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Course Director and Section Chair Requirements and Deadlines

For course planning purposes.

Per ACCME/CME regulations, all educational materials must be without the appearance of a conflict of interest and cannot contain any advertising, trade names, corporate logos, or product-group messages.


Important Items to Review

  • CME Directives for ASLMS Planners, Teachers and Authors
    • Important directives to review regarding the "Dos and Do Nots" for every individual who is involved in the planning, decision making, or delivery process of a CME Educational Activity. Learn More
  • ASLMS Policy on Mechanism to Identify Financial Relationships and Resolve Conflict of Interest
    • Important policy to review regarding the Mechanism to Identify Financial Relationships and Resolve Conflict of Interest. Be sure to review the section of the policy that pertains to your participation with the ASLMS. Learn More

Specific Position Duties

Click each section to expand.

NOTE: Course Directors must also serve as Faculty for their sessions. If you are a Course Director, review both "Course Director Duties" and "Course Faculty Duties".

  • Abstract Section Chair Duties

    Section Chairs are selected by the Course Directors and are responsible for organizing and directing a session at the Annual Conference. Specific duties include:

    • Recruiting abstracts for their session, writing session objectives, reviewing abstracts, and preparing speaking schedules.
    • Selecting abstracts that are appropriate and which present credible information and actual data.
    • Monitoring and enforcing disclosure of financial relationships with commercial interests prior to and at the conference.
    • Nominating “Best pf Session” from abstracts received.
    • Working with the Society’s Public Relations representative to Identify “hot topics” for media and public release.

    Section Chair Remuneration

    The Finance Committee has approved a uniform policy for reimbursement, which is consistent with our current fiscal situation and the ACCME coalition. The coalition believes that members should share their knowledge freely; however, we feel that this is overly stark.Therefore, in consideration of our appreciation of your contribution to the Society and your field, the Society will waive your conference registration fee.

    *Section Chairs are still responsible for other pre-conference courses they may wish to attend.

     

    Hotel and Travel

    Our host hotel is the Hilton Anatole and the ASLMS has a group rate. Please make hotel reservations as soon as possible, as rooms are based on availability.
    Link coming soon!

    To see a listing of all your scheduled presentations for this year's conference, visit here.

  • Course Director Duties

    Course Directors are selected by the Annual Conference Program Chair(s) and responsible for organizing and directing select programs at the Annual Conference. Specific duties include:

    • Provide leadership for the determination and updating of objectives and core curriculum.
    • Provide course planning materials in a timely fashion to meet publication and production deadlines.
    • Assure program compliance with ACCME regulations:
      • ACCME regulations require that all presentations be given without the appearance of a conflict of interest and cannot contain any advertising, trade names, corporate logos, or product-group messages. Your presentation must be “generic” rather than “brand name” in nature and an effort should be made to include other comparable technologies in the discussions (e.g. IPL, RF, etc) and objectively address both the pros and cons of the subject, if applicable. During the Q&A session, you can answer specific device questions, but the actual presentation must be generic in nature.
    • Review post-conference critiques, and provide timely summary evaluations to Central Office.

    Course Director Remuneration

    The Finance Committee has approved a uniform policy for reimbursement, which is consistent with our current fiscal situation and the ACCME coalition. The coalition believes that members should share their knowledge freely; however, we feel that this is overly stark. Therefore, in consideration of our appreciation of your contribution to the Society and your field, the Society will waive your registration fee for the course you are teaching in (if applicable).

    *Course Directors are still responsible for the conference registration fee and/or fees for other pre-conference courses they may wish to attend.

     

    Hotel and Travel

    Our host hotel is the Hilton Anatole and the ASLMS has a group rate. Please make hotel reservations as soon as possible, as rooms are based on availability.
    Link coming soon!

    To see a listing of all your scheduled presentations for this year's conference, visit here.

  • Course Faculty Duties

    Faculty are selected by the Course Directors. Specific duties include:

    • Participate in the program as requested by the Course Director.
    • Prepare and submit course materials by deadlines prior to the educational event.
    • Disclose conflict of interest prior to and verbally at the time of the educational event.
      • ACCME regulations require that all presentations be given without the appearance of a conflict of interest and cannot contain any advertising, trade names, corporate logos, or product-group messages. Your presentation must be “generic” rather than “brand name” in nature and an effort should be made to include other comparable technologies in the discussions (e.g. IPL, RF, etc) and objectively address both the pros and cons of the subject, if applicable. During the Q&A session, you can answer specific device questions, but the actual presentation must be generic in nature.

