Simulation Administrator's Guide
EMTP SUREMIA SIMULATION
SIMULATION ADMINISTRATOR'S GUIDE - FORM EZ2002
This simulation has now been run many times and no one is, or should be, expected to run it
without having observed the administration by someone else. Try to have everything in order
by the end of Tuesday night, Wednesday morning will be a killer. Help each other out,
everyone should actively look out for problems and solve them in their own way. Generally
speaking, it shouldn't matter too much how you work things out, as long as your instructions
to the participants are decisive. Good luck.
An effort must continually be made to involve new people in assisting with the
administration so that the pool of potential administrators can be enlarged.
If you are absolutely unfamiliar with the Simulation, you may wish to contact InterWorks and
arrange to discuss the simulation with persons there or receive copies of the earlier guides
which were very detailed in some aspects.
This Guide is designed to be a short, practical collection of chapters designed to assist you.
Think of it more as a well organized collection of simple tools. It is organized in the
sequence that you are expected to use it.
The Participants Guide and Role Guides are essential study. The refugee and SCAD
calculation forms have been revised to make them simpler to follow, in a step-by-step
EZ format. This guide is designed to build on information found there. All of you should
read this as a refresher.
VERSION 10.4-EZ (simplified)
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Simulation Administrator's Guide
PREPARATION FOR THE SIMULATION
Two - Three Days Before the Simulation
1.
Meet with the hotel or facility's management to explain what will be happening and
be sure that they understand that participants will be moving about in a way that may
be disruptive to other activities. Be creative. Request the management to keep a list
of which rooms or areas can be assigned to which participant roles. Prepare a master
list with each role, for use in designing the simulation map.
2.
Arrange with the food service personnel to provide a lunch that can be eaten on the
run. Be sure that they do not set out places to sit down. Experience shows that
participants will break, sit and discuss what is going on if given an opportunity and
this destroys the dynamics of the simulation.
3.
Arrange for space. The simulation administrator should have an office close to the
location of the mail boxes and centrally located in relation to the spaces allocated to
the roles. Note: choose a location for the mailboxes that makes it difficult for the
participants to "set up shop" there. Look over the diagrams from past simulations and
decide how best to use the rooms available for the different areas of the simulation
roles. Ask the management for a floor plan, this is a big help.
4.
Arrange for a computer, word processing program, printer, paper and a photocopy
machine for the office.
Day Before the Simulation
5.
Remove the "Cheatsheets" from the Administrators Guide and place them on the wall
of the office or area you have to work in.
6.
Arrange all of the materials that will be needed.
The supplies that must be organized include:
 the monthly newspapers
 the memos
 the food, money and vaccine coupons
 extra message forms
Assemble the mailboxes and find the 4 "Resources Used" envelopes.
7.
Using the Initial Allocations Sheet, make up sets of materials for each of the roles
and place them in the mailboxes to be picked up at the end of the Briefing. In
addition, these materials should include the Role guides, 30 message forms, 12 sitrep
forms for each of the UNHCR roles, 6 brown envelopes to WFP, blank paper for
everyone, and possibly pencils. Refer to the Checklist of simulation materials. The
assembly of the mailboxes and putting in the Initial Allocation envelopes can take up
to 15 minutes. Do this the night before.
Note, for successive distributions, that vaccines must be allocated with the correct
expiration date. Only distribute vaccine with 2 months left. Expiration dates are
printed on the coupon. Double check the amount of money distributed, and make
sure the trucks are the right sizes.
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Simulation Administrator's Guide
8.
Study the Scenarios in this guide, the Participants Guide and Role Guides. Review
the process of calculating the Refugees monthly report sheet - It has been revised to
make it simpler to explain and to fill out. See how the numbers are carried from
one month to the next. Be prepared to answer questions and arbitrate. Occasionally
you will have to simply make a decision and live with it because the participants will
create situations that have not been anticipated. This requires you to be very familiar
with all of the roles and rules.
9.
Have spare materials such as message forms available in your office for participants
who run out.
10.
Arrange for participant lists with room numbers. Have a list of roles with blank
spaces for the names and locations ready to use during role assignments.
11.
Prepare your overheads for the Orientation. The one overhead that often needs to be
recreated is the one showing the clock/calendar since different seminars may start at
different times in the morning. The other one is the map or plan of the simulation
world/ training venue room allocations. Do the best you can.
Make photocopies of the clock/calendar and put one in each mailbox. Also as the
simulation proceeds, place a sign at the change of each hour on the wall to remind
everyone what month it is.
Note: Be sure that the calendar and all other information refers to a sixth month in
the simulation.
12.
Assemble your administration staff, have a meeting to review your tasks, divide
duties and agree on strategies.
Night Before the Simulation
13.
Assign participants to roles and choose the role locations. See pages 6-7.
14.
Write the list of role assignments with participants' names, assign the role locations.
See page 7. Photocopy for each participant and make it up as an overhead. Prepare
the role guides for each participant along with their role /language ID tag.
15.
Review Preparation Check List, Part 2 pages 2-3.
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Simulation Administrator's Guide
16.
Divide up the tasks between Simulation Administrator and Assistants. For example
the Administrator may
- review monthly calculation forms with refugees during Month Zero
- conduct the orientation briefings and debriefings
- be in charge of monitoring the action in the participants'
locations
- proofread the media's stories
- trouble shoot
- verify refugee participation
- monitor expulsion of "deserters"
- prepare analysis questions
Assistant No. 1 can be in charge of
- sales of food, trucks, vaccine etc. to the Open Market
- distribution of monthly allocations and memos
- monitoring reports and response to all memos -- follow up as necessary
- making sure that UNHCR has sent one boat, etc. to Asia
- collecting mail every 30 minutes
- supervising the production of the newspaper (word processing and
photocopying)
- retrieval of used coupons
- billing QMD/E for vaccine monthly
- if QMD/E doesn't pay, notifying them that future supplies will be stopped
Assistant No. 2 can be in charge of
- typing newspaper if the media person is not familiar with word processors
- distribution of newspaper at end of each month
- borrowing calculators for refugees and SCAD
Note: This simulation requires extensive planning and preparation of materials far beyond
the information listed in this short overview. If you plan to run the Suremia Simulation,
please contact UNHCR or InterWorks (www.interworksmadison.com.)
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