Production Guide: Regularly Scheduled Series (RSS) Template

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Overview

This guide will refer to “templates” and “activities.” The term “activity” is synonymous with “Course” and “Program”. Templates are added to your account by Rievent for you to create different types of CE/CME activities. Each activity type (journal, live event, enduring, webinar, RSS etc.) will have its own template.

Each RSS activity you create will include an optional registration process that allows learners to register for a Regularly Scheduled Series. Learners do NOT have to be registered for the series to claim credit. Registering allows the learner to:

  1. Create their profile ahead of attending and claiming credit for a session, if they haven't done so already.
  2. If there is more than one credit type being offered, learners can select the credit type they intend to claim for the series.
  3. Add the next session in the series to their Calendar (Google Calendar, Outlook, etc).

All these steps above can also be managed when the learner claims credit for the first time.

After a session is over, it is the responsibility of the CME Administrator to distribute the session's unique 5 digit code to all attendees. The attendees can then enter the code on the Credit Claim page (or from activity.credit) to receive credit for the session.

Step 1: Creating a New Activity

Step 2: Setting the Location and Configuring Sessions

Step 3: The Review Stage

Step 4: Publishing and Locking 

Managing Sessions

Glossary

 

Step 1: Creating a New RSS/Grand Rounds Activity

1. To begin, click the icon-create-activity.jpg  icon next to the Manage Your Program Menu.
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2.
 Enter the Short Name for the activity. The Short Name is how the series will be listed in the Manage Your Program menu and will not be exposed to learners. If you have not already decided, you will need some sort of naming convention for your activities. 

When creating the Short Name, please keep in mind that it must be unique and should also include the Activity ID.  For example, if your Activity ID is RD403, the Short Name might be in the format RD403 – Endocrinology Grand Rounds.

The short name field has a 126 character limit. Acceptable characters include letters, numbers, underscore, dot, and dash.

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3. During the pre-production stage, you have the option to add the activity to other administrative accounts and also to upload any production-related files for storage (optional). Please note that the files stored here are for storage only, this feature is not intended for content hosting.

Adding the series to other administrative accounts allows them to see and access the series from the Manage Your Program menu in their own admin account. Click Pre-Production complete to continue.

You can also manage administrative access to the series from the Review stage. This can be adjusted at any point in time.

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4. Next, select the RSS template.
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Production Wizard

The Production Wizard will walk you through the process of creating the Regularly Scheduled Series step-by-step, starting with the Activity Information tab. Once you've completed a step, you can go back at any time to edit what you've entered by clicking the appropriate tab. Always click the Save button for the steps that include a Save button, and Next after making any changes. If a change has been made after an RSS activity has been completed, you will need to click the Finished tab to "rebuild" the activity.

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Activity Information tab

5. From the Activity Information tab, enter the Internal Activity ID, External Activity Title, and Series Date Range.

  • Internal Activity ID:  This is your internal identification number and must be unique, as it cannot be used other activities. Typically the "Activity ID" is also included in the "Activity Name".

  • Internal Activity Name: This will already be populated for you and is how the activity will be listed in the Manage-Your-Program drop-down menu. The Activity Name usually begins with the Activity ID. For example, if your Activity Name is RD403 - Endocrinology Grand Rounds, the Internal Activity ID would be RD403.

  • External Activity Title: The series name that will be displayed on transcripts and the Overview Page (if included).

  • Series Date Range:  Enter the day the first session occurs, followed by the date of the last session in the series. If you would like learners to be able to register for the series, be sure to set the start date as the first day learners can register for the series. (More info about registering for a series)
When setting the series end date, be sure to accommodate for the length of time the last session's credit claim code will be valid for (The lifespan of each session's credit claim code will expire after the designated time (end of the day, 24 hours, 48 hours, 1 week, 2 weeks, or 30 days) set on the Activity Options tab) For example, if the credit claim codes are configured to be valid for 30 days, then the activity end date will need to be set to 30 days after the date of the last session.

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CE Catalog

6. From the CE Catalog tab, you have the option to enter a brief description of the series and to assign metadata tags. This will help learners locate the series when browsing the CE Catalog or Events Calendar.

Use the editor to add text, images, tables, links, etc. into the Catalog Summary field. The information entered here will be displayed to the learner on the CE Catalog and Events Calendar (if published). 