    Faculty Remuneration

    The Finance Committee has approved a uniform policy for reimbursement, which is consistent with our current fiscal situation and the ACCME coalition. The coalition believes that members should share their knowledge freely; however, we feel that this is overly stark. Therefore, in consideration of our appreciation of your contribution to the Society and your field, the Society will waive your registration fee for the course(s) you are teaching in (if applicable).

    *Faculty are still responsible for the conference registration fee and/or fees for other pre-conference courses they may wish to attend.

     

    Hotel and Travel

    Our host hotel is the Hilton Anatole and the ASLMS has a group rate. Please make hotel reservations as soon as possible, as rooms are based on availability.
    Link Coming Soon!

    To see a listing of all your scheduled presentations for this year's conference, visit here.


Items Due Immediately After Accepting Section Chair or Course Director/Faculty Position

Complete Disclosures, Head Shot, Biographical Sketch and ofac compliance program information:

  • Complete Online Disclosure Form
    • If you serve as Faculty for more than one educational offering, only one submission is required.
  • Update or Upload your Biographical Sketch and Professional Head Shot
    • This information will be included on your speaker profile in our mobile app and on our website.
  • Update or submit your OFAC Compliance Program Information in your ASLMS : (If applicable)
    • In order to adhere with ASLMS’s Office of Foreign Asset Control’s (OFAC) compliance program, we ask that if you maintain citizenship outside of the USA, please provide the following information in the "My Addresses" section of their ASLMS:
      • Citizenship
      • Passport Number
      • Residence Address Street
      • Residence Address City
      • Residence State/Province
      • Residence Postal Code
      • Residence Country
    • If you have dual citizenship with the USA, you just need to fill out residence country field.
    • Failure to adhere with our OFAC compliance program may result in your removal from our program.
  • NOTE: In connection with your ASLMS Annual Conference participation, it will be necessary for ASLMS to collect and process my personal data in the United States in order for me to receive ASLMS membership benefits and/or ASLMS services or other benefits. To see more about our General Data Protection Regulations, please click here.

Review Section Chair OR Director/Faculty Information:

  • Review the Curriculum for New CME Staff and Volunteers
  • Review the Education Leadership Responsibilities and Remuneration Policy
    • The Finance Committee has approved a uniform policy for reimbursement, which is consistent with our current fiscal situation and the ACCME coalition. The coalition believes that members should share their knowledge freely; however, we feel that this is overly stark. Therefore, in consideration of our appreciation of contribution to the Society and fields, the Society will waive the course registration fee for which an individual serves as Director/Faculty.
    • A course may have up to 2 Faculty per instructional hour (including the Course Director as Faculty).
  • Read/comply with ASLMS Policy on Mechanism to Identify and Resolve Conflict of Interest
  • Visit www.nfeinitiative.org and complete the activity entitled “Faculty Roles and Responsibilities in Certified Continuing Medical Education (CME) and FDA Regulated Speaker Programs (RSP) - There is a Difference.”
    • As an ASLMS Education Program Director, this is a requirement. The program uses both text and audio and takes approximately 30 minutes to complete.
      • Note: If you completed this tutorial prior to July 2015, the NFEI has revised and updated the content. Complete the new tutorial and verify with jaya@aslms.org that you have done so.

