will enhance health professional education and training and improve quality of patient care. These educational opportunities will be provided in a simulated clinical setting where learning and practice of skills and principles can be accomplished in a safe and nurturing environment.
The vision of the CLRCs is to be recognized as one of the premier institutions in the country for utilizing, improving, promoting and sharing simulation technologies in health care professional education.
Simulation Technologies – Virtual reality software programs, partial task trainers, human patient simulators, simulated clinical environments, standardized patients and clinical simulation scenarios.
Utilizing – Integrating simulation technologies into curriculum to teach skills competencies, critical-thinking skills, team working at the intraprofessional and interprofessional levels, knowledge application, and interpersonal communication skills.
Improving – Conducting research to validate simulation technologies as effective methods to translate classroom knowledge into clinical skills competencies and integrating evidenced-based research results into health care professional education modalities.
Promoting – Collaborating to share new developments and techniques that utilize simulation technologies in better and innovative ways with the larger community of health care educators that employ simulation technologies.
Sharing – Engaging community entities by utilizing simulation technologies to benefit community health, educating community health care providers and encouraging community youth to select health care professions as a career choice.
All staff within the CLRCs values the right of every student to learn and gain experience in a nonthreatening, nurturing and safe environment with the promise of maintaining the confidentiality related to that experience.
Governance BACK TO INDEX - TOP OF PAGE
The development and activities of the CLRCs are under the direction of the vice president for academic affairs.
The CLRC director is responsible for all decisions affecting the CLRCs with the exception of those decisions made at administrative levels of the Texas A&M Health Science Center.
The staff of the CLRCs is dedicated to assisting faculty and instructors in conducting educational activities within the CLRCs. This does not include the responsibility for providing instructions or skills training without the participation of the faculty or instructor. At the request of the faculty or instructor prior to the simulation, CLRC staff can participate in preparing students for a scenario or in debriefing students following the completion of a scenario.
All CLRC staff will conduct themselves in a professional manner consistent with the mission, goals and expectations of the Texas A&M Health Science Center.
The highest level of confidentiality for students, standardized patients, faculty and instructors, and other health professionals utilizing the CLRCs will remain a priority.
The CLRC staff will not be responsible for directly mentoring any students. Mentoring activities by instructors or faculty will be supported and facilitated by staff. Mentoring of personnel by CLRC staff will be considered on a case-by-case basis.
The CLRCs will be open for operation 8 a.m. to 5 p.m., Monday through Friday, unless otherwise specified at a particular location. Activities that require the use of a CLRC beyond normal hours of operation may be necessary, periodically, to meet the mission and goals of the CLRCs. Requests for use of one of the CLRCs outside of normal business hours will be considered on a case-by-case basis, subject to the availability of resources, funding and personnel to oversee the activity.
Scheduling and Priority of Use BACK TO INDEX - TOP OF PAGE
All requests for use of a CLRC facility are to be submitted via the scheduling system of the TAMHSC. Please contact the CLRC for more information on this process. Scheduling of a CLRC as a portion of a course should be submitted at the time the official academic calendar is approved for the academic year. Additional information regarding specifics of the request must be provided to the CLRC coordinator as soon as feasible but no later than six weeks prior to use. Information should be provided using the CLRC Use Request Form before a request may be finalized.
The CLRC Use Request Form includes the following:
- College (or entity submitting the request) and an individual point of contact/requestor with contact information
- Activity to be performed
- Number of students attending activity
- Equipment required (including A/V equipment)
- Consumable supplies required
- Any special requests, i.e., requests for moulage of manikins or the use of standardized patients.
If the activity will involve a simulation scenario, the scenario information will need to be provided with the request form. Use Request Forms should be received by the CLRC coordinator at least six weeks in advance of the activity to permit time for planning, resolving of scheduling conflicts and preparation for the activity.
No rooms will be “blocked” for an extended period of time for a component’s exclusive access or use. Only those rooms needed to support activities specifically outlined and scheduled per the process outlined above will be reserved.
In the event scheduling conflicts occur between components or programs, an attempt will be made to bring the affected parties together to seek alternative solutions based on the priority hierarchy outlined below. In the event a resolution cannot be reached, the vice president for academic affairs will intervene.
