Designing an IPCE Event

Step 1: Identify the Need

  • Assess practice gaps in your department or clinical area.
  • Consider feedback from learners, performance data, or new guidelines.
  • Determine how an IPCE event could address these gaps through collaborative learning.

Step 2: Contact the IPCE Office

  • Reach out via email (ipce@utmb.edu) or internal communication channels.
  • Request to schedule a meeting to discuss the proposed event.
  • Include a brief summary of the identified need and potential target audience.

Step 3: Initial Planning Discussion

  • Meet with the IPCE office to:
    • Describe the event concept.
    • Discuss the underlying practice gaps and learning objectives.
    • Explore potential formats (e.g., live, hybrid, online).
    • Confirm alignment with IPCE criteria.

Step 4: Receive and Complete the IPCE Application

  • The application will typically require the following elements:

    Required Elements in the IPCE Application

  • Activity Information: Title, date, location, format, duration.
  • Control of Content / Planner Information: Identify planners and their roles
  • Needs Assessment: Provide evidence supporting the need (e.g., data, literature, surveys).
  • Content Design: Outline agenda, topics, and instructional methods.
  • Target Audience: Specify professions involved (e.g., physicians, nurses, etc).
  • Practice Gaps: Describe current vs. desired performance or knowledge.
  • Educational Needs: Explain what learners need to know/do to close the gap.
  • Projected Budget: Include speaker fees, materials, venue, tech support, etc.

Step 5: Planner Disclosures & CV Submission

  • All planners must:
    • Complete financial disclosure forms.
    • Submit current CVs.

Step 6: Identify and Confirm Speakers

  • Select speakers based on expertise and relevance.
  • Confirm availability and willingness to participate.

Step 7: Speaker Requirements

  • Each speaker must:
    • Complete financial disclosure and attestation forms.
    • Complete disclosure analysis form (if applicable)
    • Submit presentation slides, handouts, and CV.

Step 8: Mitigation of Conflicts (if applicable)

  • If any speaker or planner has a relevant financial relationship:
  • Complete disclosure analysis form to better understand the relationship to the content.
  • Implement mitigation strategies (e.g., peer review, content modification).
  • Document steps taken to ensure unbiased content.

Step 9: Activity Approval

  • IPCE office reviews all materials.
  • Once approved, you’ll receive confirmation and guidance for promotion and implementation.

Step 10: Disclosure Slide

  • IPCE office creates a disclosure slide summarizing:
  • Identifying speakers and planning committee members.
  • All relevant financial relationships.
  • Mitigation steps taken (if applicable).
  • Shared with the course director for inclusion in the presentation.