Review the Items Below and Prepare for Upcoming  Deadlines

You will also receive emails with reminders of specific items and their deadlines as they approach.
Deadlines are subject to change
  • Abstract Section Chair Requirements and Deadlines
    The abstract deadlines for the 2020 conference are:
    August 26, 2019 - November 10, 2019: Initial Abstracts
    November 11, 2019 - January 12, 2020: Late Breaking

     

    Plan Your Program Schedule:

    Specific deadlines and more details on the planning process will be emailed to you

     

    November 2019

    • Review all Abstracts Submitted to Your Category
      • Abstracts will be sent to you electronically in a spreadsheet.
      • Work collaboratively with co-chairs, if applicable, to review the abstracts and either accept, reject, and/or refer the abstract to another category.
      • Abstracts not accepted for your session, may be moved to the ePoster category or suggested for another category topic. Abstracts will not be moved without author permission.
    • Create your Session Schedule
      • Arrange accepted abstracts by topic, author and time.
      • Save session time for questions/discussion and for accepting Late Breaking Abstracts.
        • Advise presenters of the need to stay within their abbreviated time limits, and enforce these.
      • Additional details and instructions on the review process will be forwarded to you in a subsequent letter.
    • Complete the Educational Objectives
      • The 4 objectives must specifically:
        • State the educational need(s) that the individual activity addresses.
        • Indicate the physicians/participants for whom the activity is designed for.
        • List any special background requirements of the prospective participants.
        • Highlight instructional content/expected learning outcomes in terms of knowledge, competence, or performance.
    • Select a Session Moderator, if you choose.
      • Role of a Session Moderator:
        • Lead abstract time slots or topic sections as assigned by the Section Chairs.
        • Monitor disclosures and presentation times.
        • Manage Q&A discussions during the session.
        • Moderators will not receive additional remuneration as they are not involved in the initial abstract review, final selection, and schedule organization process.
        • Consider members of ASLMS who have not yet participated in a conference to model future leadership.
    • Select Special Speaker(s), if you choose.
      • Special speakers are not required, but if you wish to invite a speaker, please provide detailed guidance regarding precise boundaries to avoid overlap.
      • Consider a speaker to reflect historical developments or ‘state of the art’ within the field or to provide scientific basis of clinical applications.
      • Review ASLMS Board Policy for Education Leadership Responsibilities and Remuneration.
        • One speaker per abstract session may be compensated up to a $500 honorarium.
    • Select Abstract Awards
      • You will participate in conference awards nomination and selection process for: Best Paper Submitted by a Student/Resident/Early Career Scientist, Overall Best Basic Science and Translational Research Paper, and Best Clinical Paper Presented.
      • Award recipients are required to:
        • Submit an ePoster
        • Present their work at the Annual Conference
        • Submit a manuscript to Lasers in Surgery and Medicine by October 2019.
          • Award selection is based on both the abstract and ePoster submitted. Individuals who do not submit an ePoster will not be considered for an award.
      • When reviewing abstracts for award consideration, you will need to consider the following (information will be included on abstract form submission):
        • CLINICAL ABSTRACTS:
          • Type of study (placebo, controlled, blinded study, etc.)
          • Number of subjects enrolled in the study (minimum of 20 human subjects)
          • Type of objective measures used to evaluate results
          • Strength of the study’s hypothesis
          • Appropriate length of follow-up (recommend 6 month minimum for clinical studies)
          • Presentation must include specific treatment parameters and settings
        • SCIENTIFIC ABSTRACTS
          • Clear research problem and/or translational potential based on hypothesis driven scientific rational
          • Well explained techniques with creative research or techniques with “novel issues/questions” approach
          • Detailed number of experiments/animals with defined measures: use of controls, bioassays, behavioral tests, data/statistical analysis procedures, specific device/treatment parameters, and other measures
          • Clear results with demonstrated significance: quantitative data with proper statistical information such as standard deviation (SD), standard error of mean (SEM), n- and p-values and the relationship of the hypothesis and the results addressed
          • Conclusion accurately reflects the results, addresses the hypothesis and is placed in broader context with discussion of the translational potential of the research

    December 2019

    • Review ePoster Submissions (If applicable)
      • ePosters will be sent to you electronically.
      • Review all submitted ePosters for your specific abstract category and make suggestions on which ones should be referred for Oral Presentation at the new ePoster Town Hall sessions.
    • Review Late Breaking Abstracts
      • Late Breaking abstracts will be sent to you electronically.
      • Follow the same review/selection process as you did previously.
      • Add the selected abstracts to your previously made schedule.

