For Planners

• Minimum Application Process and Activity Build: 90 days (~3 months)
• Download RSS Resource Toolkit
• Step 1: Submit pre-planning survey
  This form captures basic activity information. Once received, the Director of Continuing Education will provide three dates of availability and then schedule a 45-minute virtual meeting in preparation for Step 2.
• Step 2: Intake Meeting
  This is a 45-minute meeting to discuss the following attributes for approval:
  
  • Professional Practice Gaps/Needs Assessment/Measurable learning objectives/Competencies
  • Audience/Credit Types/Professions and Interprofessional Education
  • Activity Type: Live, RSS, Enduring Materials, etc.
  • Disclosure forms and Conflicts of Interest
    Post meeting the following items will be forwarded to the customer:
    • RSS Coordinator Dashboard training (once completed additional resources will be sent)
    • CE Service Fee Schedule
    • Link to the VCU Health CE Application
• Step 3: Complete the VCU Health CE Activity Application after step 2 is complete.
  • Once application is received the application is reviewed for administrative completeness.
  • Application is then sent to profession approvers on the IPCE Committee. Once approved RSS Coordinator will draft CE Service Contract with a 1-week due date for execution
• Step 4: CE RSS Coordinator will reach out to provide an approximate activity build date.
• Final Step: Activity goes live.

NOTE: Once an activity application is approved a renewal survey will be required each year until 2029. Renewal surveys are distributed in the early summer of the current year for the next year.

• Minimum Application Process and Activity Build: 90-120 days (~3-4 months)
• Pre-Planning Step 1: Submit pre-planning survey
  This form captures basic activity information. Once received, the Director of Continuing Education will provide three dates of availability and then schedule a 45-minute virtual meeting in preparation for Step 2.
• Pre-Planning Step 2: Intake Meeting #2
  This is a 45-minute meeting to discuss the following attributes for approval:
  • Professional Practice Gaps/Needs Assessment/Measurable learning objectives/Competencies
  • Audience/Credit Types/Professions and Interprofessional Education
  • Activity Type: Live, RSS, Enduring Materials, etc.
  • Disclosure forms and Conflicts of Interest
• Pre-Planning Step 3: Complete the VCU Health CE Activity Application after step 2 is complete.

• Completed CE Activity Application
  Download: Activity Planning Toolkit
  Download a copy of the checklist outlined below: Activity Checklist
• Program Agenda with schedule, including times/breaks/lunch, etc. uploaded with application.
  A draft agenda is acceptable. Be sure the agenda includes start/end times for presentations, breaks, and meals.
• Planning Committee Conflict of Interest forms
  Completed in the CloudCME portal.
  Enter all planning committee member names and email addresses in the “Planners and Faculty” section of the application form. The CloudCME portal will automatically send an email with instructions to complete the Conflict of Interest form to each planner.
• Mitigation of Conflict(s) of Interest Forms for all Planners
  To be completed by the Activity Director (or designee) for those planning committee members who indicated a relevant conflict of interest on the COI form. This form is being transitioned into the CloudCME portal, in the interim please e-mail completed form to your CE representative.
  Download: COI Mitigation Form
• Marketing Materials review and approval (if applicable)
  Submit any save the date announcements, flyers, brochures, websites for review to ensure proper accreditation statements are listed.
  Please note: The CE Activity Application, all Planner Conflict of Interest forms, and any relevant Resolution of COI forms must be reviewed and approved before any promotional materials are produced and distributed.
  Download: Accreditation and Credit Designation Statement for VCU/VCU Health Partners - Live Activities
  Download: Accreditation and Credit Designation Statement for McGuire VAMC & Other External Partners - Live Activities

• Continuing Education Service Contract between VCU Health CE and Department/Organization.
  Sent via DocuSign to the activity director with copy to the activity coordinator upon CE Application approval. Once executed, CE staff will return a fully executed copy with an invoice for administrative fees.