The Catalog Summary field contains a 2000 character limit, which includes any characters that may be hidden in the source code. If copy/pasting from a Word document, be sure to remove any hidden formatting characters before copy/pasting into the wizard.

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Go through the list and check the meta-data tags you would like to assign to the series. This information will help learners locate the series in the CE Catalog and Events Calendar. Once created, the library of metadata options will be maintained by the Rievent Platform, so you do not need to recreate it for each series.

You can create new tags by clicking the Add button. To edit an existing tag, simply double click it, make the changes, then click Save. You can also remove a tag by clicking the Delete button.


Below is an image showing how the meta-data tags will be displayed in the CE Catalog. Only the metadata tags checked during production will show up in the CE Catalog.

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Category shown to learners in the CE Catalog  Production Wizard Categories
Therapeutic Area Specialty (ex. Neurology) Editable in the production wizard.
Clinical Topic Clinical Topic (ex. Strokes) Editable in the production wizard.
Category Category (ex. 2017) Editable in the production wizard. This area can be used for custom segmenting of your activities. For example, create a custom segment to classify your activities by year, publication, credit type, etc.  
Audience Profession (ex. Physician) Editable in the production wizard.
Audience Categories Audience Categories (Uneditable terms are global for all customers) 
Speakers Not editable in the Production Wizard. Speakers are automatically shown based on active live events, webinar, and RSS activities that have speakers assigned to them.
Media Formats Media Formats (Uneditable terms are global for all customers) 
Activity Types Not editable in the Production Wizard. The activity type is automatically set based on the template being used to create the activity.

  


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Credit Options

7. Next, check the boxes of the credit type(s) offered for the series. You can include one or multiple credit options. If the credit option you are looking for is not listed, you can create a new credit option using the Certification Management Tool. Click the Next button when you are finished.

If there are many credit options listed, the Search box can help to quickly locate the desired credit type.

Specific credit amounts are set at the session level. You will have the opportunity to configure sessions after completing the production wizard. 

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Activity Options

8. From the Activity Options tab, set the length of time each session's unique credit claim code will be valid for. Then select if you would like to include an Overview page, Session Evaluation, and/or Speaker Evaluation in the series. Click Next to proceed.

      • Credit Claim Code Life Span: Select how long learners will have after attending a session to enter the session's unique claim credit code. Once a session's credit claim code has expired, learners will not be able to claim credit for that session (if needed, an administrator can manually adjust a learner's credit from the "Session Participation" area when editing a session)

      • Overview Page: When included, the Overview Page will appear to learners if they choose to register for the series. Learners do NOT have to register in order to claim credit. Registering allows the learner to:
          1. Create a profile, if they haven't done so already.
          2. If there is more than one credit type being offered, learners can pre-select the credit type they intend to claim for the series.
          3. Add the next session in the series to their Calendar (google calendar, outlook, etc).

      • Session Evaluation: The Session evaluation is typically used to gather feedback regarding an individual session during your event. When included, learners will be required to complete this evaluation for each session they claim credit for.

      • Speaker Evaluation: A questionnaire to evaluate the performance of faculty speakers at your event's sessions. When included, learners will be required to complete this evaluation after each session they claim credit for. NOTE: The speaker evaluation will only display if there is a speaker associated with the session. More information

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Overview Page

9. If included, the Overview Page will display to learners if they choose to register for the series. You can also include a disclosure's checkbox to verify the learner has read the Overview page information.

Use the rich text editor to add formatting, images, links, tables, etc. to the page. To work with the HTML view of the page, click the Source button in the toolbar. When you are finished creating the page, click Next to continue.

Helpful Articles on the Overview Page:

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Session Evaluation

10. If you selected to include a Session Evaluation, you will create it now. To add questions to the evaluation, click the Add Question or Text button and then use the editor to enter the question text and answer choices.prod-rss7-1.jpg

 

The Session Evaluation for this example will be configured as a single rating question, asking learners to rate various aspects of the session. For instructions on configuring rating style questions, click hereWhen finished, be sure to click the Save button before clicking Next.

TIP: If your survey consists of multiple choice questions, the Multiple Choice Parser can help copy/past groups of multiple choice questions.

