OVERVIEW:
UVA Grand Rounds & Regularly-Scheduled Series (RSS)

   

There are two steps which must be completed in order for your RSS session to be awarded credit:

1)    The series must be approved by the CME Committee; and

2)    All required documentation must be received within 30 days of the session date.  Credit can only be awarded to sessions for which the documentation requirements have been met.  (See RSS documentation checklist)

Documentation Requirements:

Notes:

• All documents (and correspondence) must be submitted electronically to uvacmeevals@virginia.edu
• Standardized subject line format:  Please include the abbreviated RSS title for your series (see “Abbreviated RSS Titles” document) and the date of the session for which you are writing or sending documentation using the MMDDYYYY format.  This will allow us to process your data more efficiently.
• Please limit one session date per email.  However, multiple attachments are encouraged, but must all relate to the session identified in the subject line.
• If you experience trouble sending large files via email, you may want to try converting your powerpoint presentations into .pdf documents or try using YouSendIt.

Documentation needed for development of Quarterly Evaluations:

In order to prepare the online evaluations for the upcoming quarter, we will need the following information (by the due dates indicated below) from you for each session during the identified evaluation period: 

• Date
• Location
• Speaker name(s) and credentials (MD, PhD, etc.)
• Title of presentation

Documentation to be submitted BEFORE each session:

Please submit at least five business days PRIOR to each session to the email dropbox: uvacmeevals@virginia.edu :

• Announcement of Programs by Email (Flyers) and  any other publicity for the event.  Please copy the email dropbox  uvacmeevals@virginia.edu on your email notice (flyer) on the same day you send it to your email distribution list.  Always include: Dept/Div, speaker's name, credentials, institution, topic/title and CME learning objectives, date, time, and location, as well as the appropriate and current CME accreditation statement.
• Completed COI Faculty Disclosure Form for each speaker – Individual disclosures must be sent electronically to  uvacmeevals@virginia.edu either as a .pdf (with a hand-written signature) or speakers can email their disclosures containing their electronic signature or attach their disclosure to their email confirming they completed their disclosure.  Please always identify the educational event (by date and overall name of grand rounds or other activity, e.g. 5/2/12 Surgery Grand Rounds) in the subject of the email.
• Curriculum Vitae (CV) for each non-UVA speaker.  It is not necessary to submit CVs for UVA faculty members.

• Letter(s) of Agreement (LOA) for commercial support – All LOAs must be submitted for review/approval and be signed by the Director for CME.

• Presentation materials – PowerPoint presentations, handouts, references, etc. as appropriate. Please reduce the file size of the presentation by saving it as a .pdf prior to sending it to uvacmeevals@virginia.edu .

As the accredited provider, it is the responsibility of the Office of Continuing Medical Education to ensure that all educational activities meet the Updated Criteria for Compliance with the ACCME ‘s Accreditation Elements.  These documents are needed in order to ensure a quality educational experience that is free from bias and meets the educational needs of the learner (knowledge, competence, or performance).    These items must be received five days prior to the activity to allow adequate time for review and revision, if needed.

Documentation to be submitted AFTER each session:

Please submit as soon as possible, but no later than 30 days following the session. Ideally, post-session documentation should be submitted prior to your next session.  

• Attendance list – Complete the attendance document (spreadsheet) based on the hard-copy sign-in sheet for the session.  Please note that this document becomes our official attendance record.  It is exceedingly important that this document be accurate.

• Verification of Disclosure Form – Completed and signed by the departmental representative in attendance.

• Budget – Complete the RSS Budget Form.