Regularly Scheduled Series Resources

Jump to Process Review

We understand that, as Department Liaisons, it can be difficult to take on the job of coordinating Regularly Scheduled Series (RSS). Our office is working to make sure that you have as much information as possible, so that the job is easier for both you and us. 

Process Review

  1. Read about Credit Packets and our Credit Packet Review Process

  2. Reference the Special Requirements for Emailing

  3. Read our Tips & Tricks below

  4. Regularly Scheduled Series Process Review Slideshow

  5. View the ACCME's Flowchart for the Identification and Resolution of Personal Conflicts of Interest

The Stapled Credit Packet should include:

  • Checklist

  • Approved Flyer

  • Bar-code Sign-in Sheet

  • Additional Documentation if required

Please staple the Credit Packet if you are sending it via Campus Mail. It helps us to keep everything together. We would appreciate if you sent it without paperclips, as we have too many paperclips in the office. Really. Let us know if you need any.

The Credit Packet Review Process generally follows this path:

  1. Packet arrives in our office. If via email, it is printed and stapled. The date received is marked on the Departmental Checklist.

  2. Staff checks each session for documentation. For each speaker, we need a CV and a Disclosure. She will follow up if she notices a disclosure is about to expire.

  3. Once we have a Curriculum Vitae (CV) and Disclosure for the speaker(s), a staff member checks that the flyer has the required and correct information, approves the session and marks the Department Checklist with the date approved.

  4. Staff enter the session into our database.

  5. Our student workers use the barcode scanner to scan each barcode, and manually enter any walk-ins.

  6. If the students can't read a name, they give it to leadership to decipher. 

  7. The students file the Credit Packet.

Special Requirements for Emailing

When emailing us at ceadmin@hsc.wvu.edu, please use the following templates:

Subject - Credit Packet   Conference Code   Date 
Example:  Credit Packet AnesGR 121819

Subject – CV  Conference Code(s)  Last Name 
Example:  CV  AnesGR  Martin

Subject – Disclosure  Conference Code(s)  Last Name
Example:  Disclosure  AnesGR  Wallace

Subject – Barcode Update  Conference Code
Example: Barcode Update AnesGR

Subject – Checklist Update  Conference Code
Example: Checklist Update AnesGR

Tips & Tricks

Curriculum Vitae (CV) & Disclosures

  • CVs must be under 3 years old

  • Disclosures must be under 1 year old.

  • If you are personally sending the CVs, please send via email. If you send a paper copy, we have to scan it and save it anyway.

  • If you ask your speakers to include your email as the coordinator, you will receive a copy of the CV or Disclosure when it is submitted.

  • You do not need to submit printed copies of this info. If you received it through the WuFoo email confirmation, we received it also. You can just make a note on the checklist that it was submitted on such and such date.

Credit Packets

  • If you email a packet and we print it and return it to you, don’t email it a second time. Send back the paper packet with the Checklist and notes for reference and tracking.

  • Inform us if you have opted to not pursue credit for a date that was returned to you.

  • We send out notifications in July and December to the liaison and activity director noting any Returns that have not been resolved.  You may request a list at any time throughout the year to keep your info current.

Who to Contact

General RSS, Conflicts of Interest or Disclosure Issues

Kari L. Long.
Kari L. Long, MBA
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Director, Continuing Education
Director of Continuing Education, Medical Education
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CV and Disclosures, Invoicing, Barcode Sign-in Sheets

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