2016 AAP National Conference & Exhibition

MANAGERS INFORMATION

PACKET Planning Resources January 2016

Theresa Woike, Manager, Division of Continuing Medical Education, 847/434-7890

Jared Cohen, Manager, Division of Convention & Meeting Services, 847/434-7897

RESOURCES

LINKS www.AAPexperience.org

NATIONAL CONFERENCE DATES AT-A-GLANCE 2016 National Conference, San Francisco, CA, Oct 22-25 2017 National Conference, Chicago, IL, Sept. 16-19 2018 National Conference, Orlando, FL, Nov. 3-6 NCEPG EXECUTIVE COMMITTEE MEETING March 4-5, 2016 NCE PG PLANNING GROUP MEETINGS - AAP HQ June 17-18, 2016 (to plan the 2017 National Conference)

Managers Meeting 2016 National Conference & Exhibition

San Francisco, CA, October 22-25

January 13, 2016

Program

NCE Staff Responsibilities Session Times and Plenary Registration Program

Section/Council Descriptions (samples) Deadlines (timeline) Faculty Disclosure - Electronic

Promotion See Deadlines list and contact Tori Davis

E-Previews Preview Paper Onsite Paper

Meeting Request Form

Updated form Section menus – located on the intranet

(AAP Resources > Convention & Meeting Services > NCE) Banquets or other events

Registration

Faculty email confirmations/disclosures Online registration – opens June 1, 2016

NCE Grid

Grid Change Form – on Intranet Form – January 30th Submitting a grid change form – section/council faculty only

Remuneration Policy

Internal issue – policy Hotel Travel - Adding new faculty Abstract presenters Session moderators Expense Forms

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Section Managers Role Reminder to the section program chairs – communication Abstract posters Enforcing handout policies and ACCME guidelines

Proposal Process

Dates – Proposal submission on Shop AAP opens for members Monday, February 15th and closes April 8th Staff have internal access until Monday, April 15th

Submitting a proposal electronically Updated form - draft Adding new faculty into netFORUM Submitting a Proposal Session format overview Tips for preparing a proposal

Proposing faculty – should not put section/council program chair or executive committee

Pearls of Wisdom NCEPG process (topic form)

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Activity 2016 Schedule

Friday (10-21) Pre-Conference Sat (10/22) 7 am – Tues (10/25) 6:00 pm

AM Sessions (Workshops, Audience Response Sessions, Seminars, Interactive Group Forums)

8:30 am – 10:00 am (90 minute sessions)

AM 1 Short Subjects 7:30 am – 8:15 am

AM 2 Short Subjects

8:30 am – 9:15 am

AM 3 Short Subjects 9:30 am – 10:15 am

Plenary Session

10:30 am – 12:15 pm

Lunch Break Lunch-time Learning Sessions

12:30 – 1:30 pm

PM 1 Sessions (Workshops, Audience Response Sessions, Seminars, Interactive Group Forums)

2:00 – 3:30 pm (90 minute sessions)

Early PM 1 Short Subjects 2:00 pm – 2:45 pm

Early PM 2 Short Subjects 3:00 pm – 3:45 pm

PM 2 Sessions (Workshops, Audience Response Sessions, Seminars, Interactive Group Forums)

4:00 – 5:30 pm (90 minute sessions)

PM 1 Short Subjects 4:00 pm – 4:45 pm

PM 2 Short Subjects Tuesday PM 3 Sessions

5:00 pm – 5:45 pm 12:30 pm – 1:15 pm

NOTE: Consult Conference web site or Onsite Program for Course and Section/Council Program and special events times

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AAP 2016 National Conference & Exhibition Faculty Handbook 3

Faculty Preparation Checklist 2016 American Academy of Pediatrics National Conference & Exhibition

Moscone Center San Francisco, CA – October 22-25 (pre-conference events Friday, October 21)

Due Now Disclosures

As National Conference faculty, you are sent a personalized email with a link to your online disclosure form. Disclosures are required and must be completed prior to submitting additional faculty forms.

6/1/2016 Hotel Reservations Open: More information will be sent in an email in early June Make sure to tell the housing company you are faculty. A credit card is

required as housing is not direct billed to the AAP. Maximum of 2 nights reimbursed unless prior approval.

6/1/2016 Flight Reservations Open: More information will be sent in an email in early June Air Travel must be booked through the AAP Travel Office- it will be direct

billed to the AAP. Travel arrangements through the AAP Travel Office must be made no less

than 30 days in advance. NOTE: International faculty are not required to book through the AAP

Travel Office 6/15/2016 Handout Submission Site Opens

Handouts are REQUIRED for the following formats: Audience Response Sessions, Courses, Interactive Group Forums, Short Subjects, Seminars, and Workshops.

Handouts are permitted but NOT REQUIRED for Plenary Sessions, Point-Counterpoints, and Section/Council Programs. NOTE: attendees prefer handouts so please consider submitting for the above formats.

Link emailed directly to faculty to upload handout NO PAPER HANDOUTS are allowed; registrants are given electronic access

to handouts 2 weeks prior to event in order to pre-print handouts. Be sure to include a “Changes in Practice” and disclosure slide!

8/26/2016 Handout Submission Closes 9/2/2016 Faculty Hotel Block Closes 9/21/2016 Flight Reservation Deadline 9/30/2016 Onsite Presentation Early Submission Opens 10/14/2016 Onsite Presentation Early Submission Closes

Questions? Access the faculty Web site at www.aapexperience.org/faculty (enter the lowercase password: faculty) or contact us at nce@aap.org (e-mail) or 800/433-9016 x7940 (phone).

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AAP Section/Council Staff National Conference Timeline 

January 2016  Faculty disclosures are due / all faculty confirmations must be in  2016 NCE 

January 29, 2016  General session hot topic proposals for 2016 National Conference are due  2016 NCE 

January 30, 2016  Final day to provide updates to agenda for CME credit designation 

Faculty reimbursement assignment to the National Conference budget will be determined based on this agenda. 

Faculty/Description/Agenda changes after this point should be made via the grid change form on the Intranet 

2016 NCE 

February 15 –April 8, 2016 

2017 National Conference Proposal submission open for Section/Council Program proposals & general session proposals AAP staff will have an additional week after proposal submission  

2017 NCE 

May 2016  Contact your National Conference & Planning Group representative regarding your Section/Council’s priority proposals and background info for 2017 

2017 NCE 

May 2016  Staff must provide Meeting Services with any attendees whose 2016 National Conference travel will be paid for by your budget  

2016 NCE 

May 27, 2016  Peds 21 proposals are due for the 2018 National Conference  2018 NCE 

Late May  Faculty will receive travel/hotel information from NCE staff  2016 NCE 

June 1, 2016  Deadline for any changes to 2016 National Conference agenda and description.  

Any changes after this time will not be reflected in the program or AAP Conference Planner 

Only moderators will be updated on the agenda after this point 

2016 NCE 

June 15‐August 26, 2016 

Handout submission site open for 2016 National Conference faculty   2016 NCE 

June 17‐18, 2016  NCE Planning Group Meeting to select 2017 National Conference sessions  2017 NCE 

Mid July 2016  Notification will be sent out regarding 2017 National Conference session proposal acceptance status 

2017 NCE 

August‐November 4, 2016 

Faculty confirmations are due for the 2017 National Conference 

Your Planning Group member will invite and confirm all faculty for general sessions. 

2017 NCE 

August 1, 2016  All faculty cancellations must be replaced by local or existing faculty after this date 

2016 NCE 

August 5, 2016  Section/Council (H) program moderator contact information is given to NCE staff to collect moderator disclosures and add them to your agenda 

2016 NCE 

August 29, 2016  Contact your Section/Council faculty (not general sessions) reminding them of speaking obligations, travel & hotel reservations, and other requirements 

2016 NCE 

September 2, 2016 

2016 National Conference faculty hotel block closes  2016 NCE 

September 30‐October 14, 2016 

Advance pre‐submission of final onsite presentation slides (different from the handout submission process!) 

2016 NCE 

October 2016  National Conference faculty receive “Know Before You Go” email  2016 NCE 

October 22‐25, 2016 

2016 National Conference & Exhibition  2016 NCE 

 

Have questions or need clarification?  

