Bristol-Myers Squibb: FAQs

What are the requirements for an organization to receive a medical or science education grant from Bristol-Myers Squibb?
Please review the information on our website concerning our programs and application types to find out if your organization is eligible to receive a grant.

Can one organization receive multiple grants?
Yes. Grant requests for different educational activities are reviewed independently. Please note that all Bristol-Myers Squibb-sponsored programming must be primarily dedicated to promoting objective and balanced scientific education related to disease state or treatment options and not targeted to a specific Bristol-Myers Squibb product or other pharmaceutical product.

Do you award grants to individuals?
No. Grants are only provided to eligible organizations.

Can I submit a request for a topic that is not listed, but is of high medical value?
Yes. In general, Bristol-Myers Squibb prioritizes requests falling within our therapeutic areas of interest.

Does my organization have to be an accredited continuing medical education provider to receive a grant?
No. Bristol-Myers Squibb will consider grant requests for both accredited and non-accredited continuing medical education. In the event that the program will be providing credits, however, the accredited body must be the applicant.

My medical education agency employees engage in both independent medical education and promotional services to Bristol-Myers Squibb. Can I continue to provide both services to Bristol-Myers Squibb?
No. Requesters of unrestricted educational grants from Bristol-Myers Squibb must certify that they have not been involved in any activities related to the promotion of any Bristol-Myers Squibb products and that they do not have confidential information relevant to Bristol-Myers Squibb promotional activities which remains subject to a non-disclosure agreement with Bristol-Myers Squibb. In these instances, a firewall certification may need to be obtained from Bristol-Myers Squibb.

Furthermore, agencies should be aware of the Accreditation Council for Continuing Medical Education (ACCME) requirement that entities providing independent medical education must be separated, at an entity level, from entities that provide promotion-related services. The ACCME requirement took effect in August 2009.

Terms and Conditions/Educational Grant Agreement

How does this differ from the current educational grant agreements?
Our terms and conditions are non-negotiable. By submitting a grant request to Bristol-Myers Squibb, the applicant represents and warrants that they have read, and agree to abide by, the terms and conditions.

Upon notification to the applicant of the approval of a grant request, an Educational Grant Agreement will be sent via e-mail.

Please note that funding is not guaranteed until the applicant has received a copy of the Educational Grant Agreement signed by both the applicant and Bristol-Myers Squibb.

What if I do not agree with the Terms and Conditions? Can I change them?
No.

What if I do not agree with the language of the agreement? Can I change it?
You may propose a change to the Educational Grant Agreement. Such changes will then be reviewed by Bristol-Myers Squibb. Please remember that funding is not guaranteed until the applicant has received a copy of the Educational Grant Agreement signed by both the applicant and Bristol-Myers Squibb.

How do you know that an organization has read and agreed to the Terms and Conditions?
By submitting a grant application to Bristol-Myers Squibb, the applicant represents and warrants that an authorized representative has read and agreed to the terms and conditions.

In addition, the Educational Grant Agreement incorporates, by reference, the terms and conditions. Execution of the Educational Grant Agreement is acceptance of the terms and conditions.

What do I do if changes need to be made to my approved grant request?

Changes to elements of a Grant Request post-approval require review and approval prior to implementation of scope change(s) and program initiation. Per the Educational Grant Agreement (LOA), the Grantee must notify the Grantor in writing of any change to the approved grant request no less than 30-days prior to program initiation by submitting a completed Program Scope Change Request Form and a revised Program Cost Form (in instances where expenses are impacted by the change in scope).

For additional information on the Program Scope Change Request Form, please click on the link below:
Program Scope Change Form (Word: 21 KB)

What are the types of changes that require a Program Scope Change Request Form to be completed?

Changes to grant proposal elements requiring review include, but are not limited to, the following:

Grant support
- Reduced number of intended supporters. In particular, conversion from multi-support to single support, reduced level of secured funding or insufficient funding to deliver original proposal.
- Excess funding, including grant support and any attendee registration fees
Program or activity location
Change in educational partner or accredited provider
Number of proposed activities
Continuing education certification
Learning Objectives
Outcomes analysis

How do I know if my scope change request has been approved or denied?

