Physician Organization and Planning Committee

Short Explanation:
This question asks you to identify the Provider Organization that assumes responsibility for the development, delivery, and evaluation of the Continuing Professional Development (CPD) activity. To be eligible, the organization must meet national accreditation standards and assume full accountability for the certified activity.

Hints for Answering:

• If there is Schulich School of Medicine & Dentistry faculty on the Scientific Planning Committee (SPC), you may list the provider organization as: Western Schulich CPD.

Tips:

• Organizations accredited by the Committee on Accreditation of Continuing Medical Education (CACME), such as university CPD offices, may certify activities in which they have had substantial involvement.
• For more information, please see CFPC's Standard 1.0 CPD Provider Organizations.
• If you have any questions about this requirement, contact the CPD Office for clarification.

Why this is important:
Accurately identifying a provider organization ensures that the CPD activity is delivered by an independent, accountable, and qualified provider. This protects the integrity of the educational content, supports ethical standards, and ensures compliance with national accreditation requirements.

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Short Explanation:
This question asks you to provide the name and contact details of the Physician Organization that is associated with the CPD activity. This organization must meet specific criteria to be recognized as a physician organization under national accreditation standards.

Hints for Answering:

• Include the contact name, Physician Organization full name (including department), mailing address, email, and phone number of that organization.

Tips:

• A physician organization is a not-for-profit group of health professionals with a formal governance structure, accountable to and serving, among others, its physician members through one or more of the following:
  • Continuing professional development
  • Provision of health care
  • Research
• The organization must have a governance structure that enables its physician members to vote on strategic directions and initiatives of the organization.
• For more information, please see Royal College's webpage What is a physician organization?

Examples of physician organizations include:

• Faculties of medicine
• Hospital departments or divisions
• Medical societies, associations, and academies
• Physician research organizations
• Health authorities not linked to government agencies
• Canadian medical regulatory authorities (MRAs)

The following are not considered physician organizations:

• Pharmaceutical companies and their advisory groups
• Medical and surgical supply companies
• Medical device companies
• Communication companies
• Other for-profit organizations and ventures/activities
• Disease-oriented patient advocacy organizations
• Government departments or agencies (e.g., Health Canada, Public Health Agency of Canada)
• Medical education or communications companies
• For-profit online educators, publishing companies, or simulation companies
• Small groups of physicians working together to develop educational programming

To meet the definition of a physician organization, the organization must:

• Be not-for-profit
• Have a governance structure (e.g., a board of directors)
• Have a membership made up of individual specialist physicians
• Be accountable to a membership made up of individual physicians

Why this is important:
Accurately identifying a physician organization ensures that the CPD activity is associated with a legitimate, accountable, and independent body. This supports the credibility of the program, aligns with accreditation standards, and helps maintain the integrity of continuing medical education.

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Short Explanation:
Activity organizers are required to maintain attendance records for a period of six years. These records must include the names of participants and serve as documentation for future credit validation if requested by certifying bodies.

Hints for Answering:

• Confirm whether the physician organization has a process in place to securely store attendance records for at least six years.
• Ensure that the records include participant names and are accessible for audit or verification purposes.

Tips:

• Records may be stored electronically or in physical format, as long as they are secure, retrievable, and compliant with privacy regulations.

Why this is important:
Maintaining attendance records for six years ensures that participants can verify their participation in accredited CPD activities if needed. It also supports transparency, accountability, and compliance with national accreditation standards.

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Short Explanation:
This question asks you to provide the full name and contact details of the Chair of the Scientific Planning Committee (SPC). The Chair plays a key leadership role in overseeing the planning and development of the CPD activity.

Hints for Answering:

• Include the Chair’s full name, address, email address, and phone number.
• Ensure the individual listed is actively involved in the scientific planning process and is aware of their responsibilities.

Tips:

• The SPC Chair should be involved in the initial needs assessment, content development, and review of disclosures.
• The Chair should be able to speak to the educational integrity of the activity and confirm that it was developed independently of sponsor influence.
• If the Chair is affiliated with a university or hospital, use their institutional contact information.

Why this is important:
Providing accurate contact information for the SPC Chair ensures that there is a clear point of accountability for the educational content. It also allows accrediting bodies to follow up if clarification or verification is needed regarding the planning process.

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Short Explanation:
This question asks for the full name and contact details of the Schulich School of Medicine & Dentistry faculty member who is requesting the accreditation application.

Hints for Answering:

• Provide the faculty member’s full name, address, email address, and phone number.
• Ensure the faculty member is aware of their role in supporting the application and is actively involved in the CPD activity.