Contact National Conference CME Staff 

Theresa Woike, twoike@aap.org, x7890 

Kristin Ingstrup, kingstrup@aap.org, x7940   

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AAP Section/Council Program Chairs National Conference Timeline 

 

January 2016  All Section/Council program faculty must be confirmed and confirmation forms must be turned in National Conference staff will send confirmed faculty disclosures to complete 

2016 NCE 

January 29, 2016  General session hot topic proposals for 2016 National Conference are due  2016 NCE 

January 30, 2016  Final day to provide updates to agenda for CME credit designation 

Faculty reimbursement assignment to the National Conference budget will be determined based on this agenda. 

2016 NCE 

February 15 –April 8, 2016 

2017 National Conference Proposal submission open for Section/Council Program proposals & general session proposals on Shop AAP 

2017 NCE 

May 2016  Contact your NCE Planning Group representative regarding your Section/Council’s priority proposals and background info for 2017 

2017 NCE 

May 27, 2016  Peds 21 proposals are due for the 2018 National Conference  2018 NCE 

June 1, 2016  Deadline for any changes to 2016 National Conference agenda and description.  

Any changes after this time will not be reflected in the program or AAP Conference Planner 

Only moderators will be updated on the agenda after this point 

2016 NCE 

June 15‐August 26, 2016 

Handout submission site open for 2016 National Conference faculty  2016 NCE 

June 17‐18, 2016  NCE Planning Group Meeting to select 2017 National Conference sessions  2017 NCE 

Mid July 2016  NCE Staff will send a notification to council/section managers and program chairs outlining accepted and not accepted session proposals for 2017 

2017 NCE 

August‐November 4, 2016 

Section/Council Faculty confirmations are due for the 2017 National Conference 

Contact your Planning Group representative to discuss faculty confirmations and priorities.   

Your Planning Group member will invite and confirm all faculty for general sessions. 

2017 NCE 

August 5, 2016  Section/Council (H) program moderator contact information is given to NCE staff to collect moderator disclosures and add them to your agenda 

2016 NCE 

August 29, 2016  Contact your Section/Council faculty (not general sessions) reminding them of speaking obligations, travel & hotel reservations, and other requirements 

2016 NCE 

September 2, 2016 

2016 National Conference faculty hotel block closes  2016 NCE 

September 30‐October 14, 2016 

Advance pre‐submission of final onsite presentation slides (different from the handout submission process!) 

2016 NCE 

October 2016  National Conference faculty receive “Know Before You Go” email  2016 NCE 

October 22‐25, 2016 

2016 National Conference & Exhibition  2016 NCE 

 

Have questions or need clarification?  

Contact your AAP Section/Council Manager  

OR 

National Conference CME Staff 

Theresa Woike, twoike@aap.org 

Kristin Ingstrup, kingstrup@aap.org   

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Required for all AAP Section/Council Educational Programs

SAMPLES www.AAPexperience.org/program Program Managers check:

Confirmed Agenda Program Date/Times (Start and End) Title & Sub-title (indicates theme of programming) Faculty and designations Registration Form (if you are having a ticketed, catered event) In the Agenda Schedule, awards should specifically note if there will be an award

only or a presentation as well

Development check: Sponsorships (Only Development staff are authorized to make edits to

sponsorship acknowledgments)

CONFERENCE PLANNER & ON-SITE PROGRAM www.AAPexperience.org/planner

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SAMPLE Dear Dr Schonfeld, Thank you for agreeing to serve as faculty for the Section on Developmental and Behavioral Pediatrics (SODBP) Program. We are excited to see you in San Francisco, CA! Listed below are the details of the SODBP program as well as those specific to your presentation. Overall SODBP Program Session #: H2031 Program Title: Pediatric Response to Disasters Date: Sunday, October 23, 2016 Location: Moscone Convention Center Program Time: 8:00 am – 4:00 pm Specific Presentation Information Title: Providing Consultation to Schools Impacted by Crisis Time: 8:45 – 9:30 am Attached you will find a copy of the program agenda so that you may be familiar with the other talks occurring as part of the program. Lunch and Roundtables The SODBP offers roundtable discussions over the lunch break and we hope that you will be able to stay for this. The SODBP will order a lunch for you. The roundtables provide an opportunity for SODBP members to network with one another around topics of mutual interest. It also provides an opportunity for members to interact with faculty more in depth than allowed by the scheduled talks. Information Related to Travel, Lodging, and Registration You should have already received faculty information from the AAP National Conference and Exhibition staff about making your travel arrangements and how expenses will be covered. If you have not received this, please contact Linda Paul, SODBP manager, at lpaul@aap.org or 800/433-9016, ext 7787. If you would like to discuss your presentation, please feel free to contact me at rgvoigt@texaschildrens.org. Again, we look forward to seeing you in San Francisco, CA! Sincerely, Robert G. Voigt SODBP Program Chairperson

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2016 National Conference & Exhibition Function Space Request Form Instructions

The 2016 National Conference Function Space Request Form is now available! Staff in need of meeting space at the 2016 NCE in San Francisco for a section (H) program, committee meeting, reception, or other type of function MUST complete a Function Space Request form via the following link: http://kits.tradeshowlogistics.com/oem/tlexhibitorshowlogin.aspx?ShowID=1137 Instructions and Guidelines are available under "SHOW INFO" in the left navigation bar. To log in, enter your email address in the 'User Name' field, enter 'aapmtg' (6 lower case letters) in the password field, and then click the 'Log In' button. Menus, A/V pricing and floorplans can be found on the DOCMS Intranet page (AAP Resources>Convention and Meeting Services>NCE). Please be advised that function space is limited. Every effort will be made to accommodate your first preference. Depending on the request it may need approval from the Division of CME staff. All Function Space Request Forms are due by Friday, February 12. Every type of meeting (Section "H" programs, Council, Section Executive Committee meetings, Committee meetings, Management Committee meetings, Project Advisory Committee meetings, Action Group meetings, Editorial Board meetings, receptions, etc.) must submit a Function Space Form. The 'Guidelines' link on the left provides clarification on each type of meeting. If your meeting extends multiple days, you must submit a form for each separate day. If your meeting requires multiple meeting rooms, you must submit a separate form for each room. Please only use this online form for space requests, and fill in as much information as possible. The more information we have helps us assign your meeting to the best possible location/room. If you have any questions, please contact Jake Stein, ext. 4793, Michelle Murphy, ext. 4278, or Laura Jurgens, ext. 4794.

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Meeting Request Form Guidelines

Space at the 2015 NCE is limited, and is assigned by submission of this Meeting Request Form only. You are strongly encouraged to complete this form as soon as possible. Social functions may not be scheduled to compete with any scientific sessions. All activities are restricted to the Walter E. Washington Convention Center, Marriott Marquis Washington, DC, Renaissance Washington, DC, or alternative properties assigned at the discretion of AAP Meeting Services. Except for Section Programs, each meeting is responsible for any hotel charges including catering, audiovisual equipment, etc. Per venue policy, no outside food and beverage is allowed in any meeting room at the convention center or hotel. The following types of functions require the submission on the online Function Space Request Form for placement.

Section Programs

Section Programs that were approved through the Division of CME must submit the online Function Space Request Form. If you have a multiple day program, you must fill out a separate online form for each day. If your meeting requires multiple meeting rooms, you must fill out a separate form for each meeting room. The NCE budget covers all standard A/V equipment (laptop, projector, screen, laser pointer) for Section Programs. Any additional A/V, Internet, or food & beverage requests will be charged back to the Section and appropriate account numbers must be submitted at the time of the request. Floorplans, menus, and other pricing are available on the DOCMS NCE web page.

Administrative/ Committee Meeting

If you have a multiple day meeting, you must fill out a separate online form for each day. All catering, A/V, telephone, and additional charges will be billed to the AAP area hosting the meeting and an account number(s) is required for those charges.

Special Events Events such as banquets or dinners should select the Special Event option. All catering, A/V, telephone, and additional charges will be billed to the AAP area hosting the meeting and an account number(s) is required for those charges.

Receptions If your reception is being held in conjunction with your Section Program, but a separate room is requested, please fill out a separate request form for that reception. Receptions being held in the same room as the Section Program, immediately following that program, can be submitted on the same form. All additional charges for receptions are billed to the AAP area hosting the reception and an account number(s) is required for those charges.

Other Functions Any other type of meeting requests, including Alumni functions, Exhibitor functions, Focus Groups, Symposia functions, or any other misc. functions must be requested using a separate Ancillary Function Space Form located on the DOCMS NCE web page. All requests are subject to approval by Meeting Services and the Division of CME. For questions, please contact Laura Jurgens, ext. 4794.

