How does one apply for CME credit?
Below is a list of requirements that must be met prior to the approval of an application for CME credit:
1. Register in the VCME Learning Management System
a. Requires CME Associate to create an online User Profile
2. Submit application materials at least six months in advance of activity start date
a. Includes a completed Application for Sponsorship and Credit Designation of a CME Activity form with signed cover sheet
b. Includes documentation for performance gap
c. Includes completed/signed Disclosure of Financial Relationships forms for each Course Director and (content) Planner
d. Includes a preliminary schedule or agenda
e. Includes a preliminary budget (including a list of commercial supporters, if applicable)
f. Close out previous activity (applies to recurring departmentally managed and jointly sponsored activities only)
3. Review VCME and the Accreditation Council for Continuing Medical Education (ACCME) guidelines
a. Requires a meeting between Course Director and VCME staff
b. Requires CME Associate to participate in VCME training
4. Meet the VCME timeline
a. Submit application materials at least six months prior to activity start date
b. Credit may not be approved if application materials are not submitted at least three months prior to activity start date
Is there a timeline for applying for credit?
For departmentally managed and jointly sponsored activities, application materials should be submitted at least six months prior to activity start date. Credit will be denied if application materials are not submitted at least three months prior to activity start date. Visit the Required Forms and Supplemental Resources page to access the VCME timeline.
An application is required for each regularly scheduled series (RSS), not each session. In most cases, applications have been completed and the Vanderbilt Division of CME will advise you when the content needs to be updated. If you are seeking credit for an RSS for the first time, however, you should apply as soon as possible. Visit the Training Opportunities page to access the regularly scheduled series training manual for more details.
What is the cost of applying for credit?
For departmentally managed and jointly sponsored activities, a flat fee will be assessed based on the number of credits awarded and the anticipated number of physician attendees (or, if this activity has been held previously, the number of physician who attended the most recent event).
There is no fee for credit for regularly scheduled series.
Are the forms to apply for credit and implement a CME-certified activity available online?
Yes. Visit the Required Forms and Supplemental Resources page to access all VCME forms.
What are the responsibilities of a CME Course Director?
1. Develop an idea for a CME activity
a. Identify performance gaps in three areas
b. Research and determine desired results, learning strategies and evaluation strategies
c. Research and determine your target audience and the learning needs of that audience
d. Identify the most effective educational format(s)
e. Determine speakers and topics
2. Work with your CME Associate to submit application materials
a. Respond to content-based questions on the application
b. Provide needs assessment documentation
c. Meet with VCME staff
3. Review presentations as necessary
a. All speakers must complete a Disclosure of Financial Relationships form
b. Assist CME Associate in obtaining disclosure forms and presentations as necessary
c. If a speaker indicates that a financial relationship relative to the content of the presentation exists, the course director will receive an email from VCME indicating that a review of the presentation is required
d. Advise VCME of the results of the review by completing and submitting a Conflict of Interest Review form
e. Discuss results with speaker if a change is required
4. Emphasize to your audience the importance of evaluating the CME activity
a. To determine the effectiveness of the activity in meeting educational objectives
b. To determine if the activity will influence attendees’ approaches to managing patients
c. To determine if proper disclosure was made and conflicts of interest were resolved
5. Support your CME Associates
a. Allow them time off to attend VCME training sessions
b. Recognize the effort required to comply with accreditation guidelines
c. Recognize the time involved in meeting planning and meeting implementation
d. Recognize the time and expertise required to request commercial support
What are the responsibilities of a CME Associate?
1. Assist Course Director in the application for CME credit process
a. Create an online User Profile in the VCME Learning Management System
b. Complete all questions on the application related to meeting planning and logistics
c. Attend VCME training
2. Ensure that recruitment materials, i.e., fliers, brochures, emails, meet CME guidelines
a. Utilize the Recruitment Checklists
b. Submit all recruitment materials to VCME for approval prior to distribution
3. Request Commercial Support (refer to section E below)
4. Obtain completed disclosure forms from every speaker
a. Involve Course Director as necessary
b. Submit completed Disclosure of Financial Relationships forms to VCME at least four weeks prior to activity start date
c. Require presentations from speakers with financial relationships
5. Ensure that on-site materials satisfy guidelines
a. Utilize the Course Syllabus or Handouts Checklist
b. Utilize the Evaluation form
c. Utilize the Documentation of Attendance form
6. Submit attendance data electronically
a. Utilize the Summary of Attendance form
b. Spreadsheets with incomplete data will be returned
How does one set up an online User Profile?
