Updated January 3rd, 2012
Glaxo Wellcome Clinical Education Centre Access Policy
Policy Statement
December, 2011
Through its mandate, the Glaxo Wellcome Clinical Education Centre (CEC) welcomes and encourages creative and innovative educational ideas and the utilization of its facilities and services. Historically access to Site I facilities has been provided on an equitable basis for all schools within the Faculty of Health Sciences and this principle will continue.
In applying to use the clinical examination rooms in the CEC, all users must have a curricular requirement for one or more of the facilities’ unique features in their courses or programs, e.g., human resources such as Volunteer patients, media streaming and simulated clinical areas. Priority will be given to those users for whom these unique features are essential to delivery of curriculum in clinical skills courses. Activities involving the learning of clinical skills by pre-graduate learners will usually be given precedence for resources on weekdays throughout the academic terms.
Scheduling Priorities
Requests for booking space and services in the CEC will be given the following priority:
Priority 1 Delivery of skill-based, Faculty of Health Sciences curricula requiring the unique features of the CEC including undergraduate, graduate, and faculty development initiatives.
Priority 2 Delivery of Faculty of Health Sciences curricula using (but not requiring) the unique features of the CEC.
Priority 3 Faculty of Health Sciences curriculum or other programs not using the unique features of the CEC.
Priority 4 Programs relating to continuing professional education in the health science disciplines.
Priority 5 Other academic programs outside the Faculty of Health Sciences.
Priority 6 Community and private sector requests
Scheduling Deadlines
Priority 1 Requests:
Priority 1 requests for the following academic year (fall, winter, and spring terms) will be scheduled exclusively from the third Monday in February* until March 31st. This allows programs who were not successful in securing their time through central timetabling to revise.
* The CEC deadline for course submissions is set to precede the University Registrar’s deadline for timetable scheduling by approximately 2 weeks. This enables courses requiring CEC space to confirm their CEC times before the remainder of the curricula is timetabled. Note that the Registrar’s deadline may change from year to year.
Priority 2 Requests:
Priority 2 requests will be scheduled immediately after Priority 1 requests are finalized.
Priority 3 to 6 Requests:
Priority 3 to 6 requests for weekday space will be considered in order of receipt.
Booking Policies and Procedures
In order to ensure smooth, equitable access, the following policies and procedures have been established.
Faculty/Staff Bookings for Classes, Courses, Meetings, etc.
1. Submitting Requests for Space and Services
1.1 All requests for CEC space and services must be submitted in writing, by either:
1.2 A description of how the space will be used must be provided before bookings will be confirmed. The description must clarify which features of the CEC are required, and why the specific rooms are required for the desired length of time.
1.3 Confirmation of requests for space/resources will not be considered finalized until confirmed in writing.
1.4 Bookings for student class presentations (including time, equipment and space) must be made by the course instructor.
2. Requests for Clinical Examinations (OSCEs)
2.1. OSCEs must be booked separately from classes, and when possible, booked at the time of course booking. Eight weeks notice is recommended with a minimum of four weeks in advance.
2.2 OSCEs booked 8 weeks in advance will normally take priority over Priority 2 to 6 bookings. Where an OSCE conflicts with a Priority 1 class, the Manager will attempt to negotiate a resolution, using the two groups’ flexibility and past practices as criteria. If a satisfactory resolution is not obtained, the faculty members involved will be asked to resolve the conflict.
2.3 If Volunteer patients are required for the OSCE; they must be booked 8 weeks prior.
2.4 Groups requiring assistance with OSCEs (set-up, timing, orienting candidates, monitoring traffic flow, etc.) must submit a request outlining the type of help, number of people required, and duration of the help at least 3 weeks in advance of the OSCE.
3. Requests for Volunteer Patients
3.1 Requests for Volunteer Patients must be made when the original booking is submitted. Requests must be made to the Coordinator of the program: Cheryl Descent, Volunteer Patient program.
3.2 Course instructors must provide written confirmation of the numbers and general characteristics of Volunteer Patients requested no later than one month prior to the class in which they are required.
4. Conflicting Requests
4.1 Requests for use by each program (Medicine, Nursing, Occupational Therapy and Physical Therapy) should be coordinated within the program so that faculty from the same program are not asking for use of space at the same time. When one curriculum request conflicts with another from the same program, CEC staff will request that the conflict is worked out at the program level.
4.2 When two or more requests for the same space and time are received from different programs, CEC staff will make a decision based on CEC priorities, past bookings, and the number of resources needed. If the decision is not satisfactory, faculty may be asked to negotiate.
5. Changes to Bookings
5.1 Changes to bookings involving space or audiovisual requirements must be submitted to the CEC in writing. Any changes should be submitted at least 1 week prior to the scheduled activity.
5.2 Changes to bookings involving human resources including hands-on staffing or Volunteer Patients must be made at least 2 weeks prior to each scheduled session.
5.3 Failure of a group to show up for its scheduled event causes considerable inconvenience to CEC staff and may deprive other courses of these resources. Recurrent late cancellations or failure to attend will require discussion between the CEC Manager and the program Director.
Student Bookings for Practice, Meetings, Events, etc.
1. Requests for space for group meetings may be made for an entire term by:
2. Requests for practice space may be made for the same day or up to one week in advance:
· in person at the front desk
· by telephone (613-533-2380)
· by email to clinedc@queensu.ca
Requests will be handled in order of receipt.
3. Bookings for student class presentations (including time, equipment and space) must be made by the course instructor.
Policy modified: December, 2011