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National Conference Faculty Remuneration Policy

A. For general NCE faculty: 1. NCE pays airfare – must be booked through AAP (direct bill). 2. International faculty (includes Canada, Hawaii and Alaska) - $500 towards airfare –

do not need to use AAP travel office 3. NCE pays hotel/meals (usually 2 days, unless the faculty’s NCE teaching schedule

requires more time). 4. NCE pays $100 stipend per session. 5. NCE pays basic NCE registration. # 2, 3 & 4 are reimbursed to faculty after the NCE upon submission of the travel expense form and itemized receipts.

B. For faculty also coming to the NCE for other AAP committee and section business –

also editorial boards, task force meetings, etc.: 1. NCE and Committee, Section, or Council split the airfare – initially billed to the

section/council and ½ re-classed to the NCE budget. 2. NCE pays hotel/meals (usually 2 days, unless the faculty’s NCE teaching schedule

requires more time). 3. Committee, section, or council pays any hotel/meal days beyond 2 if required for

committee, section, or council business. 4. NCE pays $100 stipend per session. 5. NCE pays basic NCE registration.

C. Individuals serving as session and abstract moderators (those only introducing speakers

and serving as emcees) are NOT considered faculty, and receive no remuneration.

D. Abstract presenters at section/council programs for section members are not considered to be faculty, and receive no remuneration. Only the presenting author is eligible to receive a discounted NCE registration fee.

E. One faculty is allowed for every CME hour offered; excluding abstract presenters (CME

is assigned for abstract presentations but is not considered for faculty remuneration calculation). If your program exceeds this amount, NCE staff will assign remuneration based on alphabetical order. Any changes in faculty after this determination will be added to the bottom of the alphabetical list. Example: your program is assigned 6 CME hours and this includes 2 hours of abstract presentations – the NCE will pay for 4 faculty. The section/council will incur all costs listed in “A” above for the additional faculty (including the stipend) except NCE will pay registration.

F. When changes in faculty occur one month or less from the start of the NCE every effort should be made to replace with other faculty already scheduled to attend. The section/council will incur the additional cost of this change unless approved by the NCE manager and Director of Education.

The NCE staff realizes there are always exceptions, and the remuneration policy can be adjusted based on approval from the NCE manager and Director of Education.

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SECTION/COUNCIL PROGRAM CHAIRPERSON SUMMARY OF RESPONSIBILITIES

Basic Function To develop and coordinate the National Conference and Exhibition (NCE) educational programming for the section/council. Term The section/council program chairperson is appointed for a 3-year term by the section/council Executive Committee chairperson. Reappointment is contingent upon service to the section/council. (Note: this may vary by Section/Council) Responsibilities The responsibilities of the section/council program chairperson include the following:

Coordinate development of educational program proposals including, but not limited to: o convening needed conference calls, etc to discuss program development, o assisting Executive Committee members in completing proposal forms, o developing program agenda for section/council educational program, o identifying faculty for section/council educational program, collecting disclosures

and resolving any potential conflicts, and o working with other section/council Program Chairs to coordinate co-sponsored

proposals

Follow the National Conference and Exhibition Planning Group (NCEPG) guidelines for program submission

Facilitate section/council program (eg, provide opening remarks, introduce faculty) Serve as primary contact to section/council staff on educational program issues

Serve as primary contact to section/council educational program faculty

May also serve as abstract chairperson, publications chairperson, or local arrangements

chairs to organize various components of the educational program

Work collaboratively with the section/council’s NCEPG representative on program development

Maintain ongoing communication with NCEPG representative, section/council staff, and

NCE staff

Participate in Section/Council Executive Committee meetings as needed

Ensure that the Section/Council program follows all AAP and ACCME guidelines.

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American Academy of Pediatrics

National Conference & Exhibition Information

What is the NCEPG and its role within the Academy?

The National Conference and Exhibition Planning Group (NCEPG) develops the scientific programs for the National Conference and Exhibition (formerly Annual Meeting) within the established goals and objectives of the Academy.

NCEPG members are nominated by sections/councils and approved by the AAP Committee on Continuing Medical Education for a two-year term with provision for not more than three consecutive two-year terms for a maximum of six years.

The membership of the NCEPG includes:

Twenty (24) core members selected according to the AAP By-Laws regarding workgroup appointments. This includes representation from the Surgical Section and the Medical Specialties.

Chair of the NCE Planning Group. Four (3) ex-officio members representing:

o PREP or other editorial board from journals o Section Forum Management Committee Chair o COCME Chair

All individuals appointed to the NCEPG function as full members.

What are the educational responsibilities of the NCEPG?

As an accredited provider, all AAP CME activities must be developed in compliance with the Accreditation Council for CME (ACCME) and American Medical Association (AMA) Physician’s Recognition Award (PRA) requirements. An NCEPG member must be actively involved in the development of all programs that are designated for AMA PRA Category 1 Credit™ at the National Conference and Exhibition. The goal is to ensure that those programs developed by Committees, Councils, and Sections are a result of open and collaborative planning.

When and how does the NCEPG select the educational sessions, which are presented at National Conference and Exhibition?

The proposal submission process begins approximately 18 months prior to the meeting. The NCEPG meets approximately 16 months before the meeting to plan the educational content. Suggestions for programs come from many sources from within and outside of the Academy. Members of the NCEPG select those programs that are both comprehensive and appealing to a broad audience. When suggestions for similar programs are received, the members of the NCEPG may combine ideas to develop one program. This flexibility allows the NCEPG to make

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the best possible use of Academy resources and to develop the most attractive slate of presentations. Time constraints, budgeting issues and the objective of presenting an assortment of topics make it impossible to present every program suggested.

Since the NCEPG is ultimately responsible for the content of the scientific program, the members of the NCEPG determine which programs will be presented at national meetings. A large percentage of programs submitted by Committees, Councils, and Sections are adopted as part of the scientific program.

How is the deadline for submitting proposals determined?

Proposal deadlines are set to allow staff members enough time to process and duplicate the proposals and mail them to NCEPG members one week before the planning meeting. The deadline for proposal submission is approximately 18 months prior to the NCE. The NCE planning group will always review “hot topic” or new emerging topics proposed at any time for consideration. Approval is based on time, budget and need as perceived by the planning group.

Members of the NCEPG greatly value the time and effort spent planning and preparing proposals and want to provide each proposal equal consideration. It is impossible to apply adequate scrutiny and provide necessary support for those proposals received after the deadline. Proposals received after the deadline will be held until the next planning meeting.

What is the rationale behind limiting the number of faculty for an NCE Session?

Generally, NCEPG members select one to two speakers to present a seminar, workshop or interactive group forum. Other formats only allow for 1 faculty. The seminar is an in-depth review of a specific topic in which that participant is actively engaged and encouraged to interact with the faculty members. The number of faculty members is limited to facilitate this interaction. More than one or two faculty members make it difficult for the participants to interact directly, ask questions and become actively engaged in the session. Also, experience has consistently demonstrated that seminars comprised of more than two faculty members tend to be too disorganized and invite redundancy or omissions. Thus, the target number of two faculty is mainly influenced by adult learning theory, rather than fiscal concerns. If the subject requires that multiple viewpoints be presented or if the issue needs to be addressed from a multidisciplinary perspective, then a Plenary Session, which is designed to provide a focused presentation of a more specific topic or issue, may be a more appropriate format.

Why aren't the faculty members being considered to present at the National Conference and Exhibition approached prior to the planning meeting?

The individuals being considered to present at the National Conference and Exhibition are not approached until after the planning meeting. This policy eliminates any potential for confusion and misunderstanding. While it seems logical to explore an individual's interest in presenting at a meeting, if an invitation is not extended, the individual may feel rejected. There is also the risk that they may not accept future invitations. Please keep in mind that many excellent programs cannot be accommodated.

What qualifications must an individual have to speak at the NCE?

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Faculty members should offer knowledge, clinical relevance, dynamic presentation style, leadership, organization, and cooperation. Personal friends and colleagues should be invited to speak only if they meet these criteria. In addition, AAP officers, national committee members, section/council executive committee members, and section/council program chairpersons may not serve as faculty. Pending approval by the relevant NCEPG member on a case-by-case basis, section/council executive committee members may be permitted to serve as faculty, provided that they are proposed as faculty by someone other than themselves. To assist in the faculty selection process, speaker evaluation history is available for many individuals, and NCEPG members are prepared to discuss prospective faculty.

