Jump to Menu
  1. Getting Started
  2. Step 1: Initial Documents
  3. Step 2: Items to be submitted for review and approval
  4. Step 3: Review and Approval of Handouts
  5. Step 4: Program Close Out

Getting Started

The first step in planning an activity should be to review the resources provided below. If you decide to move forward with seeking AMA PRA Category 1 Credit™, please submit our planning form.

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).

If you are planning a grand rounds, case conference, or journal club, find all forms & instructions on our RSS page.

Step 1: Initial Documents

The following documents need to be submitted with a completed Activity Application at least 45 business days prior to the activity, and before any program promotion is started.

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.

Please include a copy of the draft program agenda with topics, speakers, and schedule, including the start and end times for all presentations, breaks, meals, etc.

Once your application is approved, VCU Health CME will issue a Letter of Understanding which must be signed and returned to our office.

Please attach all reference documentation for the gap analysis and needs assessment section of the CME Application form. 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.

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.

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.

VCU Health CME must review and approve any announcements prior to the activity being promoted. A preliminary flyer with no accreditation statement is acceptable.

An abbreviated accreditation statement can be used only if space is limited: “This activity has been approved for AMA PRA Category 1 Credit™

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 2: Items to be submitted for review and approval

Once all items listed above have been submitted and the program preliminary approved for credit, the following documents must be submitted for review and approval.

Submit for review and approval, make sure that the following statements and guidelines are followed to avoid any delays in review and approval.

Resources for DCA:

  1. Official Accreditation and Credit Designation Statements for DCA
  2. Official CEU Statements (non-physician credit)
  3. ADA - EEO Statements [Word]

Resources for JPA:

  1. Official Accreditation and Credit Designation Statements for JPA
  2. Official CEU Statements (non-physician credit)

In order to award credit for a program, VCU Health CME must be able to demonstrate that everyone who is in a position to control the content of an education activity has disclosed all relevant financial interest to the provider. 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 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 this review cannot be accomplished before the activity, those specific presentations cannot be designated for CME credit, and the total credits for the program will be reduced.

Participants need to be given an opportunity to evaluate the program.

Resources: Evaluation Form Template

Resource: VCU Health CME Letter of Agreement

The majority of commercial supporters will supply their own letter of agreement that must be reviewed and signed by VCU Health CME. Use this form if the company does not have their own form.

Step 3: Review and Approval of Handouts

The following documentation must be submitted to our office at least 2 weeks prior to the activity date for DCA and JPA activities.

This must be provided to each attendee who attends the activity.

This must be provided to each attendee who attends the activity.

An acknowledgement must be completed even if you do not have any educational grants.

This must be completed for all activities, even if there are no exhibits or grants.

Step 4: Program Close Out

The following documentation must be submitted to VCU Health CME following educational activities.

These can be sent as a PDF email attachment or in hard copy to our office at PO Box 980048, Richmond, VA 23298.

Please do not alter the fields in this spreadsheet. This is imported into a database and any changes will cause delays in processing credits.

This spreadsheet is due within 10 days following a program.

Resource: Custom Data Import Sheet Instructions

If exhibits were offered at the activity, please send all copies of confirmation forms or paperwork completed by exhibitors.

DCA activities: a tabulated evaluation results report is due to our office within 20 days of the activity.

JPA activities: a tabulated evaluation results report is due to our office within 45 days of the activity.

DCA activities: this is due to our office within 20 days of the activity.

JPA activities: this is due to our office within 45 days of the activity.

For programs that received commercial support, please submit the following:

Copies of educational grant checks or letter outlining what in-kind support was provided and by what organization

Reconciliations, budgets, or final reports to be submitted to the educational grant funder(s)

Plan a CME Activity
Back to top