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CEPD Application Overview

Please review the Application Process Flowchart

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

  1. The applicant submits an electronic request for service form (Part 1 of Application – Administrative Standards).
  2. The application is assigned to a CEPD Coordinator who responds to the applicant within two business days of the original request.
  3. The CEPD Coordinator creates a username and password for Part 2 of the application and sends it to the applicant with an invoice for the application review.
  4. 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/certification standards in the application and throughout the delivery of the educational program.
  5. The CEPD Application fees for various Accreditation/Certification and Event Management services are outlined and respective fees should be 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 (See samples in the Program Development Toolbox):

  • Electronic Application Form
  • COI Declarations forms for all Scientific Planning Committee members
  • COI Declaration forms for any confirmed speakers at the time of the application submission
  • COI Disclosure slide(s) for Scientific Planning Committee
  • Speaker communication letter (outlining learning objectives, educational and ethical standards)
  • Needs Assessment support documentation used to identify a perceived or unperceived gap in the knowledge/skill of the target audience:
    • Unperceived data Sources, (support documents may include audit reports, LHIN reports, MOH reports, journal articles, guidelines, statistical summaries, new guidelines, emerging trends)
    • Perceived data Sources (Support documents may include meeting minutes, email requests or summaries, survey summaries, focus group summary data, evaluation summaries)
    • sources must be used to determine topics, develop learning objectives and align with particular CanMEDS/CanMEDS(FM) competencies
  • Promotional Material Poster/Brochure
  • Agenda – used to determine total education hours
  • Budget
  • Evaluation Template to be used (Program and Session)
  • Certificate of Attendance template to be used

4-6 Weeks Prior to Event (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
  • Reviews COI Declaration forms/affiliations and mitigation strategies
  • Ensures planning committee is appropriate per the target audience
  • Ensures that the needs assessments are appropriate, align with topic selection, learning objectives, and identified CanMEDS roles
  • Ensures that goals and objectives are appropriately written (Learner focused, actionable, outcome based)
  • 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 areas of concern which need to be addressed before the application is submitted for to the medical Reviewers

2-4 Weeks Prior to Event: Medical Review

Once initial areas of concern have been addressed, the application is sent to two medical reviewers 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 reviewers 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, topics, learning objectives and CanMEDS roles
  • Evaluate planning committee membership and make recommendations
  • Assess application to determine if educational and ethical 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 and CFPC Quality Criterion have been met and that no  bias is evident (i.e. presentations are evidence based, balanced, generic drug names are used and no particular company or brand has been represented within the presentation) **Note – this is a requirement for all workshops, but required only if requested for RSS and Conferences
  • 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 reviewers once concerns have been addressed.
    • Medical Reviewers complete final review

Feedback and Approval Letter

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 have 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 Accreditation Coordinator, on behalf of the CME Medical Director, CEPD, sends approval documents to the Program Director of the Scientific Planning Committee (SPC). Approval documents 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
  • Link to the Program Development Toolbox
  • Applicants are reminded that post event material (attendance records, evaluation summaries, certificates of attendance), must be stored by the Scientific Planning Committee for a minimum of five years, in case of credit validation or audit.