Policies & Procedures

Advertising/Promotion

Only basic "save the date" information (e.g., title, date, location; neither full schedule nor ability to register) can be distributed before CME credit is designated for the activity. The CME application and approval process verifies that drafts of the main marketing materials include information required by ACCME and AMA. If the main marketing materials are distributed prior to approval and do not contain the required information, CME credit cannot be designated for the activity.

Commercial Support

UM Medical School policy prohibits receiving commercial funding (gifts, grants, exhibit fees) to support UMMS CME activities, but in-kind commercial support (e.g., supplies, equipment) is allowed. The commercial companies addressed in the policy are those that “produce, market, re-sell, or distribute health care goods or services consumed by, or used on patients or biomedical research subjects.” 

When in-kind support is provided for an activity, a letter of agreement must be signed by both the Faculty Planner and the company providing the support. Copies of the fully executed agreement must be forwarded to OCME&LL prior to the activity for inclusion in the activity file. The Faculty Planner must disclose to participants the source of in-kind support. This should be done before the educational content is presented. Click for an example.

Commercial funds provided through an unrestricted granted, and received and processed through the University of Michigan’s Gifts Office, may be used to support CME activities. A letter of agreement must be signed by a representative from the Gift Office and the company providing the support. Copies of the fully executed agreements must be forwarded to OCME&LL prior to the activity for inclusion in the activity file.

Commercial funds cannot be used to provide meals or social activities associated with a CME activity. OCME&LL reserves the right to refuse or withdraw credit designation if any of the required documentation is not provided.

Conflicts of Interest

All CME activities must be free of the influence or control of a commercial entity. Anyone involved in the planning or delivery of the educational content must complete a CME Disclosure Form to identify potentially personal relevant financial relationships. The ACCME requires a sequence of related actions, each addressed operationally below: 
  • Disclosure to the CME provider, by the CME planner(s) and presenter(s), of any financial relationships for themselves and/or their spouse/domestic partner that are relevant to the CME activity in question.
  • Resolution of conflicts of interest, i.e., if a planner or presenter has a financial relationship to disclose, the Resolution section of the CME Disclosure Form must be completed.
  • Disclosure to the participants of the activity of the contents of all planner and presenter disclosure forms.

Note: Disclosure must occur even for those individuals who have nothing to disclose. Documentation that disclosures to participants occurred must be routinely submitted to OCME&LL.

Disclosure forms for anyone in control of educational planning or content (e.g., faculty planners, co-planners, planning committee members) must accompany the application for credit designation.

If the Faculty Planner has a relevant personal financial relationship, he/she should have the leadership of the content unit (e.g., department, division, section) designate an appropriate faculty member without a relevant financial relationship to assure independence and balance of content. This person will then be responsible for resolving the COI of all planners and presenters for the activity. A disclosure form for the person designated to perform resolution of COI should also be included with the application. 

Resolution of Conflicts of Interest

The Faculty Planner should have all presenters complete and submit their CME Disclosure Form to the Faculty Planner with sufficient lead time so that any conflicts of interest can be identified and addressed prior to the presentation at the CME activity. If the Faculty Planner has a relevant personal financial relationship, he/she should have the leadership of the content unit (e.g., department, division, section) designate an appropriate faculty member without a relevant financial relationship to assure independence and balance of content. This person will then be responsible for resolving the COI of all planners and presenters for the activity.

Disclosure to Participants of Planner and Presenter Conflicts of Interest (or lack thereof)

The final, and most often overlooked, step in the disclosure process is to communicate the disclosure to the participants attending the CME activity the disclosure information (or lack thereof) for all planners, co-planners, planning committee members, and presenters. Every person who submitted a disclosure form should have their information presented to participants using one of the following methods:
 
Annual Disclosure by group members to each other (e.g., a tumor board) 
  • Used ONLY for activities whose participants regularly attend and present to one another.
  • All disclosure steps and documentation occur at beginning of the annual series.
  • Required documentation - Must be submitted with the application
  • Copy of the disclosure information (including disclosures of no relevant financial relationships) that was provided or displayed to participants for all Planners and Presenters.
    • Written attestation, signed and dated, verifying that the disclosure information was provided or displayed to all participants.
    • For every presenter who has a relevant financial relationship, a copy of the original CME Disclosure Form, with the Resolution section completed in advance of the presentation by the Faculty Planner (or the individual designated to perform this function)
    • Note: Copies of the CME Disclosure Form are not required to be submitted to OCME&LL when no conflict of interest is identified.
    • Submit required documentation to Julie ReBeau at juliwils@umich.edu (OCME&LL, 5101 Med Sci I, SPC 5611).

