Development of Education Policy & Procedure for Internal Member-Driven Initiatives

Purpose: The development of educational materials, programs, and clinical support resources related to oncology pharmacy practice aligns with the Canadian Association of Pharmacy in Oncology (CAPhO)’s strategic goals of education provision to members. As an organization that is a national leader in oncology pharmacy, CAPhO may be approached to support and guide the internal development of such materials by members. This policy provides guidance to CAPhO to ensure that all educational materials and/or resource development requests are managed in a similar manner and all approved materials meet CAPhO standards, and align with the organization’s mission and vision as well as member learning needs.

For educational materials, programs, and clinical support resources related to oncology pharmacy practice that are developed externally to CAPhO and seeking endorsement by CAPhO, please see CAPhO’s Endorsement Request Procedure.

Examples:

Clinical assessment and/or monitoring tools
Clinical guidance documents
Educational seminar
External educational courses
Independent study packages
Patient education materials

Examples of programs that would not qualify for submission:

Programs and materials developed external to CAPhO and its committees
Programs and materials receiving external sponsorship or grants for development
Programs and materials reviewed through CAPhO’s Endorsement Request Procedure
Programs and materials developed for CAPhO-based educational programs such as the annual conference, Oncology Fundamentals Day, non-sponsored CAPhO webinars and podcasts

Policy:

CAPhO will accept applications annually for educational materials and/or resource development from groups or individuals in which at least one submitting author is a member of CAPhO. It is recommended that all contributors to the project are members of CAPhO.
CAPhO will consider supporting the development of educational materials and/or resources that are related to oncology pharmacy practice and help bridge current learning gaps.
CAPhO will consider supporting the development of educational materials and/or resources in which all treatment options are for Health Canada-approved indications and are recommended for public reimbursement.
CAPhO will consider supporting the development of educational materials and/or resources that are consistent with its mission and vision.
CAPhO will designate one Board of Directors member to act as a liaison and facilitate all approved educational materials and/or resource development requests.
CAPhO’s logo must appear on all written materials. No alterations can be made to the CAPhO logo.
Programs and materials must include the date of production/publication.
The availability of funding and provision of support for educational materials, resources, and programs is determined by CAPhO’s Board of Directors and is reviewed on an annual basis.
Program and materials must not already be receiving or have intention to apply for sponsorship or grants from external parties for development.
The timeframe for review of the development request will be determined by CAPhO, not the applicant. Reviews of initial application may take 4-6 weeks.
A Memorandum of Understanding (MoU) between CAPhO and the group/individual seeking educational materials and/or resource development support is required.
CAPhO will make the materials and/or resource accessible to membership and public upon completion, and the submitting party may disseminate the finalized materials as desired.
The materials and/or resource may be removed from CAPhO’s website if deemed by either the submitter or CAPhO to be outdated, no longer relevant to oncology pharmacy practice, or for other reasons deemed sufficient for removal.

Procedure

1. An application is submitted to CAPhO via the online application form available on the CAPhO website during the annual call for submissions, containing information as outlined below.

The application must contain the following information:

Title
Materials or resource type/format
Target audience
Rationale/unmet need
Objectives/intended use
Authors, disclosures of conflicts of interest
Confirmation of no external funding (e.g., sponsorship, grants, consulting fees) in place for the educational materials and/or resource
Funding amount requested for support of educational materials and/or resource development, including a detailed cost breakdown and timeline, up to a maximum of $25,000
Project timeline for educational materials and/or resource development

2. The application will be reviewed by a member of CAPhO’s executive, along with the three chairs of the education committees. The application will be reviewed to ensure the project aligns with CAPhO’s mission and vision and is not redundant in scope with existing resources or educational materials in development.

3. CAPhO will respond to the submitting party to indicate that the proposed material is eligible (with/without recommendations) for development support or ineligible. If eligible, CAPhO will determine which Director and associated portfolio will be the liaison for the project. Budget will be subject to approval by CAPhO’s finance committee.

4. The Facilitating Director will be involved in the development of the educational materials and/or resource and be responsible for providing CAPhO updates on the project’s timelines. The Facilitating Director will oversee that the educational materials and/or resource are developed in alignment with the following:

CAPhO’s mission and values
Accuracy (appropriately referenced)
Currency (information and references are recent and up to date)
Clarity (information is easy to follow for intended audience)
Bias (includes description of all therapeutic alternatives)
Relevance to Canadian clinical practice (refrains from including treatment options that are not accessible in Canada or are not recommended for public reimbursement).

5. The submitting author(s) and Facilitating Director will jointly identify two Expert Reviewers for the educational materials and/or resource. The submitting author(s) will ensure the proposed budget as part of the application includes a suggested honoraria for the work conducted by the Expert Reviewers that aligns with the anticipated workload. The Expert Reviewers will send their feedback, recommended edits, and whether they recommend material for endorsement to the submitting author(s) and Facilitating Director. The submitting author(s) and Facilitating Director will evaluate all reviewer’s comments and the submitting author(s) will modify the materials, as necessary.

6. The CAPhO Management Office (with the approval of the Facilitating Director) will ensure that a MoU with the submitting party is signed. The MoU shall include the following requirements:

CAPhO will have final approval of all statements attributed to CAPhO or using the name “CAPhO”, “Canadian Association of Pharmacy in Oncology”
All final drafts of materials, layouts for packaging and promotional pieces must be submitted for final sign-off by the Facilitating Director prior to publication and/ or presentation.
Funds will be distributed to the submitting author(s) as required throughout the development of the project. Receipts will be required for any costs outside of honoraria
Honoraria will be distributed upon completion of the project
Other items will be included in the MoU as required depending on the scope of the project

7. CAPhO will make the educational materials and/or resource accessible to membership and public as appropriate (e.g. placement of educational materials on website). The submitting party may also disseminate the materials as outlined in the application.

CAPhO would like to acknowledge CANO (Canadian Association of Nurses in Oncology) for use of their Endorsement Policy as a framework which CAPhO adapted in the creation of this policy.

Approved: July 2025
Due for review: July 2026