2016 AAP National Conference & Exhibition

Transcription

1 2016 AAP National Conference & Exhibition MANAGERS INFORMATION PACKET Planning Resources January 2016 Theresa Woike, Manager, Division of Continuing Medical Education, 847/ Jared Cohen, Manager, Division of Convention & Meeting Services, 847/ RESOURCES NATIONAL CONFERENCE DATES AT-A-GLANCE 2016 National Conference, San Francisco, CA, Oct National Conference, Chicago, IL, Sept National Conference, Orlando, FL, Nov. 3-6 LINKS NCEPG EXECUTIVE COMMITTEE MEETING March 4-5, 2016 NCE PG PLANNING GROUP MEETINGS - AAP HQ June 17-18, 2016 (to plan the 2017 National Conference)

2 Managers Meeting 2016 National Conference & Exhibition San Francisco, CA, October January 13, 2016 Program NCE Staff Responsibilities Session Times and Plenary Registration Program Section/Council Descriptions (samples) Deadlines (timeline) Faculty Disclosure - Electronic Promotion See Deadlines list and contact Tori Davis E-Previews Preview Paper Onsite Paper Meeting Request Form Updated form Section menus located on the intranet (AAP Resources > Convention & Meeting Services > NCE) Banquets or other events Registration Faculty confirmations/disclosures Online registration opens June 1, 2016 NCE Grid Grid Change Form on Intranet Form January 30th Submitting a grid change form section/council faculty only Remuneration Policy Internal issue policy Hotel Travel - Adding new faculty Abstract presenters Session moderators Expense Forms 2

3 Section Managers Role Reminder to the section program chairs communication Abstract posters Enforcing handout policies and ACCME guidelines Proposal Process Dates Proposal submission on Shop AAP opens for members Monday, February 15 th and closes April 8 th Staff have internal access until Monday, April 15 th Submitting a proposal electronically Updated form - draft Adding new faculty into netforum Submitting a Proposal Session format overview Tips for preparing a proposal Proposing faculty should not put section/council program chair or executive committee Pearls of Wisdom NCEPG process (topic form) 3

4 Activity AM Sessions (Workshops, Audience Response Sessions, Seminars, Interactive Group Forums) AM 1 Short Subjects AM 2 Short Subjects AM 3 Short Subjects Plenary Session Lunch Break Lunch-time Learning Sessions PM 1 Sessions (Workshops, Audience Response Sessions, Seminars, Interactive Group Forums) Early PM 1 Short Subjects Early PM 2 Short Subjects PM 2 Sessions (Workshops, Audience Response Sessions, Seminars, Interactive Group Forums) PM 1 Short Subjects PM 2 Short Subjects 2016 Schedule Friday (10-21) Pre-Conference Sat (10/22) 7 am Tues (10/25) 6:00 pm 8:30 am 10:00 am (90 minute sessions) 7:30 am 8:15 am 8:30 am 9:15 am 9:30 am 10:15 am 10:30 am 12:15 pm 12:30 1:30 pm 2:00 3:30 pm (90 minute sessions) 2:00 pm 2:45 pm 3:00 pm 3:45 pm 4:00 5:30 pm (90 minute sessions) 4:00 pm 4:45 pm 5:00 pm 5:45 pm 12:30 pm 1:15 pm Tuesday PM 3 Sessions NOTE: Consult Conference web site or Onsite Program for Course and Section/Council Program and special events times 4

5 Faculty Preparation Checklist 2016 American Academy of Pediatrics National Conference & Exhibition Moscone Center San Francisco, CA October (pre-conference events Friday, October 21) Due Now Disclosures As National Conference faculty, you are sent a personalized with a link to your online disclosure form. Disclosures are required and must be completed prior to submitting additional faculty forms. 6/1/2016 Hotel Reservations Open: More information will be sent in an in early June Make sure to tell the housing company you are faculty. A credit card is required as housing is not direct billed to the AAP. Maximum of 2 nights reimbursed unless prior approval. 6/1/2016 Flight Reservations Open: More information will be sent in an in early June Air Travel must be booked through the AAP Travel Office- it will be direct billed to the AAP. Travel arrangements through the AAP Travel Office must be made no less than 30 days in advance. NOTE: International faculty are not required to book through the AAP Travel Office 6/15/2016 Handout Submission Site Opens Handouts are REQUIRED for the following formats: Audience Response Sessions, Courses, Interactive Group Forums, Short Subjects, Seminars, and Workshops. Handouts are permitted but NOT REQUIRED for Plenary Sessions, Point- Counterpoints, and Section/Council Programs. NOTE: attendees prefer handouts so please consider submitting for the above formats. Link ed directly to faculty to upload handout NO PAPER HANDOUTS are allowed; registrants are given electronic access to handouts 2 weeks prior to event in order to pre-print handouts. Be sure to include a Changes in Practice and disclosure slide! 8/26/2016 Handout Submission Closes 9/2/2016 Faculty Hotel Block Closes 9/21/2016 Flight Reservation Deadline 9/30/2016 Onsite Presentation Early Submission Opens 10/14/2016 Onsite Presentation Early Submission Closes Questions? Access the faculty Web site at (enter the lowercase password: faculty) or contact us at nce@aap.org ( ) or 800/ x7940 (phone). AAP 2016 National Conference & Exhibition Faculty Handbook 3 5

