Policy Title: Originating Department /Committee:

Workshop Creation Policy Clinical Simulation Administration, Academic

Affairs & Training
Policy No.: AAT-CSA-004 Page 1 of 4

First Approval Date : Revision Number:

Approved By: Director General /CEO Approval Date:

Purpose:
 To provide guidelines on the process of workshop creation and application.
 To estimate the workshop expenditures and acquire the financial approval to conduct the workshop.
 To ease communication between concerned departments.
 To encourage staff to conduct training events and to minimize cancelation.
Policy:
1. The Clinical Simulation Administration shall disseminate the Facility Booking Form to all KAMC Medical
and Allied Health Administrations at the start of the third quarter of each year.
2. The Academic Coordinator of Medical and Allied Health Administrations are expected to complete the
Facility Booking Form. All simulation courses and workshops, educational requirements and training plans
of their respective medical and allied medical administration (including residency and fellowship
programs, nursing and staff inter-professional developmental training) for the next year must be included
in the Form.
3. All planned simulation workshops listed in the submitted forms will be included in the Yearly Calendar of
Simulation Academic Activities of the Clinical Simulation Administration. The inclusion of these activities
are those academic activities with simulation hands-on practices only. Academic activities without
simulation hands-on practices and purely lecture course will be excluded and be will referred to the CME
Administration.
Procedures:
1. The Clinical Simulation Specialist shall communicate with the respective administration at least three
months prior to the planned date of simulation workshop. He or she will schedule a meeting with the
Academic Coordinator and/or Workshop Director to discuss further on the procedures of the workshop
application and its necessary requirements listed hereof:
A. Workshop Outline
A.1 The Workshop Director will design the outline of the workshop. The approved Outlines of
CME/PD Activities Form will be utilized (AAT-IME-001-FR.2)
A.2 The Workshop outline shall include the workshop’s general information, main objectives,
target participants and the schedule of the workshop.
A.3 The main objectives of the workshop shall be SMART (specific, measurable, attainable,
realistic and time bounded).
B. Paid Training Form
B.1 The approved Paid Training Form (AAT-IME-001-FR.4) will be accomplished by the Workshop
Director.
B.2 This includes event information, estimated budget, expenditures and total revenue, program
schedule, program implementation and estimated budget summary.

FR.1-TQM-001
 Policy Title: Originating Department /Committee:
Workshop Creation Policy Clinical Simulation Administration, Academic
Affairs & Training
Policy No.: AAT-CSA-004 Page 2 of 4

First Approval Date : Revision Number:

Approved By: Director General /CEO Approval Date:

B.3 The completed form shall be forwarded to the Clinical Simulation Administration for review
and/or revision if needed.
C. Workshop Classification Form
C.1 Workshop shall be classified according to the level of training provided for the participants.
Basic workshops provide initial level of educational training to the target audience. Advanced
workshops renders a high level of educational training to the target audiences. While
Specialized workshops are with intensive high level of educational training.
C.2 It is the responsibility of the Clinical Simulation Specialist to completely fill-out the
Classification Form.
C.3 The Clinical Simulation Specialist will coordinate with the Workshop Director, Office of the
Head of the Specialized Department, Office of the Chief of Medical Officer and the Office of
the Executive Administration of Academic Affairs and Training to secure the required
signatures in the Classification Form.
D. Curriculum Vitae of the Speakers
D.1 Approved and published Speaker CV Summary Form (ATA-IME-001 FR.3) will be used by the
speakers of the workshops for their Curriculum Vitae.
D.2 The form shall include speaker’s information, identity information, short biography and a
copy of their Saudi commission for Health Specialties Registration Card.
D.3 The speaker of the workshop shall be currently registered in their respective profession or
specialization by the Saudi Commission of Health Specialties and must be active and/or valid
from the date of the scheduled workshop.
2. The academic coordinator or the workshop director shall forward the accomplished Paid Training Form,
Outlines of CME/PD Activities Form and Speaker CV Summary Forms to the Clinical Simulation
Administration at least one (1) months prior to the scheduled date of workshop conduction.
3. The Clinical Simulation Specialist shall prepare the calculation of workshop expenditures and will be
documented in the Financial Form “Pricing Request of Workshop”.
4. All forms will undergo a final review and/or revision and finalization by the Director of the Clinical
Simulation Administration and the Clinical Simulation Specialist.
5. If all are correctly filled out, the Director of Clinical Simulation Administration will approve the
application and will sign the aforementioned forms.
6. The Clinical Simulation Specialist will forward the accomplished forms to the Office of the Executive
Administration of Academic Affairs and Training for approval.
7. If the workshop financial expenditure balance is zero or positive, the Executive Director of Academic
Affairs and Training will instantly approve the workshop application and the workshop application will be
forwarded to the Health Economics Administration for final review and approval.

FR.1-TQM-001
 Policy Title: Originating Department /Committee:
Workshop Creation Policy Clinical Simulation Administration, Academic
Affairs & Training
Policy No.: AAT-CSA-004 Page 3 of 4

First Approval Date : Revision Number:

Approved By: Director General /CEO Approval Date:

8. However, if the workshop financial expenditure balance is negative, the workshop application shall then
be subject for discussion and approval from the Paid Training Committee.
9. The Clinical Simulation Specialist shall coordinate with the Accreditation Office of the Inter-professional
Medical Education Administration of the Academic Affairs for the acquisition of the SCFHS approval and
accreditation. Workshop Outline with Curriculum Vitae of the Speakers will be officially submitted at
least twenty-three (23) days from the scheduled date of workshop conduction.
10. It is the responsibility of the Head of the Clinical Simulation Support Department of the Clinical
Simulation Administration to coordinate with the Health Economics Administration to acquire updates
and secure unique pricing code for the workshop registration. He or she shall create a link for the
workshop registration that will later be published in the hospital website https://www.kamc.med.sa.
11. The Clinical Simulation Specialist shall coordinate with Media Department to design and/or create
posters, banners and flayers for advertisement. Required details and pertinent information of the
workshop such as main objectives, target audience, CME Accredited Hours, registration fees and
registration link etc. will be officially sent through email to Media Department.

Definitions:
1. CSA - Clinical Simulation Administration
2. Online Registration – registration perfected via KAMC official website.
3. Academic Coordinator - The person responsible for the coordination of the academic activities of
Medical Administration for the normal conduct of workshop applied.
4. Workshop Director -
Documentation Requirements:

Approval:
Director, Clinical Simulation Administration Mohamed Ahmed Ezz, MD __________________
Director, Executive Administration of Academic Affairs Tareq Munshi, MD_________________________
and Training
Cross References:
 Withdrawal and Refund Policy (AAT-CSA-003

FR.1-TQM-001
 Policy Title: Originating Department /Committee:
Workshop Creation Policy Clinical Simulation Administration, Academic
Affairs & Training
Policy No.: AAT-CSA-004 Page 4 of 4

First Approval Date : Revision Number:

Approved By: Director General /CEO Approval Date:

References:
 In-House Policy

FR.1-TQM-001