Required Record Keeping Documents

1. Required Record Keeping Documents • Planning Notes • Copies of Signed Disclosure of Relationships for Faculty and Authors forms. (Mandatory for all planners and speakers as discussed at the training session) • Copies of actual Disclosure and/or notes to the file documenting disclosure. (Example: A copy of the disclosure summary imbedded in their presentation as one of their first slides.) • Copy of the email communicating the overall objectives (those listed in the application) to the speakers prior to the activity. • Copy of communication of lecture objective(s) to the learners prior to the activity. (Example: A copy of the speaker’s presentation with their lecture objective(s) imbedded in their presentation as the second slide.) • Copies of Guest Faculty CV’s or Mini-Bio’s. • Activity announcements such as flyers, email announcements/broadcasts, journal ads and brochures that include specific information like date, location, title, faculty and objectives, the CME accreditation and credit designation statements must be included, except for “save-the-date” announcements that contain only general, preliminary information about the activity like the date, location, and title. We must have the opportunity to review and approve such information prior to the final version. Our office will relay new ACCME information as required on brochures and marketing pieces to your designee.

2. Required Record Keeping Documents • Copy of Post-Activity Participant Evaluation Survey (tool) and Summary. • Copy of Follow-up (Outcomes) Summary. • Copy of signed Letter of Agreement (if any). (Remember that these must be signed by the OCME Director). Original will be sent to the commercial supporter and a copy will be retained for the accreditation file. The support check must never be deposited into departmental accounts but sent directly to Johns Hopkins/OCME, P.O. Box 64128, Baltimore, Maryland 21264-4128, with name of activity. All support including a gift-in-kind, like equipment must have a signed LOA. • Copy of flyer or slide acknowledging Commercial Support. All support must have a signed LOA. • Copies of key checks issued, including: Guest Faculty Honoraria, Hotel/Meeting Room Fees/ Food and beverage Payments, Brochure and Syllabus Payments (if applicable). We also must request a copy of your final accounting budget once it is complete. We realize this is confidential information, however it is a requirement of our accrediting organization that we have a copy in our course file. • Copies of Sign-In sheets for participants, or other mechanisms to record physician participation. Please use the Excel templates as a guide for electronic submission and identify whether each attendee is a physician or non-physician. (Required at each meeting) • Final list of speakers/topics. (Program)