Texas Tech University Health Sciences Center (TTUHSC) American Heart Association (AHA) Cardiac Training Center. Policies and Procedures

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1 Texas Tech University Health Sciences Center (TTUHSC) American Heart Association (AHA) Cardiac Training Center Policies and Procedures 1

2 Training Center Coordinator Contact Information: Olivia Hernandez, BSN, R.N th St. STOP 8317 Lubbock, Texas T: F:

3 3 Section 1 TTUHSC Training Center (TC)

4 Course Scheduling The Training Center Coordinator is responsible for scheduling course dates for Advanced Cardiac Life Support (ACLS), Basic Life Support (BLS), and Pediatric Advanced Life Support (PALS) by reserving the appropriate space and equipment needed for each course. The Training Center Coordinator will notify the Unit Coordinator of scheduled dates. Course Participants may sign up for courses by contacting the Unit Coordinator or by visiting the SimLife Center Lobby. It is the Unit Coordinators responsibility to provide customer service to participants and scheduling appropriately. The following is needed from participants prior to scheduling - Participant Name - Payment must be received at the time of scheduling Course Cancellation Courses held in The F. Marie Hall SimLife Center cannot be canceled by instructors for low enrollment. Courses can only be canceled for illness or dire circumstances, in which a replacement instructor cannot be sourced. Repeated cancelations from an instructor will not be tolerated. Cancellation Procedure: - The Training Center Coordinator must be notified immediately. - The TC Coordinator will then try to find a replacement instructor. - If a replacement cannot be found, the course will be cancelled. - Students will be notified: o The course has been canceled o Upcoming dates o The opportunity to enroll in an online course Refunds for classroom courses can be granted to individuals who have signed up for a course that has been canceled by the Training Center. Refunds will not be issued for students who are no show or cancel within 3 working days of the course date. Training Center and Training Site Mandatory Record Keeping The TTUHSC Training Center and Training Sites must maintain records as defined on pages of the AHA Program Administration Manual. Procedure for Accepting Payments The F. Marie Hall SimLife Center accepts payments via check or credit card. The TTUHSC Training Center and TTUHSC Training Sites are not permitted to accept cash or maintain a 4

5 petty cash fund. Checks can be received in person or by mail. Credit cards may be accepted over the phone or in person. TTUHSC staff must handle payments in accordance with the Operating Policies set forth by the University and any policies and procedures set forth by the Simulation Program. Receipt of Credit/Debit Transactions The TTUHSC Training Center and TTUHSC Training Sites will not maintain credit card numbers or personal information for any reason. When accepting payments over the phone, credit card information will be entered directly into the card reader and not written or recorded in any manner. Course Completion Cards Issuing Cards Only the TTUHSC Training Center or Training Sites may issue cards. Instructors are not allowed to issue, purchase, or possess blank cards. Cards issued may not be handwritten and must contain the appropriate training center ID: TX Cards issued must contain the correct instructor ID. If instructor is not on the Instructor list, the instructor is not properly aligned with our training center and corrections are necessary before cards can be issued. The expiration date must be two years from the date of course completion. Cards must be issued by the Training Center or Site and in the possession of the student within 20 days of course completion. If an instructor is negligent in providing documentation within a reasonable time frame, they will be fined and disciplined appropriately. Before cards can be issued documentation for each student is to be verified: - Course roster information for each student must be complete. - For Healthcare Provider BLS, ACLS, and PALS students may not score less than 84% on the written exam. - The written exam for Heartsaver Cardiopulmonary Resuscitation (CPR), Automatic External Defibrillator (AED) and First Aid is optional - The score must be clearly written on each exam s answer sheet - The exam must be accurately graded - The times recorded on the skills sheets must be within the stated time frame. - Check marks must be placed in each box of the skills test. 5

6 The AHA coordinator is to be notified of any documentation anomalies or strange behavior. Along with documentation, instructors may submit course evaluations. AHA is now requesting that we stop sending evaluations via mail. If an instructor already has a few evaluations in their folder and the submitted evaluations do not contain additional comments or relevant information and consist of only basic answers, they will be disposed of. If the evaluation contains negative comments, the AHA coordinator is to be notified. Replacement Cards Replacement cards may be issued once successful completion of the course has been verified. The expiration date on the card will be two years from the course date. The cost of replacement cards will be $6. Printing Course Completion Cards Front of card: - The correct card has the course name printed at the top - Student s name (first, last name, title if applicable) - Issue date - Expiration date Back of card: - TTUHSC as the Training Center Name - TX04802 as the TC ID # th St. Lubbock, Texas as the TC Info - Course location - the address, city, or location where the course took place - Instructor Name - Instructor ID # - The student s signature will go on the last line of the back of the card upon issuance Requirements for New Instructors Instructor candidates for basic courses (BLS and Heartsaver) must meet the following criteria: - Successfully demonstrate knowledge and skills of Basic Life Support Instructor candidates for advanced courses (ACLS and PALS) must meet the following criteria: - Hold a valid and current certification or licensure in a healthcare profession that utilizes the skill set for advanced airway management and medication administration (example: MD, RN, EMT-I, etc. CNAs and EMT-Bs cannot teach advanced courses) - Be actively working and involved in patient care. 6