Tips:

• The Schulich faculty member should be familiar with the educational goals of the activity and the accreditation process.
• Use institutional contact information to ensure reliable communication.

Why this is important:
Identifying a Schulich faculty member ensures that the CPD activity is supported by a qualified representative. This is a requirement for Mainpro+ applications and strengthens the integrity of the application.

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Short Explanation:
This question asks whether the CPD activity is being co-developed with another organization. Co-development refers to a collaborative process in which two or more organizations share responsibility for the planning, development, and delivery of the educational activity.

Hints for Answering:

• Answer “Yes” if another organization is actively involved in the scientific planning process, including identifying learning needs, developing content, and selecting speakers.
• Answer “No” if your organization is solely responsible for all aspects of the activity.

Tips:

• Co-development must be free from commercial influence and follow the same accreditation standards as independently developed activities.

Why this is important:
Declaring co-development ensures transparency in the planning process and confirms that all involved organizations are held to the same ethical and accreditation standards. It also helps prevent conflicts of interest and protects the independence and integrity of the educational content.

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Short Explanation:
This question asks you to provide the name and address of the organization that is co-developing the CPD activity. Co-developing organizations may be involved in the planning, development, and delivery of the activity.

Hints for Answering:

• Include the full name and mailing address of the co-developing organization.

Tips:

• Commercial interests (e.g., pharmaceutical companies, medical device manufacturers) cannot be listed as co-developers.

Why this is important:
Providing accurate information about co-developing organizations ensures transparency, confirms that all partners meet accreditation standards, and helps maintain the independence and integrity of the CPD activity.

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Short Explanation:
This question asks whether the organization that is co-developing the CPD activity meets the definition of a physician organization.

Hints for Answering:

• Answer “Yes” if the co-developing organization meets all the criteria of a physician organization as defined below.
• Answer “No” if the organization does not meet these criteria or is a commercial or for-profit entity.

Tips:

• A physician organization is a not-for-profit group of health professionals with a formal governance structure, accountable to and serving, among others, its physician members through:
  • Continuing professional development
  • Provision of health care
  • Research
• The organization must allow its physician members to vote on strategic directions and initiatives.

Examples of physician organizations include:

• Faculties of medicine
• Hospital departments or divisions
• Medical societies, associations, and academies
• Physician research organizations
• Health authorities not linked to government agencies
• Canadian medical regulatory authorities (MRAs)

The following are not considered physician organizations:

• Pharmaceutical companies and their advisory groups
• Medical and surgical supply companies
• Medical device companies
• Communication companies
• Other for-profit organizations and ventures/activities
• Disease-oriented patient advocacy organizations
• Government departments or agencies (e.g., Health Canada, Public Health Agency of Canada)
• Medical education or communications companies
• For-profit online educators, publishing companies, or simulation companies
• Small groups of physicians working together to develop educational programming

To meet the definition of a physician organization, the organization must:

• Be not-for-profit
• Have a governance structure (e.g., a board of directors)
• Have a membership made up of individual specialist physicians
• Be accountable to a membership made up of individual physicians

Why this is important:
Clarifying whether the co-developing organization is a physician organization promotes transparency and helps determine whether the partnership meets accreditation standards.

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Short Explanation:
This question confirms that you have obtained approval from the appropriate organization(s) listed in your application to proceed with the CPD activity. For Mainpro+ applications, this includes specific approval from a Schulich department, division, or education unit.

Hints for Answering:

• Ensure that you have received approval from the organization(s) listed as the provider or co-developer.
• For Mainpro+ applications, approval must come from a Schulich School of Medicine & Dentistry department, division, or education unit.

Tips:

• Approval should be obtained before submitting the application to ensure institutional support and alignment with academic and accreditation standards.
• If you are unsure which Schulich unit should provide approval, contact the CPD Office for guidance.

Why this is important:
Confirming that you have approval to run the activity ensures that the program is endorsed by the appropriate academic or organizational body, which supports its credibility, accountability, and alignment with institutional and accreditation requirements.

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Short Explanation:
This question asks you to list the names of College of Family Physicians of Canada (CFPC) members who are part of the Scientific Planning Committee (SPC). The number and location of CFPC members required depends on whether the program is being submitted for provincial or national certification.

Hints for Answering:

• For provincial certification, the SPC must include at least one Practising class CFPC member from the province or territory where the program will be delivered.
• For national certification, the SPC must include at least two Practising class CFPC members.

