Planning Regularly Scheduled Series

Regularly scheduled series, including grand rounds, journal clubs and case conferences, take place on weekly or monthly bases.

Planning Process

The University at Buffalo is committed to providing CME that is scientifically valid and free from commercial, personal, professional and organizational bias. To ensure this, you must complete a series of steps over the course of the year to apply for your activity and maintain CME credit:

  1. Submit Initial Paperwork
  2. Before Each Session
  3. At Each Session
  4. After Each Session (within 30 Days)
  5. Submit Annual Paperwork

Step 1: Submit Initial Paperwork

We accept applications for new CME activities throughout the year. Submit your Planning Document at least six months prior to your activity date.

Submit the Planning Document (includes preliminary budget) and all subsequent documents by email, fax or mail to:

CME Director

Alicia Blodgett


Office of Continuing Medical Education

955 Main Street, Room 7205, Buffalo, NY 14203

Phone: (716) 829-3714; Fax: (716) 829-2378


If the program director has financial relationships with companies relevant to your planned activity, the departmental CME committee—including at least two members without financial relationships—must assume responsibility for needs assessment, establishing objective(s), content development and speaker selection.


Non-UB entities pay a fee of $250 to start the program and $50 annually to maintain credit. UB entities pay no startup fee but must pay the $50 annual fee to maintain credit. Our office will invoice you once your series is approved.

Step 2: Before Each Session

Prepare notices, calendar postings or announcements that include:

  1. The program’s educational objective(s)
  2. Accreditation statement (provided by the CME Office)
  3. Credit statement (provided by the CME Office)
  4. Disclosure summary, including acknowledgement of commercial support (if applicable)

Send the CME Office all announcements for approval prior to printing and/or distributing electronically. Your publicity materials must include the information listed above to satisfy ACCME requirements. See the sample announcement to the right for an example.

When you post announcements to the school calendar, provide full details, including registration and contact information. Participants will need to register with you, not the CME office, to obtain credit.

Submit the Necessary Forms

Submit to the CME Office all speakers’:

If the speaker has relevant relationships, he/she has a potential conflict of interest (COI). Your CME committee must resolve it and complete a Speaker Checklist form describing how the COI was resolved to ensure the validity and independence of the activity’s content. You may consider strategies such as these or others to resolve bias:

  • Preview the content and assess the data on which recommendations are based.
  • Advise the speaker to change the presentation's focus, scope or objective—e.g., less emphasis on a particular therapy, procedure or drug and more discussion of the pros and cons of alternatives.
  • Select a different speaker who is unbiased or one whose presentation a trusted UB faculty member heard at a national or significant professional meeting.

A member of the CME committee who has no relationships with companies must sign the speaker checklist.

Complete and sign the Letter of Agreement with any supporting company, specifying the terms and conditions of the educational grant to your organization/unit. The Letter of Agreement must be signed by:

  • the company providing support
  • the education provider (e.g., your department)
  • the accredited provider (UB CME office)

Commercial supporters may not pay expenses directly. Grants from commercial supporters must be sent directly to the education provider (e.g., your department) or accredited provider (UB CME office).

Sample Announcement

(Click the image to enlarge)

Please Note

Companies are considered supporters or grantors—not sponsors. Your activity’s sponsors include the education provider (e.g., your department) and the accredited provider (the CME office).


Obtain from speakers this form, which identifies financial relationships with companies whose products may be discussed at the activity.

This form needs to be signed by the Activity Director at each session, to ensure that the presenter disclosed any conflicts of interest to the audience.  

Complete this form if a speaker reports having received financial support from any commercial source within the past 12 months.

Complete this form if you receive an unrestricted educational grant from a commercial source.


The Speaker/Planner Disclosure Form, Speaker Checklist (if applicable), and any Letters of Agreement must be submitted to our office before each session.

The Attendance Sign-in Sheet and Activity Director Verbal Disclosure Form must be submitted to our office via email or fax within 30 days of each session.

Step 3: At Each Session

Provide attendance sheets for attendees to sign in with their CME ID numbers.

Inform the audience what the presenter has written on his or her disclosure form. The program director, a designee from your professional staff or the speaker should verify one of the following for the audience:

  • That all financial relationships with companies are identified on the disclosure form, or
  • That the speaker has no relationships with any company whose products may be discussed—even generally—during the educational session, or
  • That the speaker refused to disclose relevant financial relationships and CME will not be available for that speaker’s presentation

This declaration is required at all CME activities, including those without commercial support and with “internal” presenters.

Step 4: After Each Session (within 30 Days)

Send the CME Office the following:

  • Attendance sheets with participants’ CME ID numbers
  • A copy of the final announcement
  • Completed Disclosure Forms with the program director’s signature verifying that the audience was informed about the presenter’s financial relationships or absence of such
  • If the speaker has conflicts of interest, a signed Speaker Checklist showing how the CME committee resolved the situation
  • Signed Letter of Agreement with the supporting company (if any)
  • Handouts including references to the literature (if any)

Participants rely on CME transcripts to renew their privileges and in many cases to maintain board certification. So we can provide them with the most accurate accounting of their CME credits possible, you must submit your paperwork at least monthly to ensure proper credit is awarded.

CME credit for your activity will be revoked if you fail to comply with the monthly submission requirement, after 6 months of non-compliance. You will be required to re-apply with the CME office if you wish to re-establish credit.


Verifies that the audience was informed about the presenter’s financial relationships or absence of such.

File this form when a speaker reports having received financial support from any commercial source within the past 12 months.

File this form when you receive an unrestricted educational grant from a commercial source.


These materials must be submitted to our office within 30 days of the activity.

Step 5: Submit Annual Paperwork

To comply with ACCME requirements and to maintain your ability to provide credit, please submit the following annual paperwork by Aug. 1 of each year:

The Evaluation Summary includes several elements:

  • Participants’ assessment of the program’s clinical, educational or professional impact
  • Suggestions from participants
  • Rating of scientific validity and independence of content

You do not need to evaluate each session. Your annual summary will assess your series as a whole.

If you plan to renew your series for the following year, this annual paperwork permits you to do so. You do not need to create a new, separate planning document in order to renew.

Failure to submit the forms listed above by August 1 will result in suspension of CME credit for your activity.



The deadline for the submission of these materials is Aug. 1. We will send an email reminder to complete your annual paperwork in May of each year.


UB entities and non-UB entities must pay a $50 annual fee to maintain credit.