Planning Regularly Scheduled Series

ACCME Definition of a Regularly Scheduled Series

Live activity planned as a series with multiple, ongoing sessions, e.g., offered weekly, monthly, or quarterly. A regularly scheduled series (RSS) is primarily planned by and presented to the accredited organization’s professional staff and generally targets the same audience over the whole series. Examples include grand rounds, tumor boards, and morbidity and mortality conferences.

Are you planning an RSS and seeking guidance? You are at the right place. CPL appreciates your commitment to improving medical practice and medical education through the planning, design and execution of your series of learning events. The forms and resources on this web page are provided to guide you through the planning process so that your RSS leads to closing your identified gaps, meeting your learners’ needs, and achieving the expectations for an accredited CME activity.

The RSS Coordinator Toolbox includes a timeline and a list of definition of roles. The timeline provided is for any new RSS Activities applying to UNM CPL for the FIRST time. It is not a timeline for those RSS Activities that have been previously approved by UNM CPL. 

RSS Coordinator's CME Toolbox

The Application Form should be completed by the RSS Coordinator (the administrative staff person assigned to an RSS activity from the sponsoring department). The actual form is completed in Smartsheet, however, UNM CPL encourages you to first complete the fillable-PDF worksheet that is available for download below. If you need assistance, please contact HSC-CPL@salud.unm.edu

Application Worksheet (fillable PDF)

Application Form (external link)

The individual responsible for an activity is required to sign the Education Planning Faculty Disclosure Form, prior to approval. Each RSS program will receive a unique Disclosure Form link, which can be shared with the program's speakers. 

If you have questions about what you need to disclose, or who must complete a Disclosure Form, please review the RSS FAQs for additional guidance. 

The Education Planning Form (EPF) should be completed by the faculty member(s) responsible for defining the gap, needs, objectives, competencies addressed, activity formats, learner assessment, and program evaluation for the RSS. The actual form is completed in Smartsheet after the Application Form has been submitted to UNM CPL. However, UNM CPL encourages you to first complete the fillable-PDF worksheet file that is available for download below. Tips and Examples are provided for guidance.

EPF Worksheet (fillable PDF)

EPF Outline (PDF)

Planning Your CME Activity for Learning Impact (video 3:41)

UNM CPL is eager to answer your questions about the RSS Application process. Do you want to know why we require certain documents, or why we ask all those questions? Allow us the opportunity to answer those lingering questions by registering for one of the 1-hour Zoom Q&A Sessions.

Please join us and feel welcome to use the Tips and Examples document we’ve created to assist you in completing the revised Education Planning Form (EPF).

Register today, and we look forward to seeing you!

Choose ONE of the following dates/times to register:

Wednesday, August 19: 9:00-10:00 am

Thursday, August 20: 1:00-2:00 pm

Friday, August 21: 10:00-11:00 am

Tuesday, August 25: 12:00-1:00 pm

Tuesday, August 25: 4:00-5:00 pm

Thursday, August 27: 8:00-9:00 am

Thursday, August 27: 1:00-2:00 pm

Friday, August 28: 2:00-3:00 pm

Tuesday, September 1: 8:00-9:00 am

Tuesday, September 1: 1:00-2:00 pm

Thursday, September 3: 9:00-10:00 am

Thursday, September 3: 3:00-4:00 pm

Friday, September 4: 8:00-9:00 am

Friday, September 4: 12:00-1:00 pm

Thursday, September 10: 10:00-11:00 am

Thursday, September 10: 3:00-4:00 pm

Friday, September 11: 9:00-10:00 am

Monday, September 21: 1:00-2:00 pm

Tuesday, September 22: 9:00-10:00 am

Workshops are provided for faculty planners to assist with completion of the Education Planning Form; RSS Coordinators may wish to attend with faculty planners. Bring your EPF worksheet with you, perhaps partially filled out, and facilitators will guide you to complete the form during the workshop. Part 1 workshop sessions emphasize the first half of the form: gaps, needs, competencies, learning objectives. Part 2 workshop sessions emphasize completing the remainder of the form: learning formats, assessment, evaluation. Click the link(s) below to register. Registrants will receive additional information to prepare for the session(s) they plan to attend. 

EPF Workshop Part 1: Tuesday, September 1, 4:15-5:00 pm

EPF Workshop Part 1: Wednesday, September 2, 12:15-1:00 pm

EPF Workshop Part 2: Tuesday, September 15, 4:15-5:00 pm

EPF Workshop Part 2: Wednesday, September 16, 12:15-1:00 pm

What are the steps needed to obtain AMA PRA Category 1 CreditTM for our RSS Program?