6 AAP Section/Council Staff National Conference Timeline January 2016 Faculty disclosures are due / all faculty confirmations must be in 2016 NCE January 29, 2016 General session hot topic proposals for 2016 National Conference are due 2016 NCE January 30, 2016 Final day to provide updates to agenda for CME credit designation 2016 NCE Faculty reimbursement assignment to the National Conference budget will be determined based on this agenda. Faculty/Description/Agenda changes after this point should be made via the grid change form on the Intranet February National Conference Proposal submission open for Section/Council 2017 NCE April 8, 2016 Program proposals & general session proposals AAP staff will have an additional week after proposal submission May 2016 Contact your National Conference & Planning Group representative regarding 2017 NCE your Section/Council s priority proposals and background info for 2017 May 2016 Staff must provide Meeting Services with any attendees whose 2016 National 2016 NCE Conference travel will be paid for by your budget May 27, 2016 Peds 21 proposals are due for the 2018 National Conference 2018 NCE Late May Faculty will receive travel/hotel information from NCE staff 2016 NCE June 1, 2016 Deadline for any changes to 2016 National Conference agenda and description NCE Any changes after this time will not be reflected in the program or AAP Conference Planner Only moderators will be updated on the agenda after this point June 15 August Handout submission site open for 2016 National Conference faculty 2016 NCE 26, 2016 June 17 18, 2016 NCE Planning Group Meeting to select 2017 National Conference sessions 2017 NCE Mid July 2016 Notification will be sent out regarding 2017 National Conference session 2017 NCE proposal acceptance status August Faculty confirmations are due for the 2017 National Conference 2017 NCE November 4, 2016 Your Planning Group member will invite and confirm all faculty for general sessions. August 1, 2016 All faculty cancellations must be replaced by local or existing faculty after this 2016 NCE date August 5, 2016 Section/Council (H) program moderator contact information is given to NCE staff 2016 NCE to collect moderator disclosures and add them to your agenda August 29, 2016 Contact your Section/Council faculty (not general sessions) reminding them of 2016 NCE speaking obligations, travel & hotel reservations, and other requirements September 2, 2016 National Conference faculty hotel block closes 2016 NCE 2016 September 30 Advance pre submission of final onsite presentation slides (different from the 2016 NCE October 14, 2016 handout submission process!) October 2016 National Conference faculty receive Know Before You Go NCE October 22 25, National Conference & Exhibition 2016 NCE Have questions or need clarification? Contact National Conference CME Staff Theresa Woike, twoike@aap.org, x7890 Kristin Ingstrup, kingstrup@aap.org, x7940 6

7 AAP Section/Council Program Chairs National Conference Timeline January 2016 All Section/Council program faculty must be confirmed and confirmation forms 2016 NCE must be turned in National Conference staff will send confirmed faculty disclosures to complete January 29, 2016 General session hot topic proposals for 2016 National Conference are due 2016 NCE January 30, 2016 Final day to provide updates to agenda for CME credit designation 2016 NCE Faculty reimbursement assignment to the National Conference budget will be determined based on this agenda. February National Conference Proposal submission open for Section/Council 2017 NCE April 8, 2016 Program proposals & general session proposals on Shop AAP May 2016 Contact your NCE Planning Group representative regarding your 2017 NCE Section/Council s priority proposals and background info for 2017 May 27, 2016 Peds 21 proposals are due for the 2018 National Conference 2018 NCE June 1, 2016 Deadline for any changes to 2016 National Conference agenda and description NCE Any changes after this time will not be reflected in the program or AAP Conference Planner Only moderators will be updated on the agenda after this point June 15 August Handout submission site open for 2016 National Conference faculty 2016 NCE 26, 2016 June 17 18, 2016 NCE Planning Group Meeting to select 2017 National Conference sessions 2017 NCE Mid July 2016 NCE Staff will send a notification to council/section managers and program chairs 2017 NCE outlining accepted and not accepted session proposals for 2017 August November Section/Council Faculty confirmations are due for the 2017 National Conference 2017 NCE 4, 2016 Contact your Planning Group representative to discuss faculty confirmations and priorities. Your Planning Group member will invite and confirm all faculty for general sessions. August 5, 2016 Section/Council (H) program moderator contact information is given to NCE 2016 NCE staff to collect moderator disclosures and add them to your agenda August 29, 2016 Contact your Section/Council faculty (not general sessions) reminding them of 2016 NCE speaking obligations, travel & hotel reservations, and other requirements September 2, 2016 National Conference faculty hotel block closes 2016 NCE 2016 September 30 Advance pre submission of final onsite presentation slides (different from the 2016 NCE October 14, 2016 handout submission process!) October 2016 National Conference faculty receive Know Before You Go NCE October 22 25, National Conference & Exhibition 2016 NCE Have questions or need clarification? OR Contact your AAP Section/Council Manager National Conference CME Staff Theresa Woike, twoike@aap.org Kristin Ingstrup, kingstrup@aap.org 7

