Online Courses

The first step in planning an activity should be to review all of the steps and 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).

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.

• CME Activity Application [Word] submitted at least 45 business days prior to activity

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

Please include a copy of the draft program agenda with topics, speakers, and the amount of time a learner will spend engaged with the content.

Once your application is approved, VCU Health CE will issue a Letter of Understanding which must be signed and returned to our office. Typically, online courses or enduring materials are approved for the duration of one-year. At the end of the year, if the content has not changed significantly, approval may be renewed.

• Gap Analysis Documentation and Needs Assessment

Please attach all reference documentation for the gap analysis and needs assessment section of the CE 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.

• Conflict of Interest Disclosure Form [Word] – must be submitted for all members of the Planning Committee

In order to award credit for a program, VCU Health CE 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.

• Conflict of Interest Resolution Form for Planners [Word] - must be submitted for all members of the Planning Committee with a conflict of interest (if applicable).

In order to award credit for a program, VCU Health CE 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.

• Preliminary marketing materials and host website copy

VCU Health CE must review and approve any announcements prior to the activity being promoted, as well as the website that will host the content to ensure appropriate credit designation language and other requirements are met.

Resources for Department Centered Activities planned by VCU/VCU Health or McGuire Veteran’s Affairs Medical Center partners:

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

Resources for Jointly Provided Activities planned by partner organizations outside VCU/VCU Health or McGuire Veteran’s Affairs Medical Center:

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

• Faculty confirmation letter draft

Please submit draft copies of communications with faculty for our review and approval before sending.

Resource: Faculty Confirmation Letter template

• Other 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. Guide for Moderators of Educational Activities [PDF]
  6. ACCME Standards for Commercial Support

Step 2: Planning documents

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

• Conflict of Interest Disclosure Form [Word] – must be submitted for all Speakers

In order to award credit for a program, VCU Health CE 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.

• Resolution of Conflict of Interest Form for Presenters [Word] - The Activity Director (or designee) must complete and submit this form at least 2 weeks prior to the activity. In order to award credit for a program, VCU Health CE 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.

If this review cannot be accomplished before the activity, those specific presentations cannot be designated for CE credit, and the total credits for the program will be reduced.

• Faculty Confirmation letters

Please submit copies of final confirmation letters sent to faculty (e-mail confirmation letters are acceptable)

• Curriculum Vitae or Biosketch for all non-VCU faculty presenters/speakers

• Draft evaluation form and method to be used

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

Resource:

1. Evaluation Form Template [Word]

• Draft Verification of Participation Form [Word]
    Participants who wish to claim credit for participating in an online activity not using VCU Health CE online certificate download system will need to complete a verification process. At minimum, the information included in the Verification of Participation form must be submitted to VCU Health CE. Your CE representative will need the process by which this will be collected, if not through our system.

• Letters of Agreement for Commercial Support (if applicable)

Resource: VCU Health CE Letter of Agreement [Word]

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

Step 3: Review and approval of online content

VCU Health CE must review the online course for final approval before the content is posted live. This includes review of the host website to ensure all required credit statements and other requirements are met, the content/course, the evaluation and verification of participation process.

In addition to the credit designation statements, the following disclosures must also be provided to learners:

• Faculty Conflict of Interest Disclosure Announcement

• Acknowledgement of commercial support document [Word]

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

• Commercial interest logos CANNOT BE INCLUDED on any educational materials.

• Verification of Commercial Support Form [Word]

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