Continuing Medical Education

Planning Process for Symposia

Phase 1 – Activity Proposal
The Stanford Center for Continuing Medical Education evaluates new activity proposals to make sure that they are consistent with the Center’s mission. The Center must also ensure there are sufficient resources to support the proposed activity and the Stanford Department/Institute/Division requesting the continuing medical education (CME) activity is prepared to financially backstop activity deficits.
Contact the Stanford Center for CME at least 12 months in advance of the proposed activity to insure the necessary time for proposal evaluation/approval, activity planning and promotion.
Phase 2 – Activity Preplanning
In this phase, a Course Director and the Planning Committee are established. The Course Director (a Stanford School of Medicine faculty member) coordinates the activity planning process. More than one planner is recommended and required if the Course Director has a conflict of interest relevant to the subject matter of the activity. The planners are responsible for completing the CME Planning Documentation Worksheet and Application. A Stanford Center for CME manager will be assigned to each activity to assist with the planning and implementation process.
Work together to complete appropriate documents
Phase 3 – Activity Planning
This phase includes meeting planning and content planning. Meeting planning includes date and site selection, facility contracting and budgeting. Content planning is the responsibility of the Course Director and includes identifying professional practice gaps that exist between current and best practices and determining the educational content that will address the gaps. Speakers and topics are selected as well as the most appropriate educational format, learning objectives and educational outcomes measurement methods for the activity.

The Stanford CME Planning Documentation Worksheet and Application is the primary vehicle used to direct the planning process so that all important activity planning elements are addressed and regulatory (ACCME) requirements are met.

Continuing Medical Education applications must be approved prior to promotion and/or advertising of a CME activity. For this reason, activity applications must be completed and submitted to the Center for CME 6-9 months in advance of the activity.
Phase 4 – Activity Approval
In this phase, Stanford Center for Continuing Medical Education staff review the activity application, note necessary additions or modifications, and work with the Course Director on supplementing the application with missing information. Once approved internally by the CME Accreditation Manager, the activity application and supporting documentation are sent to the Associate Dean for CME for final approval.
All promotional materials including brochures and online postings must be reviewed and approved by the Center for CME prior printing, posting and/or sending.
Phase 5 - Activity Delivery
Following activity approval, preparation for delivery of the educational activity is ongoing and includes disclosure/conflict of interest review for speakers/presenters/moderators, activity promotion, registration administration, syllabus preparation and delivery of the CME activity itself.
All presentation slides are submitted to the Center for CME for review by CME staff and the Course Director at least four weeks prior to the activity.
Edits may be required.
Phase 6 – Post Activity
After delivery, the activity is evaluated to assess whether learners were able to increase their competence or improve their performance in practice using evaluation tools for this assessment. Final budget reconciliation also is completed in this phase.
Final documentation is due to the Center for CME within 60 days of the conclusion of the activity including the outcomes summary and final reconciled budget.


Stanford Center for CME, 6/05/09

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