MiCME Course Coordinator Training Manual

Last updated May 2025

Introduction

This training manual offers Course Coordinators instructions on managing courses, generating reports, performing common tasks, and other valuable information.

If you are an RSS Activity Coordinator, please refer to the RSS Coordinator Training Manual instead.

Table of Contents

Important Information

Tips and Best Practices

Step-by-Step Course Management

Step 1. Add faculty (i.e., speakers) to the activity.

Step 2. Add the course agenda.

Step 3. Assign faculty to presentation(s) in the agenda.

MiCME Reports

Generate a MiCME Report

Report Overviews

Daily Registration Counts Report

Credit Summary Report

Disclosures Report

Evaluations Report

Registrations Report

Test Results Report

Perform Common Tasks

Add Non-UM Faculty Without a MiCME Account to MiCME

Determine Whether an Individual has an Active Disclosure on File

Email Faculty to Encourage Them to Complete a Disclosure

Manage Presentations

Assist Learners with Credit Claiming

Encourage participants to claim credit during or immediately after the child activity.

Support and Additional Resources

Glossary

Important Information

• Disclosures: Emphasize the importance of obtaining disclosures from speakers. CME credit can only be offered with completed disclosures.
  
• Claiming credit: Learners have just under one week after an activity ends to claim credit. Encourage learners to claim credit during or, if necessary, immediately after an activity.
  
• Support: OCME&LL and HITS are here to help. Need help? Visit the MiCME Help page or contact support.

Tips and Best Practices

• Searching in MiCME: When searching for someone in MiCME, start by entering the person’s last name first (i.e., “Last name, First name”).
  
• Accessing the Attendee Portal: To access the Attendee Portal (i.e., the portion of the site learners have access to and that contains the Help documentation) from the Administration portion of the site, click on View AP toward the top right-hand corner of the screen.

Step-by-Step Course Management

This section provides Course Coordinators with instructions on how to manage courses after the OCME&LL team has created them in MiCME.

Once you receive confirmation from the OCME&LL team that your course/activity is ready in MiCME, follow the steps below in the order specified to ensure effective course management.

Step 1. Add faculty (i.e., speakers) to the activity.

IMPORTANT:

UM speakers: When adding a UM individual to an activity, use the individual’s umich.edu email address (not their med.umich.edu email address) to avoid creating a duplicate account that can cause disclosure form issues.

Non-UM speakers: Before adding a non-UM individual to an activity, confirm which email address the individual uses or would like to use for MiCME. This extra step will prevent duplicate accounts and avoid disclosure form issues.

To assign faculty to an activity:

1. Sign into MiCME as an Administrator.
   
2. Click on Faculty > Faculty Management along the left-hand side of the screen.
   
3. Enter the activity name in the Activity Name… dropdown. A list of activities will appear.
   
4. Click on your activity’s name. The Faculty Management page will appear on the screen.

5. Add faculty already in MiCME (if applicable):
   

1. Start typing the individual’s last name in the Add Faculty Already in CloudCME field.
   
2. Select the individual’s name from the dropdown. The individual’s record will automatically appear in the table toward the bottom of the page, indicating the individual has been added to the activity.
   
3. Repeat steps 5a and 5b for each individual you would like to assign to the activity that is already in MiCME.
   

6. Add faculty that are not in MiCME (if applicable):
   

1. Click Add New Faculty not in CloudCME. A new window will appear.
   
2. Enter the individual’s information in the following required fields:

• Email
• First Name
• Last Name
• Degree
• Profession
  

3. Scroll to the bottom of the window and click Update. The individual’s record will automatically appear in the table toward the bottom of the page, indicating the individual has been added to the activity and that the individual’s MiCME account has been created. MiCME will send the individual a welcome email directing the individual to sign into MiCME to complete their profile.
   
4. Repeat steps 6a through 6c for each individual you would like to assign to the activity that is not already in MiCME.
   
5. Email faculty to encourage them to complete their disclosure form.

Step 2. Add the course agenda.

To add a course agenda, you can either:

1. Import an agenda using an Excel template, or
   
2. Manually create an agenda in MiCME.

Instructions for both options appear below.

To import an agenda:

1. Download the Course Agenda template (in .xlsx format).
   
2. Open the template in Excel.
   
3. Enter the following information for each presentation:

1. Presentation Start Time
2. Presentation Start Date
3. Presentation End Time
4. Presentation End Date
5. Presentation Name
6. Faculty (i.e., Presenter) First Name
7. Faculty (i.e., Presenter) Last Name

To avoid errors:

• Use the same format for all dates (e.g., mm/dd/yy) and times (e.g., 2:00 PM or 14:00).
• Ensure each individual’s first and last names match the individual’s first and last names EXACTLY as they appear in MiCME.
• Ensure all activities are scheduled within the approved course timeframe.
  