- Formal instruction of TAMHSC students consistent with a published class schedule and course offerings
- Required standardized testing or skills check-offs for TAMHSC students
- Review sessions for TAMHSC students
- Interprofessional training sessions involving TAMHSC students but not required within the curriculum (If required, then the request would be given priority as indicated in No. 1 above.)
- Community outreach or pipeline programs sponsored by the TAMHSC, including continuing education opportunities sponsored by the TAMHSC
- Academic partners requesting use of CLRC facilities
- Community organization requests (e.g., hospitals, clinics)
Other than regular curricular activities, a fee will be charged for use of CLRC rooms, equipment, supplies and standardized patients. An estimate of charges will be provided to entities upon request or when an inquiry is made regarding use and scheduling of the facility. You may view the Bryan and Round Rock CLRC fee schedules at the links below.
Cancellations should be made as soon as possible to allow other programs to use the facility if so desired but no later than one week prior to the activity.
All activities conducted in the CLRCs will conform to the mission and procedures of the TAMHSC and those outlined in the present document. All supplies and equipment are intended for use in educational activities only. It is the procedure of the CLRCs that neither invasive procedures nor direct patient care will occur within the CLRCs unless under extraordinary circumstances with the expressed written consent of the president of the TAMHSC.
Supplies and Equipment BACK TO INDEX - TOP OF PAGE
CLRC equipment may be checked out to responsible persons/entities for a limited and specified period of time based on availability of equipment, intended use and the person/entity’s standing with the TAMHSC. A check-out request form is maintained by the CLRC coordinator, including contact information for the person/entity and the name and position of the person assuming the responsibility for the care and return of the equipment, the date the equipment will be picked up and returned, intended use, and intended users. Should intended users of the equipment be individuals not within the TAMHSC, or minors, additional release forms may be required.
Requests for the CLRCs to acquire additional equipment or to replace existing equipment should be directed to the CLRC director through each component's dean of academic affairs for consideration. The purchase of equipment is contingent on projected use and benefit to the TAMHSC students and the availability of sufficient resources. An inventory of all equipment available for use is available upon request. Please contact your office of academic affairs or the CLRC for a form to request acquisition of new equipment.
The CLRC coordinator is responsible for the acquisition of necessary and suitable supplies for all activities conducted within the CLRC under direction of the CLRC director.
Maintenance and cleaning will be supervised by the CLRC coordinator and recorded for periodic review by the CLRC director.
Damage to equipment within the CLRCs by abuse or misuse is the responsibility of the entity involved to accomplish appropriate repairs or replacement. Responsible entities entrusted to check out CLRC equipment will be financially responsible for any damages, missing items, repairs or replacements that may arise due to abuse or misuse of the equipment.
CLRC equipment used in-situ will be used under the supervision or delegation of the responsible entity to which the equipment was checked out. Use of CLRC equipment in-facility will be under the direct supervision of CLRC staff or a trained faculty/instructor. Students will not be allowed to use CLRC facilities or equipment without the permission of CLRC staff or in the presence of a properly trained faculty/instructor.
A comprehensive list of needed supplies for all training activities to occur within one of the CLRCs must be provided by the organizer of the activity at the time of scheduling the use of the facility. The source of funds for all consumable materials must be identified by the organizer prior to the activity unless prior arrangements have been made with the CLRC coordinator. Nonconsumable supplies or equipment unique to a particular activity may also require the identification of source of funds depending on the nature of the activity and consideration by the director of the CLRCs.
Precautions and Advisories BACK TO INDEX - TOP OF PAGE
Security personnel are located near the entrance to the building. The CLRCs rely on facility security to provide information and instructions to visitors and vendors on parking and building regulations.
All items in the CLRCs are intended for use on manikins in simulated clinical environments. No equipment, medications or supplies should be used on actual humans. Practice is restricted to manikins and simulation activities only.
No food or drink is to be consumed in the CLRCs. Please be aware of the damage that can be done to CLRC equipment by fluids and organic matter.
The CLRCs handle hazardous waste according to the policy of the TAMHSC Department of Environmental Health and Safety. Individual environmental health and safety manuals can be found at http://www.tamhsc.edu/ehsm/manual/index.html.