    Planning Guidance Notes

    • Session Content Requirements
      • Plan your session to provide current, scientifically validated information to the attendees.
      • ASLMS promotes interaction among attendees to underpin their professional development and learning.
      • Also include within your session information accessible to attendees with varied expertise. Based upon history, you should expect the following attendees:
        • Clinicians with a range of experience in utilizing lasers for indications in many specialties
        • Scientists developing lasers and new light based technologies
        • Corporate employees involved in providing devices
      • Embed scientific information relevant to the clinical discipline within each abstract session.
      • ASLMS Board of Directors asks that you mitigate concerns regarding credible, objective and unbiased information:
        • Select speakers who discuss both pros and cons of a subject
        • Include point/counterpoint presentations and panel discussions
        • Schedule time for questions and encourage audience participation
        • Limiting repetition of content between presentations and sessions
        • ONLY accept high quality abstracts that contain credible information and actual data.
          • With rare exception, submissions that contain only a few cases or multiple presentations on the same or similar topic from a group or author should NOT be accepted
      • ACCME NOTE:  It is also important that content be “generic” rather than “brand name” in nature, and an effort should be made to include other technologies and competing products in the discussions (e.g. IPL, RF, etc). Each presentation should be UNIQUE and that, save in exceptional circumstances, case materials and examples must be different in various presentations, even if a “similar” topic or content is being discussed during another part of the Annual Conference.During the Q&A session, presenters can answer specific device questions, but the actual presentations must be generic in nature.
    • iThenticate Review Information
      • ASLMS recognizes plagiarism, including self-plagiarism as a serious problem. All abstracts submitted to the Annual Conference and all manuscripts submitted to Lasers in Surgery and Medicine will be submitted to evaluation by iThenticate software in an effort to verify the originality of the works. The software package is used to verify content has not been plagiarized and cross references published matter against the submission.
        • Submissions with iThenticate scores of 75% or greater will not be considered for presentation at the Annual Conference or publication, unless the author can demonstrate that the material submitted has not, in fact, been previously published.
        • Submissions with iThenticate scores of 40%-74% will be subject to review by the CME Director and Annual Conference Program Chairs for the Annual Conference (abstracts) and the Editor-in-Chief for Lasers in Surgery and Medicine (manuscripts). Furthermore, the author will be sent a warning letter and will be requested to advise the appropriate parties as to how the material differs. If after review, a problem still exists, the abstract or manuscript will not be accepted for presentation or publication.
    • Audiovisual Requirements
      • All presentations will be pre-loaded on the ASLMS network presentation system server. ASLMS will be providing presenters the ability to upload presentations to the network presentation system prior to the Annual Conference. We will advise all speakers when this capability is available on the ASLMS Web site.
      • ALL SPEAKERS ARE REQUIRED TO CHECK IN AT THE SPEAKER READY ROOM AT LEAST 12 HOURS PRIOR TO THEIR PRESENTATION. This will allow speakers time to edit the conflict of interest slide and disclose whether or not their device or treatment is approved by the FDA or whether it is considered to be investigational and disclose any off-label use of devices, drugs, or other materials that constitute the subject of the presentation. In addition, speakers will be able to assure compatibility, prepare, rehearse, and finalize their presentation. Speakers will not be able to use their personal laptop computer for their presentation.
    • Educational Grant Information
      • Educational grants are available to support student attendance at the 2020 Annual Conference. Grant recipients will be reimbursed up to $1,000 (US Funds) for travel, hotel, and registration fees for courses, breakfast sessions and/or luncheons at the Annual Conference. Educational grant recipients are required to present their work at the conference and submit a manuscript to Lasers in Surgery and Medicine by the 2021 Annual Conference abstract deadline (October 1, 2020).
  • Course Director Requirements and Deadlines

    In preparation for planning your session, please review the following items:

    • Review the 2019 Program-at-a-Glance (link coming soon!) and 2019 Annual Conference Report
      • The report, prepared by the Annual Conference Co-Directors, outline the schedule and changes for the 2020 Annual Conference based on goals and needs of ASLMS members and conference attendees.
    • Review the 2019 Course Evaluation Summary and 2019 Pre/Post Test Summary for the specific course you were selected for.
      • These documents were emailed to you in your Course Director Welcome Letter.

