Guidelines for Obtaining CME Sponsorship of Grand Rounds & Lecture Series

Call the CME office at (914) 594-3369 to obtain a CME identification number for this series. (Note: The CME number must be included on all correspondence and documentation sent to the CME office.)

Note that the Guidelines for Commercial Support stipulate that:

• Every activity planner and presenter must disclose all significant financial relationships to the provider. New York Medical College requires that each planner and presenter complete a Financial Disclosure Form and file it with the presenting department
• No commercial support funding may be accepted for an activity without a fully executed Letter of Agreement.
  (New York Medical College policies require that all Letters of Agreement must be signed by the CME department and the Chief Financial Officer. The CME Office will forward all agreements to the CFO and return the executed agreements to the Commercial Supporter.)
• All honoraria payments and expense reimbursements must be made in accordance with NYMC policies. Note that commercial supporters may not pay any honoraria or expenses directly to an activity presenter or planner.

Submit the following items to the CME office at least 2 Weeks Prior to the first lecture/session of this series:

• Completed Annual Application for CME Sponsorship of Serial Conferences
  Note: A new application is required each academic year.
• Needs Assessment (Practice Gap) Documentation
  (This is the method through which the need for these particular lecture topics was identified to bridge the gap in practice of your learners. Examples include: Chart Review, Specialty Guidelines, Survey, Public Health Data, Hospital Discharge Data, Program Evaluation Data, QA/QI Review, Learner Assessment.)
• Sponsorship Agreement signed by the Program Director and Departmental Coordinator
  Note: A new sponsorship agreement is required each academic year.

Immediately following the first session of the series, submit the following items to the CME Office:

• A copy of the speaker invitation/confirmation letter
• Conference Announcement
  Announcements must include:

1. Specific objectives for each lecture/session that relate to the overall practice gap that this series addresses
   Objectives should be clear, measurable, and aimed at improving patient care and health

2. Appropriate CME Accreditation and Disclosure Statements (Note: unless instructed differently by the CME
   Office, use the following statements.)

New York Medical College is accredited by the ACCME to provide continuing medical education for physicians.

New York Medical College designates this educational activity for a maximum of {enter # of credits here} AMA PRA Category 1 Credit(s)™. Physicians should only claim credit commensurate with the extent of their participation in the activity.

All activity faculty and planners participating in continuing medical education activities sponsored by New York Medical College are expected to disclose to the audience any significant support or substantial relationship(s) with providers of commercial products and/or devices discussed in their presentation and/or with any commercial supporters of the activity. In addition, all faculty are expected to openly disclose any off-label, experimental, or investigational use of drugs or devices discussed in their presentation.

3. Acknowledgement of any commercial support received for the lecture
   We gratefully acknowledge {Insert name of commercial supporter} for their generous support of this
   educational activity.

• Completed Financial Disclosure Forms for each presenter and planner involved in this session
• Proof of acknowledgement that commercial support, if any, was conveyed to the session participants
• Proof that Financial Disclosure information was conveyed to session participants prior to the start of the activity

Activity Faculty disclosures of relationships with commercial supporters or manufacturers and/or any discussion of an off-label, experimental, or investigational use of a drug in their presentation must be communicated to the audience
prior to the start of the activity. (Note, if there are no disclosures to be made, this must also be communicated to the audience.) The method of communicating the information is up to the Activity Director, however, the method must be documented in the activity file.

Methods of Disclosure include:
- Verbal announcement by the Activity Director with written attestation that disclosure was made to the audience
- Listing the information on an opening slide of the presentation
- Posting Disclosure information near the sign-in sheet
-Listing the information on the program announcement
- Listing the information on the evaluation form

• Copies of completed Evaluation Forms

For the time period(s) requested, submit the following ORIGINAL documents the CME Office:

• Completed Grand Rounds/Lecture Series Monthly Summary for the requested month
• Copies of completed Evaluation Forms
• Supporting Documentation for the Needs Assessment for each lecture
• Copies of Speaker Invitation or Confirmation letters.
  Letters must indicate lecture series title, date, time and place of lecture, and specific lecture topic and objectives.
  (See sample letter.)
• Copies of Lecture Announcements (Example: Grand Rounds Flyers)
• Copies of completed Individual Financial Disclosure Form for each activity speaker and planner
• Proof that Faculty Disclosures were made to the audience prior to the start of the activity
• If applicable, proof that all Commercial Support was acknowledged to the audience prior to the activity
• If applicable, proof that honoraria and expenses were paid in accordance with NYMC policies.

At the close of the academic year, submit the following to the CME Office:

• Completed Monthly Summary Sheets
• Original participant Sign-in Sheets
• Completed Learner’s Change in Competence, Performance, and Patient Outcomes Survey
  (Note each physician must complete this survey to receive CME credit for the year)

revised: 03/03/08