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Procedures for Approval

REGULARLY SCHEDULED SERIES

A regularly scheduled series (RSS) is defined as a CME activity that is planned as a series with multiple, ongoing sessions, e.g. offered weekly, monthly, quarterly.  RSSs are primarily planned by and presented to the School of Medicine’s professional staff. The procedures below provide you with the information necessary to begin the approval process.  Please contact the Office of Continuing Medical Education (OCME) if you have further questions.

PROCEDURES FOR APPROVAL

1. An approved RSS must adhere to the Policies and Procedures and Operational Guidelines of the OCME in addition to these procedures.

2. Each RSS must have a dedicated Series Coordinator assigned to ensure compliance with all policies and procedures associated with the RSS.  This person will be responsible for file maintenance, record-keeping, and communications with the OCME.

3. The Course Activity Planning and Approval Form (CAF) must be completed the members of the Planning Committee or the Course Director and signed by the Course Director and Department Chair prior to submission to the OCME. All appropriate documentation must be included.  The CAF will be reviewed by the RSS Coordinator and approved by the Director of the OCME.  Notification of approval status will be emailed to the course director and/or planning committee members and the series coordinator within 60 days of receiving a completed CAF.  An incomplete CAF will be returned without approval.

4.  All Series Coordinators and Course Directors submitting an application for a new RSS must view the on-line video that explains the OCME RSS procedures and must pass the accompanying on-line test.

Required Attachments to be submitted with CAF:

     4.1   Financial Relationship Disclosure and Attestation Form: The Course Director and Planning Committee members must complete and sign the disclosure and attestation forms to be submitted with the CAF.  The disclosure and attestation form are required to be completed and signed by each presenter/speaker (Emory and non-Emory faculty) for each session of the RSS. These documents must be kept by the Series Coordinator for periodic review by the OCME. Prior to the start of each RSS session, the learners must be informed of any disclosures by the speaker for the session or that they have "nothing to disclose." All disclosure forms are valid up to 12 months, unless a new relationship with a commercial entity has been established. Any financial relationships with a commercial interest whose products or services relates to the content of the CME will be disclosed prior to the start of the activity.  Refusal to disclose all such relationships will result in disqualification from further participation in the activity. 

     4.2   Resolution of Conflict of Interests Form: Should a conflict of interest be identified based on the contents of the completed Financial Relationship Disclosure Form, the conflict must be resolved before the speaker can participate in the RSS.  This can be done by changing the subject matter for the speaker or changing the speaker or changing the speaker to one that does not have a conflict, or other effective means. The method of resolution of all conflict of interests must be documented on the Resolution of Conflict of Interests Form.

     4.3   Commercial Support: An activity that is financially supported by a grant from a commercial interest such as a pharmaceutical or device company, must have a completed and signed Letter of Agreement. This form must be signed by the course director, the company representative, and the OCME program manager.  Under no circumstances are companies allowed to pay travel expenses or honorarium directly to the speakers when CME credit is being offeredFunds should be made payable to Emory University. Expense reimbursements and honoraria must be paid in compliance with the Emory University Travel Policies and School of Medicine guidelines.

5.      The OCME Sign-In Sheet must be completed for each RSS session.  The series coordinator is responsible for ensuring that it contains the objectives, disclosure information and accreditation statement for each session.  Each attendee must print and sign the Sign In Sheet and print their email address The series coordinator is responsible for keeping all sign in sheets on file.  At the end of the RSS period, the sign-in sheets should be summarized using the Participant Roster.

6.      The OCME Participants Roster excel spreadsheet, containing the first and last name, credentials, email address, total number of credit hours earned by each participant must be submitted electronically to the OCME within 60 days of the end of the RSS period.  The electronic Participants Roster will be utilized by OCME to award credit to learners.  Other spreadsheets or tally systems will not accepted.

     6.1.   This Roster must be sent electronically to OCME for permanent record.

     6.2.   The certificates of attendance will be emailed to participants within 60 days of receipt using the email as provided on the Roster of Participants.  Failure of a participant to provide a valid email address will preclude OCME from issuing a certificate.

7.      Quarterly, the Series Coordinator will submit the RSS Summary Sheet demonstrating the series compliance to OCME’s policies and procedures.  The Series Coordinator must submit all speakers' disclosure and attestation forms, resolution of conflict of interest(s) forms, sign-in sheets, evaluation forms, and a list of session titles and objectives that were held during the quarter. Summary sheets for the RSS operating on a Calendar Year are due in January, April, July, and October. Summary sheets for RSS operating on an Academic Year are due in September, December, March, and June.

     7.1.   The RSS Program Coordinator for the OCME will periodically make site visits with the Series Coordinator and/or RSS sessions. During these visits, the Series Coordinator will be asked to provide RSS files to ensure that appropriate documentation is being maintained.  

     7.2.   Consistent problems with documentation or failure to comply with ACCME, OCME, or School of Medicine policies will result in notification to the Course Director, the Departmental Chair, and the Director of OCME. Unresolved compliance failures will result in withdrawal of CME certification.

PROCEDURES FOR RE-APPROVAL

 1.      In order to monitor RSS long-term compliance with OCME policies and procedures and to help assess the past year's RSS and plan for the upcoming year, each Course Director and Planning Committee must complete the RSS Annual Review for and receive re-approval to maintain CME accreditation.  All series occurring on an academic/fiscal calendar (September-June), must submit the Annual Review by the beginning of July.  All series occurring on the calendar year (December-January), must submit the Annual Review by the beginning of October.

2.      The RSS Annual Review Form must be completed, signed by the Course Director, and submitted to OCME. Click here to view an example.

Required Attachments to be submitted with Annual Review Form:

  • Disclosure and Attestation Form for the Course Director and members of the Planning Committee
  • Resolution of Conflicts of Interest Forms, if applicable
  • If the RSS is supported by a grant, an updated LOA must be provided
  • Tentative Program Agenda/Schedule

3.      The RSS Annual Review Form will be evaluated by the RSS Program Coordinator and the Director of OCME.  Notification of approval status will be emailed to the series coordinator and course activity director within 60 days of receiving the completed RSS Annual Review from.  An incomplete RSS Annual Review Form will be returned without re-approval.  OCME reserves the right to withdraw CME credit if the RSS Annual Review form is not submitted within 60 days of the due date.