• Completed Speaker/Faculty Conflict of Interest Disclosure Forms
  Enter all confirmed speaker/faculty names and email addresses in the “Planners and Faculty” section of the application form. The CloudCME portal will automatically send and email with instructions to complete the COI form to each speaker.
  Speaker COI forms are not required to be completed for CE Application approval, but all must be submitted in advance of the activity date.
• CV and Bio-sketch for all Faculty/Speakers
  You may upload these for your faculty/speakers through Faculty Management or assign them the task to complete through the faculty portal. See help page for information on adding forms to faculty.
• Mitigation of Conflict(s) of Interest forms for Presenters
  This is not applicable for speakers who do not list a relevant conflict.
  Mitigation forms are completed by the Activity Director (or designee) for presenter(s) with relevant conflict(s) of interest. If this review cannot be completed before the activity, the presentations cannot be designated for CE credit, and the total credits for the program will be reduced.
  Please e-mail completed form(s) to your CE representative.
  Download: COI Mitigation Form
• Draft of Evaluation Form for review and approval
  Only applicable for those programs not using CloudCME online evaluation and certificate download.
  Download Sample: Evaluation Sample
• Draft of Verification of Participation (VOP) for review and approval
  Only applicable for those programs not using CloudCME online evaluation and certificate download.
  Download: Verification of Participation Template
• Conflict of Interest Disclosure (COI) and Commercial/In-Kind Support Announcement
  *Must be presented to all attendees either by printed handout or powerpoint slide. This information must be shared with your attendees, even if no COI is declared and/or no commercial/in-kind support has been provided.
  Download: Clinical Activity - Acknowledgement of COI & Commercial Support Handout Template
  Download: Clinical Activity - Acknowledgement of COI & Commercial Support PowerPoint Template
  Download: Non-Clinical Activity - Acknowledgement of COI & Commercial Support Handout Template
  Download: Non-Clinical Activity - Acknowledgement of COI & Commercial Support PowerPoint Template

• Copy of final program syllabus and all instructional materials distributed
  Submit to your CE representative by e-mail.
• Completed Verification of Participation (VOP) Forms
  Submit to your CE representative by e-mail or hard copy.
  *Only applicable for those programs not using CloudCME online evaluation and certificate download.
• Custom Data Import Excel Spreadsheet with required participant data
  Submit to your CE representative by e-mail.
  *Only applicable for those programs not using CloudCME online evaluation and certificate download.
  Submit to your CE representative by e-mail.
  Download: Custom Data Import Spreadsheet
• Tabulated Evaluation Results Data
  *Only applicable for those programs not using CloudCME online evaluation and certificate download.

• Minimum Application Process and Activity Build: 12 months
• Pre-Planning Step 1: Submit pre-planning survey
  This form captures basic activity information. Once received, the Director of Continuing Education will provide three dates of availability and then schedule a 45-minute virtual meeting in preparation for Step 2.
• Pre-Planning Step 2: Intake Meeting #2
  This is a 45-minute meeting to discuss the following attributes for approval:
  • Professional Practice Gaps/Needs Assessment/Measurable learning objectives/Competencies
  • Audience/Credit Types/Professions and Interprofessional Education
  • Activity Type: Live, RSS, Enduring Materials, etc.
  • Disclosure forms and Conflicts of Interest
• Pre-Planning Step 3: Meet with Continuing Education Manager to provide details needed for CE Service Fee quote.

• Minimum Application Process and Activity Build: 6 months
• Pre-Planning Step 1: Submit pre-planning survey
  This form captures basic activity information. Once received, the Director of Continuing Education will provide three dates of availability and then schedule a 45-minute virtual meeting in preparation for Step 2.
• Pre-Planning Step 2: Intake Meeting #2
  This is a 45-minute meeting to discuss the following attributes for approval:
  • Professional Practice Gaps/Needs Assessment/Measurable learning objectives/Competencies
  • Audience/Credit Types/Professions and Interprofessional Education
  • Activity Type: Live, RSS, Enduring Materials, etc.
  • Disclosure forms and Conflicts of Interest
• Pre-Planning Step 3: Meet with Continuing Education Manager to provide details needed for CE Service Fee quote.

• Minimum Application Process and Activity Build: 90-120 days (~3-4 months)
• Download Enduring Materials Resource Toolkit
• Pre-Planning Step 1: Submit pre-planning survey
  This form captures basic activity information. Once received, the Director of Continuing Education will provide three dates of availability and then schedule a 45-minute virtual meeting in preparation for Step 2.
• Pre-Planning Step 2: Intake Meeting #2
  This is a 45-minute meeting to discuss the following attributes for approval:
  • Professional Practice Gaps/Needs Assessment/Measurable learning objectives/Competencies
  • Audience/Credit Types/Professions and Interprofessional Education
  • Activity Type: Live, RSS, Enduring Materials, etc.
  • Disclosure forms and Conflicts of Interest
• Pre-Planning Step 3: Complete the VCU Health CE Activity Application after step 2 is complete.