The College of Pharmacy Office of Continuing Pharmacy Education has developed the following Step-by-Step Process for RSS Activity Coordinators to monitor all Regularly Scheduled Series for compliance with the Accreditation Council for Pharmacy Education (ACPE) Accreditation Standards for Continuing Pharmacy Education.
If you are a first-time applicant, please contact us to discuss how the CPE Office can be involved in the overall planning process for your series.
Step 1: Application Process
Due at least 60 days prior to the first scheduled presentation date.
The RSS Activity Coordinator for each activity series is required to complete the Project Planning Form for Continuing Pharmacy Education .
- Submit at least 60 days prior to the first scheduled presentation or at the time of activity planning. Applications are typically processed in a shorter timeline but cannot be guaranteed.
- Once the submission has been reviewed, our office will reach out with any follow up questions and/or notification of activity approval.
- Upon approval, the RSS Activity Coordinator will be provided with a Universal Activity Number (UAN) for the activity. Each activity may be accredited for up to one year. If an RSS Activity Coordinator would like to renew his/her activity with us on an annual basis, he/she will be required to complete the project planning form annually. The CPE Office will notify RSS Activity Coordinators prior to the end of the current accreditation period to provide renewal details.
If we can help you to understand and/or complete the online project planning form, please email us at ahc-cesupport@ufl.edu.
Step 2: Scheduling Presentations
Due 30 days before the first scheduled presentation.
Tentative Schedule
It is the responsibility of the RSS Activity Coordinator to coordinate the presentation schedule. When coordinating the presentation schedule, please keep in mind that:
- Each offering/session is accredited for 1.0 contact hour, which is based real-time.
- Per ACPE guidelines, no more than one RSS presentation session per UAN may occur on a given date. Two speakers may present on the same date only if the criteria below are met:
- The speakers are presenting a shared 1.0-hour presentation. OR….
- The speakers are presenting two distinct presentations that occur within the same 1.0-hour period and;
- Each presentation is of the same topic area (as defined by ACPE) and;
- The speakers will be presenting in the same precise location to the same audience.
- The CPE Office is unable to award CPE credit for partial attendance. Prior to (or at the beginning of) the presentation period, attendees should be made aware that they must stay for the entire 1.0-hour period to claim CPE credit.
Once the activity has been approved, the RSS Activity Coordinator will be required to submit a tentative presentation schedule using the provided Excel template. The CPE Office encourages the RSS Activity Coordinator to complete the schedule to the best of his or her ability, even if details for the presentation date(s) have not yet been finalized. Additional details can be provided at a later date; See Schedule Changes below.
EXCEL FILE
RSS Presentation Schedule Template
Schedule Changes
It is the responsibility of the RSS activity coordinator to notify the CPE Office 10 business days* in advance of any changes to the presentation schedule. This includes:
- Rescheduling
- Cancellation
- Change in speaker, topic area, and/or location.
When notifying the CPE office of schedule changes, please provide the date(s) and type of schedule change that is occurring. Failure to provide advance notice of schedule changes may result in the inability to award CPE credit for the affected date(s).
*If 10 business days is not practicable (for example, schedule changes that occur as a result of illness, severe weather, or other unforeseen circumstances), notice must be given as soon as practicable.
Step 3: Complete Disclosure Documentation & Submit CVs
Due at least 30 days prior to each scheduled presentation.
Once the tentative schedule has been received, the CPE Office will provide a DocuSign link to all tentative presenters and their respective advisor(s). Presenters and advisors are only required to complete the disclosure form and CV upload once per UAN year, regardless of how many times he/she may be presenting.
Upon review of the submitted disclosure form and CV upload documentation, the CPE Office will reach out to presenters and advisors as needed to mitigate relevant financial relationships prior to delivery of the activity.
The Docusign disclosure and CV upload should be completed as soon as possible, but no less than 30 days prior to the presenter’s first scheduled presentation date.
Step 4: Complete Valid Clinical Content Review
Due at least 1 week prior to each scheduled presentation.
As an important contributor to our accredited education, we would like to enlist the help of RSS Activity Coordinators and presentation advisors to ensure that educational content is fair and balanced, and that any clinical content presented supports safe, effective patient care.
All RSS presentation session materials must be reviewed for valid clinical content prior to submission to the CPE Office. It is the responsibility of the presentation advisor* to complete the four-question online peer review document. The presenter must provide the online peer review form link below to his/her advisor.
Missing peer review documentation may result in loss of accreditation for the presentation session.
*In the event that the presenter has multiple advisors, only one advisor is required to complete the online peer review document. However, the UF CPE Office encourages the additional advisor(s) to complete the online peer review document should time permit. In the event that a presenter does not have an advisor, it is then the responsibility of the RSS Activity Coordinator to complete the Online Peer Review Document. If the RSS Activity Coordinator does not have the appropriate clinical expertise to complete the review, the RSS Activity Coordinator should then contact the CPE Office via email to complete the review internally.
Step 5: Submit Presentation Materials
Due at least 1 week prior to each scheduled presentation.
At least 1 week prior to the scheduled presentation date, presenters must submit the final presentation to the CPE Office using the online submission form.
It is the responsibility of RSS Activity Coordinator to ensure that presenters meet the above submission deadline.
- It is the responsibility of the presenter to communicate any delays in submitting presentation materials to his/her RSS Activity Coordinator.
- The RSS Activity Coordinator should notify the CPE Office via email if there are any delays in submitting presentation materials to arrange an alternate submission deadline.
- Late submissions that have not been arranged by the CPE Office will be reviewed at the discretion of the CPE Office. Failure to arrange an alternate submission deadline with the CPE Office may result in loss of accreditation for the presentation session.
Upon review of presentation materials, presenters will be provided with any required edits or notified of approval. To reduce the number of required edits, presenters should review the slide checklist prior to submission.
The CPE Office understands that a presenter may be collecting additional research data up to his/her presentation date. While the inclusion of additional data is encouraged, please note that any edits that occur to the PowerPoint presentation after approval must be provided to the CPE Office as soon as practicable. We request that presenters review the slide checklist to ensure that the edits comply with ACPE guidelines. Any edits that do not comply with ACPE guidelines may result in loss of accreditation for the presentation session.
Step 6: Claim Continuing Pharmacy Education Credit
Due 15 calendar days after the presentation has concluded.
Once the presentation has been approved, the presenter will receive an approval notification email containing the activity evaluation link. The presenter should work with his/her RSS Activity Coordinator to distribute the evaluation link to all attendees.
All attendees claiming CPE must complete the online evaluation within 15 days of the presentation conclusion. After 15 days, the evaluation will be closed and CPE credit will be reported.
A presenter may claim CPE credit for his/her own presentation. To claim CPE credit, the presenter will complete the online evaluation to record his/her licensure information. For presenters, the online evaluation will not require a response for questions related to performance.
Evaluation feedback will be provided to the presenter(s) and his/her respective RSS Activity Coordinator within 15-21 days of the presentation conclusion.
For questions, please email ahc-cesupport@ufl.edu.