Tips:

• Practising class members are those who hold active CFPC membership and are licensed to practise family medicine in Canada.
• Ensure that the listed members are actively involved in the planning and development of the CPD activity.
• Include full names and confirm their membership status with the CFPC if needed.

Why this is important:
Including CFPC members on the SPC ensures that the CPD activity reflects the educational needs and standards of family physicians. It also supports the relevance, credibility, and eligibility of the program for Mainpro+ certification.

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Short Explanation:
This question asks you to provide a list of individuals who are serving on the Scientific Planning Committee (SPC) for the CPD activity. The SPC must include a minimum of three members who represent the target audience of the program.

Hints for Answering:

• For each SPC member, include the following:
  • Full name
  • How the individual represents the target audience (e.g., family physician, specialist, nurse practitioner)
  • Affiliation (e.g., “CFPC” or “Royal College”)
  • Email address

Tips:

• The target audience typically includes the health professionals for whom the activity is designed.
• SPC members should be actively involved in the planning, development, and review of the educational content.
• Including a mix of members can help ensure the activity meets the needs of a broad audience.
• Ensure that all SPC members are aware of their roles and responsibilities, including reviewing disclosures and maintaining independence from commercial influence.

Why this is important:
Listing SPC members and their affiliations demonstrates that the activity is being developed by individuals who understand the needs of the intended audience. This supports the relevance, quality, and credibility of the CPD activity and ensures compliance with accreditation standards.

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Short Explanation:
This question asks you to explain the process used to select members of the Scientific Planning Committee (SPC) and how those individuals reflect the backgrounds and learning needs of the intended audience for the CPD activity.

Hints for Answering:

• Describe the criteria or rationale used to choose SPC members (e.g., clinical expertise, teaching experience, familiarity with the topic).
• Explain how the committee composition reflects the diversity and scope of the target audience (e.g., family physicians, specialists, interprofessional team members, learners).

Tips:

• Representation should align with the intended audience—for example, if the activity targets family physicians, at least one SPC member should be a CFPC member.
• Consider including members from different practice settings, regions, or specialties to ensure a broad perspective.
• The selection process should support independence from commercial influence and uphold educational integrity.

Why this is important:
A well-composed planning committee ensures that the CPD activity is relevant, evidence-informed, and tailored to the needs of its intended audience. It also demonstrates a commitment to inclusive, high-quality educational planning that meets accreditation standards.

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Short Explanation:
This question asks whether the Scientific Planning Committee (SPC) has full independence and responsibility for the development of the educational content for the CPD activity. This includes identifying learning needs, selecting topics and speakers, and reviewing materials.

Hints for Answering:

• Answer “Yes” only if the SPC has made all decisions about the content without influence from sponsors or commercial interests.
• The SPC must be responsible for identifying learning objectives, selecting presenters, and reviewing presentations to ensure alignment with educational goals.

Tips:

• Independence means that no sponsor or external party has influenced the content, speaker selection, or format of the activity.
• The SPC should include members who represent the target audience and who guides the educational direction of the program.

Why this is important:
Ensuring that the SPC is independent and responsible for content development protects the integrity, objectivity, and credibility of the CPD activity. It also ensures compliance with national accreditation standards and helps prevent commercial bias in medical education.

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Short Explanation:
This question asks you to confirm which aspects of the CPD activity were under the direct control of the Scientific Planning Committee (SPC). This ensures that the educational content was developed independently and in accordance with accreditation standards.

Hints for Answering:

• Select all elements that the SPC was actively responsible for.
• If the SPC maintained control over all listed elements, select “All of the above.”

Tips:

• The SPC must be able to demonstrate independence from commercial influence in all selected areas.

Why this is important:
Confirming the SPC’s control over key program elements ensures that the CPD activity was developed with educational integrity, free from external influence, and in alignment with national accreditation standards.

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Short Explanation:
This question asks whether the CPD activity involves any individuals in instructional or evaluative roles, such as speakers, presenters, facilitators, coaches, peer reviewers, or assessors. These individuals contribute to the delivery or assessment of the educational content.

Hints for Answering:

• Answer “Yes” if the activity includes any individuals who will present content, lead discussions, facilitate learning, coach participants, or assess performance.
• Answer “No” only if the activity is entirely self-directed or does not involve any external contributors.

Tips:

• Ensure that all individuals involved in these roles are selected based on their expertise and relevance to the learning objectives.
• These individuals must also comply with accreditation standards, including independence from commercial influence.