8 Required for all AAP Section/Council Educational Programs SAMPLES Program Managers check: Confirmed Agenda Program Date/Times (Start and End) Title & Sub-title (indicates theme of programming) Faculty and designations Registration Form (if you are having a ticketed, catered event) In the Agenda Schedule, awards should specifically note if there will be an award only or a presentation as well Development check: Sponsorships (Only Development staff are authorized to make edits to sponsorship acknowledgments) CONFERENCE PLANNER & ON-SITE PROGRAM 8

9 SAMPLE Dear Dr Schonfeld, Thank you for agreeing to serve as faculty for the Section on Developmental and Behavioral Pediatrics (SODBP) Program. We are excited to see you in San Francisco, CA! Listed below are the details of the SODBP program as well as those specific to your presentation. Overall SODBP Program Session #: H2031 Program Title: Pediatric Response to Disasters Date: Sunday, October 23, 2016 Location: Moscone Convention Center Program Time: 8:00 am 4:00 pm Specific Presentation Information Title: Providing Consultation to Schools Impacted by Crisis Time: 8:45 9:30 am Attached you will find a copy of the program agenda so that you may be familiar with the other talks occurring as part of the program. Lunch and Roundtables The SODBP offers roundtable discussions over the lunch break and we hope that you will be able to stay for this. The SODBP will order a lunch for you. The roundtables provide an opportunity for SODBP members to network with one another around topics of mutual interest. It also provides an opportunity for members to interact with faculty more in depth than allowed by the scheduled talks. Information Related to Travel, Lodging, and Registration You should have already received faculty information from the AAP National Conference and Exhibition staff about making your travel arrangements and how expenses will be covered. If you have not received this, please contact Linda Paul, SODBP manager, at lpaul@aap.org or 800/ , ext If you would like to discuss your presentation, please feel free to contact me at rgvoigt@texaschildrens.org. Again, we look forward to seeing you in San Francisco, CA! Sincerely, Robert G. Voigt SODBP Program Chairperson 9

10 2016 National Conference & Exhibition Function Space Request Form Instructions The 2016 National Conference Function Space Request Form is now available! Staff in need of meeting space at the 2016 NCE in San Francisco for a section (H) program, committee meeting, reception, or other type of function MUST complete a Function Space Request form via the following link: Instructions and Guidelines are available under "SHOW INFO" in the left navigation bar. To log in, enter your address in the 'User Name' field, enter 'aapmtg' (6 lower case letters) in the password field, and then click the 'Log In' button. Menus, A/V pricing and floorplans can be found on the DOCMS Intranet page (AAP Resources>Convention and Meeting Services>NCE). Please be advised that function space is limited. Every effort will be made to accommodate your first preference. Depending on the request it may need approval from the Division of CME staff. All Function Space Request Forms are due by Friday, February 12. Every type of meeting (Section "H" programs, Council, Section Executive Committee meetings, Committee meetings, Management Committee meetings, Project Advisory Committee meetings, Action Group meetings, Editorial Board meetings, receptions, etc.) must submit a Function Space Form. The 'Guidelines' link on the left provides clarification on each type of meeting. If your meeting extends multiple days, you must submit a form for each separate day. If your meeting requires multiple meeting rooms, you must submit a separate form for each room. Please only use this online form for space requests, and fill in as much information as possible. The more information we have helps us assign your meeting to the best possible location/room. If you have any questions, please contact Jake Stein, ext. 4793, Michelle Murphy, ext. 4278, or Laura Jurgens, ext

