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Regularly Scheduled Series (RSS) Planning Timeline

(e.g., Grand Rounds, Tumor Boards, M&M Conferences, Quarterly Meetings) 

What is an RSS?

An educational activity with multiple sessions occurring on an ongoing basis (i.e., weekly, monthly, quarterly). 

Note: This page can be printed and used as a checklist throughout the planning process

Consult with Office of CME & Lifelong Learning: 4 Months Prior

Initial consultation and assessment to determine if the series aligns with departmental and institutional priorities, and that sufficient time is available for planning, approval, and promotion.

NOTE: The application requires information from three (3) previously held sessions to illustrate the educational planning across the series as a whole. The application cannot be submitted without this information.

Key tasks include:

Educational Planner OCME&LL
Identify Educational Planner Participate in consultation with Educational Planner
Review activity timeline   
Review Planning Guide   
Read Designing an RSS that Effectively Translates New Knowledge into Practice   
Determine if other credits will be offered   
Consult with Department Chair for pre-approval and financial resources   

Activity Pre-Planning: 3 Months Prior

Allocate resources to the activity.

Key tasks include:

Educational Planner OCME&LL
Identify a Co-planner and/or Planning Committee   
Designate an Activity Coordinator   
Review the Mitigating Commercial Bias process   
If the Educational Planner has any financial relationships, the OCME-LL Financial Relationship Mitigator will be notified   
Establish frequency, day, time, and location   

Submit Application for Credit: 2 Months Prior

The application facilitates and documents the planning process.

Key tasks include:

Educational Planner OCME&LL
Identify current problems in practice, underlying educational needs, and learning objectives Confirm receipt of application
Identify potential presenters and topics   
If jointly provided with another organization, develop budget   
Collect information on financial relationships   
Develop a method for evaluating the activity   
Create promotional materials   
Submit CME application   

Activity Approval and Marketing: 1 Month Prior

OCME&LL staff reviews and approves the CME application.

Key tasks include:

Educational Planner / Activity Coordinator OCME&LL
Create activity web page Begin review of application within 2 business days of submission
Request session materials from faculty Train Activity Coordinator on documentation requirements and how to register sessions in MiCME™
Distribute promotional materials to target audience If CME fees apply, invoice department

Session Preparation and Delivery: 3 Days to 1 Month Prior

Final logistical arrangements are made.

Key tasks include:

Faculty Planner / Activity Coordinator OCME&LL
Collect final faculty presentations

Ensure all relevant financial relationships have been successfully managed

Register session for credit in MiCME™   
Assemble participant materials/handouts   
Secure on-site staff support as needed   

Session Delivery: Day of Activity

CME announcements are made.

Key tasks include:

Educational Planner OCME&LL
If done for each session rather than annually:   
Share information with participants regarding any financial relationships (including if none reported) before each session   
Inform participants how to evaluate the activity and how to claim credit   
If commercial support is received, share information regarding all support with participants before each session begins (Activity Information Sheet)    

Post Session: 1 Week After

Post-session documentation is submitted to OCME&LL within 7 days of each session of the series.

NOTE: If satisfactory documentation is not received by OCME&LL, future CME credit will not be awarded.

Key tasks include:

Educational Planner / Activity Coordinator OCME&LL
If done for each session rather than annually: Submit documentation that financial relationship information was shared with participants (including "This speaker has no relevant financial relationships") Review COI documentation shared with participants for compliance
   Advise Educational Planner and Activity Coordinator as needed