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Speaker Evaluation

11. Next, if you chose to include a Speaker Evaluation, create it using the same set of tools as the Session Evaluation. Select question type(s) from the Add Question or Text drop-down and then use the editor to enter the question text and answer choices. For instructions on configuring rating style questions, click here.

When finished, be sure to click the Save button before clicking Next.

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Finished tab

12. All of the Production Wizard fields have now been completed. Click the Finished button to create the series.
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After clicking Finished, you will need to go to the RSS tab to:

      1. Set the location for the series.
      2. Add the individual sessions for the series.
      3. (Optional) Add session titles, speakers, and details.

Once you have completed the steps in the Production Wizard and the sessions have been created, you can review the credit claim and optional registration process as a learner. If any changes are required, you may return to the Production Wizard to edit the activity.
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Step 2: Setting the Location and Configuring Sessions

After creating the series using the Production Wizard, set the series location and add sessions. All location and session information (session dates/times, speakers, details, etc) are managed from the RSS tab.

Setting the Location

1.  With series selected from the Manage your Program menu, navigate to the RSS tab and click the Choose button.
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2.  Select the series location from the list. If the desired location is not listed, click the New Location button.

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Adding Sessions

After creating the series and setting the location, sessions can then be added to the series. There are two ways to add sessions to a series:

You do not have to create all the sessions at once. Additional sessions can be added to the series at any time.

Creating a Group of Sessions using the Recurring Scheduler

1.  Select RSS tab for the series, then click the Add Recurring Sessions button.

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2.  Configure the recurring sessions information, then click Preview Series Dates to preview the session list before creating them.

The Start Date and End Date default to the dates entered on the Activity Info tab in the Production Wizard.

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When previewing the series sessions, a summary of the schedule is shown in blue at the top of the page. You can remove specific sessions from the preview table by clicking Remove. Session titles, dates, times, and other session details can be modified after they are saved.

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3.  When you are satisfied with the session list preview, click Create to create all of the sessions.

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The sessions for the series will appear in an interactive table, which allows you to double click and edit directly from the table. The table also displays each session's 5 digit unique credit claim code.

Once the sessions have been created, you can then add session titles, session details, and speaker information.
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Adding a Single Session

1.  Select RSS tab for the series, then click the Add (1) Session button.

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2.  Configure the session information, then click Add Session.

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3.  The session will appear in an interactive table, which allows you to double click and edit directly from the table. The table also displays each session's 5 digit unique credit claim code.

Once the session has been created, you can then add session titles, session details, and speaker information.
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Adding Session Titles

Session titles can be edited directly from the Session List table by double-clicking the session name in the table. After editing the name, be sure to click Save.
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You can also edit the session title by clicking the Session Name or the Manage button.session-changes3.jpg

 

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Adding Session Details

Session details will display to the learner when they complete the corresponding session and/or speaker evaluation.

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Session Evaluation

To add session details, be sure the series is selected from the Manage Your Program menu, then navigate to the RSS tab and click the name of the session in the Session List table.

Add the session details, then be sure to click Save Session.

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Adding/Removing a Speaker(s) to a Session

When adding a speaker(s) to a session, the name of the speaker(s) will display to learners at the top of the corresponding session and/or speaker evaluation.

The speaker evaluation will only display to learner if the option has been selected on the Activity Options tab in the Production Wizard,  When including a speaker evaluation, if multiple speakers are added to a session, the learner will be required to complete a speaker evaluation for each speaker associated with the session.

If you add a speaker to a session but do not include the speaker evaluation option in Production Wizard, the learner will see the speaker's name at the top of the session evaluation, but will not be presented with a speaker evaluation.

Session Evaluation:

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Speaker Evaluation:

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To add a speaker(s) to a session, be sure the series is selected from the Manage Your Program menu, then navigate to the RSS tab and click the name of the session in Session List table.

From the Speakers tab, click Add Speaker.

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Select the speaker from the list, or click New Speaker to create a new speaker.

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To remove a speaker from a session, click the icon.

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Step 3: Reviewing the Regularly Scheduled Series Activity

Once you have created the series and have added all the location and session information, you can then test the activity from a learner’s perspective, as well as add the series to other administrative accounts.

