When extenuating circumstances affect program activity, a survey extension may be appropriate. Based on the approval by the CoC, survey extension requests may be granted in these instances. The usual extension is two-three months. A longer extension may be available given individual circumstances.
Valid extenuating circumstances that warrant a survey extension include, but are not limited to:
- Natural disasters (such as hurricane, earthquake, tornado, flood) that directly affect the facility
- Other anthropogenic hazards (such as fire, industrial accidents)
Examples of circumstances that do not warrant a survey extension include, but are not limited to:
- Software conversions or IT issues
- Staff absences, turnovers, or resignations
- Delayed abstracting or missing data
- Standard deficiencies
Survey extensions for these or similar reasons will not be accommodated.
The Cancer Committee Chair or the Cancer Program Administrator of the facility must submit a formal request for an extension via e-mail to email@example.com.The request must include details of the rationale for the extension request, proposed plan, and timeline to resolve the issue necessitating the extension request. Facilities will be notified of the extension request decision within 14 business days of receiving the written request.
Programs are discouraged from canceling or postponing the scheduled survey. However, if survey cancellation or postponement of a survey becomes necessary after the survey date is confirmed, the facility must contact CoC staff and submit a written notification. The facility will also be invoiced a cancellation fee in addition to the surveyor(s)’ non-refundable travel costs.