A CME activity is identified as a regularly scheduled series (RSS) when it is planned to have:
- A series with multiple sessions that
- Occur on an ongoing basis (offered weekly, monthly, or quarterly)
- Are primarily planned by and presented to the accredited organization’s professional staff
Examples: Grand rounds, Tumor Boards, M&M conferences
The required forms and documentation listed below are based on the assumption that your RSS is funded strictly with department funds.
If you will be receiving any type of external support (e.g. an educational grant from an ineligible company) please contact the CME office, as additional information/documentation will be required.
To help avoid delays in CME approval and credit posting, please submit all required pre-session materials to the CME Office at least 1 week (5 business days) before the session date, and submit attendance within 1 week (5 business days) after the session.
Pre-Session Documentation
Required before each event within a Regularly Scheduled Series
- Disclosure Form for Speaker(s) – Every speaker must complete and submit a disclosure form in the CME Portal prior to their lecture.
- Draft flyer or announcement if applicable
- Any information about commercial support, if applicable
- Email to CME office format:
- Subject line: “CME Activity ID, CME Activity Title, Date + ‘Information’”
- Body information:
- CME Activity Title: “” Grand Rounds
- CME Activity ID: 12345
- Date: July 01, 2026
- Session Title: “”
- Speaker: Name, Degree, email
- Objectives: “”
Post-Session Documentation
- Email to CME office format
- Subject line: “CME Activity ID, CME Activity Title, Date + ‘Attendance”
- Body information: Attach the attendance excel sheet.
- Attendance List – Must be on the CME template, in an Excel (.XLSX) file.
- The format should have the column names as follows:
- FirstName, LastName, Email, Degree, ProfessionNames, CreditDate, Credit.
- This is exactly how the names need to be or the imports will not work.
- FirstName, LastName
- If none are provided, they will not receive credit.
- Email
- If none are provided, they will not receive credit.
- Many faculty and staff have several email accounts; please have them sign in with their GatorLink email to avoid duplicate records.
- Degree
- MD, Ph.D., APRN, etc.
- NO names like Medical Doctor.
- ProfessionNames – CloudCME ONLY takes the following
- Certified Registered Nurse Anesthetist
- Doctor of Podiatric Medicine (DPM)
- Emergency Medical Technician
- Non-Physician
- Nurse
- Nurse Practitioner
- Occupational Therapist
- Occupational Therapy Assistant
- OtherPerfusionist
- Pharmacist
- Pharmacy Technician
- Physical Therapist
- Physician (DO)
- Physician (MD)
- Physician Assistant
- Respiratory Therapist
- Social Worker
- Sonographer
- Speech Language Pathologist
- Student
- CreditDate
- Make sure it is a short date like 07/01/26
- Credit
- Number of CME credits they eared.
- DO NOT leave it black, if there is no credit then input 0.
- The format should have the column names as follows:
Session Evaluations – Evaluations are integrated into the activity. Once attendance is reported, in order to receive credit, learners are required to complete the activity evaluation by clicking on the My CME tab in their CME Portal account.
An overall yearly evaluation must be submitted by the activity director : https://cme.ufl.edu/annual-rss-evaluation/