11 Meeting Request Form Guidelines Space at the 2015 NCE is limited, and is assigned by submission of this Meeting Request Form only. You are strongly encouraged to complete this form as soon as possible. Social functions may not be scheduled to compete with any scientific sessions. All activities are restricted to the Walter E. Washington Convention Center, Marriott Marquis Washington, DC, Renaissance Washington, DC, or alternative properties assigned at the discretion of AAP Meeting Services. Except for Section Programs, each meeting is responsible for any hotel charges including catering, audiovisual equipment, etc. Per venue policy, no outside food and beverage is allowed in any meeting room at the convention center or hotel. The following types of functions require the submission on the online Function Space Request Form for placement. Section Programs Section Programs that were approved through the Division of CME must submit the online Function Space Request Form. If you have a multiple day program, you must fill out a separate online form for each day. If your meeting requires multiple meeting rooms, you must fill out a separate form for each meeting room. The NCE budget covers all standard A/V equipment (laptop, projector, screen, laser pointer) for Section Programs. Any additional A/V, Internet, or food & beverage requests will be charged back to the Section and appropriate account numbers must be submitted at the time of the request. Floorplans, menus, and other pricing are available on the DOCMS NCE web page. Administrative/ Committee Meeting If you have a multiple day meeting, you must fill out a separate online form for each day. All catering, A/V, telephone, and additional charges will be billed to the AAP area hosting the meeting and an account number(s) is required for those charges. Special Events Events such as banquets or dinners should select the Special Event option. All catering, A/V, telephone, and additional charges will be billed to the AAP area hosting the meeting and an account number(s) is required for those charges. Receptions If your reception is being held in conjunction with your Section Program, but a separate room is requested, please fill out a separate request form for that reception. Receptions being held in the same room as the Section Program, immediately following that program, can be submitted on the same form. All additional charges for receptions are billed to the AAP area hosting the reception and an account number(s) is required for those charges. Other Functions Any other type of meeting requests, including Alumni functions, Exhibitor functions, Focus Groups, Symposia functions, or any other misc. functions must be requested using a separate Ancillary Function Space Form located on the DOCMS NCE web page. All requests are subject to approval by Meeting Services and the Division of CME. For questions, please contact Laura Jurgens, ext

12 National Conference Faculty Remuneration Policy A. For general NCE faculty: 1. NCE pays airfare must be booked through AAP (direct bill). 2. International faculty (includes Canada, Hawaii and Alaska) - $500 towards airfare do not need to use AAP travel office 3. NCE pays hotel/meals (usually 2 days, unless the faculty s NCE teaching schedule requires more time). 4. NCE pays $100 stipend per session. 5. NCE pays basic NCE registration. # 2, 3 & 4 are reimbursed to faculty after the NCE upon submission of the travel expense form and itemized receipts. B. For faculty also coming to the NCE for other AAP committee and section business also editorial boards, task force meetings, etc.: 1. NCE and Committee, Section, or Council split the airfare initially billed to the section/council and ½ re-classed to the NCE budget. 2. NCE pays hotel/meals (usually 2 days, unless the faculty s NCE teaching schedule requires more time). 3. Committee, section, or council pays any hotel/meal days beyond 2 if required for committee, section, or council business. 4. NCE pays $100 stipend per session. 5. NCE pays basic NCE registration. C. Individuals serving as session and abstract moderators (those only introducing speakers and serving as emcees) are NOT considered faculty, and receive no remuneration. D. Abstract presenters at section/council programs for section members are not considered to be faculty, and receive no remuneration. Only the presenting author is eligible to receive a discounted NCE registration fee. E. One faculty is allowed for every CME hour offered; excluding abstract presenters (CME is assigned for abstract presentations but is not considered for faculty remuneration calculation). If your program exceeds this amount, NCE staff will assign remuneration based on alphabetical order. Any changes in faculty after this determination will be added to the bottom of the alphabetical list. Example: your program is assigned 6 CME hours and this includes 2 hours of abstract presentations the NCE will pay for 4 faculty. The section/council will incur all costs listed in A above for the additional faculty (including the stipend) except NCE will pay registration. F. When changes in faculty occur one month or less from the start of the NCE every effort should be made to replace with other faculty already scheduled to attend. The section/council will incur the additional cost of this change unless approved by the NCE manager and Director of Education. The NCE staff realizes there are always exceptions, and the remuneration policy can be adjusted based on approval from the NCE manager and Director of Education. 12

13 SECTION/COUNCIL PROGRAM CHAIRPERSON SUMMARY OF RESPONSIBILITIES Basic Function To develop and coordinate the National Conference and Exhibition (NCE) educational programming for the section/council. Term The section/council program chairperson is appointed for a 3-year term by the section/council Executive Committee chairperson. Reappointment is contingent upon service to the section/council. (Note: this may vary by Section/Council) Responsibilities The responsibilities of the section/council program chairperson include the following: Coordinate development of educational program proposals including, but not limited to: o convening needed conference calls, etc to discuss program development, o assisting Executive Committee members in completing proposal forms, o developing program agenda for section/council educational program, o identifying faculty for section/council educational program, collecting disclosures and resolving any potential conflicts, and o working with other section/council Program Chairs to coordinate co-sponsored proposals Follow the National Conference and Exhibition Planning Group (NCEPG) guidelines for program submission Facilitate section/council program (eg, provide opening remarks, introduce faculty) Serve as primary contact to section/council staff on educational program issues Serve as primary contact to section/council educational program faculty May also serve as abstract chairperson, publications chairperson, or local arrangements chairs to organize various components of the educational program Work collaboratively with the section/council s NCEPG representative on program development Maintain ongoing communication with NCEPG representative, section/council staff, and NCE staff Participate in Section/Council Executive Committee meetings as needed Ensure that the Section/Council program follows all AAP and ACCME guidelines. 13

