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Grand Rounds must be based on a needs assessment of the target audience, objectives developed by the planning group.

The principles behind speakers and COI that are in place for Continuing Professional Development should be applied to Departmental educational rounds where CME credits are given.  This means that while pharma can help support a speaker, the selection of speakers and topics must come from the Department, and any pharma support must be in the form of independent educational grant.  Thus, we will no longer be able to accept a speaker pharma has selected and invited to speak to us – the approach must be the other way. 

Speakers, regardless of whether their visit is supported or not, must present disclosure slide regarding any commercial  links they have relevant to the topic they are discussing

Funding for Invited Speakers

Funding for invited speakers may be obtained if a request for funding form is submitted by a faculty member that is primarily appointed or cross-appointed to the Department of Oncology, in advance.  A maximum of $500 per visitor will be allowed.  Be advised that all the KGH travel policy guidelines will apply

Please submit your request for funding at least 4 weeks in advance to Oncology Education Coordinator.

The Oncology Trust Fund OTF was established in 2005 as a supplemental source of funding to enhance research and educational activities within the Department of Oncology. It was initiated as a collaboration with pharmaceutical companies, who were invited to participate by providing small annual unrestricted grants in return for regular educational opportunities offered by the Department. The fund is available to all faculty members who are primarily or cross-appointed to the department of Oncology.

1) Potential uses of funds:

  • Funding for medical and radiation residents to defray costs of educational and research opportunities;
  • Support research activities of other trainees doing research under the direct supervision of department members;
  • Assist with community education projects related to oncology;
  • Defray some expenses (up to a maximum of $500) of guest speakers to events such as Grand Rounds in Oncology andor resident half-day.

2) Terms and Conditions for use of funds:

  • The applicant must be either primarily appointed or cross-appointed to the Department of Oncology;
  • Prior department approval for requested expense must be must be sought. Funding will not be provided retroactively;
  • The fund is a limited resource; as such the fund should not be viewed as the sole source of funding for most requests; applicants are required to seek alternate sources of funding as well;
  • Approval for request and sum of funds to be made available is at the discretion of Department Head or delegate;
  • Financial advances are not available.  All supporting documentation to substantiate the approved costs must be submitted to Oncology Education Coordinator, within 30 days to be processed for reimbursement;
  • All travel is subjected to the Kingston General Hospital travel policy guidelines
  • Potential conflicts of interest must be declared in advance, on the request for funding form.

For trainees:

  • Residents and fellows primarily affiliated with the department are eligible for conference funding if they are presenting; other trainees doing research under the direct supervision of department members may be considered on a case-by-case basis
  • Amount is limited to $1500 per request
  • Applicants are eligible once per calendar year
The Department of Oncology wishes to acknowledge the following for their continued support in Oncology education:

Roche  -  Novartis  -   Bayer Inc.  -  Bristol-Myers Squibb

Merck Canada  -  Gilead  -  Servier Canada

AbbVie Corporation  -  Celgene  -  Pfizer

AstraZeneca  -  EMD Serono  -  Amgen  -  Eli Lilly

Apobiologix  -  Ipsen Biopharmaceuticals


Reference for Pharmaceutical Reps

Terms of Reference

Purpose of Fund

The Oncology Trust Fund (OTF) is established as a source of funding to enhance research educational and academic activities of the Queen’s University Department of Oncology based at the Cancer Centre of Southeastern Ontario at Kingston GeneralHospital.

Collaboration between the pharmaceutical industry and oncology health care providers is fundamental to cancer care delivery. Financial support from industry has enhanced research and continuing medical education (CME) of health care professionals. It is essential, however, that patient care and professional independence are not inappropriately affected as a result of this collaboration. The oncology CME programs must be of high quality, while maintaining costs at a fiscally responsible and reasonable level. Guidelines for industry support therefore seek to maximize corporate participation in CME programs while maintaining the autonomy and impartiality of individual oncology professionals and their organizations; they are based on the principles of: (1) openness; (2) quality of teaching and research; (3) freedom from conflict of interest; (4) respect for patient confidentiality and privacy; and (5) appropriate recognition for financial support provided by industry.

General Guidelines for the OTF

  1. The OTF is a research and academic educational fund. The fund shall be used only for the Department of Oncology at the Cancer Centre of Southeastern Ontario at Kingston GeneralHospital and will reside within an account within the Department of Finance at Kingston GeneralHospital, who will be responsible for monitoring account activity according to the terms of reference outlined within this document. Disbursement of funds requires signed approval from the coordinator of the Oncology Lecture Series or delegate in addition to the Head of the Department of Oncology and/or the Regional Vice President of Cancer Services or delegate.
  2. The Department of Oncology medical education coordinators shall have the ultimate responsibility for the planning, development and content or implementation of CME programs, without influence from pharmaceutical representatives.
  3. Representatives from the pharmaceutical companies that contribute to the fund will have access to any of the regularly scheduled educational activities that are not related to individual patients where privacy legislation would preclude participation. On-site educational preceptorships may be arranged for individual pharmaceutical representatives subject to negotiation with individual physicians or educators. Companies will be individually acknowledged on a regular basis at the educational sessions as well as any activity where funds from the OTF are used. The Department of Oncology website will also acknowledge contributors.
  4. Funds for medical students, residents, or fellows to attend research and academic educational events shall be permissible as long as their academic institutions make the selection of participants for these funds.
  5. No industry promotional materials will be displayed or distributed in the same room during scientific presentations or meetings. In larger meetings, the Department of Oncology medical education coordinators shall control the access to promotional materials in order to avoid the appearance of a direct connection between the distribution of promotional materials and the scientific presentation.
  6. Industry sponsors may not offer direct payment to CME program organizers, participants, or attendees to cover travel, accommodations, or honoraria, nor may such individuals accept payments if offered. Support of CME programs shall be accepted only as unrestricted grants or as exhibitor registration fees.
  7. Industry supporters may not use the Queen’s University, the Department of Oncology, the Cancer Centre of Southeastern Ontario or the Kingston GeneralHospital names, logos, or seals in conjunction with advertising or promotion without written permission.
  8. Representatives of industry sponsors may not engage in sales or promotional activities during scientific sessions or other meetings.