Key steps and timelines for the CEPD application process, as illustrated by the CEPD application process flowchart (please see figure 1), are outlined below.
8-10 Weeks Prior to the Event: Request for Application form is submitted to CEPD Office
- The applicant submits an electronic request for service form.
- The application is assigned to a CEPD Coordinator who responds to the applicant within two business days of the original email.
- The CEPD Coordinator assigns a course code to the program and the applicant is given an estimate for services requested, an application and additional support documentation.
- The CEPD Office requires each application to be designated to a single individual, who will be expected to complete the application submission.
- The CEPD Office requires that each application has a designated 'Program Director', who is a NOSM faculty member. This individual is responsible for ensuring compliance with accreditation standards in the application and throughout the delivery of the educational event.
- The CEPD Application fees for various Accreditation and Event Management services are outlined and respective fees are incorporated into budget planning for the educational activity.
6 Weeks Prior to the Event: Submission of a Complete Application. (Review can only be guaranteed when an application is submitted a minimum of 4 – 6 weeks prior to the event date. Note that you should submit at least four weeks prior to the date you'd like to begin advertising your educational event, to ensure ample advertising time.)
The applicant submits the complete application, including the following required documentation:
- Application Form
- Poster/Brochure and Agenda
- Evaluation Template to be used
- Needs Assessment support documentation for every 'Evidence of Learning Need' item identified in the application document:
- Objective Data, (support documents may
include audit reports, LHIN reports, MOH reports, journal articles, guidelines,
- Subjective Data (Support documents may
include meeting minutes, email requests or summaries, survey summaries, focus
group summary data, evaluation summaries)
- Declaration of Conflict of Interest forms completed by the planning committee
- Declaration of Conflict of Interest forms completed for each speaker
- Presentations, (should include appropriate Conflict of Interest Slides)
4-6 Weeks Prior to Event (CEPD application review process):
Once an application submitted, it is reviewed within three days by the CEPD Accreditation Coordinator who:
- Ensures all support documentation is complete
- Ensures that the needs assessments are clear, concise and relevant
- Ensures that goals and objectives are appropriately written, and aligned with the needs assessment
- Ensures planning committee is appropriate per the target audience
- Identifies any ethical issues related to bias or industry influence in the application or budget
- Reviews agendas to determine appropriate learning hours
- Provides feedback to applicant re missing documentation or areas of concern which need to be addressed before the applicant is submitted for to the Medical Advisors for review
2-4 Weeks Prior to Event: Medical Review
Once initial areas of concern have been addressed, the application is sent to two medical advisors who are members or fellows of Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC). The medical advisors review the application for:
- Ethical review for bias or influence in the application document, budget, advertising, declaration of conflict of interest forms and presentations
- Ensure that the needs assessments are appropriately aligned with the program description, goals and objectives
- Evaluate planning committee membership and make recommendations
- Assess speaker biographies and program content to determine if educational standards have been met for the Royal College of Physicians and Surgeons of Canada and/or for the College of Family Physicians of Canada
- Review power point presentations to ensure that educational standards have been met and that no industry bias is evident (i.e. generic drug names are used and no particular company or brand has been represented within the educational contents of the presentation
- Provide feedback to the applicant (via the CEPD Accreditation Coordinator), regarding all of the above
- If areas of concern have been identified and changes or additional information is required, Accreditation coordinator will provide feedback directly to the applicant and advise medical advisors once concerns have been addressed.
- Medical Advisors complete final review
Feedback and Approval Letter
Accreditation Coordinator provides Administrative Assistant with a summary of feedback from the reviews for formal inclusion in the approval letter. CEPD Director provides a letter with reviewer feedback and approval status to the Program Director and applicant named on the application.
Note that approval is granted for one year from the notification date of the approval letter and is valid for the target audience, objectives and content outlined in the application. The educational activity can be repeated within the year, under this approval, provided that there has not been significant changes to target audience, objectives or content. If significant changes have been made, the application will be subject to partial or full review, per the determination of the CEPD Office. Notification must be given to the CEPD Office no less than 30 days prior to the added date.
The Administrative Assistant, on behalf of the CEPD Director, sends approval documents to the Program Director and applicant. Approval documentations are:
- Feedback and Approval letter
- The applicant must submit any revisions (regarding the application, presentation or marketing) to the CEPD office, in order to complete processing and approval of the application
- Approval statement(s) that must be included on all marketing material
- Sample disclosure slides that must be included at the start of each presentation
- Other feedback or suggestions provided by the reviewers, for consideration rather than as a condition for approval
- Applicants are reminded that post event material (Attendance, Evaluations, Certificates of Completion), must be submitted within two weeks of the event date.
- Where the CEPD Office has been requested to complete evaluation summaries and/or issue Certificates of Completion, this will be done within two weeks of receiving the attendance and evaluation documents.