Before an application for credit may be approved and credit issued, the CME Associate must set up a User Profile as follows:
1. Visit www.cme.vanderbilt.edu
2. Click “Sign up”
3. Enter your CME Registration data and click “Add”
4. Complete all pertinent fields on the CME User Profile page
5. Click “Save” before exiting the page
6. Send an email to cme@vanderbilt.edu stating that you have created your User Profile.
The last step is crucial; without notification VCME cannot activate your User Profile.
Are commercial support and exhibits the same thing?
No. Commercial support (grants) and exhibit fees are different. Commercial support is defined as financial, or in-kind, contributions given by a commercial interest, which is used to pay all or part of the costs of a CME activity; this support is paid to Vanderbilt Division of CME. Conversely, exhibitors pay you a fee for the sole purpose of purchasing exhibit space.
Is it true that all commercial support funding (grants) must be made payable and sent to the Vanderbilt Division of CME?
The information below is applicable only if you plan to apply for commercial support (grants) from entities that produce, market, re-sell or distribute health care goods or services consumed by, or used on, patients. Grants from non-profit organizations, including governmental agencies, are exempt from these guidelines.
Yes. The procedure for soliciting commercial support is as follows:
1. Inform VCME of your intent to solicit commercial support by listing potential commercial supporters on your application for credit.
2. When completing grant requests – whether online or off line – you must request payment to be made to the Vanderbilt Division of CME and sent to:
Vanderbilt Division of CME
ATTN: Don Moore or Nanette Bahlinger
320 Light Hall
Nashville, TN 37232-0260
3. Advise VCME as requests for commercial support are approved or denied.
4. When a grant request is approved, a company generally responds with a Letter of Agreement (LOA). This agreement must be submitted to and signed by the Director, Division of CME, prior to the activity start date. If the company does not provide an LOA, use the VCME Letter of Agreement found on the Resources page.
5. Failure to require companies to send commercial support payment to the Division of CME or failure to submit/obtain approval of the Director, Division of CME, of the LOA prior to the activity start date could result in delayed payment or credit revocation.
6. Upon receipt, VCME will send checks to Vanderbilt Development and Alumni Relations (DAR) for processing. VCME will also send a copy of the check to you for your records. DAR will contact you to obtain your conference cost center number and deposit your check accordingly. All of these processes should be completed within a matter of days. (The process is slightly different for jointly sponsored activities: Upon receipt, VCME will “pass-through” the checks. The payment you receive, therefore, will come from Vanderbilt rather than the commercial supporter, and should be made within two weeks or less.)
7. Send VCME copies of financial reconciliations as required by commercial companies. Please do not be delinquent with reconciliation because it could interfere with other requestors.
Are exhibits allowed?
Effective July 1, 2009, exhibits will be allowed off campus only, and must be educational in nature.
Educational materials that might be made available to course participants include information about new medical equipment and/or devices, clinical trials investigating drugs relevant to the topic of the course, and scientific efficacy studies. The materials should be free of company logos, if possible.
What is meant by “off campus”?
- 100 Oaks Mall = on campus
- Student Life Center = on campus
- Peabody Campus = on campus
- University Club = on campus
- Marriott at Vanderbilt = off campus
Are different levels of exhibit support allowed?
No. The space and acknowledgments provided should be as uniform as possible.
May attendee contact information be shared with exhibitors?
No. The only information that may be provided to persons making requests – whether exhibitors or non-exhibitors – is attendees’ names, city and state.
Are pharmaceutical representatives allowed to attend CME activities?
No. Effective July 1, 2009, marketing/sales representatives of the health care industry are prohibited from attending educational activities sponsored by Vanderbilt School of Medicine.
What are the requirements for issuing credit, and how long does it take?
Attendance data must be submitted via the Summary of Attendance form, and credit will be issued if data is submitted correctly and in its entirety. Incorrect or incomplete attendance data will be returned to the CME Associate.
Credit will be issued within five business days of receipt of a compliant Summary of Attendance.
How long do CME records need to be kept?
Files and records related to CME planning and implementation must be retained for six years. Records related to logistical planning, such as hotel contracts and catering menus, are not required.
Do you find the information available on this page helpful? Do you find the page easy to navigate? We welcome your comments and suggestions at cme@vanderbilt.edu