From the Review stage on the Production tab, you can:

Adding the Series to other Administrative Accounts

Adding the activity to other administrative accounts allows them to see and access the series from the Manage Your Program menu in their own admin account.

Click Assign to Administrator... to manage activity access for other administrative accounts. If the desired administrative account is not listed, please contact the Rievent Platform Administrator in your organization.
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Reviewing the optional Series Registration Process

Registering for a series allows learners to (1) create their account ahead of time (if they are not already in the system), (2) select their desired credit type for the series (if there is more than one credit type being offered), and (3) add the next session in the series to their calendar.

Learners DO NOT have to be registered for the series to claim credit.

To test the series registration process, click the Launch Activity link for Registration, located under the Draft Review Links section of the page.

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Testing the Credit Claim Process

To review the credit claim process, you will first need to create a "test" session. After creating the test session, you can remove it so it does not show up in any reports.

1.  To create the test session, go to the RSS tab and click the Add (1) Session button. Be sure to set the session for the current day and mark the start/end time for before the current time. You can add session details and speakers for the test session as well.

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2.  If you configured the series with a speaker evaluation, be sure to add a speaker to your test session. When you are finished, or if you did not set up the series with a speaker evaluation, copy the 5 digit credit claim code.
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3.  Navigate to the Credit Claim page (or Activity.Credit), enter the code, then complete the activity.

An easy way to access the credit claim page is to open the Registration Draft Review link (found on the Review Stage on the Production tab), then click the Credit Claim page in the navigation bar.

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Making Changes to the Activity

To make changes to the series (edit evaluations, overview page, CE Catalog information, etc), go back to the Production Wizard by clicking Production in the production timeline.

Access the different areas of the Production Wizard by clicking the tabs on the left side of the screen. After making the necessary changes, be sure to click the Save and/or Next button.

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Always click the Finished button on the Finished tab to complete the changes.

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Deleting Test Records

Once you have tested the activity from a learner’s perspective, be sure to delete all test records created during the review process. Each time the activity is tested as a learner, a participation record is created. Test participation records can be deleted by either (1) using the Records tab to search for the test records, or (2) from the “Search” link found on the Publish stage in production.

1.  To delete test records from the records tab, first be sure the correct activity is listed in the Manage Your Program drop-down menu. Then navigate to the Records tab.

Leaving all criteria fields blank and clicking the Search button will return all records associated with the activity, (which can be useful in deleting test records for activities not yet available to learners, since all the records listed will be test records.) However, you can also search for individual records by using the various search criteria fields.
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2.  From the search results page, click the icon to delete the test records. You can also check the boxes for all the test record(s) you would like to delete, then click Delete Selected button.
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You can also search for test records across all activities by selecting ALL PROGRAMS from the Manage Your Program menu.
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Step 4: Publishing and Locking the Activity

When you have finished reviewing and are satisfied with the series, click Complete Draft Review and Lock Activity to lock the activity. This prevents any accidental changes from being made. Locking the activity does not make it appear in the CE Catalog or Events Calendar. If you haven't already done so, be sure to also delete any test records that were created during the review process.publish1.jpg


Once the activity is locked, the URL for accessing the series registration URL is activity is provided in the Share Activity Links section.

Click Publish Activity to make the activity available in the CE Catalog and Events Calendar.

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Below is the updated CE Catalog and Events Calendar, which now contains the newly created Regularly Scheduled Series activity.

CE Catalog

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Events Calendar

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Managing Sessions 

Accessing the 5 Digit Credit Claim Codes

Once the session has been created, its unique credit claim code will display in the Session List table, found on the RSS tab.
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Changing the Series Location

To change the series location, make sure the series is selected from the Manage Your Program Menu, then select the RSS tab and the Change button.

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Editing Session Titles

To quickly edit session titles, make sure the series is selected from the Manage Your Program Menu, then select the RSS tab. Locate the session in the Session List table, then double click the name to edit click Manage (you can also click the session name in the table). Be sure to click Save after making changes.

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Editing Session Dates/Times, Credit, and Details

To edit session details and manage speakers, make sure the series is selected from the Manage Your Program Menu, then select the RSS tab. Locate the session in the Session List table, then click Manage (you can also click the session name in the table). session-changes3.jpg


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Removing Session(s)

1.  From the RSS tab > Series page, click the Remove button in the Session List table.
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2.  Select the session(s) you want to remove, then click Remove.
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Mark learners as having attended a session

1.  To manually mark a learner as having attended a session, first go to the RSS tab, then select the session from the table. You can also click the Manage button for the session.
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2.
If it not already selected, click the Session Participation tab.

