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  1. Getting Started
  2. Step 1: Initial Documents
  3. Step 2: Documenting a Session
  4. Step 3: Documenting Attendance for Credit
  5. Additional Resources

Getting Started

Grand Rounds, Case Conferences, Journal Clubs, and Tumor Boards are all considered Regularly Scheduled Series (RSS). If you are planning an RSS Activity, please review the resources below.

Please contact us before you conduct any promotional activities for your event. Contact us BEFORE soliciting any commercial supporters for your activity (for grants and/or exhibits).

Step 1: Initial Documents

The following documents need to be submitted annually by August 15th for renewing programs, or at least 45 days prior to a new program, and before any program promotion is started. Application and supporting documentation must be fully approved by VCU Health CME before any credit may be offered for an activity session.

Attach this planning checklist as a coversheet to your application.

This form provides VCU Health CME with documentation that the activity meets all CME accreditation requirements. We use this application and supporting documents to determine if an activity is eligible for CME and to designate the number of credits to be awarded.

Once your application is approved, VCU Health CME will issue a Letter of Understanding which must be signed and returned to our office. Credit may then be offered to participants for your activity sessions.

The instructional templates above may be used for guidance on the gap analysis and needs assessment sections of the RSS Activity Application.

Please attach all reference documentation to your application. This includes, but is not limited to emails, surveys, meeting minutes and/or data reports or citations documenting how/why the topics for the program were chosen.

Submit one form for each member of the Planning Committee listed on the RSS Activity Application. These forms should be submitted annually.

In order to award credit for a program, VCU Health CME must demonstrate that everyone who is in a position to control the content of an education activity has disclosed all relevant financial interest. The ACCME defines “’relevant’ financial relationships” as financial relationships in any amount occurring within the past 12 months that create a conflict of interest.

If an individual refuses to complete the disclosure form, s/he will be disqualified from being a planning committee member or speaker, and cannot have control of, or responsibility for, the development, management, presentation or evaluation of the activity.

If a member of the planning committee checks “Yes” on the Conflict of Interest Disclosure Form, then the Activity director must complete the Resolution of Conflict Form for Planners.

Submit only if a member of the Planning Committee has a conflict of interest. If applicable, these forms should be submitted annually with the application.

In order to award credit for a program, VCU Health CME must demonstrate that all conflicts of interest are resolved in advance of the program. The Activity Director or other designee (without the same conflict) must complete this form for each individual who reports a conflict of interest.

Most programs choose to use our approved RSS Evaluation Template. If your program would like to use a different form of evaluation, please submit it along with your application for our approval.

This helps us understand the nature and frequency of your planned activity, so that we can ensure your application accurately reflects the program.

Step 2: Documenting a Session

All items below are required for each session in order to receive CME credit. Please submit all items to your CME representative by e-mail within 15 days of the activity. We ask that you send the items electronically in a PDF with the activity name & date in the title.

Attach this planning checklist as a coversheet to your session documentation packet.

We ask that all Grand Rounds programs use our RSS Flyer Template with approved accreditation and credit designation statements. For Case Conferences or Journal Clubs, a modified version may be used: RSS Flyer Template for Case Conferences, Journal Clubs, Tumor Boards [Word]

Submit one form for each presenter.

In order to award credit for a program, VCU Health CME must demonstrate that everyone who is in a position to control the content of an education activity has disclosed all relevant financial interest. The ACCME defines “’relevant’ financial relationships” as financial relationships in any amount occurring within the past 12 months that create a conflict of interest.

If an individual refuses to complete the disclosure form, s/he will be disqualified from being a presenter, and cannot have control of, or responsibility for, the development, management, presentation or evaluation of the activity.

If a presenter checks “Yes” on the Conflict of Interest Disclosure Form, then the Activity director must review the presenter’s slides and complete the Resolution of Conflict Form for Presenters.

If the presenter has a conflict of interest, submit this form along with the presenter’s planned presentation for review by VCU Health CME at least two weeks prior to the session date.

Submit a tabulated report of any evaluation data collected at the session.

If any instructional material was distributed at the activity, please submit a copy as documentation.

Some committees wish to send an official letter confirming a presenter’s role in the activity. You may use our approved template or create your own.

Step 3: Documenting Attendance for Credit

In order for activity participants to receive CME credit, the activity coordinator needs to submit an attendance record. Our CME system utilizes data importing through an excel file that we call the Custom Data Import Sheet (CDI).

We will only award credit for sessions for which we receive a complete Custom Data Import Sheet.

We recommend that you create a master Custom Data Import Sheet using your sign in sheet. Add all faculty and staff who regularly attend your sessions. You can then use ‘Save As’ to create a new file for the session date, removing those who did not attend and adding anyone who attended but was not on your master. You may want to consider using a physical sign in sheet at each session with the same fields as the Custom Data Import Sheet. You can then use the physical sign in sheet to create the electronic Custom Data Import Sheet excel file.

Additional Resources

  1. Gaps and Needs Assessment Instructions [PDF]
  2. Guidelines for Writing Objectives [PDF]
  3. Objective Writing Memorandum [PDF]
  4. Educational Objectives Chart [Word]
  5. ACCME Standards for Commercial Support
  6. Moore’s Taxonomy of CME Outcomes [PDF]
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