     

    Course Planning and Content:

    Due by September, 2019

    • Program Development Worksheet
      • This is an electronic form that will be emailed to you.
      • Completion of the Program Development Worksheet is an ACCME requirement.
      • Issuance of CME credit for course attendance is dependent upon well-formulated and well-written objectives. It is expected that participants use knowledge gained to improve clinical outcomes as a result of improved understanding of best practices relative to patient treatment with these technologies, and their safe use.
      • On this form, be sure to include:
        1. Confirmed list of your selected Faculty.
          1. ASLMS Office will send official invitations out to your faculty for you, but it is best to confirm with them ahead of time.
        2. The topics you will assign each Faculty to talk about.
        3. A preliminary schedule of the talks based on your course time.
          1. This information will then be shared with your Faculty.
          2. Remember to include breaks (if applicable) in your schedule and assigned times for Q&A.
            1. 1 Hour Luncheon/Breakfast = 0 breaks
            2. 2 Hour Workshop = 0 breaks
            3. 4 Hour Course = 1 break
            4. All-Day Course = 1 morning break, lunch per Program-at-a-Glance, and 1 afternoon break.
            5.  

              Due January, 2020:

            6. Submit a PowerPoint Presentation for Your Live Presentation
              • Per ACCME regulation and ASLMS policy, all presentations must be reviewed first by Central Office Staff, then by Course Directors and then finally by the CME Director to identify and resolve all COI and to finalize acceptance for CME presentation. This is a lengthy process and we appreciate your cooperation.
              • Follow ACCME regulations as noted per specific duties above.
              • It is suggested that you check in at the Speaker Ready Room at least 12 hours prior to your presentation. This will allow time to assure compatibility, prepare, rehearse your presentation.
              • You will not be able to use your personal laptop for your presentation.
              • A disclosure slide will be automatically added to your presentation based on the disclosures you submitted previously.
              • Read more about submitting your PowerPoint presentation here.

            7. Submit a PDF Format Handout
              • NEW - You will be given the option to use your uploaded Presentation PowerPoint as your PDF Handout for your talk.
              • If you do not choose to use your Presentation PowerPoint you will have to create a separate PDF handout following these guidelines:
                • Your handout should match at least 75% of the final presentation, but it does not need to contain sensitive information.
                • Your presentation can be in color, just be mindful of slide readability.
              • Your PDF handout must be pre-loaded on the ASLMS network presentation system server no later than January 7.
              • Attendees will receive a link to view all PDF handouts starting 15 days prior to conference.
              • No paper handouts will be distributed at the Annual Conference.
              • During prior conference, a lack of handout materials that correspond directly to session presentations has frustrated attendees. Please keep this in mind when submitted materials.
              • Read more about submitting your handout here.

      • Learner Assessment:
        • Pre/Post Test Multiple Choice Test Questions (Suggestion of 2 questions per presenter)
        • OR contact jaya@aslms.org if you prefer to use an alternative assessment format.

      Course Planning and Content Tips:

      • Provide each selected Faculty with guidance regarding topic boundaries to avoid overlap.
      • Save at least 25% of session time for questions or discussion.
      • Expect the following conference attendees, based upon history:
        • Multi-specialty clinicians, novice to advanced, utilizing lasers and energy-based devices
        • Scientists developing lasers and new light-based technologies, and
        • Corporate employees involved in providing devices.
      • Provide current, scientifically validated information to the attendees.
      • Encourage an environment that promotes interaction and discussion among attendees. Interactive and varied instructional formats which complement your PowerPoint content are encouraged.
      • Make information accessible per varied expertise (novice, advanced) and backgrounds (clinical, scientific, and corporate).
      • Presentations should be clinically applicable and, to appropriate extent, include practical pearls and clinical tips.
      • Include discussion of several clinically relevant devices in all presentations so as to remain non-biased.
      • ASLMS provides credible, objective, and unbiased educational programs. Move this initiative forward:
        • Discuss pros and cons of the subject, objectively;
        • Include video of clinical end points showing positive and negative results, and
        • Ensure time for Q&A and employ teaching formats that encourage audience participation.
      • ACCME NOTE:  It is also important that content be “generic” rather than “brand name” in nature, and an effort should be made to include other technologies and competing products in the discussions (e.g. IPL, RF, etc). Each presentation should be UNIQUE and that, save in exceptional circumstances, case materials and examples must be different in various presentations, even if a “similar” topic or content is being discussed during another part of the Annual Conference. During the Q&A session, presenters can answer specific device questions, but the actual presentations must be generic in nature.
  • Course Faculty Requirements and Deadlines

