Regularly Scheduled Conferences (RSC)
1. Obtain Approval or Renewal of CME Credits
To obtain approval of a new RSC:
To renew approval for existing activities (renewed on a 1 year cycle)2. Announcements and Flyers
3. Faculty and Planner Disclosure
A flyer reflecting all of the required information listed below must be prominently displayed at the sign-in area of each session of a regularly scheduled conference. A template for the flyer has been provided by the CME Department to aid the sponsoring department or division. All flyers must be created using this standard template. Please refer to the Promotional Guidelines for additional information governing CME flyers, announcements and calendars.
- Date of activity
- Sponsorship information
- Accreditation statement
- AMA credit designation statement
- Educational objectives
- Target audience
- Faculty information and credentials
- Disclosure policy
- Faculty/planning member disclosures
- Validation of Content policy
- Acknowledgement of commercial funding
- Program schedule/timeframe
- Registration and contact information
Faculty presenters and planners are required to complete a Faculty and Planning Committee Disclosure in advance of each session. "Planners" include individuals that have control over the selection and/or content of the presentation.
For disclosure reporting purposes, the timeframe for disclosure of conflicts of interest has been defined as the 12 months preceding the event. SLU faculty and residents may submit a disclosure form on an annual basis. Any changes to the original disclosure must be updated immediately and a new form sent to the CME office 10 days prior to the start of the activity. If a faculty or planner does not have a relevant financial relationship to the presentation/topic, the following disclosure statement must appear on the flyer:
"(Faculty or planner name) has no relevant financial relationships He/she does not intend to include information on products/devices not approved for the use under discussion, or preliminary research data in this presentation."
If a faculty or planner does have a relevant financial relationship, the exact nature of the relationship must be included on the flyer and resolution of the conflict of interest must be accomplished before the individual(s) may participate in the activity. Please contact the CME office for assistance with appropriate disclosure statements and additional information on the resolution of conflicts of interest. See also the Faculty and Planning Committee Policy on Disclosure or more information on how to word a disclosure statement.4. Validation of Content
As an accredited provider of continuing medical education, Saint Louis University School of Medicine follows the Accreditation Council for Continuing Medical Education (ACCME) Standards for Commercial Support and content validation for CME activities, which requires accredited sponsors to ensure that:5. Faculty CV
To comply with this policy, presenters are required to provide references either within their handout materials or within their slide presentations to document the sources of information used.
- All the recommendations involving clinical medicine are based on evidence that is accepted within the profession of medicine as adequate justification for their indications and contraindications in the care of patients.
- All scientific research referred to, reported or used in CME in support or justification of a patient care recommendation conforms to the generally accepted standards of experimental design, data collection and analysis.
- Providers are not eligible for ACCME accreditation or reaccreditation if they present activities that are not within the definition of CME, or known to have risks or dangers that outweigh the benefits or known to be ineffective in the treatment of patients. An organization whose program of CME is devoted to advocacy of unscientific modalities of diagnosis or therapy is not eligible to apply for ACCME accreditation.
A faculty CV or descriptive biography must be provided for all guest faculty. Faculty credentials must be included on the flyer announcements (degree, academic or other position, institutional affiliation, city/state).6. Commercial Letters of Agreement (LOA)
If commercial support is provided for an activity, the company providing the support must complete a Commercial Letter of Agreement prior to the activity. Commercial support includes providing monetary support or other support such as food and loans of equipment. See the Policy for Relationships with Commercial Entities for additional details and regulations. All LOA's must be signed by the commercial interest and the proper signature authority of the School of Medicine prior to the event. Send LOA's to the CME office for review and routing for signatures. (Deadlines-SLU template 5 days prior to activity. Non SLU template; company LOA, give at least four weeks prior to the activity, Office of General Counsel review period)7. Supporting Documentation
Division coordinators responsible for providing this information to a departmental level coordinator must allow additional lead time to submit the required paperwork to the departmental level coordinator before it is considered complete. The flyer will be reviewed on an annual basis unless faculty has a relevant financial relationship and/or commercial support. If one of these two exists then the flyer must be sent to the CME office for review no later than three days prior to the activity. If the faculty disclosure in question has not been previously reviewed it should be sent with the flyer.8. Attendance Records and Database Entry
- Flyer or poster (must be consistent with CME template provided). (If your activity is Jointly Sponsored with an organization/agency outside SLU, please contact the CME department for a flyer template with Jointly Sponsored accreditation statement).
- Faculty & Planning Committee Disclosure
- Faculty CV (if guest faculty)
- Commercial Letter of Agreement (if commercial support is present)
The sponsoring department or division must provide a sign-in sheet for each session of an approved activity and maintain those records for a period of at least 6 years. An individual responsible for posting and collecting sign-in sheets must be assigned at the beginning of each academic year. The CME office does not require the sign-in sheets to be submitted for their records. The CME office will conduct periodic audits of the department RSC records to ensure that records are properly maintained. The sponsoring department or division is responsible for entering the activity attendance and information into the CME database. Database entry must be maintained within 30 days after a completed activity. The link to access the database is here.
In July, after the conclusion of that year's activities, the CME Office will send you a comprehensive report of all participants and the number of credits each earned. In order to receive official CME certificates for your participants, you must please request them via email, email@example.com.
If a new participant does not appear in the search results, please email Tammi Mooshegian at firstname.lastname@example.org with the following information, as well as the course title and date, and we will add them to our database:
- First Name
- Last Name
- Mailing Address
- Email Address
Evaluation of the activity must be accomplished on an annual basis. Evaluation on a more frequent timeframe is commendable, but not required. Evaluation forms must be summarized and a copy of the summary submitted to the CME office by August 1 of each academic year. Download a sample evaluation form summary.
10. Post-Activity Financial Report
Please fill out this Post-Activity Financial Report.11. Compliance
Failure to comply with the guidelines will result in the suspension of CME approval for activities.For more forms and information, please see the Forms and Documents page.