14 American Academy of Pediatrics National Conference & Exhibition Information What is the NCEPG and its role within the Academy? The National Conference and Exhibition Planning Group (NCEPG) develops the scientific programs for the National Conference and Exhibition (formerly Annual Meeting) within the established goals and objectives of the Academy. NCEPG members are nominated by sections/councils and approved by the AAP Committee on Continuing Medical Education for a two-year term with provision for not more than three consecutive two-year terms for a maximum of six years. The membership of the NCEPG includes: Twenty (24) core members selected according to the AAP By-Laws regarding workgroup appointments. This includes representation from the Surgical Section and the Medical Specialties. Chair of the NCE Planning Group. Four (3) ex-officio members representing: o PREP or other editorial board from journals o Section Forum Management Committee Chair o COCME Chair All individuals appointed to the NCEPG function as full members. What are the educational responsibilities of the NCEPG? As an accredited provider, all AAP CME activities must be developed in compliance with the Accreditation Council for CME (ACCME) and American Medical Association (AMA) Physician s Recognition Award (PRA) requirements. An NCEPG member must be actively involved in the development of all programs that are designated for AMA PRA Category 1 Credit at the National Conference and Exhibition. The goal is to ensure that those programs developed by Committees, Councils, and Sections are a result of open and collaborative planning. When and how does the NCEPG select the educational sessions, which are presented at National Conference and Exhibition? The proposal submission process begins approximately 18 months prior to the meeting. The NCEPG meets approximately 16 months before the meeting to plan the educational content. Suggestions for programs come from many sources from within and outside of the Academy. Members of the NCEPG select those programs that are both comprehensive and appealing to a broad audience. When suggestions for similar programs are received, the members of the NCEPG may combine ideas to develop one program. This flexibility allows the NCEPG to make 14

15 the best possible use of Academy resources and to develop the most attractive slate of presentations. Time constraints, budgeting issues and the objective of presenting an assortment of topics make it impossible to present every program suggested. Since the NCEPG is ultimately responsible for the content of the scientific program, the members of the NCEPG determine which programs will be presented at national meetings. A large percentage of programs submitted by Committees, Councils, and Sections are adopted as part of the scientific program. How is the deadline for submitting proposals determined? Proposal deadlines are set to allow staff members enough time to process and duplicate the proposals and mail them to NCEPG members one week before the planning meeting. The deadline for proposal submission is approximately 18 months prior to the NCE. The NCE planning group will always review hot topic or new emerging topics proposed at any time for consideration. Approval is based on time, budget and need as perceived by the planning group. Members of the NCEPG greatly value the time and effort spent planning and preparing proposals and want to provide each proposal equal consideration. It is impossible to apply adequate scrutiny and provide necessary support for those proposals received after the deadline. Proposals received after the deadline will be held until the next planning meeting. What is the rationale behind limiting the number of faculty for an NCE Session? Generally, NCEPG members select one to two speakers to present a seminar, workshop or interactive group forum. Other formats only allow for 1 faculty. The seminar is an in-depth review of a specific topic in which that participant is actively engaged and encouraged to interact with the faculty members. The number of faculty members is limited to facilitate this interaction. More than one or two faculty members make it difficult for the participants to interact directly, ask questions and become actively engaged in the session. Also, experience has consistently demonstrated that seminars comprised of more than two faculty members tend to be too disorganized and invite redundancy or omissions. Thus, the target number of two faculty is mainly influenced by adult learning theory, rather than fiscal concerns. If the subject requires that multiple viewpoints be presented or if the issue needs to be addressed from a multidisciplinary perspective, then a Plenary Session, which is designed to provide a focused presentation of a more specific topic or issue, may be a more appropriate format. Why aren't the faculty members being considered to present at the National Conference and Exhibition approached prior to the planning meeting? The individuals being considered to present at the National Conference and Exhibition are not approached until after the planning meeting. This policy eliminates any potential for confusion and misunderstanding. While it seems logical to explore an individual's interest in presenting at a meeting, if an invitation is not extended, the individual may feel rejected. There is also the risk that they may not accept future invitations. Please keep in mind that many excellent programs cannot be accommodated. What qualifications must an individual have to speak at the NCE? 15

