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					Policy and Procedure Manual

                            ENTITY                                                               NUMBER

                            University of Wisconsin                                              UW-RSC
                            School of Medicine and Public Health
                            MANUAL                                                               EFFECTIVE DATE

                            Policy and Procedure                                                 September 21,
                                                                                                 2003
                            SUBJECT                                                              REVISED

                            Regularly Scheduled Conferences                                      January 4, 2006

1.0      PURPOSE

         In accordance with ACCME Policy 2003-A-08, the Policy on Regularly Scheduled Conferences
         (RSCs)1 exists to provide guidance for faculty and staff that plan and execute regularly scheduled
         conferences. Although many RSC’s occur in medical facilities closely affiliated with the
         University of Wisconsin School of Medicine and Public Health (i.e. University of Wisconsin
         Hospital and Clinics, Meriter Hospital, and the William S. Middleton Veterans Affairs Hospital),
         these RSC’s may also take place within hospitals and medical facilities throughout the region.

2.0      POLICY

         2.1      The University of Wisconsin School of Medicine and Public Health will organize its
                  regularly scheduled conferences into two categories for the purposes of reporting to the
                  ACCME.

                  2.1.1     The first category pertains to Internal RSCs, defined as regularly scheduled
                            conferences that target full time University of Wisconsin School of Medicine and
                            Public Health faculty members. Each Internal RSC will be directly sponsored by
                            the University of Wisconsin School of Medicine and Public Health and will take
                            place in medical facilities located in Madison, Wisconsin. All documents
                            pertaining to Internal RSCs will be consolidated into one file for ACCME
                            reporting purposes; however, the Office of Continuing Professional Development
                            in Medicine and Public Health (OCPD) will maintain a sub-file for each Internal
                            RSC so that documents related to any particular RSC may be easily retrieved.

                  2.1.2     The second category pertains to External RSCs, defined as regularly scheduled
                            conferences that target physicians who are not considered full time University of
                            Wisconsin School of Medicine and Public Health faculty members. Each
                            External RSC will be jointly sponsored by the University of Wisconsin School of
                            Medicine and Public Health and will take place in a medical facility outside of
                            the city of Madison, Wisconsin. All documents pertaining to External RSCs will
                            be consolidated into one file for ACCME reporting purposes; however, the
                            Office of Continuing Professional Development in Medicine and Public Health
                            will maintain a sub-file for each External RSC so that documents related to any
                            particular RSC may be easily retrieved

1
  An RSC is defined as daily, weekly or monthly CME activities of ACCME accredited providers that are primarily
planned by and presented to the provider’s professional staff or to the staffs of facilities affiliated or contract with
the provider. Examples of RSCs are grand rounds, tumor boards, and morbidity/mortality conferences.


University of Wisconsin School of Medicine and Public Health Policy on Regularly Scheduled Conferences    Page 1 of 4
Policy and Procedure Manual


         2.2      The emphasis of the University of Wisconsin School of Medicine and Public Health’s
                  RSC oversight will be the development of a system of review that will ensure that all
                  pertinent ACCME Elements and Policies, including the Standards for Commercial
                  Support, are followed.

                  2.2.1     In accordance with ACCME Element 2.1, RSC planners will be required to
                            participate in a planning process that links identified needs, objectives, and
                            educational format to desired results. As such, it is expected that planners of
                            regularly scheduled conferences will go through a planning cycle on a regular
                            basis (i.e. every year or every other year).

                  2.2.2     Needs will be identified and linked to desired results in accordance with ACCME
                            Element 2.2; in all cases, more than one source of needs will be utilized to plan
                            CME regularly scheduled conferences.

                  2.2.3     Global objectives for an RSC series will always be prepared and communicated
                            to prospective learners in accordance with ACCME Element 2.3; these global
                            objectives must be stated in terms of physician behavior and/or patient health
                            status.

                  2.2.4     In accordance with ACCME Element 2.4, regularly scheduled conferences must
                            be evaluated on an ongoing basis. It is expected that each RSC series, but not
                            necessarily each individual session, undergo formal evaluation using appropriate
                            methodology on a regular basis (i.e. every year or every other year).

                  2.2.5     In accordance with ACCME Element 3.1, academic units and/or regional
                            institutions that plan and execute RSCs sponsored by the University of
                            Wisconsin School of Medicine and Public Health will be required to provide the
                            necessary resources and staffing needed to carry-out regularly scheduled CME
                            conferences.

                  2.2.6     In accordance with ACCME Element 3.3, RSC planners must obtain signed
                            letters of agreement (LOA’s) from any commercial supporter(s) of a regularly
                            scheduled conference. If commercial support is obtained, planners must
                            communicate the existence of that support to the participants.

         2.3      The University of Wisconsin School of Medicine and Public Health OCPD will assure
                  that records of attendance and/or participation are maintained and logged into the OCPD
                  database. In turn, any participant of an RSC may contact the OCPD Coordinator for
                  Regularly Scheduled Conferences to retrieve that information.


