Scheduling Guidelines

Jump is an Immersive Simulation and Educational Facility. Our vision is to improve outcomes while lowering health care costs through the innovative training of novice and medical professionals.

All events at Jump are prioritized based on this vision and must follow the Ethical & Religious Directives of the Catholic Church. A map of Jump and other useful building information can be found here. 

Scheduling

Simulation-based educational events with approved curricula are first priority at Jump. Scheduling occurs on a calendar year basis. The annual schedule will open for booking in the preceding year according to the timeline posted on the Jump portal. Scheduling for the year will begin with approved curricula receiving the first opportunity to schedule. Simulation resources will be scheduled according to submitted multiple session maps (MSM).

General educational events may be booked at any time once general education and event scheduling opens for the upcoming year.

General meetings may be scheduled a maximum of 30 days out.

Jump Simulation & Education Center is closed to observe six ministry holidays each year: New Year's Day, Memorial Day, 4th of July, Labor Day, Thanksgiving Day and Christmas Day.

Priority of Use

Jump has reserved the right to determine the priority for meetings and large-scale events based upon the following criteria:

• Educational events
• Revenue-generating events
• Fiscally responsible events
• Meets a regulatory requirement
• Meets a system-wide initiative or a local initiative
• The requested space be utilized at 80% capacity or above
• Historical utilization for the event has been validated
  
  

If two conflicting events of comparable priority request the same date and time, resources will be assigned on a first-come, first-served basis.

Rescheduling and Reassignment of Resources

Jump has reserved the right to schedule/reschedule events as needed based on attendance, priority and the ability to properly prepare for the event. At least 30 business days notice will be given when general education events need to be rescheduled or relocated outside of Jump in order to provide access to simulation-based events.

Acceptable reasons that an event may be rescheduled or resources may change:

• If the capacity of the space well exceeds the number of participants for a single event.
• If a large-scale conference needs to utilize the entire facility, a meeting or event may be moved to a different space or rescheduled.
• If a simulation-based event requires space, a didactic-based educational event may be relocated to a different space or rescheduled.
• If a revenue-generating event is being held, a meeting or event may be moved to a different space or rescheduled.
• If a system-wide event is being held, a meeting or event may be moved to a different space.
• If a simulation event does not have a MSM with case/session information submitted at least 4 weeks in advance. Any cases/sessions that are being run for the first time will also be required to complete an add/modify form.
  
  

*NOTE: Jump will try to ensure that all parties involved can find an acceptable solution to their event needs. If you are rescheduled, Jump will do everything in its power to place you in a different space within Jump. Events that cannot be relocated within Jump will have at least thirty days notice.

Scheduling Release Dates

The following procedures were created with the needs of all those we serve in mind and have been approved by the Jump Management Council. All prioritization and guidelines listed above were the driving standards in creating this schedule. Upon the release dates determined below, Jump resources will be available for booking within the Calendar Year (January thru December).

Static Events are defined as simulation-based educational programs with immovable time frames. All static events will be determined by Operations Council. On April 1, all Course Directors for Static Events are able to email Jump Event Liaisons for event requests in the following calendar year. If available, Course Directors should communicate all pertinent information regarding the course, including timing, space needs and desired equipment, to the Events Liaisons to ensure all resources are reserved for the event. 4 Weeks Prior to your scheduled event, you must submit a MSM that includes the cases/sessions you intend to run. If this information is not received at least 4 weeks in advanced of your event, we cannot guarantee that we will be able to provide you with all the necessary resources for your event. All Static Events will be reviewed for conflicts. Any conflicts will be presented to all affected facilitators in an effort to reach a solution.

Paid Conferences for the calendar year will be able to schedule beginning on April 16. All conferences will be scheduled on a first-come, first-served basis.

General Simulation events for the calendar year will able to book beginning on June 1. All simulation events are required to submit an MSM and/or case selection before space can be reserved. All simulation resources will be reserved on a first-come, first-served basis, based on the MSM/case information that has been submitted at the time of the request.

Due to the time required to properly prepare for simulation-based events, events will run based on the sessions/cases provided 4 weeks prior to the event.

New (including pilot) programs/projects developed during the scheduling year may schedule on a first-come, first-served basis once an Intake Form has been submitted. New Cases/Sessions for an existing project are required to submit an Add/Modify form for the new case. If insufficient resources are available, course directors are encouraged to discuss resource sharing with programs from their respective institutions with events within the desired timeframe.

General Education events for the calendar year will be able to book beginning July 1. All general education events will be booked on a first-come, first-served basis.

Remaining Events which do not fall in to one of the above categories will able book beginning August 1.

Cancellation Policy & Refunds

Cancellations should be made a minimum of seven (7) business days prior to the event. Please contact our events liaisons at (309) 677-0810 who will inform the rest of the Jump team upon receiving the cancellation.

Please Note: If you have chosen to cancel your event, it is your responsibility as the facilitator of the event to contact and inform all attendees and participants.

Refunds

• If 90 day notification is given, the advanced deposit will be refunded.
• If 90 day notification is not given, the advanced deposit will not be refunded.
• If seven (7) business days or less notification is given, full payment from the organizing entity will be owed.
  
  

Standardized Participants

Standardized Participants work as PRN staff and, as such, commit to preparing for and carrying out simulations as needed based on events scheduled and the requests of the organizers. As part of our responsibilities for Workforce Commitment, the following indicates the cancellation guidelines for events requesting the use of SPs:

• For events which cancel within one week, departments will be charged at the standard SP rate for 2 hours pay
• For events which cancel after 7pm the night before, departments will be charged the full rate for the event (minimum 2 hours pay).

Questions?

Our Events Liaisons are ready to answer any questions you may have about planning your next event at Jump!

Phone: (309) 677-0810
Email: events@jumpsimulation.org