CME Activity Planning Approval Procedure

The CME activity planning procedure is divided into three key stages: Before, During, and After. Each stage provides detailed steps to guide you through the approval process.

Before the Activity 

Gather the necessary information and complete the proposed activity form to be submitted to the Office of Continuing Medical Education.

NOTE: If you have an idea for an activity or need assistance with developing the preliminary details, please contact Stephanie LaBarbera, director of CME, to schedule a consultation at stephanie.labarbera@nyit.edu

This will include:  

  • Proposed activity title 
  • Date(s) 
  • Location 
  • Type of activity  
  • Length of activity  
  • Type of CME credit requested 
  • Primary planner/planning team contact information 
  • Initial speaker/faculty information 
  • Target audience 
  • Geographic area 

  • Practice Gap analysis/needs assessment 
  • Learning objectives (overall and session-specific) 
  • Format of activity  
  • Core competencies 
  • Cited sources 
  • Outcomes measurement 
  • Areas where assistance is needed 
  • Budget information 
  • Will you be giving honoraria to speakers? 
  • Do you plan to have exhibits or advertisements? 

A CME Committee member will be assigned to review your proposal and prepare it for the Committee to review.

One or two committee members will review the information submitted, assess for accuracy, completeness, and correctness, and if needed, meet with the activity planner to gather additional information. Committee members will use a checklist for reviewing activity proposals for consistency. The assigned committee members’ goal is to ensure the proposal is ready for full committee review.  

The CME Committee will review the completed proposed education form and provide potential speakers, guidance, feedback, and or recommendations as needed. Once a decision is made, the proposal goes back to the activity planner. 

The activity planner will connect with the Director of CME to provide a list of speakers and contact information for the disclosure form collection. 

The activity planner will complete the CME Activity Planning Form in its entirety and submit it to the CME Director at least three (3) months prior to the event start date.

The submission should include the needs assessment, program agenda with speaker(s) and lecture title(s), learning objectives, planner/speaker disclosure form(s), preferred outcomes measurement/evaluation, and draft budget.  

  • Credit cannot be pursued if these items are incomplete or are not submitted at least 90 days prior to the program start date.  

The CME Director will submit an application for credit approval to the appropriate accrediting agency. 

Once credits have been approved for the activity, applicants can include credit information in promotional items, and the approved accreditation certification statement provided by the CME office on activity flyers, notices, and announcements.

Interim Reports and finalized items will be requested at least 20 days prior to the activity start date.

This includes:  

  • Speaker PowerPoint presentations  
  • Finalized agenda  
  • CVs for all speakers  
  • Any missing disclosure forms  

During the Activity

All attendees are required to check in / sign in each day of the activity, and this must be documented and returned to the CME office. At the very least, a sign-in sheet can be used, or if you have an electronic mode of attendance, please share it with the CME office.

Provide each attendee with the necessary CME materials.

This includes:

  • The CME disclosure summary (can be listed within the event program). Share disclosure of all content controllers’ relevant financial relationships (or lack thereof) prior to the education beginning.
  • Credit claim instructions.
  • Post-activity learner evaluation survey.

If all the above are met, attendees will receive an email with a CME certificate, and credits will be submitted on their behalf.

Post-Activity (To Be Completed Within 30 Days)

Submit the final CME documents to the Director of CME.

This includes:

  • A set of final presentations in PDF (if any were not submitted beforehand).
  • Participant attendance report/sign-in sheets.
  • Final budget.

Evaluations will be compiled along with any other unique information that was requested to be collected. One or two Committee members will be assigned to review the results and summarize to share with the activity planner.

A post-event meeting can be scheduled with the CME committee to discuss outcomes, share additional feedback, and/or concerns to make improvements for future CME activities.