7 - Successfully demonstrate knowledge and experience in working codes in regards to protocol for ACLS and/or PALS. Manikin Decontamination Procedure Manikins used in the TTUHSC Training Center will be cleaned after each use. When renting equipment, instructors are to place face masks, barrier devices, and any other contaminated devices in the red biohazard bags, which are distributed, with each rental. These bags will be returned to the storage room for decontamination. Manikin lung bladders will be replaced every 6 months, when mouth-to-mouth resuscitation has been performed on the manikin, or as needed for repairs. Face Mask and Barrier Device Decontamination Procedure Face masks and barrier devices will be placed in a solution of 1/4 cup of bleach per gallon of water for no less than 10 minutes and no longer than 20 minutes. Face masks and barrier devices must be thoroughly rinsed with water and left to air dry. Fees September 2014 September 2015 Fiscal Year Card for any discipline - $6 Initial Classroom Course $50 Online Course - $50 Key Code - $25 Skills - $25 Provider Manual - $15 Initial Classroom Course $50 Online Course - $50 Key Code - $25 Skills - $25 Provider Manual - $15 Initial Classroom Course $75 Heartsaver CPR AED Heartsaver First Aid Heartsaver CPR AED First Aid 7

8 Online Course Key Code - $50 Skills - $25 Provider Manual - $55 Initial Classroom Course $50 Renewal Classroom Course - $50 Online Course (initial or renewal) - $50 Key Code - $25 Skills - $25 Challenge Course - $45 Provider Manual - $15 Healthcare Provider BLS BLS Instructor Course - $175 (Certifies Instructors for BLS and All Heartsaver Courses) Includes: Instructor Manual Course DVD Classroom Course Required monitoring at instructor's location Instructor Card Instructor Renewal - $100 Initial Classroon Course - $125 Renewal Classroom Course - $125 Online Course (initial or renewal) - $170 Key Code - $120 Skills - $50 Challenge Course - $100 Provider Manual - $40 Advanced Cardiac Life Support ACLS Instructor Course - $200 Includes: Instructor Manual Course DVD Classroom Course Required monitoring at instructor's location Instructor Card Instructor Renewal - $100 8

9 Initial Classroom Course - $125 Renewal Classroom Course - $125 Online Course (initial or renewal) - $170 Key Code - $120 Skills - $50 Challenge Course - $100 Provider Manual - $40 Pediatric Advanced Life Support PALS Instructor Course - $200 Includes: Instructor Manual Course DVD Classroom Course Required monitoring at instructor's location Instructor Card Instructor Renewal - $100 Equipment Rental Fees BLS Manikins - $5 per manikin per day. AED - $5 per AED per day DVD - $5 per day ACLS Airway Manikin - $25 per day Laryngoscope and Multiple Blades - $25 per day Weekend/holiday rentals will only be charged for each day the equipment is used. Equipment may be picked up on Friday and returned on Monday. Discount Pricing For classes of approximately 20 30, we offer a 20% discount on BLS and HeartSaver courses. Annual Administration Fee - $50 To help cover the cost of administration, Instructors will be assessed a yearly fee of $50. The yearly fee will be due each year on September 1*. If the fee is not paid by October 1, the instructor s alignment with the training center will be terminated for non-payment. *The due date for 2014 fees, will be announced at a later date. 9

