RSS Coordinator Resources

A regularly scheduled series (RSS) is a live activity planned as a series with multiple, ongoing sessions that is planned by and presented to the sponsoring institution’s professional staff. These activities include grand rounds, case conferences, M&M conferences, tumor boards, and journal clubs.  The format of an RSS does not change and maintains the same time period, meeting day, structure, etc. for the duration of the series and is conducted in the institutional or practice setting.  RSS are overseen by the Center for Continuing and Outreach Education (CCOE), with the management of the activity delegated to the sponsoring department/division.

An RSS Coordinator is typically an administrative staff person assigned to the RSS series by the sponsoring department. The RSS Coordinator is responsible for the day-to-day management of the series, has access to the RSS Dashboard in CloudCME, and works with CCOE on an ongoing basis.  There is no limit on the number of RSS Coordinators to be assigned to a series.

An RSS Coordinator is responsible for the day-to-day management of the series and supports the RSS Activity Director to ensure that the appropriate actions are taken so that CE credit can be offered for a specific session.  This includes, but is not limited to:

• Populating the RSS Dashboard in Rutgers CloudCME with the required session details, i.e., session name, date, time, location, speaker(s), speaker agreement(s), and announcement
• Ensuring that all planners and presenters complete and submit their disclosure form prior to assuming their roles
• Uploading presenters content to Rutgers CloudCME for review, when applicable
• Ensuring that all sessions are in pending status with the announcement and signed speaker agreement uploaded at least three business days prior to the session date
• Distributing the approved announcement to the audience prior to the start of the session
• Ensuring learners are made aware of the process to claim CE credit for participating in a session

RSS follow the academic year (July 1 – June 30).  The application packet for the next academic year is typically sent to those responsible for existing series or who have requested a new series in late April.  For FY 2025 series, application packets submitted after March 15, 2025 will not be accepted. Sponsoring departments must wait until the FY 2026 application cycle to request CE credit for their series.

If you need an application packet for a new series, please request one by sending an email to ccoe@rbhs.rutgers.edu.

For directly provided series (solely provided by Rutgers):

• Announcement template
• Speaker agreement template

For jointly provided series (jointly provided with an entity external to Rutgers):

• Announcement template
• Speaker agreement template

A speaker agreement must be completed at least once per academic year.

For tumor boards, case conferences, etc. where it’s known ahead of time that the same speaker will present multiple times during the academic year, obtain one signed speaker agreement that covers the academic year and upload the agreement for the speaker’s first session. In this scenario, the speaker agreement doesn’t have to be uploaded every time that individual presents.

A disclosure form must be completed at least once per year.  A disclosure form expires after 12 months.

The Disclosure Report in Rutgers CloudCME allows you to search for completed disclosure forms.

To view faculty disclosure forms, select Reports > Disclosures. To find an individual’s disclosure form, enter the last name in the Individual field.

Please review pages 17-19 of the training manual for additional information regarding the Disclosure Report.

CCOE will review sessions with a status of In Review or Pending Monday-Friday – 8:00am – 4:00pm, typically first thing in the morning and then again mid-afternoon. The dashboard will not be reviewed outside of this time frame. Sessions will not be reviewed once the sessions begins and credit will not be awarded retroactively.

In Review Sessions: When a presenter has a financial relationship and you uploaded the content to the dashboard, CCOE will review the presenter’s disclosure information to begin the peer review process within one business day of content being uploaded.

Pending Sessions:  All sessions must be in Pending status with the announcement and signed speaker agreement (if applicable) uploaded at least three business days prior to the session date. CCOE typically reviews Pending sessions 10 days prior to the session date.

If a session is in Pending status less than three business days prior to a session, there is no guarantee of review.  We understand that RSS Coordinators sometimes face a delay in obtaining materials from the speakers. Please send an email to Patrick Dwyer (patrick.dwyer@rutgers.edu) or Elizabeth Ward (elizabeth.s.ward@rutgers.edu) ONLY IF your session goes into Pending status late, i.e., less than three business days prior to a session. We will do our best to the review these sessions during normal business hours.

 

RSS Coordinators are responsible for reviewing the RSS Dashboard regularly to ensure their session is in Approved status prior to the session occurring and that the Child ID can be distributed to learners. RSS Coordinators will not receive an email notifying them that a session is approved.

• Share this document on a regular basis which contains information on how to claim credit
• Consider creating a slide template for each presentation that includes instructions on how to claim credit
• Verbally remind learners during the session to text their attendance
• Use the chat feature in Zoom or Webex to remind people of the code and prompt them to text their attendance
• Send a follow up reminder by email to those who attended the session and remind them to text their attendance within 12 hours.

Please note: the code should not be distributed to individuals who did not attend the session.

If a learner does not claim credit within the texting window, CCOE will add credit for individuals up to three sessions in the academic year (July – June). Requests to add credit must be submitted by the RSS Coordinator by completing the contact form available here.

Once the academic year concludes, CCOE will not accept any requests to add individuals who did not claim credit during the previous year.

Certificates are not issued for RSS, but learners can view their credits on their transcript at any time by signing in to https://rutgers.cloud-cme.com. Once signed in, learner click the “My CE” button on the top right and then click “Transcript’ to view their CE credit.

CloudCME is a  self-service portal and while RSS Coordinators also have access to learners’ transcripts, we encourage learners to review their transcripts regularly to ensure their credits are being properly recorded.