Final decisions regarding scope change requests will be communicated to the requestor by the Bristol-Myers Squibb Independent Medical Education Department.

Where do I send the Program Scope Change Request Form?

Please email the completed Program Scope Change Request Form and revised Program Cost Form (in instances where expenses are impacted by the change in scope) to your assigned Grant Analyst no less than 30 days prior to the activity's implementation date.

Where can I find the Program Scope Change Request Form?

The form can be accessed at the following link: Program Scope Change Form (Word: 21 KB)

New Request for Proposal (RFP) Model

What are the changes?

Effective January 2013, Bristol-Myers Squibb will fund Independent Medical Education (IME) grants exclusively through an RFP process. The previous model of posting submission timelines during the year for grant proposals > $10,000 and the rolling submission for grants ≤ $10,000 will no longer be utilized. Any grant proposal received outside of the posted RFP submission timelines will be rejected without review. This change will streamline the grant review process to ensure efficiencies and improve communication regarding the Bristol-Myers Squibb areas of funding interest to meet unmet educational needs.

Why did this change occur?

This change was made to streamline the grant review process to ensure efficiencies and improve communication regarding the Bristol-Myers Squibb areas of funding interest to meet unmet educational needs.

What is the difference between Category 1 RFPs and Category 2 RFPs?

The definitions of the two categories are as follows:

Category 1 RFP

á Regularly scheduled activities offered by Professional Societies, including the Society's Annual Meeting, other regularly scheduled Society-sponsored meetings, Professional Society's regularly scheduled special interest conferences, Professional Society sponsored regional series, etc.

á Regularly scheduled annual conferences of a National or International nature organized by Medical Education Providers or Special Interest Independent Organizations. These conferences usually run over two or more days, are multi-supported and feature a faculty of International standing.

á Single-day or half-day Regional Conferences

á Institutional Grand Rounds organized by Medical Centers, Academic Institutions or Community Health Centers with a grant budget of $10,000 or less.

Category 2 RFP

á Original initiatives comprised of one or more activities. These include programs submitted by Accredited Medical Education organizations or Accrediting bodies acting on behalf of unaccredited Medical Education Companies. It is strongly suggested, but not required, that regardless of accreditation status, Medical Education Companies partner with an Academic Institution. When Academic Institutions apply for support, it is required that they disclose any logistics partner(s) involved in the project.

Click here for examples of Category 2 RFPs

If my program is an institutional grand round series and the grant budget is greater than $10,000 which category should be used?

Category 1

What documents(s) are required when submitting a grant application under this new RFP model?

No change has occurred in the type of documents required for grant submission.

Are there changes in the current educational grant agreement (LOA)?

Which therapeutic areas will this new model affect?

The new RFP Model will affect all areas of funding interest. Refer to the Bristol-Myers Squibb website site for a list of therapeutic areas.

What are the submission timelines?

Category 1 RFP will be posted four times each calendar year. Refer to the Bristol-Myers Squibb website under "Important Information" for specific timelines. Please note the proposed activity may be initiated at any time during the 12 months following approval.

Category 2 RFP postings will occur throughout the year based on the unmet educational needs in each therapeutic area of interest and available funding. Refer to the Bristol-Myers Squibb website periodically for updated information.

When should I expect to be notified about the decision of my grant application under this new model?

For Category 1 and 2 RFPs, the grant applicant will be notified no later than eight weeks after the RFP submission deadline.

How long will it take to review an RFP grant application?

Both categories will take up to eight weeks for full review of the applications.

If my grant proposal is denied , when can I submit another grant application under this new model?

If a grant application has been denied after being reviewed by Bristol-Myers Squibb, you cannot resubmit the same application in that calendar year. If the grant application is submitted outside of the posting window and is rejected without being reviewed, you can submit during a future open window for Category 1 or Category 2 RFPs.

My education program is projected to start in 4 weeks, is this enough time to submit a grant application under this new RFP process?

No. All applicants must submit their grant application(s) at least 8 weeks prior to the start of the education program.