16 Faculty members should offer knowledge, clinical relevance, dynamic presentation style, leadership, organization, and cooperation. Personal friends and colleagues should be invited to speak only if they meet these criteria. In addition, AAP officers, national committee members, section/council executive committee members, and section/council program chairpersons may not serve as faculty. Pending approval by the relevant NCEPG member on a case-by-case basis, section/council executive committee members may be permitted to serve as faculty, provided that they are proposed as faculty by someone other than themselves. To assist in the faculty selection process, speaker evaluation history is available for many individuals, and NCEPG members are prepared to discuss prospective faculty. *Note: Personal friends and colleagues should be invited to speak only if they meet the faculty criteria. In general, AAP officers, national committee members, council/section executive committee members, and section/council program chairpersons may not serve as faculty. Exceptions are made for committee and section/council chairs wishing to present a new AAP policy or statement that had been authored by their respective committees or sections/councils. In addition, pending approval by the relevant NCEPG member given on a case-by-case basis, section/council executive committee members may be permitted to serve as faculty as well, provided that they are proposed as faculty by someone other than themselves. To assist in the faculty selection process, faculty evaluation history is available as appropriate, and NCEPG members are prepared to discuss prospective faculty. How does the NCEPG determine the topics addressed at the NCE? Members of the NCEPG work closely with Committees, Councils, and Sections to determine the needs of the general pediatrician. In addition, NCEPG surveys department chairpersons and program directors in the city where the meeting is being held to assess the educational needs of the local pediatricians. The topics of programs geared to the general pediatrician typically address broad issues and problems. The NCEPG does select programs which address topics that are important, but less prevalent. However, only a few of these types of programs can be selected for presentation at a meeting within a limited time frame. How can the confusion surrounding whether a proposed program is designed for the Section/Council members or the general pediatrician be eliminated? The NCEPG will entertain only two types of proposals: proposals for Sessions for the General Pediatrician and proposals for Section/Council Programs for Section/Council Members. If the Section/Council program would like to target the general attendees to their session then NCE staff will promote it to all attendees. How is the schedule of programs at the NCE determined? The CME Manager, in collaboration with Section/Council Managers, is responsible for assigning the specific time and day a session will be presented. Consideration is given to potential conflicts between the topics of plenary sessions, the seminars, selected short subjects, special presentations and workshops. In addition, the potential scheduling conflicts of faculty members are reviewed before a session is assigned a specific time and day to be presented. 16

17 Those Section/Councils who have a traditional day on which they meet should provide either their Section/Council Manager or the CME Manager with this information. Changes in administrative staff, Section/Council Chairpersons and Section/Council Program Chairpersons make it necessary to provide this information on a meeting-to-meeting basis. PROPOSING CME CONTENT OR ACTIVITIES One of the primary activities of each section/council is to present an annual educational program for its members and/or primary care pediatricians. Many sections/councils meet this objective by proposing sessions for the National Conference and Exhibition (NCE). For sections wishing to consider alternative forums for their educational activities, sections/councils should consider the entire range of AAP CME activities and education delivery through a variety of venues. Has your section/council identified an educational need for primary care pediatricians, pediatric medical subspecialists, pediatric surgical specialists, or other pediatric healthcare professionals? Has your section/council conducted a content and/or keyword search on PediaLink through to determine if the content/topic area you are recommending has been covered through other AAP CME activities and determined that it has not been adequately covered? Has your section/council reviewed and to determine if there are non-cme venues for you to consider in meeting the needs of your section/council and decided that a CME venue is most appropriate given your educational objectives? (Note: There are a variety of ways to communicate and educate beyond CME. The AAP offers a wealth of resources to provide information and education to its members. AAP members are encouraged to review such resources including the AAP Bookstore, Publications, and others on and to determine if there are other non-cme venues that are more appropriate for informing and educating AAP members.) If your section/council has considered these questions and determined a CME activity is an appropriate endeavor to pursue, please access the information on PediaLink (under General Information / Proposing Content for AAP CME Activities or at this link ( oc) for details about all of the AAP CME activities available, including descriptions and how content may be proposed for each. NATIONAL CONFERENCE AND EXHIBITION Approximately 18 months in advance of the National Conference and Exhibition (NCE), all sections, councils, committees, and other AAP constituent groups have the opportunity to propose sessions for the NCE. Proposal packets are automatically sent to all AAP committee, council, and section chairpersons and section program chairpersons. Submissions are accepted through PediaLink for AAP members. 17

18 The National Conference and Exhibition Planning Group (NCEPG) has the formal responsibility of overseeing all educational programs offered during the NCE. Let us begin with the types of education program proposals that are reviewed by the NCEPG. Types of Proposals The NCEPG considers two types of proposals: Section Programs for Section Members and Sessions for the General Pediatrician. The NCEPG also considers general recommendations of faculty and topic areas from Sections and Committees, although these are not considered formal proposals. Developing a Proposal In planning for the NCE, the NCEPG adheres to the ACCME Essentials and Standards to ensure the highest quality of educational program development. To this end, all proposals must delineate: 1. the session's target audience; 2. the need for the session; 3. the sessions description and learning objectives for session participants; 4. the session's suggested format; and 5. suggested faculty. SECTION/COUNCIL PROGRAMS AT THE NCE Section/Council programs are highly focused topics of interest to section members and/or general pediatric health care providers, which require and assume that the attendee has knowledge and interest in the content area. The NCEPG recognizes the need for section/councils discretion in planning educational programs for their own members. To comply with the requirements of the Accreditation Council for Continuing Medical Education (ACCME), an NCEPG member must be involved in the development of each section's program and ensure that it is of appropriate educational merit. It is also necessary to document that this review has occurred, which is done by including the proposal in the book of proposals considered at the planning meetings. This includes the section submitting an educational proposal for abstract presentations. A copy of the proposal must be included in the proposal book for the program to be listed in the official program and promoted to members of the Section. SESSIONS FOR THE GENERAL PEDIATRICIAN Section/Councils are encouraged to propose sessions for the general pediatrician. Formats are discussed below. Since the individuals attending the meeting do not discriminate between those general programs sponsored by section/councils and those sponsored solely by the NCEPG, section/council sponsorship is acknowledged in the official program, giving credit to the section/council that planned the event. An NCEPG member must be actively involved in the development of those programs that are directed towards the general pediatrician. Accreditation 18

