Regularly Scheduled Conferences (RSCs)

1. Regularly Scheduled Conferences(RSCs) Approval Procedures USF Continuing Professional Education 12901 Bruce B. Downs Blvd., MDC 46 Tampa, FL 33612 Phone: (813) 974-7420 Fax: (813) 974-3217 Email: ptaylor@hsc.usf.edu

2. What Is A Regularly Scheduled Activity (RSC)? • RSC’s include: • Grand Rounds • Journal Clubs • Lecture Series • Case Conferences • Morbidity and Mortality Conferences • RSC’s are certified annually • July 1 – June 30

3. How Do I Get My RSC Certified? • Step 1: • Complete an APPLICATION FOR RSC SERIES • Identify Program Director and Contact Person • Identify Frequency, Date, Time, & Location of RSC • List Planning Committee Members & Target Audience • Identify Needs Assessment Procedures • State OVERALL (broad) objectives for the series • Identify Method(s) of Promotion • Obtain Course Director’s Signature • Submit Completed Application to CPE Office

4. How Do I Get My RSC Certified? • Step 2: • CME Committee Review • Approval • Disapproval • Request for Additional Information • Program Review Form Issued • Identifies Action • Contact Person Notified of Committee Decision

5. USF COLLEGE OF MEDICINE CONTINUING PROFESSIONAL EDUCATION OFFICE CME PROGRAM REVIEW FORM PROGRAM:«ActivityTitle» PROGRAM DATE(S): «ActivityDate» PROGRAM #: «ProgramNumber» DEPARTMENT/ORGANIZATION: «ApplyingOrg» COURSE DIRECTOR: «CourseDir» PHONE:«CourseDirPhone» ACTION TAKEN: APPROVAL FOR «Hours» AMA PRA CATEGORY 1 CREDIT. THE COURSE DIRECTOR IS RESPONSIBLE FOR PROVIDING THE USF CONTINUING MEDICAL EDUCATION OFFICE WITH THE FOLLOWING: PRIOR TO EACH PRESENTATION: 1. Minutes or notes that document the planning sessions for this event must be provided. 2. Planning Form for Serial Activity 3. Speaker disclosure declaration from all presenters 4. Copies of all faculty correspondence. 5. Contracts for hotel, catering, equipment, etc. 6. Commercial support letter(s) of agreement (when applicable) 7. Ten (10) copies of the final program flyer, which must include: (a) Clearly stated objectives. (b) USF sponsorship statement prominently displayed on the front cover. (c) Accreditation and credit designation statement wordforword as follows: The University of South Florida College of Medicine is accredited by the Accreditation Council for Continuing Medical Education to provide continuing medical education for physicians. The University of South Florida College of Medicine designates This educational activity for a maximum of «Hours» category 1 credits towards the AMA Physician’s Recognition Award. Each physician should claim only those credits that he/she actually spent in the activity. FOLLOWING EACH PRESENTATION: 8. Original USF evaluations 9. Documentation of how disclosure occurred 10. Original sign in sheet(s) and typed roster of all participants with # of hours attended APPROVAL IS FOR THIS CONTINUING MEDICAL EDUCATION ACTIVITY ONLY! Identifies Action Taken by Committee Date Range Program Number Credits Awarded Minimum Requirements Prior to each presentation Following each presentation Accreditation Statement For Your File Each Form Signed/Dated Program Review Form

6. My RSC Is Approved. Now What? • Compliance with ACCME (Accreditation Council for CME) Requirements • All Certified activities must show a planning process • PLANNING FORM must be completed by the Course Director or Contact Person (NOT by the speaker or commercial supporter) for EACH offering and provided to the CPE Office prior to the activity • PLANNING FORMS identify • Presentation-specific objectives • Speaker and his/her credentials • Commercial support, if applicable

7. My RSC Is Approved. Now What? • Compliance with ACCME (Accreditation Council for CME) requirements • All speakers must complete a disclosure form • Whether or not commercial funding is received for the presentation • Identifying any significant relationship with a commercial supporter or manufacturer of any product discussed in the presentation • Documenting any potential discussion of off-label use of any product or device • Therapeutic options must be objective and balanced • Generic, not brand, names should be used

8. My RSC Is Approved. Now What? • Compliance with ACCME (Accreditation Council for CME) requirements • In addition to speakers, for CME purposes, who else must disclose? • Any person who interacts with the audience in the educational portion of the CME activity • Moderator • Instructor • Any person who can potentially influence the content of the presentation • Planning Committee Members • Staff • All disclosure forms must be provided to the CPE Office prior to each activity

