Cancellation Policy
Simulation Collaborative: Cancellation Policy for Pre-Scheduled Educational Events
Purpose:
To ensure fair access to simulation resources and uphold the quality of educational programming, the Simulation Collaborative has established the following cancellation policy for all scheduled educational events.
1. Notice of Cancellation
All cancellations must be submitted in writing via email to the Director University of the Virginia Simulation Collaborative, Ryne Ackard, at rma8y@virginia.edu. The time and date of cancellation will be based on when the request is received.
2. Cancellation Timeframes and Associated Fees
| Time Before Scheduled Event | Cancellation Fee |
| 15 days or more | No fee |
| 7–14 days | 25% of total event cost |
| Less than 7 days | 100% of total event cost |
3. Policy for Late Arrivals
Instructors and participants are expected to arrive on time for all scheduled simulation events.
1) Notification of Delay
- If an instructor anticipates being fewer than 30 minutes late, they must notify the Simulation Center by email at simulation@virginia.edu before the scheduled start time.
2) Late Arrival Consequences
- Arrival more than 30 minutes after the scheduled start time will be considered a no-show. In such cases, the event will be cancelled, and the sponsoring department will be billed in full.
4.No-Show Policy
Failure to appear for a scheduled event without prior notice will result in full billing.
5. Emergency Cancellations
In the event of a documented emergency (e.g., natural disaster, medical emergency), the Simulation Collaborative may waive cancellation fees at its discretion. Supporting documentation may be required.
6. Weather-Related Cancellations
If the Simulation Collaborative closes due to inclement weather or other unforeseen conditions, events will be rescheduled at no additional charge.
7. Modifications to Scheduled Events
Requests for minor modifications (e.g., participant list updates, timing changes) must be submitted at least five (5) business days in advance. All changes are subject to approval and resource availability.
8. Acknowledgment of Policy
By scheduling an event with the Simulation Center, all parties acknowledge and agree to adhere to the terms outlined in this cancellation policy.