The CLRCs have latex products and equipment with latex content throughout the facilities. Maintaining posted notification of the presence of latex in the CLRCs at all entrances to the facilities is the responsibility of the CLRC director. Latex-free personal protective equipment is provided for use in the CLRCs whenever possible and reasonable. However, exposure to latex is a high probability at anytime one is in the CLRCs. Individuals with known allergies and entering a CLRC should take steps to protect themselves from exposure, make their allergy risk known and provide for emergency treatment (e.g., EpiPen) or refrain from entering the CLRCs.
Many areas within the CLRCs are capable of being observed and recorded with audio and video equipment. Every person entering a CLRC is subject to being observed and recorded by audio and video equipment. Warning signs are posted at all entrances to the CLRCs advising of the potential for such activities.
Video recordings of activities within the CLRCs are available for viewing online by faculty and students. Permission to view each video is granted under direction of the faculty or instructor responsible for the activity. Videos should not be downloaded or placed on portable devices. Requests to download videos or remove them from the system must be made to the CLRC director. Videos of non-TAMHSC students or activities may be downloaded and provided to the participants at their request.
CLRC staff maintains student records in electronic format. These recorded audio/video encounters with manikins and live patient actors are used for formative and summative evaluation of student performances during clinical simulations. The records are maintained on TAMHSC network servers. All of these records are managed according to the State of Texas Records Retention Schedule for The Texas A&M University System Agency Item No. 01.401.10 (Completed Class Tests and Examinations, Students’ Course Papers). The Records Retention Schedule Item No. 01.401.10 mandates retention of records for the time of their administrative value plus one (1) year. No student records will be deleted from their electronic storage without following the TAMHSC policy of notifying the appropriate records management liaison by means of a TAMHSC Records Disposition Form.
The faculty and instructors will determine who is permitted to observe simulation activities, or related video recordings, at their discretion. The faculty member of record responsible for any given activity is to provide the CLRC director the names of all those given permission to observe the activity or subsequently review related video recordings. No one will be allowed to observe a simulation activity, nor subsequently review video recordings, without the permission of the instructor of record or the director of the CLRCs.
Students and employees of the TAMHSC are not required to give permission to be recorded or viewed participating in simulation activities. Participants outside the TAMHSC are required to sign a form giving their permission to be recorded and have their video used by the TAMHSC for educational and promotional purposes.
Research Policy BACK TO INDEX - TOP OF PAGE
All research within the CLRCs shall be approved by the CLRC director before the initiation of any such projects.
All articles and publications regarding research activities within the CLRCs shall be reviewed and approved by the CLRC director prior to dissemination and must include a statement acknowledging the role of the CLRCs and their staff in the conduct of the research reported.
Expenses for approved research activities within the CLRCs whose scope goes beyond routine educational activities shall be the responsibility of the researcher(s) conducting the research activity. These expenses may include consumable supplies, standardized patients, staff time, facility usage or other expenses incurred by the CLRCs in the process of conducting the research.
All human subjects research conducted in the CLRCs must be approved by an Institutional Review Board (IRB) sanctioned by the vice president for research and graduate studies. Each individual project involving human subjects research must be reviewed and approved by an IRB prior to its initiation.
All grant proposals including the use of a CLRC, purchase of equipment for a CLRC or CLRC staff support must be reviewed by the CLRC director prior to submission.
Operations BACK TO INDEX - TOP OF PAGE
Scenarios are provided to appropriate CLRC staff by the individual requesting use of the CLRC facility and who will have responsibility for the oversight of the activity. CLRC staff will maintain the integrity of the scenarios by all means possible. The use and validity of a scenario is at the discretion of the component that provided the scenario. Scenarios provided to the CLRCs will be considered the property of the Texas A&M Health Science Center. All scenarios to be performed in the CLRCs must be reviewed by the CLRC staff prior to the scenario being performed for approval and adherence to CLRC procedures. This includes scenarios involving manikins and standardized patients.
Gifts and Donations BACK TO INDEX - TOP OF PAGE
Staff may not accept gifts from vendors without prior approval of the CLRC director and consistent with TAMHSC and Texas A&M University System policies related to conflict of interest. All requests for information relating to grants or donations should be directed to the CLRC director.