4. Once you’ve added all of the presentations for the activity, save the updated Excel file on your computer.
   
5. Sign into MiCME as an Administrator.
   
6. Click on Faculty > Build Agenda along the left-hand side of the screen.
   
7. Enter the activity name in the Activity Name… dropdown. A list of activities will appear.
   
8. Click on your activity’s name. The Event Agenda page will appear on the screen.

9. Click Import Agenda. A new window will appear allowing you to select and upload your agenda.

10. Click Select. 
    
11. Locate and click on the agenda file on your computer to select it.
    
12. Click Open.
    
13. Click Upload File.
    
14. If your upload was successful, a window will appear indicating your “File has been validated.” Click OK to close the window and return to the Agenda Import window. Otherwise, update your agenda template in Excel and start over from step 9 above.
    
15. Click Import. If your import was successful, a window will appear indicating that “the import completed successfully….”
    
16. Click OK.
    
17. Click X in the top right corner of the Agenda Import window to return to the Event Agenda page. The presentation(s) you added should appear on the agenda.

To manually create an agenda:

1. Sign into MiCME as an Administrator.
   
2. Click on Faculty > Build Agenda along the left-hand side of the screen.
   
3. Enter the activity name in the Activity Name… dropdown. A list of activities will appear.
   
4. Click on your activity’s name. The Event Agenda page will appear on the screen.
   
5. Locate the calendar section on the page.
   
6. Scroll through the calendar as needed to locate the desired presentation time.
   
7. Double-click on the desired presentation time. A new window will appear.
   
8. Enter the following the presentation details in the appropriate fields:

1. Title
2. Starts (Start Time)
3. Ends (End Time)
   

9. Leave the Include in evaluation (Presentation Evaluation) checkbox as is for any CME presentation. Uncheck the box for non-education time (i.e., meals, registrations, breaks, etc.).
   
10. Leave the Exclude from agenda/syllabus checkbox unchecked to include a presentation on the agenda/syllabus. To exclude items like breaks, private meetings, etc., check the box.
    
11. Click Add.
    
12. To assign faculty to the presentation, skip to Step 3 item 8 below. Otherwise, Click X in the top right corner of the Faculty Scheduling, Description, Outline window to return to the Event Agenda page. The presentation you added should appear on the agenda.
    
13. Repeat steps 7 through 12 for each additional presentation you would like to add.
    

Step 3. Assign faculty to presentation(s) in the agenda.

1. Sign into MiCME as an Administrator.
   
2. Click on Faculty > Build Agenda along the left-hand side of the screen.
   
3. Enter the activity name in the Activity Name… dropdown. A list of activities will appear.
   
4. Click on your activity’s name. The Event Agenda page will appear on the screen.
   
5. Locate the calendar section on the page.
   
6. Scroll through the calendar as needed to locate the desired presentation.
   
7. Double-click on the presentation. A new window will appear.
   
8. Select the appropriate individual from the dropdown under All Speakers on the Assign Faculty tab.
   
9. Click Apply to add the individual to the presentation.
   
10. Repeat steps 8 and 9 for each individual you would like to add to the presentation.
    
11. When you are done adding faculty to the presentation, click the X in the top right corner of the window to return to the Event Agenda.
    
12. Repeat steps 6 through 13 for each additional presentation you would like to update.
    

MiCME Reports

MiCME offers Course Coordinators access to the following key reports:

1. Daily Registration Counts
2. Credit Summary
3. Disclosures
4. Evaluations
5. Registration
6. Test Results

Generate a MiCME Report

To generate a MiCME report:

1. Sign into MiCME as an Administrator.
   
2. Click on Reports along the left-hand side of the screen.
   
3. Click on the name of the report you wish to generate to be redirected to that specific report page.
   

Report Overviews

Daily Registration Counts Report

This report helps track registration trends over time. Once generated, Course Coordinators can download the report as an Excel file to customize the data as needed.

• To generate the report, search for the activity name and set the start and end dates.
• Click "Generate Report" to view details such as activity date, name, ID, owner, total and complementary registration counts, registration goals, and last year's registration numbers.
• As new registrations are added, the totals will update automatically.

Credit Summary Report

This report lists all of the participants that have claimed credit for an activity and includes each participant’s name, the credit type they claimed, and the number of credit hours they claimed. Once generated, Course Coordinators can download the report as an Excel file to customize the data as needed.

Learn how to run the Credit Summary Report. (These instructions are also available on the MiCME Help page.)

Disclosures Report

This report allows users to view and download disclosure PDFs for all faculty and planners.

Learn how to run the Disclosures Report. (These instructions are also available on the MiCME Help page.)

Evaluations Report

This report displays participant feedback collected via the activity's evaluation form and allows Course Coordinators to send evaluation reminder emails. Specifically, this report allows users to:

• Show or hide different sections of the report as needed.
• View data in chart, a bar graph, tabular form, all of which can be exported to a Word document and printed.
• Email participants who haven't completed their evaluations.

Learn how to run the Evaluations Report. (These instructions are also available on the MiCME Help page.)

Registrations Report

This report provides insights into the payment and attendance status of registrants. Users can:

• Use the Automated Reporting Settings button to set up email notifications for registration updates.
• View the report in both visual and data formats.
• Filter by payment status (i.e., paid, AR (check or shortcode), or both).
• Filter by attendance status (i.e., registered, attended, or no-shows).