Disclosure in Advance Email or Mailed Notice to potential participants (e.g., grand rounds)

  • Appropriate when the speaker is determined shortly before the session.
  • Used for activities whose sessions are routinely announced to potential participants via email.
  • Required documentation - Must be submitted to juliwils@umich.edu (OCME&LL, 5101 Med Sci I, SPC 5611) before the activity.
    • Note: The corresponding CME Disclosure Form is not required to be submitted to OCME&LL when no conflict of interest is identified.
    • When a presenter does have a conflict of interest, the Faculty Planner must submit a copy of the email containing the Planner and Presenter disclosure statements that was provided to participants AND a copy of the original CME Disclosure Form, with the Resolution section completed in advance of the presentation by the individual designated to resolve conflicts (typically the Faculty Planner if he/she has no conflicts).
    • When a presenter does not have a conflict of interest, the Faculty Planner must submit a copy of the email containing the Planner and Presenter disclosure statements that was provided to participants.

Disclosure in Individual Handout to potential participants (e.g., grand rounds)

  • Appropriate when the speaker is determined shortly before the session.
  • Used for activities that distribute educational materials to potential participants for each session.
  • Required documentation - Must be submitted to juliwils@umich.edu (OCME&LL, 5101 Med Sci I, SPC 5611) within thirty days of the activity.
    • Note: The corresponding CME Disclosure Form is not required to be submitted to OCME&LL when no conflict of interest is identified.
    • When a presenter does have a conflict of interest, the Faculty Planner must submit a copy of the handout containing the Planner and Presenter disclosure statements that was provided to participants AND a copy of the original CME Disclosure Form, with the Resolution section completed in advance of the presentation by the individual designated to resolve conflicts (typically the Faculty Planner if he/she has no conflicts).
    • When a presenter does not have a conflict of interest, the Faculty Planner must submit a copy of the handout containing the Planner and Presenter disclosure statements that was provided to participants.

Disclosure in Printed Disclosure Sign viewed by participants at the session (e.g., grand rounds)

  • Used for activities that post information for participants to view at each session
  • Appropriate when the speaker is determined shortly before the session
  • Required documentation - Must be submitted to juliwils@umich.edu (OCME&LL, 5101 Med Sci I, SPC 5611) within thirty days of the activity
    • When a presenter does not have a conflict of interest, the Faculty Planner must submit a copy of the disclosure sign containing the Planner and Presenter disclosure statements that was provided to participants
    • Note: The corresponding CME Disclosure Form is not required to be submitted to OCME&LL when no conflict of interest is identified.
    • When a presenter does have a conflict of interest, the Faculty Planner must submit a copy of the disclosure sign containing the Planner and Presenter disclosure statements that was provided to participants AND a copy of the CME Disclosure Form, with the Resolution section completed in advance of the presentation by the individual designated to resolve conflicts (typically the Faculty Planner if he/she has no conflicts).

Exhibitors

UM Medical School policy prohibits receiving commercial funding (including exhibit fees) to support UMMS CME activities. The commercial companies addressed in the policy are those that “produce, market, re-sell, or distribute health care goods or services consumed by, or used on patients or biomedical research subjects.” These companies are permitted to have commercial exhibits, but no fee can be charged. 

Other companies may be charged exhibit fees.

Fee Schedule

  • Regularly Scheduled Series - No separate fee is charged for designating credit for a RSS planned for UMHS personnel. The UM Faculty Group Practice annually funds this cost.
  • One-Time Live Activities - For activities including UMHS personnel and non-UMHS personnel, the fee is $600 for designating credit for the activity plus $25 for each individual who receives credit (credit record maintained). For activities including only UMHS personnel, no separate fee is charged. The UM Faculty Group Practice annually funds this cost.
  • Enduring Materials - For activities including non-UMHS personnel (with or without UM Personnel, the fee is $750 for designating credit for the activity plus an additional charge (based on the work involved) for recording and maintaining a record of credit each individual who receives credit. OCME&LL maintains an infrastructure for on-line knowledge tests and scoring, activity evaluation, registration certificates, and participation records. Additional charges may apply depending on the extent of work involved. 

Note: Effective July 1, 2014, applications needing a full review in ten business days or less will be charged an additional $200 expedite fee upon approval.

Honoraria

The Medical School has established general guidelines for guest faculty honoraria and should approve, in advance, any proposed honorarium over $1,500. Faculty Planners should contact Faculty Affairs to discuss their specific situation. A copy of the approval letter from Faculty Affairs should be included with the application for credit designation.

Meeting Planning

OCME&LL no longer provides meeting planning services. However, we are happy to provide you with contact information for various vendors and venues upon request.