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POLICIES

Policy on Jointly Sponsored Activities
Effective June 2004

CME of Southwestern Virginia, as an accredited provider of continuing medical education, accepts responsibility that the Essential Areas and policies of the Medical Society of Virginia (MSV) are met when educational activities are planned and presented in joint sponsorship with non-accredited providers. 

CME of Southwestern Virginia will maintain all appropriate 
documentation demonstrating the planning and implementation of each 
jointly sponsored CME activity.  Criteria for compliance with the 
Essential Areas and policies of the MSV will be the same for jointly 
sponsored activities as they are for directly sponsored activities.

Requests from an individual or organization outside CME of Southwestern Virginia to assist with an educational activity should occur no less than eight (8) weeks prior to the scheduled activity.  Once this initial contact is received, CME of Southwestern Virginia will send the following documents and policy guidelines to the 
individual/organization:

"Checklist for Jointly Sponsored Programs", 
CME of Southwestern Virginia "Commercial Support Policy", 
MSV's "Essential Areas for Intrastate Accreditation of Providers", 
CME of Southwestern Virginia "Policy on Jointly Sponsored Activities" 
CME of Southwestern Virginia "Financial Agreement for Jointly 
Sponsored Activities", and 
Sample forms for a CME of Southwestern Virginia accredited program. 
A CME of Southwestern Virginia Program Coordinator will be assigned 
to the suggested activity.  This Program Coordinator is responsible 
not only for the activity's planning, implementation and reporting, 
but also will serve as the liaison between CME of Southwestern Virginia and the non-accredited provider.

A "Needs Assessment" and "Accreditation Documentation Form" must be 
submitted to the CME of Southwestern Virginia Planning Committee for approval no less than five (5) weeks before the planned activity.  In the absence of a Planning Committee meeting, a physician member of the CME Board of Directors may approve the activity, provided the 
activity meets the usual criteria.

The non-accredited provider must submit all promotional material to 
the CME Program Coordinator for approval prior to distribution.  
These materials must include the following:

MSV's Jointly Sponsored statement must be displayed prominently on 
the course brochures and instructional materials: 
"This activity has been planned and implemented in accordance with 
the Essential Areas and policies of the Medical Society of Virginia 
through the joint sponsorship of CME of Southwestern Virginia and 
(name of non-accredited provider).  The CME of Southwestern Virginia 
is accredited by the MSV to provide continuing medical education for 
physicians."

Learning objectives, and Faculty and their affiliation(s). 
ALL funding received from pharmaceutical and/or manufacturer 
companies MUST fall within guidelines set by CME of Southwestern Virginia's "Commercial Support Policy."  NO EXCEPTIONS will be 
permitted. All Letters of Agreement with commercial supporters must 
be signed by a CME of Southwestern Virginia representative, 
regardless of which entity is specified to receive the funds. As the 
accredited sponsor of the activity, CME of Southwestern Virgnia is 
the contractual party to the Letter of Agreement.

The division of activity Net Income or Loss, if any, between CME of Southwestern Virginia and the non-accredited provider shall be 
determined before any funding (grants, exhibit fees, and/or 
registration fees) is received.  Such division shall be specified 
using CME of Southwestern Virgnia's "Financial Agreement for Jointly 
Sponsored Activities" (Attachment A), signed by representatives of 
both CME of Southwestern Virginia and the non-accredited provider. In the absence of this Financial Agreement, CME of Southwestern Virginia will use all activity revenues to offset present and future activity costs.

An administrative fee may be charged by CME of Southwestern Virginia 
to the non-accredited provider.  Such fee, if any, shall be set 
forth in the "Financial Agreement for Jointly Sponsored 
Activities."  Guidelines for such fee are outlined in Attachment B.

Documentation to be completed for the activity includes all forms 
and documents typical to any CME of Southwestern Virginia educational activity:

Checklist (for Jointly Sponsored Programs) 
Needs Assessment 
Accreditation Documentation Form 
Financial Agreement for Jointly Sponsored Activities 
Letter(s) of Agreement 
Disclosure Statement 
Sign-in Sheet, including typed name and address of each participant 
and their professional title (MD, DO, RN, etc.) 
Evaluations and Evaluation Summary 
Review and Evaluation 
Financial Statement with supporting receipts and/or documentation 
All documentation and program reporting must be submitted to the CME 
Coordinator no later than 30 days following the CME activity.

Approved and adopted:  June 19, 2004

Click below to see in word Format 

Financial Agreement for Jointly Sponsored Activities(Attachment A) 

Policy on Jointly Sponsored Activities Guidelines for Fees Charged (Attachment B)