Where can I find Bristol-Myers Squibb RFP postings that are open for grant submissions?

RFP postings can be located as follows:

Category 1 and Category 2 RFPs

á Bristol-Myers Squibb Medical Education (website here)

Category 2 RFPs

In addition to the Medical Education website, RFPs will be posted on two additional websites

á The Alliance for Continuing Education in the Health Professions (website here)

á The Society for Academic Continuing Medical Education (website here)

Request for Proposal Process

Are there any changes to the Grant Application?

Yes. In an effort to simplify the grant application process, there are no longer two separate applications. These have been merged into one application.

What are RFP codes?

RFP codes are specific identifiers on the application that include the RFP category and therapeutic area for an RFP posting. The RFP code will be chosen from a drop-down menu on the application that is available during the timeframe of the RFP posting. Your choice must match the unique identifier indicated on the posted RFP or this will delay your application process.

How will I know which RFP code to select?

All Requests for Proposals will indicate a unique RFP code when posted on the website. While applying, you must select the RFP code in the online application that aligns with the RFP for which you are applying.

Why can't I find the RFP code for the RFP that I am applying for on the application?

If the RFP code is not available in the application, this is an indication that the submission timeframe for that particular RFP is over and submissions are no longer being accepted.

Can I submit more than one grant request for the same annual meeting?

Only one grant request per therapeutic area will be accepted per annual meeting. Do not submit multiple requests for the same annual meeting, as they will be declined and you will be asked to resubmit one request.

Whom may I contact for more information?

For any other questions not covered in the FAQs, please email your question to mededadministration@bms.com. You may also reach a grant administrator at 800-831-9008 from 8 a.m. to 4 p.m. EST. Users calling internationally may dial 609-897-6200 to reach a grant administrator.

Application and Submission Information

What are the ideal System Requirements for interfacing with the Bristol-Myers Squibb grants website and application?
The recommended system requirements for best viewing/functioning of the site are:
Windows Operating System with a resolution of 800x600 (or higher).

Microsoft Internet Explorer Browser with Javascript and Pop-ups enabled for this site in the browser settings.

Check spam filters, as correspondence will primarily be via e-mail, and if this is enabled you may not receive important information from Bristol-Myers Squibb relative to your application

Where do I forward my proposal?
Once you have completed your application online, you will be prompted to submit it electronically via the Internet. Once your application has been received, you will receive an acknowledgement at the e-mail address that you provided in your application within three days.

Can I get a copy of the application form?
When you are in the actual application, you can print a copy by clicking on "Printer Friendly Version" located at the top of the form. Otherwise, there is no paper copy of the application available. The entire process is online.

Do I have to complete the application in one online session?
No, you can start the application and choose to save and finish at another time. When you opt to do this, you will be asked to provide your e-mail address and create a password for future access to the application you are working on. Please remember your user name and password, as we will not know that information and cannot get you back into your application.

How do I return to an incomplete application that I saved, but have not yet submitted?
You will receive an e-mail notification confirming that your application was saved, along with the e-mail address and password required to access your saved application. This e-mail will also include the Web address of the log in page.

When will I be contacted about the status of my proposal?
After you submit your application, you will receive an e-mail confirmation from Bristol-Myers Squibb. After an initial review, you may be contacted to provide additional information. All communications will occur via e-mail. After final review, you will receive a letter informing you of the disposition of your application.

When do you accept proposals?
Refer to question above in the New RFP Model - Where can I find Bristol-Myers Squibb RFP postings that are open for grant support?

If I want to mail a copy of my request for review, to whom do I address it?
Please do not mail any grant requests, as we will not be able to accept them. Only online requests will be considered.

Application Procedures

How long does it take to review a proposal?
Bristol-Myers Squibb review of grant submissions may take up to 8 weeks after the last date of the posting timeframe for the specific RFP. Refer to RFP section for more information.

May I send the application directly to a Bristol-Myers Squibb representative or another contact at Bristol-Myers Squibb?
No. Applications are only accepted online. Inappropriate involvement with a representative from Bristol-Myers Squibb sales or marketing will lead to the rejection of your application.