9. My RSC Is Approved. Now What? • Compliance with ACCME (Accreditation Council for CME) requirements • Disclosure information must be provided to the participants of the activity PRIOR to the presentation • In Writing • Use Written Disclosure Form (available on CPE website) • Verbally (must be documented) • Use Verbal Disclosure Documentation form (available on CPE website) • Why is this important? • Because the audience has the right to know what influences a speaker’s presentation! Disclosure

10. My RSC Is Approved. Now What? • Compliance with ACCME (Accreditation Council for CME) requirements • Standards for Commercial Support (SCS) • Activities must be free from commercial bias • No commercial promotional materials may be displayed or distributed in the same room as the educational activity • Commercial support cannot be contingent on the provider relinquishing control over any part of the activity • A Commercial Support Letter of Agreement must be completed and signed by a representative of the commercial supporter and the USF CPE Office prior to the activity taking place in order to be valid

11. My RSC Is Approved. Now What? • Compliance with ACCME (Accreditation Council for CME) requirements • Standards for Commercial Support (SCS) • All funds from a Commercial Supporter must come to and/or with the knowledge of the USF CPE Office • No payments may be made directly by a commercial supporter to activity faculty or to pay any activity expenses • All commercial support must be acknowledged in announcements, brochures, and hand-outs Commercial Support Provided by XYZ Company Thanks to XYZ Company for their support!

12. Anything Else?Well … yes • You must invite your speaker (in writing) and provide a copy of that correspondence to the CPE Office prior to the presentation (sample speaker letter can be downloaded from the CPE website) • A proposed copy of your activity flyer must be submitted to the CPE Office for approval prior to mailing, posting, etc. • Copies of contracts (room rental, AV, etc.) must be submitted to the CPE Office prior to the event

13. Prior to each RSC, you must complete and submit the following to the CPE Office: • Planning form • Disclosure declarations • Commercial support letter of agreement (if applicable) • Copy of flyer • Copy of speaker correspondence • Copies of contracts

14. Finally, the Day of the Event! …And with that comes more documentation for the CPE Office!

15. Evaluation of Activity • Each activity must be evaluated by the participants • Must be tied to learning objectives • Evaluation form template can be downloaded from the CPE website or emailed to you upon request – but YOU have to customize it for each offering! • Evaluation forms must be submitted to the CPE Office immediately following the presentation

16. Evaluation of Activity • Evaluation forms will be summarized and a copy of the summary will be forwarded to the RSC contact person and/or course director • Why is it important to evaluate every presentation? • To find out if the objectives were met • To point out strong points or weak areas so that improvements can be made • To obtain recommendations from the participants for future presentations

17. Sign-In Rosters • Bar-coded to ensure accuracy • Must be submitted to CPE immediately following each RSC • What if a participant’s name is not on the sign-in roster? • He/she must complete a Physician Information Form (PIF). The PIF is available for download from the CPE website • The PIF must be submitted to the CPE Office along with the bar-coded sign-in roster to be added to the roster for subsequent conferences • A revised bar-coded sign-in roster will be emailed to the RSC contact person upon receipt of any PIF

18. Additional Activity Documentation • The following documentation must also be provided to the CPE Office following each activity: • Documentation of method used to inform audience of disclosure information (discussed earlier) • Written format • Verbal format • Copy of handout material • W-9 form completed and signed by speaker IF he/she is to receive an honorarium or expense reimbursement • Travel & Expense (T&E) form signed by speaker IF he/she is to receive reimbursement of travel expenses • Original receipts MUST be attached to T&E form

19. Following each RSC, you must complete and submit the following to the CPE Office: • Documentation of how disclosure occurred • Bar-coded sign-in roster • Physician Information Forms • Original evaluation forms • Copy of handout material • W9 and T&E forms if applicable

20. Remember, we are here to help you with your RSC’s!

21. If you are unsure of how to do something, ask us BEFORE you do it!

22. Need Additional Information? Please contact Patti Taylor with any questions, suggestions, etc. Phone: (813) 974-7420 Fax: (813) 974-3217 Email: ptaylor@hsc.usf.edu All forms discussed in this presentation (except the bar-coded sign-roster) can be downloaded from the CPE website www.cme.hsc.usf.edu/grandrounds