19 requirements stipulate that members of the NCEPG be involved from the very outset of the planning of such programs. Thus, the goal is to ensure that sessions for the general pediatrician are the result of open and collaborative planning between the sections and the NCEPG. Several sections have successfully used teleconferences for their initial planning with their program committee and the NCEPG representative. Feedback from sections and the NCEPG representatives regarding these teleconferences has been very positive. If you would like to discuss the possibility of scheduling a teleconference, please contact your Section Manager. SELECTING TOPICS Once the audience is identified, the proposal must include a brief description of the reason that the target audience should be educated on the proposed topic. To complete this portion of the proposal, the following questions may be useful. On what topics do the committees, councils, sections, steering committees, NCEPG representatives, or other leading practitioners and educators feel that general pediatricians require education? o What scientific evidence has emerged that can or should impact clinical practice? (Cite specific studies or sources, if available.) o What gaps in practice need to be addressed? o How are administrative and fiscal changes in medicine impacting changes in practice? o What areas of pediatrics would benefit from increased advocacy efforts? In terms of the topic, do the intended audience members primarily need to: o reinforce existing knowledge or acquire new knowledge on new discoveries or practices; o develop a specific skill; or o incorporate a specific behavioral/attitudinal change into their practice? The topics should address broad issues or problems. Topics which are important but less prevalent can be presented; however, the NCEPG generally limits the number that are presented at a meeting. MODERATORS With the exception of plenary sessions, the use of moderators for sessions for the general pediatrician is not allowed. When needed for a section/council program for section/council members, a moderator should be selected from among the faculty for that session. Those whose function is solely to introduce faculty, abstract presenters, and/or program segments are not considered to be moderators or faculty, and they do not receive an honorarium or reimbursement of their conference-related expenses. Section/council faculty and moderators may contact their section/council Manager with any questions regarding the expense reimbursement policies. AWARD PRESENTATIONS As general policy, the presentation of awards during sessions for the general pediatrician is not permitted. These presentations take time away from the educational content and disrupt the 19

20 flow of the session. Exceptions to this policy are made only for those section/councils that give awards but that do not hold section/council programs for section/council members. Since these section/councils have no other time to give an award, permission may be granted by the NCEPG chairperson to allow such awards to be presented either immediately before or, preferably, at the conclusion of a session for the general pediatrician. WORKING WITH AAP COMMITTEES To ensure the development of high-quality programs while also avoiding redundancy, AAP section/councils and related AAP national committees are encouraged to work together in determining educational priorities for the general pediatrician and in devising session proposals. Selecting the Program Format The session's learning objectives directly impact the session's format. The AAP National Conference & Exhibition incorporates a variety of session formats to ensure that each type of learning objective is well served and each participant's learning needs are met. 1. Audience-Response Session Like a seminar, an audience response case discussion conveys an in-depth review or update on a specific topic, with emphasis on practical information for the general pediatrician. This information is conveyed through the interactive discussion of cases prepared by the faculty, with the audience engaged in selecting diagnoses, treatment options, and the discussion of alternatives through the use of electronic keypads. Faculty should also be prepared to allow audience members to raise issues arising from their own cases. Maximum faculty: Interactive Group Forum An interactive group forum incorporates small group discussion, role-playing, problem solving, and other interactive techniques aimed at building specific skills. To ensure optimal interaction, attendance is limited to 80 people. Maximum faculty: 2 (Teaching Assistants are permitted based on the approval of the NCEPG). 3. Plenary Session A plenary imparts critical, cutting edge information with broad implications. It is open to all conference attendees, including registered family members. A plenary is limited to 18 minutes and is NCEPG-moderated on a strict time schedule. Designed for conveying content quickly, it uses a lecture format with no allotted time for questions. Maximum faculty: Point-Counterpoint The Point-Counterpoint session format offers attendees a chance to learn the evidence from both sides of the hottest controversies in pediatrics. These sessions are only offered once per day. There is a Pro/Con faculty for each session, as well as a moderator to ensure all time allotments 20

