Guidelines for CME/CNE/CPD Accreditation of Repeat Offerings (Workshop / Seminar / Conference)

 

1) Purpose & Scope

These guidelines set out how providers obtain CCFP accreditation for repeat offerings of the same educational activity (identical learning objectives, topics, agenda, and faculty), regardless of frequency (daily, weekly, monthly, annually) and delivery mode (face-to-face, hybrid, or fully online synchronous).
They apply to single- or multi-day activities repeated for new audiences across sites and dates.

2) Definitions

  • Repeat Offering (RO): A delivery of a previously accredited master activity to a new audience, with the same objectives, topics, agenda timings (±15 min per session allowed), and faculty (like-for-like substitutions permitted).
  • Master Activity (MA): The activity reviewed and approved once by CCFP; all ROs reference this approval.
  • Minor variation (no re-review): Venue change; start/end time shifts; session-by-session timing deltas ≤15 minutes; faculty substitution with equivalent credentials and COI filed; language interpreter added; local moderator added.
  • Material change (re-review required): New/removed topics; changed learning objectives; >15-minute change to any single session; changed instructional methods (e.g., swapping lab → lecture); new target audience tier; new assessment method; pre-/post-course components added.
  • Delivery modes: Face-to-face; hybrid (at least one live online session); synchronous online (live); enduring material (recorded/on-demand) with completion + knowledge check.

3) Eligibility

Accreditation is open to recognized providers (public agencies, universities, professional associations, hospitals, NGOs, and CME companies). Providers must:

  • Use qualified faculty with current COI disclosures.
  • Track attendance and time-in-learning for each RO.
  • Administer an evaluation for each RO.
  • Issue compliant certificates to participants.

4) Accreditation Pathways (choose one)

  • Pathway A — Master + Repeat Offering Notifications (default for identical repeats):
    1. One Master Activity application and review.
    2. A Repeat Offering Notification (RON) before each scheduled delivery (or batched per calendar).
  • Pathway B — Long-Term Course (same learners, longitudinal): Use when the same cohort progresses through staged learning over months/years (pre-work, workshops, mentorship, capstone). (Separate guidance available.)

5) Master Activity (MA): Application Requirements

Submit at least 30 calendar days before the first scheduled RO (earlier if cross-border approvals are needed):

  1. Title & Description; target audience; gap/need.
  2. Learning objectives (measurable).
  3. Timed agenda (exclude registration, breaks, lunch, ceremonies).
  4. Teaching methods and assessment plan (e.g., skills checklists, quizzes).
  5. Faculty list (credentials, roles) + signed COI forms.
  6. Attendance verification plan (sign-in/out, platform logs).
  7. Evaluation tool (post-activity survey).
  8. Credit calculation and rounding rules (see §8).
  9. Certificate sample (see §9).
  10. Marketing materials (draft) with provisional accreditation statement.
  11. Data protection & record retention plan (see §12).

Approval window: Up to 3 years for identical repeats. Renewal requires an updated summary (content unchanged, outcomes, any faculty updates).

6) Repeat Offering Notification (RON): What to File

Due: At least 10 calendar days prior to each RO. For intensive schedules (daily/weekly/monthly), providers may file a batched RON listing all dates/venues for the period (e.g., monthly for a quarter).

RON contents:

  • MA ID; provider contact; local coordinator.
  • Dates, times, venue(s), delivery mode (F2F / hybrid / live online).
  • Faculty confirmation (note any substitutions; attach new COIs).
  • Agenda confirmation (no material change).
  • Creditable Day-3/fieldwork minutes (if applicable) and debrief minutes.
  • Attendance & evaluation logistics.
  • Certificate statement (template aligned to MA).
  • Country-specific approvals (e.g., if event in Jamaica, MCJ-NCCME filing status).

7) Frequency Notes (daily/weekly/monthly/annual)

  • Daily or weekly runs: batch RONs allowed (e.g., “every Tuesday in October, 18:00–20:00, same agenda”).
  • Monthly series: submit a quarterly RON (list 3–4 dates) if details are fixed.
  • Annual repeats: submit a single RON at least 10 days before the annual event.
  • Cancellations/reschedules: notify within 5 days; no new fee if the same agenda/date moves ≤60 days out.

8) Credit Rules

  • 1 credit = 60 minutes of accredited educational time.
  • Count presentations, discussions, skills labs, case work, supervised field activities, structured debriefs.
  • Exclude registration, breaks, meals, opening/closing formalities, and unstructured time.
  • Rounding: to the nearest 0.25 credit.
  • Hybrid/live online: fully creditable with attendance verification (platform logs).
  • Enduring material (recorded): creditable only with tracked completion and a knowledge check (≥70% pass, up to 2 attempts).
  • Partial credit: allowed; certificates must reflect the actual credits earned.

9) Certificates (each RO)

Each participant certificate must include: Participant name; Activity title; Date(s) & location (or “live online”); Delivery mode; Credits earned (or “maximum available”+attestation line); MA ID and RO reference; Provider name; Accreditor statement; Authorized signature(s); Issue date.
Attestation line: “The participant claims only the credits commensurate with the extent of their participation.”