10 Use of External Instructors SimLife Center staff will conduct classes held at The F. Marie Hall SimLife Center. At the discretion of the Training Center Coordinator, instructors aligned with the TTUHSC Training Center, may conduct courses on a voluntary basis. To help meet demand, under special circumstances an instructor may be offered a contract position with the Training Center. AHA Fee Disclaimer The AHA does not set or receive fees for courses offered by TCs or instructors. It is the responsibility of the TC and/or instructor to determine what fees, if any, to charge for courses and to ensure that billing practices comply with applicable laws. The following disclaimer must be printed on all TC promotional brochures, announcements, agendas, or other materials distributed to students in courses for which fees are charged: The American Heart Association strongly promotes knowledge and proficiency in all AHA courses and has developed instructional materials for this purpose. Use of these materials in an educational course does not represent course sponsorship by the AHA. Any fees charged for such a course, except for a portion of fees needed for AHA course materials, do not represent income to the AHA. Conflict of Interest Training Center Faculty and SimLife Center Staff employed by TTUHSC may not teach AHA training courses for profit within the boundaries of Lubbock County. Within Lubbock County, Training Center Faculty and Staff are acting as an extension of the TTUHSC Training Center and any financial gain, must be distributed to TTUHSC. Faculty and Staff, who wish to teach more than 10 courses a year for personal gain, must hold a secondary alignment with another Training Center. Responsibilities, communication, and any related duties regarding the secondary appointment must take place outside of work hours and work related duties. Faculty and Staff may not use their position at the Training Center to recruit, promote, or benefit from their secondary appointment in any manner. Equipment may be rented from the Training Center at the current rate established within the fee schedule. The current rate for cards and other materials will also be assessed. Employee Discount Simulation Center Employees may obtain BLS, ACLS, and PALS certification free of charge for classroom courses only. Employees utilizing their Instructor Certification to teach for the center may obtain their certification and renewal free of charge. Employees acting as instructors will be required to serve as Training Center Faculty and assist with Training Center Administrative duties. 10

11 Texas Tech University Health Sciences Center AHA Training Center: TX04802 Monitoring Request Form Date: Training Center Faculty, is requesting time away from assigned work duties for the purpose of monitoring an instructor in conjunction with the American Heart Association. Course Information: Street Address: City: State: Texas Course Discipline: Date: Time: Instructor to be monitored: I understand that I must conduct myself in a professional and ethical manner when monitoring instructors. It is my responsibility to be attentive during the course and assure course quality, as well as the proper conduct of instructors. I also understand that this request is not a request for vacation and I have not requested this absence in avoidance of other responsibilities, which I have been previously assigned. My travel will be limited to the course location and returning to The Texas Tech Health Sciences Center. Training Center Faculty Signature: Supervisor Signature: 11

12 12 Section 2 Instructor Alignment

13 Region The TTUHSC Training Center s region is within the boundaries of the State of Texas. Instructors wishing to teach courses outside of Texas will need to request permission in writing from the Training Center Coordinator and the American Heart Association. The AHA and/or the TC Coordinator may conditionally accept or deny the instructors request. Instructors seeking alignment with the TTUHSC Training Center must be located within a 60 mile radius of Lubbock, Texas. Exceptions can be made at the discretion of the Training Center Coordinator, with supervisory approval. Instructors who relocate may be asked to align with a training center in their area. Fees For Instructors New Instructors will pay: - Cost of Instructor Course for each discipline Current Instructors will pay: - Renewal Fee, due at the time of renewal - $100 - Annual Fee, due Dec. 1 of each year - $50 - $6.00 per certification card issued TTUHSC Training Centers do not accept cash. Checks made payable to TTUHSC and credit or debit transactions are acceptable forms of payment. Fees not addressed within Section 1 or Section 2 of this policy and procedures manual cannot be assessed without approval from the Director of The F. Marie hall SimLife Center. Course Guidelines Instructors will use the most current AHA guidelines and curricula including tests and textbooks materials in conducting courses where AHA completion or participation cards are issued. Each student of must have a current provider manual for the course in which they are enrolled. The manual is to be used by the student before, during, and after the course. In accordance with the Program Administration Manual ECC Training Center Library Policy, the TTUHSC Training Center will not maintain a library of manuals. Training Sites that are hospitals, EMS Agencies, or Fire Departments are allowed to maintain a library if the conditions outlined in the ECC Training Center Library Policy are meet. Rosters and course documentation must be complete and submitted to the training center within 3 business days of course completion. Instructors submitting late rosters will be assessed a fee of $30 per roster. After three subsequent late rosters, the instructor s alignment with the TTUHSC training center will be under review. Training Sites may set their own requirements 13