Test Results Report

This report allows you to search by user or activity name and displays results in a table. It includes features for viewing by Users, User Answers, and a Comparative Report.

Perform Common Tasks

This section provides instructions on how to perform common tasks in MiCME powered by CloudCME.

Add Non-UM Faculty Without a MiCME Account to MiCME

1. Sign into MiCME as an Administrator.
   
2. Click on Membership > Add Member along the left-hand side of the screen.
   
3. Enter the individual’s information in the following required fields:

1. First Name
2. Last Name
3. Degree
4. Profession
5. Email
6. Confirm Email
7. Password
   

4. Scroll to the bottom of the window and click Save to create the individual’s account. As long as the box next to Do Not Send New Member Email was left unchecked, the individual will receive an email inviting them to sign into MiCME.

Determine Whether an Individual has an Active Disclosure on File

IMPORTANT: Activity Coordinators are responsible for ensuring that all individuals complete their disclosures.

To ensure each individual assigned to an activity has an active disclosure on file:

1. Sign into MiCME as an Administrator.
   
2. Click on Faculty > Faculty Management along the left-hand side of the screen.
   
3. Enter the activity name in the Activity Name… dropdown. A list of activities will appear.
   
4. Click on your activity’s name. The View/Assign Faculty to tab will appear on the screen.

5. Scroll down to the table that lists all of the faculty associated with the activity.
   
6. Refer to the Disclosure column for each presenter for up-to-date information on the status of that presenter’s disclosure form.

Email Faculty to Encourage Them to Complete a Disclosure

To email faculty via MiCME:

1. Sign into MiCME as an Administrator.
   
2. Click on Faculty > Faculty Management along the left-hand side of the screen.
   
3. Enter the activity name in the Activity Name… dropdown. A list of activities will appear.
   
4. Click on your activity’s name.

5. Click on the View/Assign Faculty to tab.
   
6. Check the box to the left of each individual’s name you would like to email.

7. Click on the Email tab.
   
8. To send yourself a test email, ensure the box next to Send Test Message toward the top of the page is checked and click Send Email.
   
9. To email your intended recipients, uncheck the box next to Send Test Message click Send Email.

Manage Presentations

Presentations do not need to be uploaded to MiCME.

Assist Learners with Credit Claiming

Learners have just under 7 days after an activity ends to claim credit. Learns can claim CME credit via any of the following three methods:

1. SMS text message (Recommended for RSS attendees because this method is the fastest; Not recommended for course attendees because course attendees typically need to complete an evaluation, which can’t be completed via text message.)
2. MiCME website
3. CloudCME mobile application

HITS and the OCME&LL have prepared this Google Slides template you can customize for your activity to assist learners in claiming credit during an activity.

IMPORTANT: 

• Regardless of the chosen method, learners must claim credit within one week after the end of a child activity.
  
• To claim credit via QR code, learners must have the CloudCME mobile application installed on their mobile device. Otherwise, learners will only see a blank page in their browser and will not be able to claim credit.
  
• Course learners (i.e., learners attending something other than an RSS) should claim credit via either the MiCME website or the CloudCME mobile application because many courses require an evaluation, which cannot be completed via text message.

Encourage participants to claim credit during or immediately after the child activity.

Learners can claim credit as early as 30 minutes before the activity and as late as just under 7 days (10,000 minutes) after the activity.

Encourage learners to claim credit as soon as possible using one of the following methods:

1. SMS text message (Recommended for RSS activities because it is the fastest method.)
   
2. QR code and the CloudCME mobile app (Recommended for courses and activities requiring an evaluation.)
   IMPORTANT: The mobile app is required to claim credit via the QR code.
   
3. MiCME website (Recommended for courses and activities requiring an evaluation)

Support and Additional Resources

Need additional assistance? Health Information Technology & Services (HITS) offers three convenient ways to get the help you need:

1. Review the MiCME Help page.
   
2. Submit a ticket online.
   
3. Call the HITS Service Desk at (734) 936-8000. The HITS Service Desk is available 24 hours a day, 7 days a week.

Glossary

This section introduces commonly used terms in the MiCME.

Activity: See “Course”

Activity Coordinator: An individual with the ability to edit child activities, assign speakers, etc.; Also know as an RSS or Course Coordinator

Activity Owner: An individual who owns a course application; Unlike an Activity Coordinator, an Activity Owner who is not also an Activity Coordinator cannot edit child activities, assign speakers, etc.

Administration: The portion of the MiCME website that allows Coordinators to manage activities

Administrator: An OCME&LL or HITS MiCME user with the ability to manage activities via the Administration section

Attendee Portal: The portion of the MiCME website that learners can see and that Coordinators can use to access Help documentation, search for public activities, etc.; Also referred to as the “frontend”

CloudCME: The software that powers MiCME, the University of Michigan’s continuing medical education (CME) management platform

Course: A session or event

Faculty: A speaker or presenter

Learner: An attendee or participant

MiCME / MiCME powered by CloudCME: The University of Michigan’s CME management platform

OCME&LL: The Office of Continuing Medical Education and Lifelong Learning

SSO: Single-sign on; The ability to sign into CloudCME using a University of Michigan level-1 username and password