Why this is important:
Identifying individuals involved in delivering or evaluating the activity ensures that the CPD program is supported by qualified professionals and that their roles are transparent and aligned with accreditation requirements. It also helps maintain the educational integrity and credibility of the activity.

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Short Explanation:
This question asks you to describe how the Scientific Planning Committee (SPC) selected individuals who will contribute to the delivery or evaluation of the CPD activity. This includes speakers, presenters, facilitators, coaches, peer reviewers, and assessors.

Hints for Answering:

• Explain the criteria used to identify and select individuals for these roles.
• Describe how the SPC ensured that selections were based on expertise, relevance to the learning objectives, and independence from commercial influence.

Tips:

• The selection process should prioritize individuals with recognized qualifications, subject matter expertise, and experience in education or assessment.
• The SPC should ensure that all selected individuals are free from conflicts of interest or that any potential conflicts are appropriately disclosed and mitigated.
• If applicable, describe how the SPC provided orientation or training to ensure consistency and quality in delivery or assessment.

Why this is important:
Describing the SPC’s selection process demonstrates that the CPD activity is supported by qualified and credible contributors. It also ensures that the activity meets educational and ethical standards, and that all contributors are aligned with the goals and integrity of the program.

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Short Explanation:
This question asks you to confirm that a communication plan is in place to ensure that all presenters, facilitators, and other contributors are informed of the educational and ethical standards required for accredited CPD activities.

Hints for Answering:

• Select all applicable items that are included in your communication plan.
• If your plan covers all listed elements, select “All of the above.”

Tips:

• Your communication plan may include emails, orientation sessions, speaker guidelines, or checklists.
• Ensure that all contributors receive this information before participating in the activity.
• Keep a record of communications for accreditation and audit purposes.

Why this is important:
Having a clear communication plan ensures that all contributors are aligned with the educational goals, ethical expectations, and accreditation requirements of the CPD activity. This helps maintain the quality, consistency, and integrity of the program.

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Short Explanation:
This question asks you to explain the processes and safeguards the Scientific Planning Committee (SPC) uses to ensure that the educational content is evidence-based, free from bias, and reflective of a range of appropriate therapeutic options.

Hints for Answering:

• Describe how the SPC reviews and approves content to ensure it is based on current, high-quality scientific evidence.
• Mention how conflicts of interest are reviewed and managed to prevent bias.

Tips:

• The SPC should use peer-reviewed literature, clinical guidelines, and expert consensus to guide content development.
• Presenters should be instructed to include comparative information on treatment options, not just a single approach.
• The SPC should review all presentations and materials to ensure they are balanced, accurate, and aligned with learning objectives.
• Any commercial influence must be excluded from content development and delivery.

Why this is important:
Ensuring that content is scientifically valid, objective, and balanced supports the educational integrity of the CPD activity. It helps participants make informed clinical decisions, protects against commercial bias, and ensures compliance with national accreditation standards.

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Short Explanation:
This question asks you to describe the process your Scientific Planning Committee (SPC) follows when content is found to be non-compliant with ethical standards, and how such issues are addressed to ensure alignment with the National Standard.

Hints for Answering:

• Outline the steps the SPC takes when identifying content that does not meet ethical standards (e.g., biased, promotional, or lacking scientific rigor).
• Describe the internal review or escalation process used to resolve the issue.
• Explain how the SPC ensures that necessary changes are made before the activity proceeds.
• Mention any documentation or communication protocols used to track and resolve concerns.

Tips:

• Review the National standard for support of accredited CPD activities.
• The SPC should have a clear, documented process for reviewing and addressing ethical concerns.
• If content is found to be non-compliant, it should be revised or removed before the activity is accredited.
• The SPC may consult external experts or ethics advisors if needed.
• All decisions and actions should be documented to demonstrate due diligence and transparency.

Why this is important:
Having a robust process for managing ethical concerns ensures that CPD activities maintain their integrity, are free from bias, and comply with national accreditation standards. This protects learners, upholds public trust, and supports high-quality professional development.

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Short Explanation:
This question confirms whether all individuals involved in the development and delivery of the CPD activity have disclosed any potential conflicts of interest, and whether these disclosures will be shared with participants.

Hints for Answering:

• Indicate whether conflict-of-interest (COI) disclosure forms have been completed by all relevant individuals (e.g., SPC members, speakers, moderators, facilitators, authors).
• Confirm that any identified conflicts will be disclosed to participants before or during the activity.

Tips:

• Use a standardized COI disclosure form and ensure it is completed early in the planning process.
  