*Note: Personal friends and colleagues should be invited to speak only if they meet the faculty criteria. In general, AAP officers, national committee members, council/section executive committee members, and section/council program chairpersons may not serve as faculty. Exceptions are made for committee and section/council chairs wishing to present a new AAP policy or statement that had been authored by their respective committees or sections/councils. In addition, pending approval by the relevant NCEPG member given on a case-by-case basis, section/council executive committee members may be permitted to serve as faculty as well, provided that they are proposed as faculty by someone other than themselves. To assist in the faculty selection process, faculty evaluation history is available as appropriate, and NCEPG members are prepared to discuss prospective faculty.

How does the NCEPG determine the topics addressed at the NCE?

Members of the NCEPG work closely with Committees, Councils, and Sections to determine the needs of the general pediatrician. In addition, NCEPG surveys department chairpersons and program directors in the city where the meeting is being held to assess the educational needs of the local pediatricians.

The topics of programs geared to the general pediatrician typically address broad issues and problems. The NCEPG does select programs which address topics that are important, but less prevalent. However, only a few of these types of programs can be selected for presentation at a meeting within a limited time frame.

How can the confusion surrounding whether a proposed program is designed for the Section/Council members or the general pediatrician be eliminated?

The NCEPG will entertain only two types of proposals: proposals for Sessions for the General Pediatrician and proposals for Section/Council Programs for Section/Council Members. If the Section/Council program would like to target the general attendees to their session then NCE staff will promote it to all attendees.

How is the schedule of programs at the NCE determined?

The CME Manager, in collaboration with Section/Council Managers, is responsible for assigning the specific time and day a session will be presented. Consideration is given to potential conflicts between the topics of plenary sessions, the seminars, selected short subjects, special presentations and workshops. In addition, the potential scheduling conflicts of faculty members are reviewed before a session is assigned a specific time and day to be presented.

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Those Section/Councils who have a traditional day on which they meet should provide either their Section/Council Manager or the CME Manager with this information. Changes in administrative staff, Section/Council Chairpersons and Section/Council Program Chairpersons make it necessary to provide this information on a meeting-to-meeting basis.

PROPOSING CME CONTENT OR ACTIVITIES

One of the primary activities of each section/council is to present an annual educational program for its members and/or primary care pediatricians. Many sections/councils meet this objective by proposing sessions for the National Conference and Exhibition (NCE). For sections wishing to consider alternative forums for their educational activities, sections/councils should consider the entire range of AAP CME activities and education delivery through a variety of venues.

Has your section/council identified an educational need for primary care pediatricians, pediatric medical subspecialists, pediatric surgical specialists, or other pediatric healthcare professionals?

Has your section/council conducted a content and/or keyword search on PediaLink through www.pedialink.org/cmefinder to determine if the content/topic area you are recommending has been covered through other AAP CME activities and determined that it has not been adequately covered?

Has your section/council reviewed www.aap.org and www.pedialink.org to determine if there are non-CME venues for you to consider in meeting the needs of your section/council and decided that a CME venue is most appropriate given your educational objectives? (Note: There are a variety of ways to communicate and educate beyond CME. The AAP offers a wealth of resources to provide information and education to its members. AAP members are encouraged to review such resources including the AAP Bookstore, Publications, and others on www.aap.org and www.pedialink.org to determine if there are other non-CME venues that are more appropriate for informing and educating AAP members.)

If your section/council has considered these questions and determined a CME activity is an appropriate endeavor to pursue, please access the information on PediaLink (under General Information / Proposing Content for AAP CME Activities or at this link (http://www.pedialink.org/cmefinder/downloads/CME%20Content%20Proposal%20Document.doc) for details about all of the AAP CME activities available, including descriptions and how content may be proposed for each.

NATIONAL CONFERENCE AND EXHIBITION

Approximately 18 months in advance of the National Conference and Exhibition (NCE), all sections, councils, committees, and other AAP constituent groups have the opportunity to propose sessions for the NCE. Proposal packets are automatically sent to all AAP committee, council, and section chairpersons and section program chairpersons. Submissions are accepted through PediaLink for AAP members.

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The National Conference and Exhibition Planning Group (NCEPG) has the formal responsibility of overseeing all educational programs offered during the NCE. Let us begin with the types of education program proposals that are reviewed by the NCEPG.

Types of Proposals

The NCEPG considers two types of proposals: Section Programs for Section Members and Sessions for the General Pediatrician. The NCEPG also considers general recommendations of faculty and topic areas from Sections and Committees, although these are not considered formal proposals.

Developing a Proposal

In planning for the NCE, the NCEPG adheres to the ACCME Essentials and Standards to ensure the highest quality of educational program development. To this end, all proposals must delineate:

1. the session's target audience; 2. the need for the session; 3. the sessions description and learning objectives for session participants; 4. the session's suggested format; and 5. suggested faculty.

SECTION/COUNCIL PROGRAMS AT THE NCE

Section/Council programs are highly focused topics of interest to section members and/or general pediatric health care providers, which require and assume that the attendee has knowledge and interest in the content area. The NCEPG recognizes the need for section/councils’ discretion in planning educational programs for their own members. To comply with the requirements of the Accreditation Council for Continuing Medical Education (ACCME), an NCEPG member must be involved in the development of each section's program and ensure that it is of appropriate educational merit. It is also necessary to document that this review has occurred, which is done by including the proposal in the book of proposals considered at the planning meetings. This includes the section submitting an educational proposal for abstract presentations. A copy of the proposal must be included in the proposal book for the program to be listed in the official program and promoted to members of the Section.

SESSIONS FOR THE GENERAL PEDIATRICIAN

Section/Councils are encouraged to propose sessions for the general pediatrician. Formats are discussed below. Since the individuals attending the meeting do not discriminate between those general programs sponsored by section/councils and those sponsored solely by the NCEPG, section/council sponsorship is acknowledged in the official program, giving credit to the section/council that planned the event. An NCEPG member must be actively involved in the development of those programs that are directed towards the general pediatrician. Accreditation

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requirements stipulate that members of the NCEPG be involved from the very outset of the planning of such programs. Thus, the goal is to ensure that sessions for the general pediatrician are the result of open and collaborative planning between the sections and the NCEPG. Several sections have successfully used teleconferences for their initial planning with their program committee and the NCEPG representative. Feedback from sections and the NCEPG representatives regarding these teleconferences has been very positive. If you would like to discuss the possibility of scheduling a teleconference, please contact your Section Manager.

SELECTING TOPICS

Once the audience is identified, the proposal must include a brief description of the reason that the target audience should be educated on the proposed topic. To complete this portion of the proposal, the following questions may be useful.

On what topics do the committees, councils, sections, steering committees, NCEPG representatives, or other leading practitioners and educators feel that general pediatricians require education?

o What scientific evidence has emerged that can or should impact clinical practice? (Cite specific studies or sources, if available.)

o What gaps in practice need to be addressed? o How are administrative and fiscal changes in medicine impacting changes in

practice? o What areas of pediatrics would benefit from increased advocacy efforts?

In terms of the topic, do the intended audience members primarily need to: o reinforce existing knowledge or acquire new knowledge on new discoveries or

practices; o develop a specific skill; or o incorporate a specific behavioral/attitudinal change into their practice?

The topics should address broad issues or problems. Topics which are important but less prevalent can be presented; however, the NCEPG generally limits the number that are presented at a meeting.

MODERATORS

With the exception of plenary sessions, the use of moderators for sessions for the general pediatrician is not allowed. When needed for a section/council program for section/council members, a moderator should be selected from among the faculty for that session. Those whose function is solely to introduce faculty, abstract presenters, and/or program segments are not considered to be moderators or faculty, and they do not receive an honorarium or reimbursement of their conference-related expenses. Section/council faculty and moderators may contact their section/Council Manager with any questions regarding the expense reimbursement policies.

AWARD PRESENTATIONS

As general policy, the presentation of awards during sessions for the general pediatrician is not permitted. These presentations take time away from the educational content and disrupt the

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flow of the session. Exceptions to this policy are made only for those section/councils that give awards but that do not hold section/council programs for section/council members. Since these section/councils have no other time to give an award, permission may be granted by the NCEPG chairperson to allow such awards to be presented either immediately before or, preferably, at the conclusion of a session for the general pediatrician.

WORKING WITH AAP COMMITTEES

To ensure the development of high-quality programs while also avoiding redundancy, AAP section/councils and related AAP national committees are encouraged to work together in determining educational priorities for the general pediatrician and in devising session proposals.

