SPONSORSHIP FOR EDUCATIONAL CONFERENCES WITHOUT CONTINUING MEDICAL EDUCATION (CME) CREDIT POLICY

Transcription

1 SPONSORSHIP FOR EDUCATIONAL CONFERENCES WITHOUT CONTINUING MEDICAL EDUCATION (CME) CREDIT POLICY PURPOSE The purpose of this policy is to: Ensure that all non-cme conferences and symposia seeking official institutional approval through Academic Affairs follow approval processes prior to any commitments made by program organizers; and Ensure that non-cme conferences requesting The University of Texas MD Anderson Cancer Center (MD Anderson) sponsorship adhere to MD Anderson business policies and procedures. POLICY STATEMENT It is the policy of MD Anderson to provide the highest quality scientific and clinical conferences and symposia. The planning, execution, and sponsorship will be integral to the institutional mission. All applications requesting institutional sponsorship, whether involving CME or not, are reviewed and approved by the CME Advisory Committee and by the Senior Vice President, Academic Affairs. SCOPE Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of MD Anderson s workforce. TARGET AUDIENCE The target audience for this policy includes, but is not limited to, all faculty, trainees/students, and other members of MD Anderson s workforce, to include faculty within Academic Affairs. DEFINITIONS MD Anderson Sponsorship: Granting of MD Anderson sponsorship allows the activity requestor to use the MD Anderson name and/or logo to promote the activity. Sponsorship does not imply that the institution assumes fiscal responsibility, as this remains the responsibility of the sponsoring department and/or division. Page 1 of 5

2 PROCEDURE 1.0 MD Anderson Sponsorship 1.1 Sponsorship of a conference by the institution will only be approved when the subject matter, its intent, and philosophy of the educational activity is within or an extension of the mission of MD Anderson. 1.2 The requestor (i.e., program chair/co-chair or one of the active members of the planning committee) for the conference must be a faculty member of MD Anderson. MD Anderson faculty/staff must have primary roles in planning the conference. 1.3 The program chair of an educational conference desiring MD Anderson sponsorship must complete an Application for The University of Texas MD Anderson Cancer Center Sponsorship of an Educational Conference. The program chair should attach all required documentation to the application. The program chair must comply with all MD Anderson business policies and procedures. When the Department of CME/Conference Management s services are requested, the Department of CME/Conference Management will work closely with the program chair to ensure that all MD Anderson policies and procedures are adhered to when planning and implementing an educational conference. 1.4 The request must include the following: A. Brief description and goals of the proposed conference; B. Planned dates and location; C. Tentative program, to include suggested topics and faculty; D. Tentative budget and plan for funding; and E. If this conference is recurring or has been held previously, financial information, including income and expenses, from the previous event. 1.5 The Department of CME/Conference Management forwards the request to the CME Advisory Committee. If the proposed activity is recurring and has previously received institution approval by the CME Advisory Committee, the application is submitted directly to the Senior Vice President for Academic Affairs for final review and approval of the activity for institutional sponsorship. 1.6 The CME Advisory Committee recommends the conference for institutional sponsorship or recommends denial. 1.7 The Senior Vice President for Academic Affairs provides review and approval of the activity for institutional sponsorship. 1.8 The Department of CME/Conference Management notifies the program chair electronically of the results of the review process. 1.9 When the Department of CME/Conference Management s conference planning and registration services have been requested, the Department of CME/Conference Management will assist the program chair/organizers of approved conferences with all conference arrangements and logistics. Requests for such services must be made during the early planning stages of the conference The Senior Vice President for Academic Affairs reserves the right to withdraw their approval of any conference. Page 2 of 5

3 2.0 MD Anderson Co-Sponsorship 2.1 Co-sponsorship of a conference by the institution will only be approved when the subject matter, its intent, and philosophy of the educational activity is within or an extension of the mission of MD Anderson. 2.2 Co-sponsors of MD Anderson conferences may include, but are not limited to, other institutions, associations, and foundations. 2.3 Procedures for submitting a co-sponsorship application are the same as for a sponsorship application with the addition of the justification for co-sponsorship. The value of cosponsorship to MD Anderson must be presented. 3.0 Tenets of Sponsorship and Co-Sponsorship All MD Anderson sponsored and co-sponsored conferences must adhere to the following tenets: 3.1 Encompass goals and objectives that are consistent with MD Anderson s mission; 3.2 Appropriately represent MD Anderson s educational efforts; 3.3 Serve to maintain, develop, or increase the knowledge, skills, and professional performance and relationships a scientist, physician, or health care professional uses to provide services for patients, the public, or the profession; 3.4 Program content is based on valid content that is the best available evidence, will be objectively presented, and be independent of commercial interests; 3.5 Determination that needs assessment, educational objectives, selection and presentation of content, selection of faculty, and educational methods were free of the control of a commercial interest(s); and 3.6 Program contributes to the quality and/or improvement in science or health care and aligns with what is in the best interests of the public, patients, and public health and not a specific proprietary business interest; no product/services promotion or specific advertisement is allowed outside of the approved vendor area. 4.0 Miscellaneous 4.1 The Senior Vice President for Academic Affairs reserves the right to withdraw their approval for sponsorship for any activity. 4.2 No commitments may be made to outside organizations wishing to co-sponsor meetings without the approval of the Senior Vice President for Academic Affairs. 4.3 No promotional activity for the activity may occur until the approval process has been completed. 4.4 Following the conference, a brief report to include attendance statistics, a final financial summary, and evaluation summary report are required to be submitted to the Department of CME/Conference Management. Page 3 of 5

4 ATTACHMENTS / LINKS RELATED POLICIES JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS OTHER RELATED ACCREDITATION / REGULATORY STANDARDS REFERENCES Page 4 of 5

5 POLICY APPROVAL Approved With Revisions Date: 04/06/2017 Approved Without Revisions Date: Implementation Date: 04/06/2017 Version: 18.0 RESPONSIBLE DEPARTMENT(S) CME/Conference Management Page 5 of 5