Instructions to Authors
Step 1: Title Entry
Enter the title of the abstract to be submitted.
- Use sentence case when entering title.
- To enter superscript text put the following tags around the text to be superscripted: <sup>text</sup>
- To enter subscript text put the following tags around the text to be subscripted: <sub>text</sub>
Step 2: Contributing Author Information
On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.
To Add Author(s):
- Select the link to 'add an Author' and search for an individual's last name.
- A list of potential authors will be generated if the 'last name' is in the system.
- Select the correct contributing author for the submission and indicate if 'presenting' or 'author'.
- Continue process until all contributing authors have been added.
- Each submission is allowed only ONE presenting author.
- Corresponding authors are NOT automatically added to the submission as a contributing author. If the corresponding author is a contributing author, you MUST add the individual at this point.
If a Contributing Author is NOT currently in the System:
- Once you have searched for the last name and it does not appear on the generated author list, select 'enter a new author' and proceed through the process of creating a new record for the individual.
- By entering a unique email, each author will have access to the abstract submission content, but ONLY the corresponding author may edit the content.
- Use proper capitalization when entering a new author.
- Check your entry as you go as the system does not correct spelling or grammar.
Helpful Hints:
- Add your 'presenting author' first. You can later use the arrow buttons at left of names to change order, once all authors have been added.
- Finally, arrange the author names in the order they are to appear when published in the "Program Byline" and "Calendar of Events Byline." ANY AND ALL CONTRIBUTING AUTHORS MUST BE ADDED IN THIS SECTION OF THE PROCESS IN ORDER TO GENERATE THE CORRECT 'BYLINES'. (see Steps 7 and 8).
Back on the Submission Status Page:
- The system will have generated a list of contributing authors added to your submission.
- If any contributing author's names are missing, go back and add the individuals.
- If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
- The presenting author's name will be denoted with an asterisk.
- Any time you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Steps 6, 7, and 8 so it is IMPORTANT you review the content with each change made.
Step 3: Program Byline: Author/Institutions
On the Abstract Submission Status screen, you will be prompted to view the 'Program Byline' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program Byline be VIEWED and EDITED as instructed.
What the System Generates:
- For a single author, the system will list author's name (first initial, last name), institution, city, and state.
- If multiple authors have been entered, the system will list ALL author names (first initials, last names) in the order of entry, followed by the first author's institution, city, and state, then the second author's institution, city, and state, etc.
To Edit the Byline:
If all authors are from the SAME INSTITUTION:
- The final/correct Byline should list ALL AUTHOR names (first initials, last names) followed by ONE listing of the institution, city, and state.
- YOU MUST REMOVE all additional listings of institution, city, and state in order for the byline to be correct.
- YOU MUST SELECT the check box 'All authors are from the same institution' in order to proceed back to your status page or you will be forced to add super/sub-script coding, that is not necessary.
- Do not include "USA" or zip codes. Do not include departmental information.
- Do not abbreviate institution names.
--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:
- The final/correct Byline should list ALL AUTHOR names (first initials, last names) followed by EACH AUTHOR'S institution, city, and state.
- YOU MUST ADD 'super/sub-script coding' (<sup>1</sup>; <sup>2</sup>, etc) in order to correlate the correct Author with the correct institution, city, state.
- Do not include "USA" or zip codes. Do not include departmental information.
- Do not abbreviate institution names.
--Use the following format to add the required 'super/sub-script coding' when Authors are from multiple institutions:
Note that this code:
T Webster*<sup>1</sup>, M Warden<sup>1</sup>, L Salliman<sup>2</sup>, A Sullivan<sup>3</sup>, (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD (3) UT M.D. Anderson Cancer Center, Houston, TX
--Produces this output:
T Webster*1 , M Warden1 , L Salliman2 , A Sullivan3 , (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD, (3) UT M.D. Anderson Cancer Center, Houston, TX
Use of Reset Button:
- Anytime you make changes to the Author List, the system will require that the Byline be reviewed again. The system will display the former Byline, before changes were made.
- If you want to system to regenerate the Byline with the new authors/changes, hit the RESET BUTTON and make appropriate edits as listed above.