3.0      IMPLEMENTATION

         3.1      The OCPD website (www.cme.wisc.edu) will provide a section that contains all relevant
                  policies and procedures for planners of regularly scheduled conferences.



         3.2      The OCPD Coordinator for Regularly Scheduled Conferences will perform periodic site



University of Wisconsin School of Medicine and Public Health Policy on Regularly Scheduled Conferences   Page 2 of 4
Policy and Procedure Manual

                  visits to RSCs sponsored by the University of Wisconsin School of Medicine and Public
                  Health and document compliance with all relevant OCPD, AMA, and ACCME policies.
                  A report that outlines the findings of these site visits will be kept in each RSC sub-file.

         3.3      The Assistant Dean for Continuing Medical Education and the OCPD Coordinator for
                  Regularly Scheduled Conferences will ensure that each proposed RSC undergoes a
                  regular planning process (i.e., every year or every other year) that links educational
                  needs, objectives and educational format with desired learning outcomes. Mechanisms
                  employed by the OCPD Coordinator for Regularly Scheduled Conferences to document
                  that a planning process has taken place may include minutes or notes from face-to-face
                  meetings or telephone conversations, e-mail communications, and/or written
                  correspondence.

         3.4      An RSC course director and manager shall be identified by each medical school
                  academic unit and/or regional institution that desires to have a regularly scheduled
                  conference certified for credit by the University of Wisconsin School of Medicine and
                  Public Health.

                  3.4. 1    RSC course directors and managers shall periodically participate in educational
                            sessions designed to update their skills in planning CME activities.

                  3.4.2     After RSC course directors and managers commence their regular planning
                            process, they shall submit the RSC planning documents to the OCPD
                            Coordinator for Regularly Scheduled Conferences. After reviewing the planning
                            documents, the OCPD Coordinator shall (1) approve the RSC for credit or (2)
                            determine there are deficiencies or concerns that must be addressed.
                            Recommendations for improvement of a regularly scheduled conference will be
                            communicated in writing to the RSC course director and manager.

                  3.4.3     Before credit letters are disbursed each year, the RSC course director and
                            manager must submit the following documents to the OCPD Coordinator for
                            Regularly Scheduled Conferences:

                                    CME planning documents
                                    Sample promotional pieces (e.g., flyers, newsletters, e-mail notices,
                                     brochures, posters, etc.)
                                    One copy of any instrument(s) used to evaluate the RSC
                                    Evaluation summaries
                                    All faculty disclosure declarations
                                    All signed letters of agreement (LOAs) for commercial support



University of Wisconsin School of Medicine and Public Health Policy on Regularly Scheduled Conferences   Page 3 of 4
Policy and Procedure Manual

                                      Documentation/evidence that disclosure actually occurred
                                      All correspondence to RSC instructors (e.g., letters and e-mails to
                                       anyone who gave a presentation at that RSC in the past 12 months)
                                      A list of RSC participants that includes the number of sessions each of
                                       these participants attended (unless the RSC is certified for more than one
                                       credit per session, participant attendance will equal the number of
                                       category 1 AMA credits earned)

         3.5       The processes outlined below shall be employed by the University of Wisconsin School
                   of Medicine and Public Health. In total, these processes comprise a system for
                   monitoring compliance with all pertinent ACCME Elements and policies that pertain to
                   regularly scheduled conferences.

                   3.1.1     Pertinent policies and procedures shall be distributed to RSC course directors and
                             managers. These policies and procedures will be tailored to the needs of persons
                             planning regularly scheduled conferences.

                   3.1.2     Planning documents and associated materials submitted by RSC course directors
                             and managers will be reviewed by the Coordinator for Regularly Scheduled
                             Conferences in a timely manner. These planning documents will serve as the
                             basis for OCPD’s decision to approve or reject an RSC application for credit. In
                             an effort to improve educational quality, consultation with OCPD staff will be
                             available to RSC course directors and managers.

                   3.1.3     Each year, the file(s) for every regularly scheduled conference will be reviewed.
                             OCPD will forward a written list of recommendations to RSC course directors
                             and managers on how each regularly scheduled CME conference may improve.

                   3.1.4     Credit certificates will not be issued unless all pertinent documents are forwarded
                             to the OCPD Coordinator for Regularly Scheduled Conferences. Pertinent
                             documents include, but are not limited to, signed letters of agreement with any
                             commercial supporter(s), faculty disclosure declarations, evaluation summaries,
                             and the names and attendance record of participants.




APPROVED: University of Wisconsin Medical School CME Committee: January 24, 2005. The school was renamed the
University of Wisconsin School of Medicine and Public Health in late 2005 and the office was allowed to change its name to the
Office of Continuing Professional Development in Medicine and Public Health soon thereafter. The name changes reflected in
this policy were authorized by the school’s Continuing Professional Development Committee on January 4, 2006.




University of Wisconsin School of Medicine and Public Health Policy on Regularly Scheduled Conferences         Page 4 of 4

				
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