Selecting the Program Format

The session's learning objectives directly impact the session's format. The AAP National Conference & Exhibition incorporates a variety of session formats to ensure that each type of learning objective is well served and each participant's learning needs are met.

1. Audience-Response Session

Like a seminar, an audience response case discussion conveys an in-depth review or update on a specific topic, with emphasis on practical information for the general pediatrician. This information is conveyed through the interactive discussion of cases prepared by the faculty, with the audience engaged in selecting diagnoses, treatment options, and the discussion of alternatives through the use of electronic keypads. Faculty should also be prepared to allow audience members to raise issues arising from their own cases. Maximum faculty: 2.

2. Interactive Group Forum

An interactive group forum incorporates small group discussion, role-playing, problem solving, and other interactive techniques aimed at building specific skills. To ensure optimal interaction, attendance is limited to 80 people. Maximum faculty: 2 (Teaching Assistants are permitted based on the approval of the NCEPG).

3. Plenary Session

A plenary imparts critical, cutting edge information with broad implications. It is open to all conference attendees, including registered family members. A plenary is limited to 18 minutes and is NCEPG-moderated on a strict time schedule. Designed for conveying content quickly, it uses a lecture format with no allotted time for questions. Maximum faculty: 1.

4. Point-Counterpoint

The Point-Counterpoint session format offers attendees a chance to learn the evidence from both sides of the hottest controversies in pediatrics. These sessions are only offered once per day. There is a Pro/Con faculty for each session, as well as a moderator to ensure all time allotments

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are followed. During the hour long session, each faculty will have the opportunity for an opening presentation and rebuttal, concluding with a 15 minute moderated Q & A using question cards. Maximum faculty: 2.

5. Section/Council Programs

The format of section/council programs can be as varied as the over 45 section/councils that host them. These sessions may target their specific subspecialty or be open to the general attendees and their subspecialty groups. Some section/councils feature oral and poster abstract presentations intermixed with didactic lectures. Other section/councils incorporate panel discussions, expert panels, or roundtable discussions. Question-and-answer periods are often included. The number of faculty and length of the session can vary, though they generally should not include more than one faculty member for each hour of educational programming. The section/council program chairperson is responsible for fostering communication among the faculty and for coordinating the development of the program, including needs identification, learning objectives, and program design. Faculty number is varied based on section/council program timeframe.

6. Short Subject

A selected short subject addresses a topic that is narrow in scope and that is presented in a didactic format. As time is limited to 45 minutes, these sessions should avoid trying to cover too much material. Maximum faculty: 1.

7. Seminar

A seminar offers an interactive opportunity to provide an in-depth review or an update on a specific topic with emphasis on practical information for the general pediatrician. The seminar format may include a lecture with Q&A or case-based presentations with Q&A. Maximum faculty: 2.

8. Workshop

A workshop is highly interactive, giving attendees a hands-on opportunity to hone a specific clinical skill. Under the guidance of a faculty member and a few teaching assistants, attendees will break into small groups to practice the techniques that have been demonstrated. To ensure optimal interaction, registration is usually limited to 40 people. A fee is charged for workshops to cover the cost of materials. Maximum faculty: 2 (Teaching Assistants are permitted based on the approval of the NCEPG).

Selection of Faculty at AAP CME Activities

The goal is always to identify the highest quality speaker for a given topic. CME planning group members rigorously scrutinize potential faculty members and select only those experts who can

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effectively communicate the content to the target audience. Faculty members should be excellent presenters as well as outstanding teachers.

Faculty members should offer knowledge, clinical relevance, dynamic presentation style, leadership, organization, and cooperation. Personal friends and colleagues should be invited to speak only if they meet these criteria. In addition, AAP officers, national committee members, section executive committee members, and section program chairpersons may not serve as faculty. Exceptions are made for committee and section chairpersons wishing to present a new AAP policy or statement that was authored by their respective committees or sections. In addition, pending approval by the relevant NCEPG member given on a case-by-case basis, section executive committee members may be permitted to serve as faculty as well, provided that they are proposed as faculty by someone other than themselves. To assist in the faculty selection process, faculty evaluation history is available as appropriate, and NCEPG members are prepared to discuss prospective faculty.

The Academy seeks to maximize the participation of each faculty member presenting sessions at national meetings. CME planning groups, committees, and sections/councils should work together to identify faculty members who are proficient at addressing specialists as well as general pediatricians so that faculty may be utilized for more than one presentation during CME activities.

Notification of the Status of Your Proposal

The author listed on the proposal form (usually the section/council program chairperson) will be notified by email of the status of the proposal by an AAP staff and/or member of the NCEPG within four to six weeks after the planning meeting. Because of the volume of proposals the NCEPG reviews, the number of sessions adopted for presentation, and the nature of changes made to proposals during the selection process, the only person with accurate information regarding the disposition of a proposal is the NCEPG member involved in planning the session. Since many of the programs adopted by the NCEPG may change during the confirmation process, questions regarding the content or the faculty should be directed to the NCEPG member responsible for the session rather than to Academy staff members.

Once the Program Is Approved

Timelines For Confirming Faculty Members

NCEPG members invite and confirm faculty for all sessions. The only exception is for section/council programs for section/council members; for these sessions, section/council program chairpersons must confirm the session and faculty. Session confirmations - including all session faculty - must be completed approximately 1 year prior to the conference.

Invitations to faculty members should not be extended until after the NCEPG planning meeting. While it seems logical to explore an individual's interest in presenting at a meeting, if an

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invitation is not extended, the individual may feel rejected. There is also the risk that they may not accept future invitations.

Confirming Faculty

Because of prior commitments, some faculty members may be reluctant to accept an invitation until they know the exact date and time the program has been scheduled. Please reassure them that we are very committed to accommodating the schedule of every individual invited to be a faculty member and ask if there are days during the meeting on which they are unavailable. So that every faculty member receives the same consideration, all potential scheduling conflicts are reviewed before a session is assigned a specific time and day. Consideration also is given to potential conflicts or overlapping between the topics.

Some faculty members may have questions regarding their expenses and reimbursement. They receive a modest stipend and their registration fee for the conference is waived. They are reimbursed for hotel accommodations, meals, and incidental expenses based on the number of days (usually two) they are required to be at the conference to present their session(s). In addition, provided they make their travel arrangements through the AAP travel office, US and Canadian faculty members' airfare is also included. Faculty who are coming from all other countries are provided with either airfare or $500 (whichever is less) toward airfare.

Evaluation of Faculty Members

NCEPG members are assigned to monitor each session for the general pediatrician. Their role is to help faculty with logistics, troubleshoot registrant problems, and evaluate session content and faculty teaching skills. Faculty members are also evaluated by attendees at all sessions except plenary sessions. Following the conference, faculty members will receive their attendee evaluation results. This evaluation data is used in the planning of future educational sessions.

It is the responsibility of the section/council to evaluate its section/council programs for the section/council members, if they so choose. A sample evaluation form is provided to the section/council program chairperson approximately 6 weeks prior to the meeting for this purpose.

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Draft

Please submit via ShopAAP by April 8, 2018 this is only a draft!

SESSION PROPOSAL FORM

American Academy of Pediatrics 2017 National Conference & Exhibition

Chicago, IL – September 16-19 (PLEASE TYPE OR PRINT)

Sponsoring AAP Committee, Council, Section, Chapter

Proposal Author Address

City, State, Zip Phone

Fax E-mail

Title (Should describe the expected content and pique interest for participation): What is the Problem(s) that this activity addresses? (Professional Practice Gap):

Need for topic or procedure (Rationale for presentation, Update, new information, overview, application to the practice of pediatrics, correct misunderstandings): How did you determine the problem and identify what your learners need to solve it?(Needs Assessment Data): Learning Objectives for this session (What will participants learn or be able to accomplish as a result of attending this program?) Teaching Method proposed to meet the objectives (Lecture, discussion, case correlation, problem solving, role play, Q & A): Session Description (A succinct summary of the concepts and subject matter to be included in the session): Format (Rank as 1st & 2nd Choice )

Audience Response Case Discussion Interactive Group Forum Plenary

Section Program for Section Members Selected Short Subject Seminar Workshop

Please see session format overview for more information on session formats.

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Draft

Please submit via ShopAAP by April 8, 2018 this is only a draft!