    In preparation for planning your session, please review the following items:

    • Review the 2019 Program-at-a-Glance (link coming soon!) and 2019 Annual Conference Report
      • The report, prepared by the Annual Conference Co-Directors, outline the schedule and changes for the 2019 Annual Conference based on goals and needs of ASLMS members and conference attendees.
    • Review the Tentative Course Schedule your Course Director(s) have put together.
      • This document was emailed to you in your Course Faculty Welcome Letter.

    Course Planning and Content Tips:

    Due January, 2020:

    • Submit a PowerPoint Presentation for Your Live Presentation
      • Per ACCME regulation and ASLMS policy, all presentations must be reviewed first by Central Office Staff, then by Course Directors and then finally by the CME Director to identify and resolve all COI and to finalize acceptance for CME presentation. This is a lengthy process and we appreciate your cooperation.
      • Follow ACCME regulations as noted per specific duties above.
      • It is suggested that you check in at the Speaker Ready Room at least 12 hours prior to your presentation. This will allow time to assure compatibility, prepare, rehearse your presentation.
      • You will not be able to use your personal laptop for your presentation.
      • A disclosure slide will be automatically added to your presentation based on the disclosures you submitted previously.
      • Read more about submitting your PowerPoint presentation here.
    • Submit a PDF Format Handout
      • NEW - You will be given the option to use your uploaded Presentation PowerPoint as your PDF Handout for your talk.
      • If you do not choose to use your Presentation PowerPoint you will have to create a separate PDF handout following these guidelines:
        • Your handout should match at least 75% of the final presentation, but it does not need to contain sensitive information.
        • Your presentation can be in color, just be mindful of slide readability.
      • Your PDF handout must be pre-loaded on the ASLMS network presentation system server no later than January 7.
      • Attendees will receive a link to view all PDF handouts starting 15 days prior to conference.
      • No paper handouts will be distributed at the Annual Conference.
      • During prior conference, a lack of handout materials that correspond directly to session presentations has frustrated attendees. Please keep this in mind when submitted materials.
      • Read more about submitting your handout here.
    • Learner Assessment:
      • Pre/Post Test Multiple Choice Test Questions
        • As a faculty speaker, you must create 1-2 multiple-choice questions, per every scheduled talk.
        • Avoid creating True/False and “All/None of The Above” type questions.
        • Submit your questions to jaya@aslms.org. Please indicate the talk title for each set of questions.

    Course Planning and Content Tips:

    • Provide each selected Faculty with guidance regarding topic boundaries to avoid overlap.
    • Save at least 25% of session time for questions or discussion.
    • Expect the following conference attendees, based upon history:
      • Multi-specialty clinicians, novice to advanced, utilizing lasers and energy-based devices
      • Scientists developing lasers and new light-based technologies, and
      • Corporate employees involved in providing devices.
    • Provide current, scientifically validated information to the attendees.
    • Encourage an environment that promotes interaction and discussion among attendees. Interactive and varied instructional formats which complement your PowerPoint content are encouraged.
    • Make information accessible per varied expertise (novice, advanced) and backgrounds (clinical, scientific, and corporate).
    • Presentations should be clinically applicable and, to appropriate extent, include practical pearls and clinical tips.
    • Include discussion of several clinically relevant devices in all presentations so as to remain non-biased.
    • ASLMS provides credible, objective, and unbiased educational programs. Move this initiative forward:
      • Discuss pros and cons of the subject, objectively;
      • Include video of clinical end points showing positive and negative results, and
      • Ensure time for Q&A and employ teaching formats that encourage audience participation.
    • ACCME NOTE:  It is also important that content be “generic” rather than “brand name” in nature, and an effort should be made to include other technologies and competing products in the discussions (e.g. IPL, RF, etc). Each presentation should be UNIQUE and that, save in exceptional circumstances, case materials and examples must be different in various presentations, even if a “similar” topic or content is being discussed during another part of the Annual Conference. During the Q&A session, presenters can answer specific device questions, but the actual presentations must be generic in nature.
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