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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