PROPOSED FACULTY

Please list primary faculty first. (Proposal author should not be considered as faculty) Note: NCE Planning Group Members have final decision on faculty except for Section programs.

Primary Faculty Faculty Name (first last)

AAP member Yes No

Mailing Address

City, State, Zip Phone: 816-326-8464

Additional Faculty (see format overview for allotted # of faculty for sessions) Faculty Name (first last)

AAP Member Yes No

Mailing Address

City, State, Zip Phone: Fax: E-Mail: Faculty Name (first last)

AAP Member Yes No

Mailing Address

City, State, Zip Phone: Fax: E-Mail:

Alternative Faculty Faculty Name (first last)

AAP Member Yes No

Mailing Address

City, State, Zip

Phone: Fax: E-Mail:

Faculty Name (first last)

AAP Member Yes No

Mailing Address

City, State, Zip Phone: Fax: E-Mail:

Please list anything additional about the faculty (i.e.: presentations at other conferences or AAP meetings, awards, etc):

Please check here if faculty will be speaking at a Section “H” program. Please list faculty name. Name: ______________________

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Session Format Overview

Session Type Attendance/Length/Room Set-Up Faculty/Design/Materials Audience-Response Session

Sessions using an audience response system (ARS) are pre-selected by the AAP Planning Group Only

200-500 attendees; no cap non-ticketed 1 ½ hours theater seating

2 faculty maximum interactive: audience response system (keypads)/other, Q&A ongoing discussion; faculty generated questions in-depth review/update Handouts: Required Submission

Interactive Group Forum

80 attendees; cap non-ticketed 1 ½ hours round table seating

1-2 faculty maximum (plus TAs if approved) skill-based (non-material) brief didactic only plus demonstrations, role-playing, small-group discussions, problem-solving highly interactive Handouts: Required Submission

Plenary 2000-3500 attendees non-ticketed 18 minutes theater seating

1 faculty cutting edge topics didactic only; no Q&A Handouts: Optional

Point-Counterpoint 100 – 400 attendees; no cap non-ticketed 1 hour theater seating

2 faculty Controversies in pediatrics- pro/con format Moderated, only 1 Point-Counterpoint per day 15 min Q&A with question cards at end Handouts: Optional

Section/Council Program

25-500; no cap non-ticketed 2 or 3 hour increments (up to 3 days) theater seating unless otherwise requested

number of faculty/formats determined by program chairperson designed for specialists; open to all didactic & interactive/Q&A Handouts: Optional

Short Subject 100 – 400 attendees; no cap non-ticketed 45 minutes theater seating

1 faculty maximum narrow focus didactic & Q&A Handouts: Required Submission

Seminar

200-500 attendees; no cap non-ticketed 1 ½ hours theater seating

2 faculty maximum combine brief didactic with case discussion and Q&A in-depth review/update Handouts: Required Submission

Workshop 40 attendees; cap ticketed - fee 1 ½ hours materials fee set-up as requested by faculty

1-2 faculty maximum (plus TAs) skill-based brief didactic only highly interactive, hands on activity equipment, supplies Handouts: Required Submission

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Submitting a Proposal Online Submissions will be open February 15 through April 8, 4:00 pm CST. You may add new proposals or edit existing proposals during this time. *Remember to print a copy of the proposal for future reference as you will not have electronic access to your submissions after April 8th* Beginning the Proposal Submission Process To enter proposals, go to shop.aap.org and login using your AAP Member ID # and Password. On the homepage of Shop AAP, scroll down until you see the heading “2017 National Conference & Exhibition- Chicago, IL”. Click the link “Proposal Site Submission” to begin the proposal process. Part 1 – Online Proposal Submission 1. Click on [Create New Proposal]. Part 2 – Proposed Session Information 1. Under “Proposal Author” enter the proposal author’s last name, first initial, and then click “Look Up”

to validate submission. Once the correct author is located from the database, the address information will automatically populate contact information fields.

2. All fields beneath the proposal author look-up are required: Title; Professional Practice Gap; Need for Topic/Procedure; Need Assessment Data; Learning Objectives; Teaching Method; and Session Description. The Program Schedule portion is for Section/Council Programs only.

3. Once the above fields are completed, select the preferred formats from the dropdown menu Part 3 – Proposed Session Sponsors 1. Choose the “Proposed Session Sponsors” if applicable. You may select more than one entry by

pressing the [CTRL] button and selecting AAP entities from the drop down fields. 2. Click [Add] button to confirm your selected AAP entities. Part 4 – Proposed Faculty 1. Enter proposed Faculty. Enter the last name of proposed faculty, then click look up to validate

individual. a. If you are able to locate/confirm the correct faculty from the database look up, the site will

automatically populate contact information fields (note - you do not have rights to edit the information that is populated).

b. If the database cannot locate the proposed faculty, please contact your AAP Section/Council manager and reference the proposal title & 4 digit proposal spec code so AAP staff can amend the session proposal to include your proposed faculty.

2. Designate faculty type from drop-down menu. If applicable, enter information about the proposed faculty such as presentations at other conferences or AAP meetings, awards, etc.

3. Click the [Confirm Addition] button to view submissions or to add another faculty. Enter alternate faculty in order of preference.

4. Click [Save and Submit Proposal] button when completed. 5. Click [Back to Home] button to enter another proposal or the [Exit] button to leave the submission

site to Shop AAP. If you have any questions or issues, please contact Kristin Ingstrup at kingstrup@aap.org.

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Tips for Preparing Proposals for the National Conference & Exhibition (NCE)

1. Establish communication with your NCE planning group member. Invite NCEPG member to executive committee meeting if possible, otherwise

telephone contact Discuss your thoughts re: programming. Review proposals with NCEPG representative as you are putting the

proposals together. Prioritize your proposals. Review potential speakers with NCEPG member and provide alternatives if

possible. If particular speaker or a particular pairing of speakers is important be sure NCEPG member knows that.

If your proposal is not accepted or is changed somehow discuss this with the planning group member if you are concerned.

2. Develop a needs assessment for your section/committee/council

Consider referrals or phone calls you have received from general pediatricians that you feel they should be able to handle.

Review American Board of Pediatrics or Ambulatory Pediatrics Association competency guidelines.

What skills or knowledge do you feel the general pediatrician should have in your area of expertise?

Is there a new policy statement coming out, new guidelines, new treatments, diagnostic tests, ethical issues, etc.?

Justify the need and rationale for the program. If this program has been offered the last several years try a new

approach to the topic if you believe it is popular and should be repeated. Pediatricians generally don’t want to see the same topics presented year after year.

Check with Tori Davis or Theresa Woike for previous attendance figures if topic presented in prior year(s). If attendance is dwindling it may be time to give topic a rest for a year or two – this doesn’t mean the topic is not useful or unimportant.

3. What format will best convey the information you wish to have presented?

Review the format description and see what will best fit your proposal.

You may want to list your first and second choice. NCEPG member may be helpful if you are unsure.

The planning group may accept a program and change the format - usually because of time and space limitations.

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4. Selecting speakers:

The best speaker is not necessarily the most knowledgeable person on the subject; the ability to communicate effectively is the first priority of the NCEPG.

The NCE planning group also has to be considerate of the NCE budget. We must try to use faculty more than one time so you may want to consider this when suggesting faculty.

If there is an equally good local speaker we would prefer to use them. Please note the number of faculty for each format is a firm number – we

cannot increase that due to budget reasons. The speaker should have been faculty in another forum – if they have

not presented for the AAP in the past please list some previous speaking engagements or discuss with the NCEPG member so the planning group can make a good judgment on new faculty. We encourage the use of new faculty to the NCE.

5. Other considerations:

We get anywhere from 550-600 proposals each year and can only accept approximately 260 (taking into account the number of sessions that are offered twice).

The quantity you put in does not necessarily increase your chances of getting more proposals accepted. The planning group has to plan a well-rounded CME program for the general pediatricians and many factors play into the discussion as sessions are selected.

The quality of the submitted proposal is important. A well thought out proposal with need described carefully and with defined learning objectives is more likely to be accepted than one that is not.

Collaborating with other sections/committees/councils in proposing a topic is very helpful. Be sure the other section/committee or council knows about the collaboration.

Speak to your NCE planning group member and prioritize your proposals with them. If you have a particular proposal that you think is very important please let him/her know – they can also give you tips on how to best present the topic in your proposal.

You can send a “draft” proposal to your planning group member for comments if you wish.

