Activity Timeline

On this page:

Introduction
Forms
Planning Timelines

Introduction

Activity coordinators must complete and submit an application packet during the Continuing Medical Education process and use the following recommended marketing products to increase visibility and attendance for their CME programs. Materials to promote CME must fit within the program’s identity standards, and examples and templates are available for each item. This timeline has been provided to help clarify submission dates. We recommend that you begin planning your CME activity a year in advance.

Note: All applications are treated as high priority. There is no expedited review.

You may download a CME Activity Checklist (DOC) to assist in tracking the activities outlined below. For help completing these forms and preparing promotional items, contact the CME Program at 937-245-7640 or som_cme@wright.edu.

Forms

Coordinators can download all forms as a or download individual forms from the links below.

Minimum Software Requirements:

Some required forms require Requires Word 2003 Microsoft Office Word version 97-2003 or higher
Some optional forms must have Microsoft Office version Word 2007 or higher
Financial forms require Microsoft Office Excel version 97-2003 or higher

Do not staple documents together.

Samples and Templates

Available E-forms

Conflict of Interest Disclosure Form (for planning committee members and speakers)
Exhibitor (for vendors and exhibitors buying space at the event). Review Exhibitor Guidelines.

Planning Timelines

Prior to Committee Review

Submission Date	Activity	Relevant Policy/Guidelines
Immediately	Contact CME Program for help getting started	Category 1 CME
12 weeks prior	Submit	Objective Guidelines Competencies Guidelines Planning Committee Responsibilities Departmental Responsibilities
	Complete Needs Assessment Documentation	Needs Assessment Guidelines
	Complete Promotional Materials Draft	Marketing Guidelines Brochure Guidelines
	Complete: (modified as needed) (modified as needed)	Evaluation Guidelines
	Complete (proposed budget)	Finance Guidelines Contributor Guidelines Exhibit Guidelines Honoraria and Reimbursement Policy
	Complete for all Planning Committee members (COI e-form)	Planning Committee Responsibilities Conflict of Interest Policy
	Collect CVs or Resume for all non-WSUBSOM Faculty	Planning Committee Responsibilities
	Complete Planning Committee Resolution Discussion (DOC)	Conflict of Interest Policy
	Submit Application Fee	Fees
12 weeks prior	Distribute "Save the Date" card Obtain presenter information	Conflict of Interest Policy Save the Date Information
8-12 weeks prior	CME Committee Review

Following Committee Review

Submission Date	Activity	Relevant Policy/Guidelines
6-8 weeks prior	Publicize program	Marketing Information
6-8 weeks prior	Distribute approved brochure	Marketing Information Brochure Guidelines
4 weeks prior	Distribute information electronically	Marketing Information
2 weeks prior	Obtain disclosures: Attestations (DOC) COI e-form or Presenter Packet (DOC) Resolution Materials (DOC) (or the Exhibitor e-form)	Conflict of Interest Policy Contributor Guidelines Speaker Credit Guidelines
1 week prior	Prepare Program Flyers and Name Tags	Marketing Information Enduring Material Guidelines Contributor Guidelines
2 weeks after	Turn in Disclosure documentation Disclosure and Bias Handout (DOCX) Verbal Disclosure Script (DOCX) Meeting materials, etc.	Conflict of Interest Policy Disclosure to the Audience Guidelines
	CVs or Resume for all non-WSUBSOM Faculty Speakers	Speaker Guidelines
	Materials distributed to the audience
	Complete Evaluation Summary (DOC) (average scores for each question — not individual)	Evaluation Guidelines
	Report (number of physician and non-physician attendees as well as individual names)	When possible send electronic registration list. Names must be readable
	Distribute Certificates
	Turn in final (actual budget)	Finance Guidelines Contributor Guidelines Exhibit Guidelines Honoraria and Reimbursement Policy

Ever wonder what the Wright State University Boonshoft School of Medicine CME program responsibilities are? Visit the ACCME or our provider responsibility page.