14 and penalties for documentation, as long as cards are issued to students within 20 days of course completion, as outlined in the AHA Program Administration Manual. Training Sites should also submit documentation to the training center within 20 days of course completion. Instructor Guidelines Instructors must inform the training center of the date, time, location, discipline, and the number of students being taught prior to the start of the course. TTUHSC Training Center Faculty may monitor a course at any time. This information will be placed on the Training Center's AHA shared calendar and used for monitoring, as well as statistical data. Instructors that fail to inform the training center of courses will be fined $30 per roster. In the event of repeated offenses, disciplinary action against the instructor will be taken. Communication with the Training Center Aside from visiting our training center in person, instructors may notify the training center of upcoming courses, submit rosters and documentation in the following manner: Phone: Fax: In the event of an absence, we ask that instructors no longer contact training center faculty directly by , unless the matter is confidential. Please submit rosters and other information to the distribution list, Test Security The Training Center Coordinator will issue tests and answer keys to the instructor. It is the instructor s responsibility to secure exams at all times. No one other than the instructor(s) for the course should be responsible for grading tests or have access to the answer key. Written Test Guidelines: - Do not give tests as pre-course material - Do not leave tests out before, during, or after a course - Use the most current version of the exam - Verify that all tests and answer sheets have been returned before dismissing students - Improper grading of an exam is grounds for termination of your alignment with the TTUHSC training center - Ensure a secure testing environment. Students are not allowed to talk during a test and should be supervised for the duration of the examination. 14

15 Skills Testing Procedure Testing is to be conducted as stated in the instructor manual for each discipline. Skills testing should be conducted at the end of each course and separate from practice sessions during the course. Instructors are not permitted to cut corners by straying from the guidelines set forth in the testing section of the instructor manual for each discipline. Procedure for Monitoring Instructors Instructors have the responsibility of notifying the Training Center of the time, date, and location of courses taught. This information is to be placed on the AHA shared calendar by the Unit Coordinator. Training Center faculty, along with the Training Center Coordinator will be responsible for conducting random monitoring of instructors. Each instructor should be monitored at least once a year. Instructors will not be notified of when they will be monitored. Instructors should be prepared for monitoring during every course taught by following AHA guidelines at all times. Training Center Faculty must fill out a Monitoring Request Form and acquire supervisory approval before conducting monitoring outside of The F. Marie Hall SimLife Center. Procedure for Renewing Instructors Instructors must meet all the requirements for renewal set forth in the current Program Administration Manual. Instructors need to have been monitored within 3 months of expiration or at the time of renewal. Instructors seeking renewal will be responsible for securing a location, equipment, and students. Instructor Status Revocation The TTUHSC Training Center has zero tolerance for fraud. Instructors who engage in fraud, deception, or any variation of deviance from the policies within this manual and the guidelines outlined by the AHA will forfeit their alignment with the TTUHSC Training Center. The Training Center Coordinator will document all offenses committed by an instructor in writing. This documentation will be filed in the instructor s folder and taken into consideration at the time of renewal. An instructor s alignment with the TTUHSC Training Center is at the discretion of the Training Center Coordinator. Though not a preferable method of action, alignment can be terminated by the Training Center Coordinator at any time for any reason. 15

16 The American Heart Association is the only entity that holds the authority to terminate an instructor s status. The Training Center Coordinator only has the authority to terminate the instructor s alignment with the Training Center. However, the Training Center Coordinator can make a recommendation to the AHA that the instructor s status be revoked. Remediation Remediation should be conducted in accordance with the AHA Instructor Manual for each discipline. Smoking Smoking is prohibited during all AHA courses, regardless of the location in which the course is being held. Challenge Courses Challenge courses may be offered for BLS, ACLS, and PALS. As stated in the current Program Administration Manual, a challenge course occurs when a student requests to complete course testing requirements without participating in an AHA classroom or online course. Challenge courses are subject to specific guidelines, please refer to the April 2012 Memo titled Challenge Option Defined, located on the Instructor Network. Most importantly, challenge courses may not include practice or remediation. 16

17 Texas Tech University Health Sciences Center AHA Training Center: TX04802 Instructor Agreement The undersigned has agreed to affiliate with TTUHSC s Training Center of The American Heart Association as a instructor and hereby agree to comply with the guidelines set by the TTUHSC Training Center and The American Heart Association. I will notify the training center 3 days prior to teaching a course by providing the date, time, and location of the course as outlined in the instructor guidelines of the Training Center s Policies and Procedures. I will submit copies of rosters, skills sheets, exam scores and other documentation from such courses in an orderly manner. I agree to teach at minimum 4 courses for each certified discipline within two years as required by The American Heart Association in order to maintain my instructor status. I will notify the Training Center of any change in contact information, such as change in name, address, or phone number. I will also update my contact information within the AHA Instructor Network. I understand that my alignment as an instructor with the Texas Tech University Health Sciences Training Center is granted on a conditional basis of compliance and professional behavior. The renewal of my instructor certification is at the discretion of the Training Center Coordinator. The TTUHSC Training Center is not responsible for any losses or hardships endured by the revocation of my alignment. Date: BLS ACLS PALS Print Name Phone Number Signature Address Mailing Address 17

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