If our grant request is approved, may we use the Bristol-Myers Squibb logo to list Bristol-Myers Squibb as a sponsor for our program?
In order to use a Bristol-Myers Squibb logo, you must submit a request to your grant administrator after your grant has been approved. Please contact your grant administrator to obtain the correct logo.

Why didn't I receive the e-mail notification from Bristol-Myers Squibb?
It is possible that the e-mail was mistakenly filtered by your company's or provider's SPAM filter. Please check to ensure that this is not the case.

Also, any correspondence that is sent out is directed to the e-mail address of the contact person that was provided in the application. If you were not listed as the contact person, you will not be receiving any correspondence from Bristol-Myers Squibb in regard to the application.

How can I acknowledge Bristol-Myers Squibb's support for my medical education program?
If you want to acknowledge our support on materials associated with your program, please use the statement: "Supported through an educational grant from Bristol-Myers Squibb."

What information will I receive from Bristol-Myers Squibb about my request?
After your grant application has been completely reviewed, you will receive correspondence concerning the status of your application. Please do not consider any request approved or denied until you have received notification from a Bristol-Myers Squibb Grant Administrator.

I received notification that my grant request had been approved, but I have not received a check. When should I expect payment and whom should I contact if I have not received it?
If your grant request is approved, you should receive payment within three weeks after the full execution of the grant agreement. If you have not received payment after this time, please contact your grant administrator.

What items can I submit for medical education funding from Bristol-Myers Squibb?
The grant request must include a realistic and comprehensive budget for all the activities included in the program for which you seek support. Please complete a separate budget form for each program type.

Grants may be issued to support only the costs associated with the development, delivery or evaluation of the educational program, resources or materials.
Grants should not cover:
a. Travel, lodging or personal expenses for attendees.
b. Compensation for attendees.
c. Lavish venues.
d. Other costs that are neither reasonable nor customary.

I have monies left over after the completion of my original program. What needs to be done with them? May I apply these funds to another program?
No. The funds provided are to be used for the specific program to which the applicant was awarded monies. Unexpended funds cannot be applied to another program. Please return any unexpended funds back to Bristol-Myers Squibb, to the attention of your grant administrator.

Is a Budget Cost Form reconciliation required if all the grant funds were spent exactly as stated in the application?
Yes. A reconciliation is required for all grants in excess of $50,000. Please submit your final cost form for 'Live' activities within 90 days after the end date of the program. For 'Internet' & 'Enduring' activities, please submit the program cost form within 90 days of the program launch date.

I am receiving e-mail reminders to submit a grant Budget Cost Form reconciliation, but the program has not yet ended. What do I do?
Cost Form reconciliations are triggered by the program end date listed in the grant application and are to be completed within 90 days after the end date. If you are receiving reconciliation reminders, then your submitted end date has passed. If the program end date noted in your application has changed, please contact your grant administrator.

Medical Education Provider Capabilities & Outcomes (MEPCO) – General

Where can I obtain the presentation and audio from the MEPCO Overview and Training webinar that took place on September 11, 2012?

An archived version of the MEPCO Overview and Training Webinar presentation is available on the Bristol-Myers Squibb Website at www.bms.com/responsibility/grantsandgiving/independent_medical_education/pages/default.aspx This is a useful resource and reference guide for navigating through the MEPCO Portal. You can download the pdf version of the presentation and the audio file from the archived webinar link under "Event Resources". If you do not have the password to launch the webinar, please email mededadministration@bms.com.

Where can I submit my questions regarding MEPCO portal?

For technical questions, please email info@ime-outcomes.com or call the toll free number 1-855-951-1827. For general questions related to completing information for your organization's provider profile, activity level data or outcomes report on an approved grant, please email at mededadministration@bms.com

When does the MEPCO system take effect?

The Medical Education Provider Capabilities & Outcomes (MEPCO) portal is already in effect. All Medical Education providers and grant applicants are required to register and create a provider profile in the portal prior to submitting an independent medical education grant request. If you are not already registered, please visit the portal at https://ime-outcomes.com/ in order to do so. Also, all Educational Outcomes information for grants that occurred on or after Jan 1, 2011 must be submitted through the MEPCO portal.

