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Annual Meeting Online Submission (AMOS) System Instructions

Welcome to the 2010 ITART Meeting Abstract Submission System

Abstract submission for the 2010 ITART Meeting is a 100% web based process. In order to complete a SUCCESSFUL SUBMISSION, understanding how the system works, what the requirements are, and what information is needed will streamline the process for you.

So prior to beginning the abstract submission process, please take a few minutes to review the information listed below. With a general understanding, your submission should be successful.

(The online system is now closed for general submissions)

Abstract System Login

Deadline Date: Wednesday, March 10th (3:00 PM Eastern)

Overview

ITART General Rules

Accessing the Submission System

Personal Homepage


To Create a New Submission (go to)

Step 1 Identify Submission Type
Step 2 Title Entry
Step 3 Select Subject Category
Step 4 Select Requested Presentation Mode
Step 5 Contributing Author Information Entry
Step 6 Program Byline: Author/Institutions
Step 7 - 10 Acknowledgements/Agreements
Step 11 Corresponding Author Information
Step 12 Withdraw Submission
Step 13 Document Upload/Rules
Review Submission Document Status Screen

ITART General Rules

Abstract Submission for the 2010 ITART Meeting is a 100% web based process:

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

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Abstract Submission Policy

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Prior to being permitted to upload your Abstract/Supporting Document

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Presentation Modes Defined

Based on submission content, abstracts selected for presentation will be assigned as

Oral Presentation

  • Brief oral presentation given during moderated scientific session.  
  • Session room will be equipped with one digital projection system for single projection of Microsoft PowerPoint Presentations.
  • No electronic poster display required.

Standard Poster Presentation

  • Brief overview of poster given during designated standard poster session
  • 4 x 4 hardcopy poster display required.
  • Electronic poster display submission optional. Authors will be contacted with submission instructions.

 

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Abstract Formatting Guidelines

Adhere to the following when preparing your Abstract file. The file will be uploaded to the abstract system once you have gone through the submission process:

Structured Abstract Format Defined - REQUIRED

The abstract submission document MUST be structured to include each of the following components:

A STRUCTURED ABSTRACT TEMPLATE is provided:

**Any abstract that does NOT conform with this structured outline will be REJECTED.**

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Accessing the Submission System

Once you have accessed the System Site (AMOS), in order to access the submission system, you'll be prompted to login using an Abstract Submission Username and Password.

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Personal Homepage

What information is available to me on the homepage?

What can I do from my homepage?

How do I create a new submission?

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To Create a New Submission

The following are the step by step instructions to be followed once you have accessed the abstract system to begin the submission process.

Please review these instructions before you begin the process. It is imperative these instructions be followed precisely in order to generate the desired meeting program.

Step 1| Submission Type

You'll be prompted to identify the submission as:

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Step 2 | Title Entry

Enter the title of the abstract to be submitted.

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Step 3 | Select Subject Category

Select the Subject Category which best pertains to your Abstract submission:

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Step 4 | Select Requested Presentation Mode

Select a 'Requested' Presentation Mode based on the type of submission as outlined below:

Rules regarding Requested Presentation Mode for Abstracts:

Presentation Modes Defined:

Oral Presentation:

Standard Poster Presentation:

NOTE: The individual names of contributing authors MUST appear on all posted presentations.

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Step 5 | Contributing Author Information Entry

On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

If a Contributing Author is NOT Currently in the System:

Helpful Hints:

Back on the Submission Status Page:

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Step 6 | Program Byline: Author/Institutions

On the Abstract Submission Status screen, you will be prompted to view the 'Program By-Line' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program By-Line be VIEWED and EDITED as instructed.

What the System Generates:

To Edit the By-Line:

If all authors are from the SAME INSTITUTION:

--Use the following format when all authors are from the same institution:

T Webster*, M Warden, L Salliman, A Geyser, Memorial Sloan Kettering, New York, NY
(NOTE: The Presenting Author's name will be denoted with an asterisk.)