10) Logo & Accreditation Statement Use

  • Providers may use the CCFP-NCCME approval statement only after approval and only with the MA ID included in fine print.
  • No implication of endorsement of products or sponsors.
  • All sponsor content must be firewalled from education (no logos on scientific slides; sponsor acknowledgements on separate title slides or closing).

11) Faculty & COI

  • Current COIs required annually and whenever faculty change.
  • Disclose at session start. Manage any conflicts (content review, slide edits, co-teaching).

12) Records, Audit & Data Protection

  • Keep attendance records, evaluations, faculty COIs, and final agendas for 5 years after the last RO.
  • De-identify learner data for reports.
  • CCFP may audit any RO (desk or on-site).

13) Country-Specific Approvals

  • Jamaica: If an RO occurs in Jamaica, apply to MCJ-NCCME for that delivery (in addition to CCFP). Allow sufficient lead time per MCJ guidance.
  • CNE/CPD: Many nursing and allied councils accept CCFP CME; providers must confirm local acceptance or seek parallel approvals where required.

14) Changes & Substitutions Matrix

  • Allowed with RON only: timing shifts ≤15 min/session; venue; moderator; add interpreter; like-for-like faculty substitution (same topic/credentials + COI).
  • Requires re-review: new/removed topics; changed objectives/methods; major timing changes; new target audience tier; converting a live session into an enduring module for credit.

15) Timelines & Service Levels

  • MA review: 10–20 business days after complete submission.
  • RON acknowledgment: within 3 business days.
  • Fast-track (when available): see fee schedule.

Fee Structure (transparent, scalable)

Fees below are suggested and may be denominated in USD or JMD. JMD invoices use the Bank of Jamaica selling rate on invoice date. Government / public-sector MOHs and CCFP affiliates may qualify for discounts noted.

A) Core Accreditation

  1. Master Activity (MA) Review
    • Affiliate / Public sector: US$600 (or J$ equivalent)
    • Non-affiliate / Private: US$900
      Includes: pedagogic/content review, COI review, certificate & evaluation compliance check, approval letter, MA ID (3-year window).
  2. Repeat Offering Notification (per date or batched as filed)
    • Affiliate / Public sector: US$80 per RO
    • Non-affiliate / Private: US$120 per RO
      Includes: logistics check, faculty COI updates, credit confirmation, listing in CCFP calendar (if applicable).
  3. Batched RONs (discounts)
    • Weekly series (≥4 within 30 days): 15% off line-item total
    • Monthly series (≥3 in a quarter): 10% off
    • Daily runs (≥3 consecutive days with same agenda): cap US$250 affiliates / US$360 non-affiliates per 3-day block

B) Optional / As-Needed Services

  1. Fast-Track Review (MA within 7 business days; RON within 1 business day): +25% surcharge
  2. Material Change Re-review (agenda/objective/method changes): US$300
  3. On-site or live-online Audit/Observation (optional or for remediation): US$250 per session (plus travel at cost if on-site)
  4. Certificate fulfilment service (personalised PDFs emailed)
    • Up to 100 certificates per RO: Included in the RO fee
    • Over 100 emails per RO: US$189 (or J$ equivalent) flat add-on
    • Re-issue or name correction after 30 days: US$10 each
  5. Template & Form Build (Word + fillable PDF for certificates/registers/evaluations): US$120 per template
  6. Enduring Material Conversion Pack (quiz build, completion tracking guide): US$180 per session converted

C) Administrative Policies

  • Late RON (<10 days before RO): US$50 surcharge per RO (waived for force majeure).
  • Reschedule fee: US$0 if moved within 60 days and agenda unchanged; otherwise the same RON applies.
  • Cancellation (provider-initiated): no refunds on services already rendered; unused RONs may be credited to rescheduled dates within 6 months.
  • Payment terms: due on invoice; Net 15 for affiliates/public sector, Net 7 for private providers. Certificates may be held for non-payment.

D) Discounts (may not be combined)

  • Small-island public health agencies (population <150k): 20% off MA & RONs
  • CCFP partner organisations / MOUs: 10% off MA & RONs
  • Bulk annual plan (≥12 RONs pre-purchased): 15% off RON unit price

Submission Checklist (quick)

  • ✔ Completed MA application (1x) with all attachments
  • ✔ RON for each date (or batched list)
  • ✔ Faculty COIs (new or updated)
  • ✔ Attendance plan and tools
  • ✔ Evaluation form
  • ✔ Certificate template aligned to MA
  • ✔ Country-specific filings (e.g., MCJ-NCCME for Jamaica ROs)

 

APPLY ONLINE – CCFP Master Application Form — 1-3-Day Workshop (Repeatable Offering) – COMING SOON

APPLY ONLINE – Repeat Offering Notification Form  — Use for Each Country/Date – COMING SOON