Do not contact speakers beforehand or promise them they will be speaking. The NCE planning group member will invite all faculty for the general sessions at the NCE.

The NCE planning group members do review and approve the section programs but your section program chair will invite faculty for this program.

i i Updated 2-01-08

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Getting Sections Programs accepted for the AAP NCE 

Pearls of Wisdom from the NCEPG 

1. Develop a relationship with your NCE Planning Group (NCEPG) Member a. Discuss your planned proposals with them before submitting. This can be done informally or at 

scheduled meetings such as section conference calls. b. Do not push deadlines. Develop proposals with your NCEPG member well in advance of submitting them 

to allow refinement. c. Always respond to their e‐mail or calls in a timely fashion. d. Consider inviting them to your Section Exec Committee meeting. This can be a very productive way to 

solicit ideas and get feedback early in the process of session proposal development. 2. New program chairs need mentoring. Be cautious in assuming that experienced members of your Section Exec 

committee can step into the position without guidance. 3. Be aware of your audience for all programs, including  Section H programs. Familiarize yourself with what is 

popular with them, and what is of interest to them, not simply what you feel they should be interested in.  4. Be aware of previous programs on the themes you are considering proposing and how they were attended. 

Utilize the NCE proposal discussion board. AAP staff can also provide information to inform discussions. 5. Be mindful of scope.  Very narrow topics have limited appeal to practioners and the NCEPG, even as Selected 

Short Subjects. 6. Focus on important new knowledge and skills gaps that practitioners would be interested in addressing.  

Develop programs with clear outcomes in mind (e.g. knowledge, skills, translation to practice). 7. Be aware of format.  Seminars are frequently the best format for topics that cross specialties and require two 

faculty. Audience response sessions require a specific speaker skill set, an elaborated presentation and greater planning.  Interactive group forums and Meet the Expert sessions provide great opportunity for questions and participant interaction when materials and hands‐on skill development are not required. Workshops are ideal for skill development but have an additional cost to participants so should be promoted wisely.  Active learning techniques enhance learning in all sessions. 

8. Consolidate and collaborate whenever possible with other Sections that have/may be proposing similar presentations. 

9. Build programs around themes, not speakers.  Faculty’s reputation and presentations skills are  very important to captivate the audience, but avoid the temptation to build a program around your favorite speaker. Suggest excellent presenters, but be aware the NCEPG may substitute equally capable faculty based on location of program, location of speaker, and the availability of faculty who may be at the NCE presenting on other topics. 

10. When submitting multiple proposals, rank them by importance. 11. Many in addition to your NCEPG member will review your proposals.  Clarity, completeness, saliency, 

succinctness and an appealing title are valuable. 

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1/2015 2015-16 National Conference & Exhibition Planning Group

Topic Assignments

2015-16 Members/ expertise/specialty

Topics

Butch Adolph, MD, FAAP Pediatric Surgery vadolph@ochsner.org vradolph1957@gmail.com

Cardiovascular Surgery Ophthalmology Otolaryngology Plastic Surgery Surgery (general) Urology

Lisa Brown, MD, FAAP General Pediatrics lisabbrown@cascadepediatrics.com

Child Abuse & Neglect Diagnostic Skills Environmental Health

Susan Buttross, MD, FAAP Child Development & Behavioral Pediatrics sbuttross@umc.edu Amy Houtrow, MD, PhD, MPH, FAAP Children with Disabilities houtrow@upmc.edu

Adoption & Foster Care Children With Disabilities Child Care & Early Education Seniors

Mary Cataletto, MD, FAAP Pulmonary mcataletto@yahoo.com

Allergy & Immunology Pulmonology

Dan Coury, MD, FAAP Developmental & Behavioral Pediatrics Daniel.Coury@NationwideChildrens.org

Developmental & Behavioral Pediatrics Psychosocial Issues

Gale Burstein, MD, MPH, FAAP Adolescent Health gale.burstein@erie.gov

Adolescent Health Lesbian, Gay, Bisexual, and Transgender Substance Abuse Smoking/Tobacco

Ilene Fennoy, MD, MPH, FAAP Endocrinology if1@columbia.edu 

Endocrinology/Metabolism Obesity

Frank Galioto, Jr., MD, FAAP Cardiology frank@galioto.com

Cardiology Nephrology/Fluids & Electrolytes

Rani Gereige, MD, MPH, FAAP General Pediatrics Rani.Gereige@mch.com

Disease Prevention/Health Promotion Integrative Medicine Oral Health Research School Health

Larry Givner, MD, FAAP Infectious Diseases lgivner@wakehealth.edu Anne Rowley, MD, FAAP a-rowley@northwestern.edu

Infectious Diseases

Susan Guralnick, MD, FAAP General Pediatrics sguralnick@winthrop.org

Liaison – PREP Self-Assessment Community Pediatrics Epidemiology Osteopathic Pediatricians

Adam Hartman, MD, FAAP Neurology ahartma2@jhmi.edu

Neurology Neurosurgery Pharmacology Uniformed Services

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William Hennrikus, MD, FAAOS, FAAP Orthopedics WLH5k@hotmail.com

Anesthesiology/Pain Medicine Orthopaedics Rheumatology Sports Medicine

Ivor Hill, MD, FAAP Gastroenterology Ivor.hill@nationwidechildrens.org

Liaison- Committee on Continuing Medical Education (COCME) Medical Education

Jeffrey Kile, MD, MHA, FAAP General Pediatrics jeffkilemd@hotmail.com

Advances in Technology/Therapeutics Advocacy Med/Peds Telehealth

Jenifer Lightdale, MD, MPH, FAAP Gastroenterology jenifer.lightdale@umassmemorial.org

Gastroenterology Nutrition/Breast Feeding

Mark Mammel, MD, FAAP Neonatology/Perinatal Pediatrics Mamme001@umn.edu

Bioethics Home Health Neonatology/Perinatology

Jennifer Miller, MD, FAAP General Pediatrics jmillmd@yahoo.com 

Dermatology Information Technology Workforce/Women in Pediatrics

Casey Pruitt, MD, FAAP Hospital Medicine Pruitt_C@kids.wustl.edu

Hematology/Oncology Hospital Medicine Hospice & Palliative Medicine Quality Improvement

Robert Saul, MD, FAAP General Pediatrics/Genetics rsaul@ghs.org

Genetics/Epigenetics Radiology/Imaging

Dan Schumacher, MD, FAAP Emergency Medicine daniel.schumacher@bmc.org

Communication/Media International Child Health Residents Young Physicians

Jennifer Shu, MD, FAAP General Pediatrics jshu@bellsouth.net

NCEPG Chair (2015)

Ann Stark, MD, FAAP Neonatology ann.r.stark@vanderbilt.edu

Liaison - Section Forum Management Committee (SFMC)

Milton Tenenbein, MD, FAAP Emergency Medicine mtenenbein@hsc.mb.ca

Critical Care Disaster Preparedness Emergency Medicine Injury/Violence/Poison Prevention Transport Medicine

Todd Wolynn, MD, FAAP General Pediatrics todd@kidspluspgh.com

Health Care Financing Leadership Practice Management

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AAP Committee on CME (COCME) Guidelines for Addressing Intellectual Property in AAP CME Activities

All AAP CME activities must fully comply with the Accreditation Council for CME (ACCME) Standards for Commercial Support, and all planning group members, editorial board members, faculty, and authors (herein referred to as “faculty”) must comply with the AAP Policy on Disclosure of Financial Relationships and Resolution of Conflicts of Interest.

The COCME recognizes that AAP CME faculty are experts in their specialty or subspecialty, and many have authored or otherwise participated in the development of AAP and non-AAP intellectual property. These intellectual properties include, but are not limited to, publications, books, papers, manuals, digital media, toolkits, and self-assessment materials.

