Abstract Submission Guide

WHAT YOU NEED TO KNOW ABOUT SUBMITTING AN ABSTRACT FOR THE ASRS ANNUAL MEETING

 Thank you for your interest in submitting an abstract for the 2017 ASRS Annual Meeting. Please read the following sections carefully to ensure your abstract is submitted correctly.

 REQUIREMENTS OF AUTHORS/PRESENTERS:

  •  Submission of an abstract constitutes a commitment by the first author to present if selected.  This rule applies to paper, poster, paper on demand, course, and film presenters. 
  •  No substitute presenters will be allowed. If the first author cannot attend the meeting, the paper or poster will not be presented.
  •  All presenters are required to register for the 35th Annual ASRS Scientific Meeting and pay all applicable fees.
  •  There is no limit to the number of abstracts on which an ASRS member may be named as co-author.
  •  A financial disclosure must be completed and electronically signed by all presenters, co-presenters, authors, and co-authors submitting an abstract to the ASRS for the 2017 Annual Meeting.
  •  Employees of commercial interests are not eligible to serve as lead authors or present an abstract for ASRS’ Annual Meeting. Questions abut this ACCME requirement should be directed to Stacy Kiff at 312.477.8863 or stacy.kiff@asrs.org.

 REQUIREMENTS FOR YOUR ABSTRACT CONTENT

  •  The study/research/paper/case your abstract describes must promote improvements or quality in healthcare and not a specific proprietary business interest of a commercial interest.  
  •  If the content covered in the abstract includes recommendations involving clinical medicine, the recommendations must be based on evidence that is accepted within the profession of medicine as adequate justification for their indications and contraindications in the care of patients.
  •  All scientific research referred to, reported, or used in support or justification of a patient care recommendation must conform to the generally accepted standards of experimental design, data collection and analysis.
  •  You are required to disclose whether or not data from human research is presented, including IRB status. This information will be published in the abstracts provided to all attendees.

 ABSTRACT REQUIREMENTS:

  •  Abstracts must be submitted in English. The official language of the scientific sessions is English.
  •  Please click on the Omega symbol for a full listing of common scientific symbols. Please DO NOT copy and paste scientific symbols as they will not transfer correctly. 
  •  Spaces DO count toward the character limits specified for each abstract type. 
  • DO NOT use all capital letters.
  •  DO NOT include institution names or other identifying information in abstracts. A masked review process is used during grading and selection. 
  •  DO NOT use trade names when referring to therapeutic options (use generic names). 
  •  Note: Non-members should log onto their ASRS profile (first time users click "Create Your Account") to submit a poster abstract. 

TECHNICAL REQUIREMENTS:

  •  Features of the Abstract Submission System are available in all modern browsers including Google Chrome (preferred), Mozilla Firefox, Apple Safari 6+, and Internet Explorer 8+.  
  •  Note: JavaScript and cookies must be enabled in your browser settings and your system should be using the latest Flash Player version.

How to use the online Abstract Submission System

  • The online Abstract Submission System allows you to create, edit, and submit abstracts over multiple sessions.  Your abstracts may be accessed from your user profile at any time.
  • It is recommended that you create a pre-written text document for pasting content into the submission fields; however, it is not required for entry.
  • As you enter your abstract, you will be able to step through the process with the option to skip for now any content you are not yet ready to enter.
  • At any point in the submission process you may choose to Save and finish later.  This records your work and allows you to return later to make changes or additions and complete your submission.
  • An overview page for each abstract tracks your progress and the review page will alert you to any outstanding items required for submission.
  • Once you are completely satisfied with your abstract and have met all requirements for entry, you can submit your abstract by clicking the Submit abstract button on the review page.

  • You must press Submit abstract when you have completed your abstract or your submission will not be evaluated by the Program Committee. Note: You will receive a confirmation email when your abstract has been successfully submitted. 

Detailed submission requirements

Scientific Papers and Scientific Posters 

Structured abstracts should include:

  • One-sentence objective: 200 characters max

    The question that the study answers or the hypothesis that it tests.

  • Title: 150 characters max
     The title should appropriately describe the essence of the study. Capitalize major words within the title.
  • Purpose: 400 characters max

    The reason the study was performed (i.e. why the reader should care about the answer to the question being asked or the hypothesis being tested).

  • Methods: 700 characters max
    Describe the study design indicating whether data collection was retrospective or prospective, randomized or non-randomized, masked or non-masked, consecutive or non-consecutive series, etc. Identify number of eyes/patients, inclusion and exclusion criteria, intervention/procedures, and measurements.
  • Results: 1000 characters max

    Describe outcome measurements with statistical significance, if appropriate.

  • Conclusion: 400 characters max
    Report conclusion along with its clinical pertinence and value.
  • Graphics
    Up to 2 graphics may be included with your abstract (images, tables, etc.). Graphics do not count toward the abstract’s total character count. A caption with a maximum of 400 characters may be included with each graphic.

Papers on Demand (PODs)

  • Your completed presentation must be received in MP4 format by June 26, 2017Alternative formats will not be accepted.
  • Maximum length of presentation is 10 minutes. 
  • Tools available for recording and narrating your presentation via a screen recording application:

                        Snagit (Windows/Mac): http://www.techsmith.com/snagit.html

                        Screenflow (Mac): http://www.telestream.net/screen-flow/overview.htm

                            Camstudio (Windows): http://camstudio.org/ 

Instructional Courses

Structured abstract should include:

  • Title: 150 characters max
    Is the title descriptive of the course?
  • Short synopsis: 400 characters max
     How would you summarize the course?
  • Educational Objectives: 400 characters max
     What will the attendee gain from the course that can be observed or measured?

Medical Case Conference & Surgical Case Conference

Submission should include:

  • Case history: 
    100 words max
    Briefly summarize the case to be presented. 
    Choose Medical Case Conference or Surgical Case Conference
  • Additional requirements for Surgical Case Conference only:
    Video (60 seconds maximum length, no embedded identifiers, .mov files preferred)
    1-2 PowerPoint slides (ASRS template required)

Film Festival Entries

Structured abstract should include:

  • Title: 150 characters max
  • Synopsis: 500 characters max
  • Time: up to 7 minutes—running time in minutes and seconds

Guidelines for film submission:

Format: Online digital submission ONLY
MP4 format
H.264 video codec
AAC audio codec

Resolution:
Maximum: 1080p (1920x1080)
Standard: 720p (1280x720)
Minimum: 480p (854x480)

Suggested video bitrates:
1080p: 5 mbps
720p: 3 mbps
480p: 1.5 mpbs

Suggested audio bitrate:
384 kbps

Submission deadlines

February 13, 2017

  • Retina Case Conference
  • Scientific Paper
  • Scientific Paper on Demand
  • Scientific Poster
  • Instructional Course
  •  Film Festival abstracts

Notifications and deadlines

April 11, 2017

  • Notifications sent out for papers, posters, PODs, instructional courses, and films

April 18, 2017

  • Notifications sent out for surgical and medical cases

April 23, 2017

  • Completed Film Festival video uploads 

April 25, 2017

  • Deadline to accept invitations to present papers, posters, PODs, cases, instructional courses, and films

June 26, 2017

  • Completed POD videos 

June 30, 2017

  • 3D video abstracts due 

July 5, 2017

  • Completed E-poster uploads 
  • Expert Panel slides due

July 17, 2017

  • 3D videos due

July 27, 2017

  • Instructional Course presentations due

Questions?

Stacy Kiff
Vice President of Education
(312) 477-8863
stacy.kiff@asrs.org