- The RESET BUTTON will always clear and reset to the most current author information.
- The 'Program Byline' is EXACTLY what will be published in Medical Physics with the Abstract:
Step 4: 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."
Step 5: 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.
Step 6: Agreements - Participation
The corresponding author must agree to and select the following "AAPM Spring Clinical Meeting 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."
Step 7: 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 AAPM Spring Clinical Meeting, via the AAPM 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 AAPM Spring Clinical 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."
Step 8: 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:
- First Name
- Last Name
- Phone
- Street Address
- City/State/Zip
- Country
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 Support Document.
Step 9: Withdraw Submission
You will be given the opportunity to withdraw the submission at this point.
If you choose 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.'
Step 10: Document Upload/Rules
Once Steps 1 - 9 have been completed, the system will allow you to advance to the next screen in order to upload your:
- Abstract Document file - use STRUCTURED ABSTRACT TEMPLATE for file preparation
- Strongly encouraged, but optional, Supporting Document file for submissions
Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.
Rules Regarding Upload of Documents
ABSTRACTS:
- Abstracts that exceed 250 words will be rejected.
- Abstracts containing graphs, figures, tables or images or multimedia elements will be rejected.
- Abstracts must be uploaded to our server by clicking the "Upload Abstract" icon that will appear on your status page once you have provided all the required information.
- Documents must be in Microsoft Word, Corel WordPerfect, or ASCII Text format. The recommended format, to ensure the highest level of compatibility, is Microsoft Word (97 or 2000). For best results, Mac WordPerfect users should save documents as MS Word 4, 5, or 6 prior to submission.
- Special Note to WordPerfect 8 and higher users: Corel WordPerfect 8 and higher includes two equation editors. The WordPerfect 5.1-7 Equation Editor must be used when creating equations. To use the WordPerfect 5.1-7 Equation Editor, click Tools / Settings / Environment / Graphics / WordPerfect 5.1-7 Equation Editor.
Young Investigators - Finalists will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. Finalists will be contacted with further instructions at a later date. Contact Laurie Allen at AAPM HQ with questions regarding the Young Investigator Competition .
SUPPORTING DOCS:
- Supporting Documentation is STRONGLY ENCOURAGED for Young Investigator Competition submissions.
- There is a 2-page, 750k file size limit on submissions . Any files larger than this will not be accepted.
- Supporting Documents may be submitted as Microsoft Word, Corel WordPerfect, ASCII Text format, or a PDF file and may contain graphs, figures, tables and images.
- In support of our blind review policy, there is to be no author information in the Supporting Documentation. You may include the title. Supporting Documents must be uploaded to our server by clicking the "Upload Supporting Document" icon that will appear on your status page once you have provided all the required information.
- If submitting a PDF file, you must check the "pdf" box on the upload page.
- If not submitting a PDF file, the documents must be in Microsoft Word, Corel WordPerfect, or ASCII Text format. The recommended format, to ensure the highest level of compatibility, is Microsoft Word (97 or 2000).
- For best results, Mac WordPerfect users should save documents as MS Word 4, 5, or 6 prior to submission.
Special Note to WordPerfect 8 and higher users! Corel WordPerfect 8 and higher includes two equation editors. The WordPerfect 5.1-7 Equation Editor must be used when creating equations. To use the WordPerfect 5.1-7 Equation Editor, click Tools / Settings / Environment / Graphics / WordPerfect 5.1-7 Equation Editor .
POWERPOINT PRESENTATIONS:
For submission types where powerpoint is accepted, please ensure that the file is less than 750k (1MB for Young and Junior Investigators) or it will automatically be rejected. Alternatively, create a PDF from your supporting document and submit the PDF.
Review Submission: Document Status Screen
This shows the status of the documents.
- By looking at this, the author should be able to see if the system has received an Abstract document and/or Supporting Document.
- If the documents were received without any problems, then there will be a link to the Adobe Acrobat PDF file that was created.
- Click on the "View Abstract" or "View Support Doc" buttons to view the document and ensure there were no errors introduced in conversion.
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.
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.