Find the learner's name in the list, then click the checkbox to assign them credit for attending the session. Once you check the box, the learner's transcript will automatically be updated with the new series credit total.

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If you do not see the learner's name in the list, you will need to use manual data entry to "register" them for the series, then mark them as having attended the session. Click the Register Learner to Event button to access the data entry tool.

For complete instructions on performing data entry, click here

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Anonymous Session Attendance Counts

The Anonymous Attendance Count fields are used to track the total number of learners who attended a session, even if the learner never requests credit for the session. Currently, these numbers do not populate to any report and are exclusive from the count of learners who have requested credit or have been manually marked as attended to get credit.

1.  To add anonymous session attendance counts for Physicians, Non-Physicians, and Residents, first go to the RSS tab, then select the session from the table. You can also click the Manage button for the session. 
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2.
If it not already selected, click the Session Participation tab.

Enter the anonymous session attendance counts for Physicians, Non-Physicians, and Residents. Click Save Changes when you are finished. 

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Production Wizard Glossary - Regularly Scheduled Series / Grand Rounds

Name Description Format Character
Limit
Internal Activity ID The internal activity identification number or name. If you do not have an internal identifier, you will need to create one. This must be unique for each activity in the Rievent Platform. Typically the Activity ID is part of the Activity Name. For example, if your Activity Name is RD403 - Endocrinology Grand Rounds, the Internal Activity ID would be RD403.  Acceptable characters include letters, numbers, underscore, dot, and dash (hyphen).  No spaces are permitted.  Text or Number 53
Internal Activity Name (Same as Short Name) The Activity Name is how the activity will be listed in the Manage-Your-Program drop-down menu.  This name will not be exposed to learners. (Most customers prefer to preface the name with the Activity ID and decide to use the activity title or a truncated version of the activity title.) Text or Number  126
External Activity Title The series name that will be displayed on transcripts and the Overview Page (if included). Text or Number  512
Series Date Range Enter the day the first session occurs, followed by the date of the last session in the series. If you would like learners to be able to register for the series, be sure to set the start date as the first day learners can register for the series. (More info about registering for a series) MM/DD/YYYY -
Catalog Summary The information entered here will be visible to learners while browsing through activities in the CE Catalog. Rich Text  2,000
Min Credit The minimum number of credits a learner can claim. Number 5
Max Credit The max number of credits a learner can claim. Number 5
Increment Increment by which learners will be allowed to claim credit. For example, entering a 0.5 increment with a max of 2.0 and min of 1.0 credits will allow learners to claim 1, 1.5, or 2 credits. For activities without an increment, set the field to 0.  Number  5
Credit Release Date The date selected credit type will become available to learners. If left blank, this date will default to the program start date. MM/DD/YYYY -
Credit Expiration Date The date selected credit type will no longer be available to learners. If left blank, this date will default to the program end date. MM/DD/YYYY -
Certificate Activity Accreditation Statement The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate. For more information on the Certification Management Tool and Accreditation Statement Merge Tag, click here Text or Number -
Overview Page The Overview Page will appear to learners if they choose to register for the series through the CE Catalog or Events Calendar. This page is typically used to present credit information, global learning objectives, disclosures, instructions, etc.(More info about registering for a series) Rich Text -
Credit Claim Code Life Span This determines how long learners will have after attending a session to enter the session's claim credit code to receive credit. Once a session's credit claim code has expired, learners will not be able to claim credit for that session (if needed, an administrator can manually adjust a learner's credit from the "Session Participation" area when editing a session) - -
Session Evaluation Typically used to gather feedback regarding an individual session during your event. When included, learners will be required to complete this evaluation for each session they claim credit for. - -
Speaker Evaluation

The Speaker Evaluation is used to evaluate the performance of faculty speakers at a session. When included, learners will be required to complete this evaluation for each speaker associated with a session. 
NOTE: The speaker evaluation will only display if there is a speaker associated with the session. More information

- -

 

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