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. RSSsare 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 OF NEW RSS

  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 dedicatedSeries 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 by the members of the Planning Committee or theCourse Director and signed by theCourse 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:

4.1Financial Relationship Disclosure and Attestation Form: The Course Director and Planning Committee members must complete and sign disclosure and attestation formswhich must be submitted with the CAF. Thedisclosure and attestationform are required to be completed and signed by each presenter/speaker (Emory and non-Emory faculty) for each session of the RSS. Thesedocuments 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 formsare 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.

4.2Resolution of Conflict of Interests Form:Should a conflict of interest be identified based on the contents of the 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 to one that does not have a conflict, or other effective means. The method for resolution of all conflict of interests must be documented on the Resolution of Conflict of Interests Form.

4.3Commercial Support: An activity that is financially supported by a grant from a commercial interest such as pharmaceutical or device companymust 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 offered. Funds 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.

  1. 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.

If the RSS is broadcast live to other locations, the Course Directormust develop a mechanism for documenting attendance and for getting evaluations from learners. (Please contact the RSS Program Coordinator in the OCME for additional information)

  1. The OCMEParticipants 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 be accepted.
  2. This Roster must be sent electronically to OCME for permanent record.
  3. The certificates of attendance will be emailed to participants within 60 days of receipt using the email as provided on the Participants Roster. Failure of a participant to provide a valid email address will preclude OCME from issuing a certificate.
  4. Quarterly, the SeriesCoordinator must 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 alist of session titles and objectives that were held during the quarter. Summary sheets for the RSS operating on a Calendar Yearare due in January, April, July, and October. Summary sheets for RSS operating on an Academic Year are due inSeptember, December, March, and June.
  5. The RSS Program Coordinator for the OCME will periodically make site visits with the SeriesCoordinator and/or RSS sessions. During these visits, the SeriesCoordinator will be asked to provide RSS files to ensure that appropriate documentation is being maintained.
  6. Consistent problems with documentation or failure to comply with ACCME, OCME, or School of Medicine policieswill result in notification to theCourse 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 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 form. All RSS that have completed a minimum of one year and are planning to continue must submit an RSS Annual Review form 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 for review.

Required Attachments that must be submitted with the RSS Annual Review Form:

  • Disclosure and Attestation Formfor the Course Director and members of the Planning Committee
  • Resolution of Conflicts of Interest Forms, If applicable
  • Ifthe RSS is supported by a grant,an updated LOA must be provided
  • Tentative Program Agenda/Schedule
  1. The RSS Annual Review form will be evaluated by the RSSProgram Coordinator and the Director of OCME. Notification of approval status will be emailed to the series coordinator and course activitydirector within 60 days of receiving the completed RSS Annual Review form. 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.

Revised October 2014