If authors are from MULTIPLE INSTITUTIONS:

Use of Reset Button:

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Step 7 | Agreements: Verification of Contributing Authors Statement

The corresponding author must agree to and select the following "Verification of Contributing Authors" statement button in the submission process:

"By checking this box, I verify that each author to be listed on the submitted abstract has contributed to the content of the abstract and consented to the submission of the said abstract."

 

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Step 8 | Agreements: Conflict of Interest Statement

To avoid the appearance of any conflict of interest, Authors of scientific presentations must disclose the names of any companies or organizations who have provided the Author with any financial support for the research being presented and whose products and/or services are the subject matter of the presentation. Such disclosure is to be made by placing the following statement at the end of the Abstract: "Research sponsored by ________ corporation."

This policy is not intended to discourage such support, or restrict the dissemination of the research as it is recognized that much scientific research is supported by organizations that have a commercial interest in the results of the research. The intent of this policy is to permit the members of the audience to form their own judgments about the research with the full disclosure of the facts.

You will be prompted to acknowledge if any company or organization whose products/services are the subject matter of your abstract has provided you with any financial support for your research.

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Step 9 | Agreements: Participation

The corresponding author must agree to and select the following "ITART Participation Agreement" statement button in the submission process:

"By checking this box I verify that each author listed on the abstract has agreed to participate in this educational activity. It is understood that each presentation will be constructively evaluated in areas of presentation quality, achievement of educational objectives, and utility/usefulness of content. The evaluation will be confidential and communicated only to the contributing authors upon request.

I further verify that any potential conflict of interest(s), as set forth in the preceding statement, has been listed in the abstract and will be disclosed during the presentation."

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Step 10 | Agreements:   Distribution of Abstract and Presented Materials

The corresponding author must agree to and select the following "Distribution of Abstract and Presented Materials Agreement" statement button in the submission process:

"By checking this box, I verify that I have obtained permission from each author listed on my abstract allowing me to distribute the abstract at the ITART meeting, via the ITART website, or via any other publication that may result from this meeting.

Under this constraint, I verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the ITART Meeting for educational purposes from the appropriate copyright owner(s) and publisher(s).

Non-copyrighted materials obtained from sources such as colleagues or the web will be attributed accurately. Where possible, prior permission for its use will be obtained."

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Step 11 | Corresponding Author Information

Corresponding Author Contact Information is entered on this screen. If you are an AAPM member, first log into the AAPM website. The following required fields will automatically be completed for you. The following fields are required

All Contributing Authors may access an Abstract by using their personal Username and Password.  BUT only the Corresponding Author has the ability to modify any of the Abstract information, including withdrawing the abstract or re-submitting a revised Abstract document or Supporting document.

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Step 12 | Withdraw Submission

You will be given the opportunity to withdraw the submission at this point.

If you chose to do so, this record will be deleted from the system. You would need to return to your private Abstract Homepage in order to 'create a new submission.'

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Step 13 | Document Upload/Rules

Once Steps 1 - 11 have been completed, the system will allow you to advance to the next screen in order to upload your:

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

Rules Regarding Upload of Documents

ABSTRACTS:

SUPPORTING DOCS:

POWERPOINT PRESENTATIONS:

For submission types where powerpoint is accepted, please ensure that the file is less than 750k or it will automatically be rejected. Alternatively, create a PDF of your supporting document and submit the PDF.

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Review Submission: Document Status Screen

This shows the status of the documents.

NOTE: If you have previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Abstract" or "Delete Support Doc" button. This will 1) notify the system that the documents will be resubmitted and 2) all references to previously submitted documents will be removed. After resetting a document, resubmit the new document through the same web-based upload process. Document Upload/Rules.

You will only have the option to reset a submitted document if it has been received as noted above.

Please be completely sure that you wish to resubmit a document before following this procedure.

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