National / Regional Course Planning Timeline
(e.g., Annual Meetings, Conferences, and Symposia)
What is a National/Regional Course?
A single, live educational activity where participants attend in person. If a course is held multiple times for multiple audiences, then each instance is considered a separate course.
Special considerations when applying for CME credit for a national/regional course:
- Only basic "save the date" information (e.g., title, date, location; neither full schedule nor the ability to register) can be distributed before CME credit is designated for the course. If the main marketing materials are distributed prior to approval and do not contain the required information, CME credit cannot be designated for the activity.
Note: This page can be printed and used as a checklist throughout the planning process.
◉ Consult with Office of CME & Lifelong Learning: 12 Months Prior
Initial consultation and assessment to determine if the activity aligns with departmental and institutional priorities, and that sufficient time is available for planning, approval, and promotion.
Key tasks include:
| Educational Planner | OCME&LL |
| ▢Identify Educational Planner | ▢Participate in consultation with Educational Planner |
| ▢Review activity timeline | |
| ▢Review Planning Guide | |
| ▢Read Designing a CME Presentation 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: 10 months prior
Allocate resources to the activity.
Key tasks include:
| Educational Planner | OCME&LL |
| ▢Identify a Co-planner and/or Planning Committee | |
| ▢Review the Mitigating Commercial Bias process | |
| ▢If the Educational Planner has any financial relationships, the OCME-LL Financial Relationship Mitigator will be notified | |
| ▢Establish conference date and venue |
◉ Submit Application for Credit: 8 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 | |
| ▢Establish a marketing plan and create promotional materials | |
| ▢Submit CME application |
◉ Activity Approval and Marketing: 6 months 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 |
| ▢Distribute promotional materials to target audience | ▢Review and approve all promotional materials (print or electronic) prior to distribution |
| ▢Request course materials from faculty |
◉ Course Preparation and Delivery: 1 month - Day of
Final logistical arrangements are made.
Key tasks include:
| Educational Planner / Activity Coordinator | OCME&LL |
| ▢Collect final faculty presentations |
▢Ensure all relevant financial relationships have been successfully managed |
| ▢Assemble participant materials/handouts | |
| ▢Secure on-site staff support for day(s) of activity |
★ Course Delivery: Day of Course
CME announcements are made.
Key tasks include:
| Educational Planner | OCME&LL |
| ▢Share information with participants regarding any individual financial relationships (including no relationships) before each sesison begins | |
| ▢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 course begins |
◉ Post Session: 30 days after
Post-session documentation is submitted to OCME&LL within 30 days after the activity ends.
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 |
| ▢Distribute evaluation to participants to assess impact of the education | ▢Review final post-activity reports |
| ▢If jointly provided, finalize budget | ▢Invoice for CME fees, if applicable |
| ▢Debrief with co-planners to discuss lessons learned and future plans | |
| ▢Make plans to conduct performance evaluation 60 days post-activity to assess practice changes, as appropriate | |
| ▢Complete all post-activity reporting |