Step #1

Step #2

  • Submit the Application an Education Planning Form, signed by the Faculty Planner.
  • Submit a copy of your Announcement Template, which includes disclosure and accreditation statement.
  • Have your faculty planner sign a Disclosure Form.
  • Submit a copy of the Evaluation Form. We , which you can add additional questions to.

Step #3

  • Application reviewed by CPL. Once all documents are received and accepted, an email approval will be sent to you.

Step #4

  • Registration Process will be reviewed with RSS Coordinator and registration links will be sent for this activity.

My speaker’s disclosure form indicates they “do” have a relationship with a company.  What do I need to do? 

  1. At least 14 days prior to the event - The Faculty Planner will discuss the conflict with the speaker to resolve any possible conflict. (i.e. if the speaker is including a name brand in his/her presentation, they must include two additional brands in their presentation.) 

  2. RSS Education Planning Faculty will email CPL at HSC-CPL@salud.unm.edu with findings of this discussion, providing specific information about each possible COI.

  3. At least 7 days prior to the activity, the Faculty Planner and CPL reviews the speaker’s presentation slides and handout material for possible logos or other conflicts.

  4. The day of the activity, the Faculty Planner will complete a Course Director Evaluation Form for the speaker. This form will be returned to CPL.

  5. CPL will document the process and retain the files.

Why do I have to create an announcement for each activity, and why must it be posted near the registration area? 

ACCME requires that we disclose any relevant financial relationship(s) that the planner and/or presenter may have to the attendees, including the absence of such conflicts.  In addition, the accreditation statement must be included on all printed materials.  These announcements must be posted near the registration area so that all attendees are aware of any relevant financial relationships that speakers may have. 

How do we request a transcript?

Transcripts are sent upon request.  Attendees email us at HSC-CPL@salud.unm.edu with the subject line of “Transcript”. Information needed:

  • First Name, Last Name and Degree
  • What Email Address do you typically use?
  • What years are you requesting?

RSS Coordinators can obtain a record of the RSS sessions attended by their faculty by emailing us at HSC-CPL@salud.unm.edu.  

Do you have a best-practice timeline for our RSS Program?

  • 45 days prior to the event: Receive disclosure(s) from presenter(s).
  • 30 days: Review for possible COI’s.
    • If none, add speaker name to disclosure Information on announcements.
    • If a COI is indicated contact CPL immediately.
    • 14 days prior to the event: Faculty Planner reviews possible COI with presenter.
    • 7 days prior to the event:
      • Faculty Planner emails the CPL with any findings.
      • Faculty & CME reviews slides and handout materials for possible logos or name brands.
  • 5 days prior: Update sign-in sheet, announcement and evlauations.
  • Day of event: Post announcement, sign-in sheets and evaluation form. Faculty is to evaluate speaker with possible COI if any.
  • 25 days post event: Type evaluation responses into Excel Evaluation Summary.

A physician just received a certificate from another office for an event they attended; do I send those to you to keep track of?

No.  We only maintain records for the activities that are approved by CPL. The certificates he/she receives from other events will need to be maintained by the individual.

Who must complete a COI Disclosure?

  • Education Planning Faculty/Course Directors
  • ALL faculty (including adjunct faculty and emeritus faculty who are participating in a sponsored event)
  • Postdoctoral scholars
  • Professionals paid from ANY source
  • Fellows and Residents
  • Graduate assistants (GAs) paid from sponsored research funds
  • Research personnel engaged in the design, conduct, or reporting of a sponsored research project (e.g. part-time and temporary employees)
  • Any moderator/facilitator who interacts with the audience

What information do I need to disclose on my COI Disclosure?

  • Any relationship you have with a third party that does business (such as sponsoring research or providing goods and services) with the University.
  • Any relationship with a third party in which you hold a Significant Financial Interest.
  • Any External Professional Activity for Pay (EPAP) in which you receive remuneration of any kind (Salary, etc.).
  • Any intellectual property (Patents, trademarks, licensing agreements, etc.) contractually obligated to you or the University in which you are the author or owner.
  • Any textbooks or other course materials for sale that you have authored or co-authored which you are also REQUIRING of students enrolled in coursework under your direction.

What if I want to seek Commercial Support for my RSS Activity?

Designated financial commercial support for courses and internet activity (enduring material) is allowed if the following conditions have been met:

  • Activity planning is independent of commercial control
  • Review by CPL Staff finds the activity to be free of commercial bias
  • Industry support is sought in collaboration with and under the auspices of the CPL

Can commercial employees plan or instruct in CME activities?

No.  Commercial employees may not participate in the planning of CME activities.