Step 1: Schedule a Simulation Online

Complete the online form at least 90 days prior to the new simulation course.

Schedule a Simulation

Step 2: Attend a planning meeting

Once the ARF is submitted, the UT Southwestern Simulation Center (UTSWSC) coordinator will reach out to you in order to schedule an intake planning meeting. During that meeting, the Simulation Team will gather pertinent data information from the activity director, including curricula, materials, modalities, instructional design, assessment, and logistics via the “UTSWSC Curriculum Development Planning Guide” (CPDG) and “UTSWSC Intake Form”.

Step 3: Partner with Simulation Team on the development of the simulation

Capture the Simulation Curriculum Using the Curriculum Planning Development Guide

• Conduct a needs assessment or gap analysis.
• Define the goal(s) and objectives of simulation.
• Select appropriate methods, modalities, and educational strategies.
• Select learner evaluation tool.
• Conduct a review of the program evaluation.
• Define how the simulation will be evaluated.

Develop education and training materials

These materials are developed by instructors, department coordinators, educators, activity directors, and UTSWSC staff. Sim cases and Simulated Patient (SP) scenarios and are developed using the UTSWSC Scenario Template which is reviewed by the Simulation Educator or Simulation Specialists for completeness, feasibility, and appropriateness.

• Review of materials: needs to occur two months prior to simulation activity and six months prior to an SP activity.
• Demonstration videos or train the trainer videos may also be created by instructors and UTSWSC staff to ensure all participating standardized patients, facilitators, evaluators, or educators are well trained; additional time should be allocated for a dedicated in-person meeting for this purpose, either as a small huddle (often just-in-time) or a more formal session as needed.

Step 4: Collect and review materials for completeness

Coordinator reviews documents and confirms tentative hold on time and space. Budgetary quote is provided (if applicable). This is based on the selection of modalities, rooms, timing, simulation staff, and materials. The quote will be provided by the Financial Analyst II and approved by the Operations Director.

Step 5: Receive approval or revision

Once complete, materials are forwarded to respective manager for approval. After manager’s approval, they are sent to Operations Director for approval, and if applicable, presented to governing committee for final approval. Simulation Coordinator notifies activity director the activity has been approved and reservation is confirmed.

Step 6: Simulation Team builds materials into appropriate platforms (manikins, LMS system, etc.)

Simulation Team notify appropriate data experts and prepare the expected reports.

Step 7: Walk-through then pilot of the activity

The scenarios or scripts are then piloted (during a walk-through) with the activity directors(s) and UTSWSC staff.

• SP activities - the simulation team will complete a walk-through of the activity with you. After walk through the team will partner with you to schedule a pilot, in which learners are recruited and any materials are validated. 
• HF activities - a walk through will be scheduled. The Simulation Team will assist with making appropriate revisions to the activity from the pilot. 
• Activity directors - Simulation team covers the expectations of activity directors for a session.  

Step 8: Implement/execute activity

All activity directors and instructors should have a train the trainer, so the activity, flow, scenarios/scripts, and assessment tools are well understood. Rooms will be set up and ready for the day, based on the intake form. Additional changes on the day of will be considered on a case-by-case basis, depending on simulation resource availability. During an activity, learners will be asked to sign in via the Simulation Center iPads and complete the post-activity survey prior to leaving. The Simulation Team member will assist with this, but it is the activity director’s responsibility to ensure learners are directed to this prior to and after an event.

Step 9: Evaluation

• Learner evaluation
• Faculty/Instructor Evaluations
• UTSWSC Evaluation
• UTSWSC Curriculum Evaluation

Step 10: Post activity debrief with Simulation Team

A debrief will be scheduled by the SPP or High-Fidelity Manager. During this debrief, the Team will elicit things that went well and improvements for next time.

Step 11: Make quality improvements and revisions of activity

Improvements are made to the activity based on outcomes and feedback from the activity participants.