Live Activity Coordinator and Administrator Resources

These instructions apply to content planners and administrators who submit requests for new activity proposals and renewals of activities.

• Review your Application Dashboard: https://ucsf.cloud-cme.com/application
• Renew Credit for your Activity: https://ucsf.cloud-cme.com/Application.aspx?formsubmissionid=0
• Submit a New Idea: https://ucsf.cloud-cme.com/Application.aspx?formsubmissionid=0

STEPS:

1. If you have not already signed in, select SIGN IN from the CE Portal home page.
2. Select Apply for CE Credit in the sidebar to open a new request.
3. The application form will display as a series of step-by-step sections.
4. The first section, Basic Information, will serve as a pre-application for review by the Office of CME. 
5. Once complete, return to the Applications List and click Submit for Review.
6. You will receive notification of the completion of the review and a decision.
7. If the pre-application is approved, you may return to the application to complete the other steps in the process. (Click the title in the list to reopen the application.)
8. Once all sections are complete, return to the Applications Dashboard and click Submit for Review.
9. The application will be reviewed by OCME’s Accreditation Team and a subject matter expert. The decision will be communicated by email.

Handy Tips:

• The system will not allow a request to be submitted less than 60 days prior to start of the activity.
• Be sure to click Save & Continue at the bottom of each section to save your work.
• Fields highlighted in pink and marked with an asterisk are required. You will not be able to save a page until they are complete.
• Use the help bubbles  for help responding to an item. Hover for a quick tip or click on it for more information.
• A form may ask for fewer or more responses depending on the selections you make, for example, items specific to MOC or CPE, if those types of credit will be requested.
• You will be asked to select the activity providership:
• A “Directly Provided” activity is one that is planned exclusively by UCSF or other UC employees. UCSF is solely responsible for the planning and only a UCSF or other UC logo is placed on promotional materials.
• A “Jointly Provided” activity is one that is planned in collaboration with another non-UC and non-accredited organization. Both organizations take responsibility for the planning and one or more logos besides UCSF are present.

1. Sign in to the CE Portal and scroll to the bottom of the screen.
2. Click Administration to open the Home Dashboard.
3. From the main menu, select Activities>Activity Manager
4. Search for your activity by name/keyword, OCME course number, or Portal Activity ID
5. Select the title of the course to open it in the Activity Editor.

This set of job aids is designed to touch on key points to ensure your activity is set up correctly and accessible to learners, exhibitors, financial supporters, and your department. For more comprehensive information, see the complete manual, Building and Managing Your Live Activity.

What is a Live Activity?

A “live activity” is a continuing education activity that occurs at a specific time as scheduled by the accredited provider. Participation may be in person or remote as is the case of teleconferences or live Internet webinars. Learning is synchronous (in real time), where there is the possibility of interaction with instructors and other learners. A live activity can be delivered in various ways; examples include, but are not limited to, national, regional, or local conferences, workshops, seminars, regularly scheduled conferences, journal clubs, simulation workshops, ECHO programs, structured learning activities presented during a committee meeting, and live Internet webinars.

To ensure you manage your live activity correctly, you should identify what type of live activity you will be managing, as defined by OCME:

1. A regularly scheduled series, such as a case conference, tumor board, M&M conference, grand rounds, or journal club. The audience for an RSS is internal (UCSF only). If this is your activity type, this guide is not for you. Refer to the RSS Coordinators resource page on the CE Portal: https://ucsf.cloud-cme.com/content/rss-coordinators
2. A course is a standalone live activity that occurs within a defined time period, and may include webinars, seminars, or one- or multi-day conferences and events. The audience may be all internal, external, or a combination of both. If this is your activity type, refer to the job aids in theses guides labeled courses.
3. A live serial activity is a single activity that is repeated multiple times, or a group of activities with related content delivered throughout the year. They are not usually regularly scheduled and can be open to non-UCSF audiences. Examples include webinar series, faculty development sessions, and live podcasts. If this is your activity type, refer to the job aids in these guides labeled series.

Many fields in the Activity Editor will be completed from the information entered during the credit request process. Those sections or fields will be indicated by a symbol to show that you will not (or shouldn’t) need to enter information here; most of those items will not be covered in this guide. 

Visit the Getting Started with CloudCME page if you need a refresher on the system, or see the Glossary for language help.

The Budget Report compares actual budget items, both expenses and revenue, with estimated budget items to determine if the activity was planned and implemented within the estimated budget. Also, additional records can be added as needed for actual or estimated budget items. Budget related documents that have been previously uploaded can be accessed through this report, and additional financial related documents can be uploaded.

The Credits Report displays continuing education credits awarded to learners for specific activities over a selected date range. It is used to track, analyze, and export credit data for internal review and external accreditation reporting.

  More details on using the Credits Report (pdf)

The Evaluations Report allows you to view, manage, and report on evaluation submissions for a specific activity. From this screen, you can view chart results, raw data, incomplete evaluations, and send reminder emails to learners who have not completed required evaluations. Note: It is recommended you search by activity ID as activities that have passed a certain number of days may not come up by name.

More details on using the Evaluations Report (pdf)

Faculty Reports are used by education coordinators, compliance teams, and program administrators to:

• Track which faculty were assigned to which activities
• Monitor completion of disclosure forms or COI resolution
• Review faculty presentation assignments
• Audit honoraria payments or engagement metrics
• Export contact information and assigned roles for communication or review

The Faculty Schedules report allows users to quickly view which presentations are assigned to Faculty for an activity.

The Income by Event Report allows you to view the income by month, income by category, and registrants for an activity.

The Registrations Report allows administrators to view, analyze, and export data about registrants for a specific activity, including specialty, degree, attendance status, and financial details. The report can be filtered by date range, payment status, product purchased, and more. It is frequently used to generate badges, sign-in sheets, and financial summaries for events.

The Registrations by State and Specialty Report displays the top ten attendees by state and specialty for a selected activity. This report provides a visual overview of the geographic and specialty distribution of activity participants.