The COCME has set forth guidelines for faculty to follow when participating in an AAP CME activity, when they have collaborated on or developed intellectual property. I. For intellectual property in which the faculty member receives a financial benefit from sales of the product Participation in AAP CME activities must meet all standards for disclosing financial support. When authors stand to gain financially, they must disclose their financial support to the AAP and to learners. Faculty who have authored intellectual property and receive a financial benefit from sales of the product must not exploit their participation as invited faculty in an AAP CME activity as an opportunity for self- or product-promotion. Faculty may list their intellectual property, when appropriate, within a listing of references or bibliography in their educational materials (syllabus, handouts, CD-ROM, etc.) associated with the AAP CME activity in which they are participating. It is acceptable to use content from the intellectual property with the appropriate credit given to the source. However, in the CME activity, the faculty member must not: a) indicate where or how to purchase or order the intellectual property, b) show, display, or market the intellectual property, nor c) direct learners to a location, such as an exhibit table, exhibit hall site, or web site, to view,

purchase, or order the intellectual property. II. For intellectual property in which the faculty member does not receive a financial benefit from sales of the product Faculty who have authored intellectual property, but do not receive a financial benefit from sales of the product, must also meet all standards for disclosing financial support. Faculty must not use their participation in an AAP CME activity as an opportunity for self- or product-promotion. Faculty may list this intellectual property, when appropriate, within a listing of references or bibliography in their educational materials (syllabus, handouts, CD-ROM, etc.) associated with the AAP CME activity in which they are participating. It is acceptable to use content from the intellectual property with the appropriate credit given to the source. However, in the CME activity, the faculty member must not: a) indicate where or how to purchase or order the intellectual property, b) show, display, or market the intellectual property, nor c) direct learners to a location, such as an exhibit table, exhibit hall site, or web site, to view,

purchase, or order the intellectual property.

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III. For intellectual property developed in association with the AAP Intellectual properties developed in association with the AAP constitute a special case, for which authors may or may not stand to gain financially. In those cases when authors stand to gain financially from sales of the AAP product, they must disclose their financial support to the AAP (in relation to the CME activity in which they are participating) and to learners. AAP intellectual property is aimed at educating AAP members to enhance their practice and learning and improve children's health. Faculty may refer both verbally and in visual aids to AAP intellectual property (toolkits, self-assessment materials, patient education materials, Red Book, etc.) with the appropriate credit given to the source. The AAP intellectual property may be included, when appropriate, within a listing of references or bibliography in the educational materials (syllabus, handouts, CD-ROM, etc.) within the context of other similar informational resources available. However, in the CME activity, the faculty member must not: a) indicate where or how to purchase or order the intellectual property, b) market the intellectual property, nor c) direct learners to a location, such as an exhibit table, exhibit hall, or web site, to view,

purchase, or order the intellectual property. IV. Implementation and Compliance The COCME will rely on CME planning groups, editorial boards, and AAP staff to communicate these guidelines to their faculty and authors, monitor the implementation in their respective AAP CME activities, and take any action needed to ensure compliance. If any action is taken, documentation of such action should be included in the CME activity’s accreditation file and Post CME Activity Report maintained at the AAP office.

Any questions about these COCME guidelines may be directed to AAP Division of CME staff. July 2008 Revised: May 2010

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PRESENTATION MATERIAL POLICIES

Slide Disclosure Policy - All faculty are required to provide disclosures on the first slide of their presentation(s). When preparing presentation materials, please keep the below guidelines in mind: Presenters must list the following statements/information (A. and B.) on the first slide of their presentation materials: A. “I have no relevant financial relationships with the manufacturer(s) of any commercial product(s)

and/or provider(s) of commercial services discussed in this CME activity.” -or- “I have the following financial relationships with the manufacturer(s) of any commercial product(s) and/or provider(s) of commercial services discussed in this CME activity:” Research Support from:

Speakers’ Bureau for: Stock/Bonds in: Consultant for: Other:

If on a speaker’s bureau, the slide must also state: “It is my obligation to disclose to you (the audience) that I am on the Speakers Bureau for (name of commercial interest). However, I acknowledge that today’s activity is certified for CME credit and thus cannot be promotional. I will give a balanced presentation using the best available evidence to support my conclusions and recommendations.”

B. I do (or) do not intend to discuss an unapproved/investigative use of a commercial product/device in my presentation.

Presentations/slides, abstracts, handouts, and syllabus materials must adhere to the following: • Give a balanced view of therapeutic options. Use of generic names will contribute to

this impartiality. If the CME educational material or content includes trade names, then trade names from several companies should be used, not just trade names from a single company.

• Disclose off-label (unapproved)/investigational usage of commercial products/devices; as appropriate, explain at what age off-label usage applies.

• Do not include advertisements, order forms, or other ordering information on materials for sale; comply with the AAP Committee on Continuing Medical Education (COCME) Guidelines for Addressing Intellectual Property in AAP CME Activities.

• Do not include textbook chapters or journal articles (including AAP); these may be listed in your references.

• If pictures are used, they should be non-identifiable, unless patient/parental permission is obtained.

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Copyrights • Copyright-protected works include, but are not limited to:

• Print materials (journal articles, books, brochures, manuals, photos, graphics, artwork, etc.)

• Video and audio materials (DVDs, videotapes, audiotapes, CDs, photographs, TV and radio programs, etc.)

• Electronic format (digital video/audio, software, databases, website pages, etc.)

• Works are protected by copyright laws in the US even if they are not registered with the US Copyright Office and even if they do not carry the copyright symbol (©).

• Everything on the internet is subject to the same copyright law as works in hard copy. The mere fact that something is displayed on the internet does NOT mean it is the public domain or can be freely used.

• You must obtain copyright permission to use any copyright-protected materials. Note: Copyright permission is not needed for materials for which copyright has lapsed or materials owned by the Federal government. The Federal government permits free usage of its works without payment for permission.

January 2010 I:\CME\CME Activity Essential Information\Updated handouts info 6 10.doc

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CME Compliance at the National Conference

The AAP was last reviewed in 2011 by the ACCME (Accreditation Council for Continuing Medical Education), and received Accreditation with Commendation, the highest level of accreditation. Because of these Accreditation standards the AAP must ensure that CME is designed to be independent, free of commercial bias, and based on valid content.

What does this mean for the Section/Council (H) Programs? When the section/council program submits their content and faculty, they are agreeing to adhere to the AAP CME and ACCME regulations. This means:

- All faculty must complete a disclosure statement and any relevant financial relationships must be reviewed and resolved upon confirmation and prior to the start of the activity. All disclosures must be shared with learners prior to the start of the activity.

- The program chair and staff sign a disclosure as well assuring that they will provide oversight for their CME program.

- The Program chair and staff must adhere to the regulations and maintain the CME credibility of the program.

- The educational content of the program must be unbiased and focused on the content and not on any specific products or devices.

What IS allowed in the section/council program room: - Section/Council Newsletters and Section/Council membership information. - Handouts can be submitted electronically to be included on the AAP Web site/itinerary builder

and flash drive.

The policy for the National Conference is that no paper handouts or brochures are allowed in the rooms.

What is NOT ACCEPTABLE during the CME program: The most common mistakes in the section/council programs at the meeting include:

- Discussion by any faculty of a product or device (this includes AAP products). When referring to either of the above you must use the generic name or provide information on multiple products so as not to be perceived as promoting only one.

- Display of products or devices. Books or products cannot be placed on tables, nor can pictures of the products be included in the presentation. These can be listed on a resource slide at the end of the presentation.

- Flyers promoting products. Promotional flyers of products, even those used or developed by the section/council or the AAP (ie, PREP products, toolkits, etc.), cannot be displayed in the rooms.

- Flyers promoting other courses or meetings. These flyers can be placed near the registration desk with prior approval from the Director, Department of Education.

- Exhibit materials (posters, business cards, or flyers). No exhibitor materials may be displayed or distributed in the meeting rooms.

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- Distribution of flyers or materials (including AAP materials). Flyers or materials cannot be handed out in the hallways or anywhere outside of the Exhibit Hall (the only exception is the Registration area with pre-approval of materials to be displayed).

What if I have a sponsor/funder for my section/council program? All sponsorships must go through the Department of Development so that they are compliant with the CME and AAP regulations. The Department will also ensure that the sponsor is acknowledged correctly at the meeting and that the sponsors are aware of and regulations associated with their sponsorship. Sponsors are not allowed to provide any materials or products to attendees during a CME session.

What do I say or do if I see that the Section/Council Program is not complying with CME rules? - Please remove any items that are not allowed in the room. You can explain that this is because the

ACCME regulations do not allow these items in sessions designated for CME credit. Please be sure to let them know that it can jeopardize the section/council program’s CME and accreditation.

- You can bring it to the attention of the section/council program chair and they can remove the items. - You can contact Theresa Woike and either she or other CME staff will come to the room and explain

the reason for not allowing the materials.

Thank you for your efforts in following ACCME accreditation regulations – you can always contact Theresa Woike for any clarification or questions.

Your assistance and support is an integral part of ensuring that attendees of the National Conference & Exhibition receive the best possible educational experience!

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