Medical Education Provider Capabilities & Outcomes (MEPCO) - Provider Registration

I am getting an error on my page, whom do I contact?

Please contact our technical support helpdesk at the toll free number 1-855-951-1827. This telephone number is monitored from 8am to 6pm EDT.

Should our educational partners create an account?

Yes, they can register themselves at https://ime-outcomes.com/providers/register.

How long does it take to receive my password?

You should receive your password immediately once you hit the submit button on the Registration page. The password will allow you to log in and complete the rest of your profile. Please check your junk mail or spam folder if you do not receive an email in your regular email. If you do not receive an email response, please call our technical support desk at the toll free number 1-855-951-1827.

How do we manage users to add or change an employee?

The Lead User is responsible for managing User accounts, including creating, editing and locking accounts. On the main screen, the Lead user should click Provider Profile and select Manage Users > Create New User. From this section, a new user can be created or the list of current users edited.

How do I determine if a lead user already exists for our tax ID #?

Only one provider profile per organization is required based on its tax ID. All users belonging to the same organization must use the same profile. The person who registered your organization is the Lead User. If you attempt to register, the system will indicate if a profile already exists and provide the Lead User information. You should contact the Lead User in your organization who can provide you with access. You will receive your own login credentials.

When should we register our profile in the MEPCO system?

In order to complete the grant application process, your organization must be registered with our MEPCO portal https://ime-outcomes.com/. The Lead User should complete the one-time profile registration before you apply for a grant. After creating the profile, it is not necessary to create a profile every time you apply for future grants.

Medical Education Provider Capabilities & Outcomes (MEPCO) - Provider Profile

Do I need a profile for each grant?

No, you need only one profile for your organization. If you work with other educational companies or with other organizations, they will need to register their organization themselves at https://ime-outcomes.com/providers/register

Can I delete a profile and start over?

No, you do not have the ability to delete a profile. The Lead User can edit the profile by going to the top menu of the page under the Bristol-Myers Squibb logo. Click on ÒProvider ProfileÓ and a drop down list will appear. Choose ÒEdit ProfileÓ and you will be able to make changes.

How do I edit my profile?

Only the Lead User can edit the profile. After logging into the system, click on ÒProvider ProfileÓ tab on the menu bar and a drop down list will appear. Choose ÒEdit ProfileÓ and you will be able to make changes.

Do I have to complete the profile at one time?

No, your profile will automatically save when you leave the program. The next time you log in, you can go back in to the application and continue working on completion.

How do I change the Lead User for the profile?

You cannot change the Lead User yourself. If, for any reason this must be changed, please call our technical support desk at the toll free number 1-855-951-1827 or email at info@ime-outcomes.com.

What is a capabilities presentation?

A capabilities presentation is a brief overview of your organization and refers to what type of education you are able to provide. Examples would include internet or enduring programs, satellite symposia, education through iPhone apps, etc. Please include the therapeutic areas in which you work. If you are not a CME organization, you do not need to provide this information, as it is not a required field.

Medical Education Provider Capabilities & Outcomes (MEPCO) - Educational Outcomes

Is the MEPCO portal for all funded activities, even those where continuing education credits are not offered?

All approved grants are required to submit outcomes regardless of whether there are educational credits offered with the program.

What if we do not have the information to answer some of the outcomes questions (i.e., number of years in practice, participantÕs specialty, participantÕs location)?

Not all questions will apply to your program. If this information is available, please provide it. Required questions are marked with an asterisk.

We have several grants listed in the MEPCO portal, including programs that have already taken place. Are we required to provide outcomes for every program listed in our portal?

You must provide outcomes data for all programs that started after January 1, 2011.

I previously sent outcomes associated with my grant to the Bristol-Myers Squibb Grant Analyst. Do I still have to update my information in MEPCO?

Outcome reports should no longer be sent to your Grant Analyst. The Grant Analysts should only receive the reconciled Project Cost Form for the grant. For grants that occurred on or after January 1, 2011, you must update all outcomes information in the MEPCO portal.

Last updated December 2012