  • SPC member must submit/update their COI using the CPD Online Services Portal.
  • Presenters, speakers, etc. can use the CFPC COI Disclosure Form (PDF) or the RCPSC COI Disclosure Form (DOCX). These forms do not have to be submitted as part of the accreditation application process but you must save these completed forms for 6 years.
• Review all disclosures to assess potential bias or influence on content.
• Disclose relevant conflicts to participants in a transparent and timely manner

Why this is important:
Transparency about potential conflicts of interest helps maintain the credibility and integrity of the CPD activity. It ensures participants are aware of any relationships that could influence the content and supports compliance with accreditation standards.

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Short Explanation:
This question asks you to describe how the Scientific Planning Committee (SPC) reviews conflict-of-interest (COI) disclosures and what steps are taken to mitigate any potential for bias in the CPD activity.

Hints for Answering:

• Explain the process the SPC uses to review COI disclosures from all individuals involved in the activity (including from individual SPC members).
• Describe how the committee determines whether a disclosed relationship poses a risk of bias.
• Outline the specific actions taken to mitigate bias when a conflict is identified.

Tips:

• The SPC should review all disclosures early in the planning process.
• Mitigation strategies may include:
  • Disclosure of the relationship to participants.
  • Asking the speaker to present on a different topic.
  • Altering or ending the financial relationship.
  • Reassigning content development to another individual.
  • Conducting an independent expert review of the content.
  • Replacing the speaker or planning committee member if necessary.
• All mitigation actions should be documented and retained for accreditation purposes.

Why this is important:
A transparent and proactive approach to managing conflicts of interest helps ensure that CPD content is objective, evidence-based, and free from commercial influence. This protects the integrity of the educational activity and supports compliance with national standards.

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Short Explanation:
This question asks you to describe how potential conflicts of interest (COIs) from the Scientific Planning Committee (SPC), speakers, moderators, facilitators, and authors will be disclosed to participants during the CPD activity.

Hints for Answering:

• Indicate that disclosures will be made both via a slide at the beginning of each presentation and verbally.
• For Mainpro+ applications, confirm that the disclosure slides will be used.

Tips:

• Ensure that all presenters are instructed to use the required slide and to verbally disclose any relevant relationships at the start of their session.
• Include a copy of the disclosure slide in the program materials or handouts if possible.

Why this is important:
Clear and consistent disclosure of potential conflicts of interest promotes transparency, helps participants evaluate the objectivity of the content, and ensures compliance with accreditation standards, including those specific to Mainpro+.

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Short Explanation:
This question asks you to confirm your compliance with key ethical and administrative standards related to the development and promotion of the CPD activity.

Hints for Answering:

• Review each checkbox option and ensure your activity meets the stated requirements.
• Select “All of the above” only if both conditions are fully met.

Tips:

• Ensure that no content has been created by Healthcare/Pharmaceutical Industry (HPI) organizations or their agents.
• Confirm that all promotional materials and marketing strategies align with ethical standards and accreditation requirements.
• Maintain documentation to support your attestation if requested during an audit or review.

Why this is important:
Attesting to these standards reinforces the independence, integrity, and credibility of the CPD activity. It ensures that the content is free from commercial influence and that participants can trust the educational value of the program.

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Short Explanation:
This is an open text box where you can share any additional information, clarifications, or concerns related to your application. It’s your opportunity to communicate directly with the application reviewer.

Hints for Answering:

• Use this space to:
  • Clarify any responses you feel may need context
  • Note any pending details or documents
  • Ask questions or flag concerns about the application process
  • Provide background information that may help reviewers understand your program

Tips:

• Be clear and concise—this field is reviewed by the CPD Office and can help prevent delays or follow-up emails.
• If you’re unsure where to include a specific detail elsewhere in the application, this is a good place to mention it.

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Short Explanation:
This section is reserved for internal use by the CPD reviewer. It allows the reviewer to provide feedback, suggestions, or required revisions based on their evaluation of the application.

Hints for Understanding:

• Applicants cannot edit this field directly.
• Reviewers may use this space to highlight missing information, clarification requests, or recommendations for improvement.

Tips:

• Although you cannot change the content of this section, you should carefully review and implement any suggested revisions.
• Addressing reviewer comments thoroughly and promptly can help expedite approval and ensure your application meets accreditation standards.
• If you are unsure how to respond to a comment, contact the CPD Office for guidance.

Why this is important:
Reviewer comments provide valuable guidance to help align your application with accreditation requirements. Responding to this feedback demonstrates a commitment to quality improvement and increases the likelihood of your activity being approved.

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