21 are followed. During the hour long session, each faculty will have the opportunity for an opening presentation and rebuttal, concluding with a 15 minute moderated Q & A using question cards. Maximum faculty: Section/Council Programs The format of section/council programs can be as varied as the over 45 section/councils that host them. These sessions may target their specific subspecialty or be open to the general attendees and their subspecialty groups. Some section/councils feature oral and poster abstract presentations intermixed with didactic lectures. Other section/councils incorporate panel discussions, expert panels, or roundtable discussions. Question-and-answer periods are often included. The number of faculty and length of the session can vary, though they generally should not include more than one faculty member for each hour of educational programming. The section/council program chairperson is responsible for fostering communication among the faculty and for coordinating the development of the program, including needs identification, learning objectives, and program design. Faculty number is varied based on section/council program timeframe. 6. Short Subject A selected short subject addresses a topic that is narrow in scope and that is presented in a didactic format. As time is limited to 45 minutes, these sessions should avoid trying to cover too much material. Maximum faculty: Seminar A seminar offers an interactive opportunity to provide an in-depth review or an update on a specific topic with emphasis on practical information for the general pediatrician. The seminar format may include a lecture with Q&A or case-based presentations with Q&A. Maximum faculty: Workshop A workshop is highly interactive, giving attendees a hands-on opportunity to hone a specific clinical skill. Under the guidance of a faculty member and a few teaching assistants, attendees will break into small groups to practice the techniques that have been demonstrated. To ensure optimal interaction, registration is usually limited to 40 people. A fee is charged for workshops to cover the cost of materials. Maximum faculty: 2 (Teaching Assistants are permitted based on the approval of the NCEPG). Selection of Faculty at AAP CME Activities The goal is always to identify the highest quality speaker for a given topic. CME planning group members rigorously scrutinize potential faculty members and select only those experts who can 21

22 effectively communicate the content to the target audience. Faculty members should be excellent presenters as well as outstanding teachers. Faculty members should offer knowledge, clinical relevance, dynamic presentation style, leadership, organization, and cooperation. Personal friends and colleagues should be invited to speak only if they meet these criteria. In addition, AAP officers, national committee members, section executive committee members, and section program chairpersons may not serve as faculty. Exceptions are made for committee and section chairpersons wishing to present a new AAP policy or statement that was authored by their respective committees or sections. In addition, pending approval by the relevant NCEPG member given on a case-by-case basis, section executive committee members may be permitted to serve as faculty as well, provided that they are proposed as faculty by someone other than themselves. To assist in the faculty selection process, faculty evaluation history is available as appropriate, and NCEPG members are prepared to discuss prospective faculty. The Academy seeks to maximize the participation of each faculty member presenting sessions at national meetings. CME planning groups, committees, and sections/councils should work together to identify faculty members who are proficient at addressing specialists as well as general pediatricians so that faculty may be utilized for more than one presentation during CME activities. Notification of the Status of Your Proposal The author listed on the proposal form (usually the section/council program chairperson) will be notified by of the status of the proposal by an AAP staff and/or member of the NCEPG within four to six weeks after the planning meeting. Because of the volume of proposals the NCEPG reviews, the number of sessions adopted for presentation, and the nature of changes made to proposals during the selection process, the only person with accurate information regarding the disposition of a proposal is the NCEPG member involved in planning the session. Since many of the programs adopted by the NCEPG may change during the confirmation process, questions regarding the content or the faculty should be directed to the NCEPG member responsible for the session rather than to Academy staff members. Once the Program Is Approved Timelines For Confirming Faculty Members NCEPG members invite and confirm faculty for all sessions. The only exception is for section/council programs for section/council members; for these sessions, section/council program chairpersons must confirm the session and faculty. Session confirmations - including all session faculty - must be completed approximately 1 year prior to the conference. Invitations to faculty members should not be extended until after the NCEPG planning meeting. While it seems logical to explore an individual's interest in presenting at a meeting, if an 22

23 invitation is not extended, the individual may feel rejected. There is also the risk that they may not accept future invitations. Confirming Faculty Because of prior commitments, some faculty members may be reluctant to accept an invitation until they know the exact date and time the program has been scheduled. Please reassure them that we are very committed to accommodating the schedule of every individual invited to be a faculty member and ask if there are days during the meeting on which they are unavailable. So that every faculty member receives the same consideration, all potential scheduling conflicts are reviewed before a session is assigned a specific time and day. Consideration also is given to potential conflicts or overlapping between the topics. Some faculty members may have questions regarding their expenses and reimbursement. They receive a modest stipend and their registration fee for the conference is waived. They are reimbursed for hotel accommodations, meals, and incidental expenses based on the number of days (usually two) they are required to be at the conference to present their session(s). In addition, provided they make their travel arrangements through the AAP travel office, US and Canadian faculty members' airfare is also included. Faculty who are coming from all other countries are provided with either airfare or $500 (whichever is less) toward airfare. Evaluation of Faculty Members NCEPG members are assigned to monitor each session for the general pediatrician. Their role is to help faculty with logistics, troubleshoot registrant problems, and evaluate session content and faculty teaching skills. Faculty members are also evaluated by attendees at all sessions except plenary sessions. Following the conference, faculty members will receive their attendee evaluation results. This evaluation data is used in the planning of future educational sessions. It is the responsibility of the section/council to evaluate its section/council programs for the section/council members, if they so choose. A sample evaluation form is provided to the section/council program chairperson approximately 6 weeks prior to the meeting for this purpose. 23